Properly tracking a physical inventory can be a monumental task, depending upon how many line items your company stocks. The program performs this task amazingly well, but is totally dependent upon how well the basic database is set up, as well as how accurately rental and sales transactions are entered on the ticket screen.
To streamline the integration of physical inventory with accounting, inventory is grouped into Categories and Sub-Categories as necessary. These categories are in turn assigned GL codes, which trigger certain cost and revenue assignments, etc.
Keep in mind that, once inventory item records have been defined and inventory quantities incremented, inventory control in the program is primarily accomplished through the delivery ticket function.
There is a group of both preferences and permissions for inventory functions that must be considered before users can fully access them. It is recommended that you define preferences before permissions.
Inventory Concurrency Checks
In order to prevent multiple users from performing simultaneous edits on an inventory item record, the program makes concurrency checks when certain actions are performed to edit an item record.
To enable concurrency checks, the ADMIN super-user must be logged in.
Type CTRL+P to open the Profile Maintenance screen, and then click the Company-Wide Defaults button. Select the CHECK CONCURRENCY Database Preference.
NOTE: Enabling this database preference also enables concurrency checks for fleet maintenance, purchase orders, and invoices.
You should note that:
if you have displayed an inventory item with the intent of performing some type of edit and left it idle on the screen
another user edits it while you have it displayed on the screen
you then attempt to clone, edit, delete, save, or edit associated items, custom specs, documents, preventive maintenance, alternate pricing, additional remarks, reorder levels or fair market value or
you attempt to renumber an item, convert to multi-bin, edit alternate item numbers, adjust inventory, add/edit reminder notes or warranty information, send the item to a work order, or edit vendor bid information
You will receive the following System Message. The message below is common to purchasing, fleet, tickets, and invoices, and it will be worded according to which type of transaction you are processing.
Unless the ticket has been deleted by another user, you should then be able to continue with your planned edits once you click the OK button.
Below is a flow chart showing a summary of the steps needed in properly configuring your inventory. It is recommended that you take these sections in the order presented, as this would be the most likely order of their need in real-life situations. Following the basic inventory task menus is a text menu for other inventory functions not shown on the menu selections.
Below is a sample inventory screen. Keep in mind that certain features/functions displayed in the screenshot below would not be visible unless appropriate preferences were enabled (e.g. Alternate Item Numbers button, etc.)
Note that the inventory tab is blue, indicating it is the active tab. To move to another tab, left-click on that tab, or hold down your Alt key and type the corresponding number of the tab you want.
If the inactive tabs on your screen are red, then you are in a TEST environment.
You can click directly on the portion of the screenshot below about which you have a question or use the text menu following.
The screenshot below is a clickable image map.
FILE | Utilities | Inventory | Reports | Reports | Maintain Menu - main menu | Maintain Menu - inventory sub-menu
You can define a custom tab with twelve customizable fields on the basic inventory screen by entering values in the Custom Fields preferences.
Text Menu of Inventory Functions
Adding Inventory Items
Inventory Types (iTypes)
Setting Up Inventory Categories & Sub-Categories
Cloning/Editing/Deleting Inventory Items
Finding Inventory Items (locating item numbers, etc., for items previously entered into inventory)
Schedule Preventive Maintenance Work Orders
Other Inventory Functions - buttons on inventory screen
- Define - create - PM procedures
- Assign tasks to inventory items
- Schedule PM procedures
Manually Adjust Inventory Levels
Alternate Item Numbers