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Inventory Management

posted Jan 3, 2016, 9:08 AM by Admin Manager   [ updated Jan 9, 2016, 5:10 PM ]
Inventory items are the products that you buy and sell. There are a number of fields that can be setup when you create or edit an item. These fields were explained in the Key Inventory Concepts help topic.
You identify your inventory by creating items. Items are the building block of your inventory and house the information about each of your products. These items can be stand-alone items or configurations of other items in your inventory. Some systems refer to these configurations as BOMs (bill of materials). In mInventory we call them assemblies. Assemblies are inventory items that are made up of other items in your inventory.

You don’t directly update the quantity of a particular item that you have. You also don’t directly enter the cost at which you acquired/ manufacture and item.

Actions & Steps

Create Item

  • Click “Add Item” from the top button bar. 
  • Complete the fields on the Items form.
  • Click “Save”.

Edit Item

  • Click the Inventory icon in the left navigation bar. 
  • Double click the row in the inventory items table that you wish to edit. Alternatively you can right click on the item row and select “Edit…” from the popup menu.
  • Update the fields on the Items form. 
  • Click “Save”.

Delete Item

  • Click the Inventory icon in the left navigation bar. 
  • Right click on the item row and select “Delete…”. 
  • Confirm the deletion on the popup box.

Add Image

  • Edit an inventory item. 
  • Select the Image tab. 
  • Locate an image to represent this item on your computer and drag it onto the image box. 
  • Click “Save”.

Review History

  • Edit an inventory item. 
  • Select the History tab. 
  • Review the screen. 
  • Click “Close”.

Search for Items

  • Enter search criteria in the “Inventory Search” box in the top button bar.

Sort Records

  • Click on title of field that you wish to sort. Click again to reverse sort order.

Filter Records

  • Right click on the list of records and select the appropriate filter. 

Repeat with additional filter selections to create “AND” conditions.Note the filter bar at the top of the screen to see current filter applied. Filters and sort criteria applied on the data records apply to reports and exports.

Clear Filter or Search

  • Click on the filter description bar or right click on the data list and select “Clear Filter”. 

Clicking on the filter description bar when “All Records” is displayed will set the default filter as identified in the Preferences.

Reporting

  • Click “Run Reports” from the top button bar. 
  • Pick “Inventory List Report” from the popup menu. 
  • Click “Print”.
Assembly Items

If the item that you are creating is a custom assembly, then you should add component items.  The component items are shown in the component list at the bottom of the screen.

To add a component item, click the "Add..." button below the component list.  Alternatively, you can drag and drop an item from the inventory list in the main screen onto the components list. Once you have added component items, you can update the QTY and UOM fields for each component item. The unit cost and total cost fields will be updated automatically.

Units of Measure

If your item can be bought or sold in different units of measure, you should make sure that you have setup the appropriate UOM in the Preferences screen. When you create the item, select the appropriate measure from the Measure drop down box. The default is single units or "Each.". Note that if you are using multiple measures, you can set the selling price for each measure.  This is done after you initially save the item. For example. Let's assume that your item is measured in both feet and inches.  Select "feet" from the measure drop down and then set the price. Next select "inches" and again update the price.  By doing this, mInventory will know the correct price to use depending on whether you sell you item in feet or inches. Note that the cost fields will change to show you the cost for each measure. This is handled automatically and you don't do anything to set these values.

Storage Locations

mInventory supports housing items in multiple storage locations. Storage locations are setup in the preferences screen.  On the Item screen, select the storage location that you typically receive and sell this item from. It can be overridden when you do a sale or purchase, but the default will be set initially.

On the locations tab, you can see how many of this item you have in each location. The main "details" tab shows inventory aggregated across all locations. This is the same on the main inventory list.

Categories

You can specify a category to each inventory location. Categories can be helpful later if you are sorting or filtering your inventory items on the main screen. You setup categories in the preferences screen and then can pick the category on the item screen via the category drop down.

Importing Inventory Items

You can import and export inventory items to CSV files. You may find it helpful to initially import your inventory items to get started. The Advanced Features help topics explains how this is done.
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