Inventory Item
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The Inventory Item module pulls information from ¶¶ÒõCloud modules including Data Management. Modules include:
A Cost GL account is required. For information, see Create General Ledger Account.
For Vendor information, see Create a Vendor.
For Measurement information, see Measures.
Ensure these configurations are in place before proceeding with Create New Inventory Item.
Inventory Items Permissions
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The following identifies the applicable ¶¶ÒõData Management role permissions:
Permission | Description |
|---|---|
export-inventory-item.Manage | Export inventory items to a .csv file. |
export-inventory-item.View | Download exported csv files that contain inventory items. Remove failed exports. |
import-inventory-item.Manage | Import inventory items (csv file). Delete imported csv files. |
import-inventory-item.View | Download imported csv files that contain inventory items. |
inventory-item.Add | Create new inventory items. |
inventory-item.Delete | Delete inventory items. |
inventory-item.Manage | Edit existing inventory items. |
inventory-item.View | View inventory items. |
Add Inventory Item Options
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To access Inventory Item Options menu, select:
An item from the list, or
From the upper-right, select Add Inventory Item.
To exit out of an Inventory Item Option, from the upper-left of the area, select the X.
Select the Option to view more detailed information.
Permission | Description |
|---|---|
Assign availability. | |
Item name, description, stand worksheet status, assign general ledger account and tags. | |
Measurements and measure factors, transfer types, order, transfer, and recipe units, physical and worksheet count. | |
Recipe information and Parent Product toggle. | |
Assign reporting measures and major/minor item categories. | |
Vendor name, item code, order unit/cost, and preferred vendor indicator. |
Inventory Item List
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The Inventory Item List displays information depending on the site(s) selected. To select a site, locate the Select Site button on the upper-right of the Inventory Item Module.
The Inventory Item List displays:
List Header | Description |
|---|---|
ID | Item ID assigned in the the General Inventory Item form. |
Name | Item Name assigned in the the General Inventory Item form. |
Major Category | The Item Category assigned in the Reports Inventory Item form. |
Chargeable | Recipe ingredients counted on Stand Worksheets. |
Show on Stand Worksheet | Indicates if the inventory item should appear on the Stand Worksheet. Default is Yes. |
UPC Code Mapping | Indicates if the inventory item is mapped to a UPC Code. |
*Modified Date | Date last modified. |
*Entity ID | Inventory item ID. |
*ID | System ID. |
*On the right of the header, select the three-dot menu for the option to display additional information.
Create New Inventory Item
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Note
The Inventory Item module depends on several Back Office Settings configurations. Review Inventory Item before proceeding.
To create a new inventory item:
From the upper-right of the Inventory Item module, use Select Sites to select the site(s) with the potential to order this inventory item.
From the upper-right of the Inventory List, select New Inventory Item.
In the Name field of the General form, type the item name.
In the Description field, type an item description.
In the ID field, type the item id.
From the GL Account dropdown, select the cost general ledger account for the item.
The selected GL Account is used in reports for financial reconciliation.
Only GL Accounts with a GL Type of Cost are available for selection.
Set the Show on Stand Worksheet toggle to Yes or No.
In the UPC Code Mapping field, add the item's UPC code to allow quick item identification and operation in other modules.
Focus the cursor in the field, and then scan the UPC code -OR- type the code in the field.
In the Inventory Items Tag area, select the Tags field to select the tags associated with the inventory item. Add multiple tags by selecting the field again.
Follow the procedure to assign an item measure.
It is not possible to save an inventory item without an assigned item measure.
Follow the procedure to assign a reporting measure.
It is not possible to save an inventory item without an assigned reporting measure. After assigning a reporting measure, the system returns to the Create New Inventory Item area to complete this process.
From the upper-right of the General Inventory Item area, use the Save dropdown and select from the following options:
Field Name
Description
Save and Close
Save the new inventory item information and return to the inventory list.
Save and New
Save and close the current inventory item and open a new Create New Inventory Item window.
Save and Duplicate
Save the inventory item inventory item information and create a duplicate inventory item.
Note
Alternatively, select Cancel to cancel the creation of the new inventory item.
Edit Inventory Item
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To edit an inventory item:
From the Inventory Item List, either:
Directly select the inventory item, or
To the left of the inventory item, select the checkbox and use the Actions dropdown to select Edit.
Update the inventory item as necessary.
From the upper-right of the Inventory Item module, select Save.
Remove Inventory Item
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To remove inventory item(s):
From the Inventory Item List, to the left of the desired inventory item(s), select the checkbox.
From the upper-left of the Inventory Item List, use the Actions dropdown to select Remove.
From the lower-right of the confirmation, select Yes.
Alternatively, select Cancel.
From the upper-right of the Inventory Item module, select Save.
Import Inventory Items
¶¶ÒõCloud Portal → 4-Dot Menu → Data Management → Venue Inventory Settings → Inventory Item
The import inventory item list feature requires import-inventory-item.Manage permissions.
For more information, see Roles and Define Role Permissions.
To import an inventory list:
Navigate to Inventory Item.
From in the upper-right of Inventory Item, use the Export/Import dropdown to select Download Import Template. The dropdown options are:
Field Name
Description
Export the files selected from the Inventory Item List.
View the Processing, Completed, and FailedÌý±ð³æ±è´Ç°ù³Ù²õ.
Download Import Template
Download a template designed for importing files.
View Import Directions
View and download the directions to import inventory items.
Import Changes
Import the inventory items.
View Recent Imports
View the Processing, Ready, Completed, and Failed imports.
In the Downloads folder, locate the Inventory Item Import Template .csv file. Right click on the file name to choose the appropriate application to open the file.
Note
The appropriate application depends on the operating system on the user's computer. For example, Excel is a common application used to open .csv files.
On the Import Template .csv file, enter the inventory item information. For information about the template fields, select View Import Directions from the Export/Import dropdown.
From the upper-right of Inventory Item, use the Export/Import dropdown to select Import Changes.
From the file folder pop-up, select the .csv file to import and select Open.
From the lower-right of the import confirmation pop-up, select Continue.
From the upper-right of Inventory Item, use the Export/Import dropdown to select View Recent Imports.
From the Recent Imports pop-up and on the row of the import with a Ready status, select the 3-dot menu and select Apply Now from the dropdown.
Note
Alternatively, selecting Info displays information about the import including the file name, the date and time applied, and the number of items and failures. Selecting the Remove option removes the import file from the list of Recent Imports.
From the Apply Inventory Items Import? pop-up, select Apply Import. If the inventory items import passes validation, the import status changes to Completed. If an item does not pass validation, the status for that item's import changes to Failed.
Note
For failed imports, select the 3-dot menu on the row of the failed import, and select Info from the dropdown. From the Import Information pop-up, view the failure information and download the .csv file, which includes the failure causes. Correct the data and repeat steps 5-10.
For the completed, partially completed, and failed imports, the system sends an email notification to the user who initiated the process. For failed imports, select the link in the email to view the failure causes.
Export Inventory Item List
¶¶ÒõCloud Portal → 4-Dot Menu → Data Management → Venues Inventory Settings → Inventory Item
The export inventory item list feature requires export-inventory-item.Manage permissions.
To export an inventory item list:
Navigate to Inventory Item.
From in the upper-right of Inventory Item, use the Export/Import dropdown to select Export Current Item List. The dropdown options are:
Field Name
Description
Export Current Item List
Export the files selected from the Inventory Item List.
View Recent Exports
View the Processing, Completed, and FailedÌý±ð³æ±è´Ç°ù³Ù²õ.
Download a template designed for importing files.
View and download the directions to import inventory items.
Import the inventory items.
View the Processing, Ready, Completed, and Failed imports.
From the New Inventory Item dropdown, select Export Current Item List.
From the confirmation pop-up, select View Exports. A new window displays Recent Exports.
From Recent Exports and on the right of the export line, select the download icon for the export.
Note
An email notification is also sent to the user's default email address with a link to download the exported file.
In the Downloads folder, select the exported ItemList .csv file. Right click the file name to choose the appropriate application to open the file.
Note
The appropriate application depends on the operating system on the user's computer. For example, Excel is a common application used to open .csv files.
To enable ¶¶ÒõData Management (XDM) configuration for negative and currency signs in the .csv export report, see Regional Settings: Number Formatting and Currency for more information.
Measures Overview
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This menu pulls from the Measures module of Data Management.
It is important to note that item measures adhere to the following rules:
The first measure added for an item is considered the base measure. The base measure is the smallest measure and has a measure factor of one (1).
Of the assigned measures, only one (1) may have the transaction type of Ordering Unit.
When indicated with Yes the measurement is available for the following inventory transactions:
Header | Description |
|---|---|
Measure | Name of measurement |
Measure Factor | The factor of measurement |
Base Unit | The Base Unit can be configured as the item's default base unit. When the default unit configuration is set to Yes, the base unit is eligible to be used in the item's inventory count unit. Only one measuring type can be assigned the default unit. |
Ordering Unit | Measurement availability for transaction type ordering. Each inventory item must have one (1) measure with the transaction type of ordering. Once one ordering measure is assigned to an item, no other measure for the specified inventory item may have the transaction type of ordering. |
Default (Ordering Unit) | Optional field. The default Ordering Unit. Only one measuring type can be assigned the default unit. |
Transfer Unit | Measurement availability for transaction type transfer. |
Default (Transfer Unit) | Optional field. The default Transfer Unit. The Ordering Unit must be selected to activate this field and only one measuring type can be assigned the default unit. |
Recipe Unit | Measurement availability for transaction type of recipe unit. |
Default (Recipe Unit) | Optional field. The default Recipe Unit. The Ordering Unit must be selected to activate this field and only one measuring type can be assigned the default unit. |
Physical Count | Measurement availability for transaction type physical count. |
Add Measure to an Item
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If creating a new inventory item, proceed directly to Step 3.
To add a measure to an item:
Navigate to Inventory Item.
From the Inventory List, select:
An item from the list. or
From the upper-right, select New Inventory Item.
From the Inventory Item menu on the left, select Measures.
From the upper-right, select Add Measure.
From the Measure dropdown, select the measurement.
Alternatively, select new measure.
In the Measure Factor field, type the measurement factor.
This is the conversion factor using a base of 1. Example: a case contains n items.
Toggle Base Unit to Yes if this is the default base unit for the item. When set to Yes, the base unit is eligible to be used as the item's inventory count unit. Only one measuring type can be assigned the default unit.
This toggle is only available when the Measure Factor is 1.
In the Transaction Types area, select the checkbox for each transaction type that applies to the inventory item.
An inventory item may have multiple measures of each transaction type.
Toggle Physical Count to On if the measure is used when performing a physical count of the inventory item.
From the lower-right of the Add Measure popup, select Save.
Recipe Information
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The Recipe Information area displays the recipe(s) that require the selected inventory item.
The Parent Product dropdown pulls information from the Recipes module in Data Management.
Assign Parent Product
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When multiple recipes share the same chargeable, the parent product establishes the base price for stand worksheet price difference calculations.
If creating a new inventory item, proceed directly to Step 3.
To assign a parent product to an inventory item:
Navigate to Inventory Item.
From the Inventory List, select:
An item from the list. or
From the upper-right, select New Inventory Item.
From the Inventory Item menu on the left, select Recipe Information.
Use the Parent Product dropdown to assign a parent product to the inventory item.
From the upper-right of the Recipe Information area, select Save.
Assign Reporting Measure
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If creating a new inventory item or measure, proceed directly to Step 3.
To assign a reporting measure to an inventory item:
Navigate to Inventory Item.
From the Inventory List, select:
An item from the list. or
From the upper-right, select New Inventory Item.
From the Inventory Item menu on the left, select Reporting.
From the Reporting Measure dropdown, select the measurement.
From the Major Category dropdown, select the major category.
From the Minor Category dropdown, select the minor category.
From the upper-right of the Reporting area, select Save.
If creating a new inventory item, the system returns to Create New Inventory Item to complete the process.
Vendor Overview
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This menu pulls from the Vendors module of Data Management.
Header | Description |
|---|---|
Vendor Name | Name of vendor |
Vendor Item Code | The item number used by the vendor |
Ordering Unit | The order unit of measurement (UOM) for the item |
Unit Cost | Cost per unit |
Preferred Vendor | Indicates that the vendor is considered the primary supplier of the product. The system pulls information from this vendor entry (such as pricing) to use for cost and reporting. An item may have only one (1) preferred vendor. |
Assign Vendor
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For Vendor information, see Create a Vendor.
If creating a new inventory item, proceed directly to Step 3.
Navigate to Inventory Item.
From the Inventory List, select:
An item from the list. or
From the upper-right, select New Inventory Item.
From the Inventory Item menu on the left, select Vendors.
From the Vendor Name dropdown, select the vendor.
In the Vendor Item Code field, type the vendor code.
From the Ordering Unit dropdown, select the order unit.
In the Unit Cost field, type the unit cost.
If necessary, adjust the Preferred Vendor toggle.
On the lower-right of the form, select Save.
Alternatively, select Cancel to exit the form without saving.
Remove Vendor Assignment
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To remove a vendor assignment:
Navigate to Inventory Item.
From the Inventory List, select:
An item from the list. or
From the upper-right, select New Inventory Item.
From the Inventory Item menu on the left, select Vendors.
From the Vendor column, directly select the vendor.
From the Actions dropdown, select Remove.
From the upper-right of the Vendors area, select Save.
Assign Availability
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If creating a new inventory item, proceed directly to Step 3.
Navigate to Inventory Item.
From the Inventory List, select:
An item from the list. or
From the upper-right, select New Inventory Item.
From the Inventory Item menu on the left, select Availability.
Select the Active toggle. If only one site exists, proceed to step Step 8.
The sites selected in Create New Inventory Item affect the sites that appear here.
If a desired site is not listed, see Map Inventory Item to Site.
Inactive items do not appear in inventory.
In the Edit Active Status form, select the site(s).
Either select the toggle in the header to Select All listed sites, or
Select the toggle of each individual site.
From the bottom right of the Edit Active Status form, select Review Changes.
Alternatively, select the dropdown for the option to:
Select the X to remove specific sites, or
Clear All Changes.
From the bottom right of the Edit Active Status form, select Confirm and Close.
Alternatively, select the dropdown for the option to:
Confirm and Return to View and Edit
Confirm and Duplicate
From the upper-right of the Availability area, select Save.
Map Inventory Item to Site
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Mapping a site to an inventory item provides a way to link an inventory item to a site that was not originally selected during the Create New Inventory Item process.
To map an inventory item to a site:
From the Inventory Item List, to the left of the desired inventory item, select the checkbox.
From the upper-left of the Inventory Item List, use the Actions dropdown to select Site Mappings.
Optionally, from the Site Availability for Inventory Item form, to the right of the Effective Date field, select the calendar to select an effective date.
From the Site Availability for Inventory Item form, locate the Available column.
Slide the Available toggle to Yes or No.
Use the toggle at the top of the column to set the preference for all listed sites.
From the lower-right of the Site Availability for Inventory Item form, select Update.
From the lower-right of the confirmation, select Yes.
Alternatively, select Cancel to exit and make additional changes.
From the upper-right of the Inventory Item module, select Save.
Configure Inventory Item UPC Code
¶¶ÒõCloud Portal → 4-Dot Menu → Data Management → Venue Inventory Settings → Inventory Item
To configure a UPC code for an inventory item:
From Inventory Item List, select Add UPC code here on the inventory item row.
From the UPC Code Mapping popup, place the cursor in the text field.
Connect a scanning tool to the computer.
Use the scanning tool to scan the UPC code of the inventory item.
Note
Alternatively, the UPC code can be configured by entering the UPC number in the UPC Mapping text field manually. After adding the UPC code, select Enter to activate the Save button.
From the UPC Code Mapping popup, select Save.
The UPC codes can also be configured by selecting the inventory item:
From Inventory Item List, select the inventory item from the list.
From General in the inventory item popup, place the mouse cursor in the UPC Code Mapping text field.
Connect a scanning tool to the computer.
Use the scanning tool to scan the UPC code of the inventory item.
Note
Alternatively, the UPC code can be configured by entering the UPC number in the UPC Mapping text field manually. After adding the UPC code, select Enter to activate the Save button.
From the upper-right of General in the inventory item popup, select Save to save the changes.
Note
To avoid duplication, the system does not save a UPC code more than once.