Inventory Item
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The Inventory Item module pulls information from Xenial Cloud 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 Inventory Item.
Inventory Items Permissions
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The Inventory Items module has the following permissions:
Permission | Description |
|---|---|
View | View inventory items |
Add | Create new inventory items |
Edit | Edit existing inventory items |
Delete | Delete inventory items |
For information on Roles and assigning Permissions, see Roles and Define Role Permissions..
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 selling 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. |
*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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Nota
The Inventory Item module depends on several Back Office Settings configurations. Review Inventory Item before proceeding.
To create a new inventory item:
Navigate to Data Management.
From the menu on the left, under Back Office Settings, select 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.
In the GL Account field, use the dropdown to select the cost general ledger account.
Set the Show on Stand Worksheet toggle to Yes or No.
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, select Save.
Edit Inventory Item
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To edit an inventory item:
Navigate to Data Management.
From the menu on the left, under Venue Inventory Settings, select 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):
Navigate to Data Management.
From the menu on the left, under Back Office Settings, select Inventory Item.
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.
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).
An item may have, at most, three (3) measures.
Of those three (3) measures, only one (1) may have the transaction type of Ordering Unit, Transfer, and Sales Unit. These three (3) transaction types may belong to the same measure, separate measures, or a combination of measures.
If an item has three (3) assigned measures, the add measure button is disabled until a preexisting measure is removed.
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 |
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. |
Transfer Unit | Measurement availability for transaction type transfer—only one item measurement may have this transaction type. |
Physical Count | Measurement availability for transaction type physical count. |
Worksheet Count | Measurement availability for transaction type worksheet count. |
Selling Unit | Measurement availability for transaction type of selling unit—only one item measurement may have this transaction type. |
Raw Waste | Measurement availability for transaction type raw waste. |
Menu Waste | Measurement availability for transaction type menu waste. |
Gratis | Measurement availability for transaction type gratuitous/unpaid. |
Add Measure to an Item
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If creating a new inventory item, proceed directly to Passo 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.
In the Transaction Types area, select the checkbox for each transaction type that applies to the inventory item.
Each inventory item must have one (1) measure with the Transaction Type of Ordering Unit.
An item may have multiple measures with the Transaction Type of Transfer Unit.
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 Passo 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 Passo 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 Passo 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 Passo 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 Passo 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:
Navigate to Data Management.
From the menu on the left, under Back Office Settings, select Inventory Item.
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.