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Inventory Item

Xenial Cloud Portal 4-Dot Menu Data Management Venue Inventory Settings Inventory Item

The Inventory Item module pulls information from Xenial Cloud modules including Data Management. Modules include:

Ensure these configurations are in place before proceeding with Inventory Item.

Inventory Items Permissions

Xenial Cloud Portal User Management Roles

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

Xenial Cloud Portal 4-Dot Menu Data Management Venue Inventory Settings Inventory Item

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

Availability

Assign availability.

General

Item name, description, stand worksheet status, assign general ledger account and tags.

Measures

Measurements and measure factors, transfer types, order, transfer, and recipe units, physical and worksheet count.

Recipe Information

Recipe information and Parent Product toggle.

Reporting

Assign reporting measures and major/minor item categories.

Vendors

Vendor name, item code, order unit/cost, and preferred vendor indicator.

Inventory Item List

Xenial Cloud Portal 4-Dot Menu Data Management Venue Inventory Settings Inventory Item

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

Xenial Cloud Portal 4-Dot Menu Data Management Venue Inventory Settings Inventory Item

Nota

The Inventory Item module depends on several Back Office Settings configurations. Review Inventory Item before proceeding.

To create a new inventory item:

  1. 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.

  2. From the upper-right of the Inventory List, select New Inventory Item.

  3. In the Name field of the General form, type the item name.

  4. In the Description field, type an item description.

  5. In the ID field, type the item id.

  6. From the GL Account dropdown, select the cost general ledger account.

    • The selected GL Account is used in reports for financial reconciliation.

  7. Set the Show on Stand Worksheet toggle to Yes or No.

  8. 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.

  9. Follow the procedure to assign an item measure.

    • It is not possible to save an inventory item without an assigned item measure.

  10. 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.

  11. From the upper-right of the General Inventory Item area, select Save.

Edit Inventory Item

Xenial Cloud Portal 4-Dot Menu Data Management Venue Inventory Settings Inventory Item

To edit an inventory item:

  1. 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.

  2. Update the inventory item as necessary.

  3. From the upper-right of the Inventory Item module, select Save.

Remove Inventory Item

Xenial Cloud Portal 4-Dot Menu Data Management Venue Inventory Settings Inventory Item

To remove inventory item(s):

  1. From the Inventory Item List, to the left of the desired inventory item(s), select the checkbox.

  2. From the upper-left of the Inventory Item List, use the Actions dropdown to select Remove.

  3. From the lower-right of the confirmation, select Yes.

    • Alternatively, select Cancel.

  4. From the upper-right of the Inventory Item module, select Save.

Measures Overview

Xenial Cloud Portal 4-Dot Menu Data Management Venue Inventory Settings Inventory Item

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 and Recipe Unit. These two (2) transaction types may belong to the same measure, separate measures, or a combination of measures.

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.

Physical Count

Measurement availability for transaction type physical count.

Recipe Unit

Measurement availability for transaction type of recipe unit (Only one (1) item measurement may have this transaction type).

Add Measure to an Item

Xenial Cloud Portal 4-Dot Menu Data Management Venue Inventory Settings Inventory Item

If creating a new inventory item, proceed directly to Passo 3.

To add a measure to an item:

  1. Navigate to Inventory Item.

  2. From the Inventory List, select:

    • An item from the list. or

    • From the upper-right, select New Inventory Item.

  3. From the Inventory Item menu on the left, select Measures.

  4. From the upper-right, select Add Measure.

  5. From the Measure dropdown, select the measurement.

    • Alternatively, select new measure.

  6. 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.

  7. 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.

  8. From the lower-right of the Add Measure popup, select Save.

Recipe Information

Xenial Cloud Portal 4-Dot Menu Data Management Venue Inventory Settings Inventory Item

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

Xenial Cloud Portal 4-Dot Menu Data Management Venue Inventory Settings Inventory Item

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:

  1. Navigate to Inventory Item.

  2. From the Inventory List, select:

    • An item from the list. or

    • From the upper-right, select New Inventory Item.

  3. From the Inventory Item menu on the left, select Recipe Information.

  4. Use the Parent Product dropdown to assign a parent product to the inventory item.

  5. From the upper-right of the Recipe Information area, select Save.

Assign Reporting Measure

Xenial Cloud Portal 4-Dot Menu Data Management Venue Inventory Settings Inventory Item

If creating a new inventory item or measure, proceed directly to Passo 3.

To assign a reporting measure to an inventory item:

  1. Navigate to Inventory Item.

  2. From the Inventory List, select:

    • An item from the list. or

    • From the upper-right, select New Inventory Item.

  3. From the Inventory Item menu on the left, select Reporting.

  4. From the Reporting Measure dropdown, select the measurement.

  5. From the Major Category dropdown, select the major category.

  6. From the Minor Category dropdown, select the minor category.

  7. From the upper-right of the Reporting area, select Save.

  8. If creating a new inventory item, the system returns to Create New Inventory Item to complete the process.

Vendor Overview

Xenial Cloud Portal 4-Dot Menu Data Management Venue Inventory Settings Inventory Item

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

Xenial Cloud Portal 4-Dot Menu Data Management Venue Inventory Settings Inventory Item

For Vendor information, see Create a Vendor.

If creating a new inventory item, proceed directly to Passo 3.

  1. Navigate to Inventory Item.

  2. From the Inventory List, select:

    • An item from the list. or

    • From the upper-right, select New Inventory Item.

  3. From the Inventory Item menu on the left, select Vendors.

  4. From the Vendor Name dropdown, select the vendor.

  5. In the Vendor Item Code field, type the vendor code.

  6. From the Ordering Unit dropdown, select the order unit.

  7. In the Unit Cost field, type the unit cost.

  8. If necessary, adjust the Preferred Vendor toggle.

  9. On the lower-right of the form, select Save.

    • Alternatively, select Cancel to exit the form without saving.

Remove Vendor Assignment

Xenial Cloud Portal 4-Dot Menu Data Management Venue Inventory Settings Inventory Item

To remove a vendor assignment:

  1. Navigate to Inventory Item.

  2. From the Inventory List, select:

    • An item from the list. or

    • From the upper-right, select New Inventory Item.

  3. From the Inventory Item menu on the left, select Vendors.

  4. From the Vendor column, directly select the vendor.

  5. From the Actions dropdown, select Remove.

  6. From the upper-right of the Vendors area, select Save.

Assign Availability

Xenial Cloud Portal 4-Dot Menu Data Management Venue Inventory Settings Inventory Item

If creating a new inventory item, proceed directly to Passo 3.

  1. Navigate to Inventory Item.

  2. From the Inventory List, select:

    • An item from the list. or

    • From the upper-right, select New Inventory Item.

  3. From the Inventory Item menu on the left, select Availability.

  4. Select the Active toggle. If only one site exists, proceed to step Passo 8.

  5. 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.

  6. 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.

  7. 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

  8. From the upper-right of the Availability area, select Save.

Map Inventory Item to Site

Xenial Cloud Portal 4-Dot Menu Data Management Venue Inventory Settings Inventory Item

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:

  1. From the Inventory Item List, to the left of the desired inventory item, select the checkbox.

  2. From the upper-left of the Inventory Item List, use the Actions dropdown to select Site Mappings.

  3. 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.

  4. From the Site Availability for Inventory Item form, locate the Available column.

  5. 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.

  6. From the lower-right of the Site Availability for Inventory Item form, select Update.

  7. From the lower-right of the confirmation, select Yes.

    • Alternatively, select Cancel to exit and make additional changes.

  8. From the upper-right of the Inventory Item module, select Save.