Assign Items to Storage Locations

Overview:

The Assign Items to Storage Locations feature enables you to assign Inventory, Combined, and Recipe Items to Storage Locations and control the sequence that the items are listed on the Count Worksheet and the Count Entry feature. This enables items to be listed in Shelf-to-Sheet order.

You can navigate to this feature using the Main Menu via Inventory>Setup>Assign Items to Sites or via the Process Menu via Manage Inventory Items>Assign Items to Sites.

Things to know!

This feature will only be visible and available when a User is logged into a site.
The assignment of Items to Storage Locations is typically done by a site-level User (someone at the restaurant who knows where inventory is stored).
Storage Locations must be set up before assigning items to Storage Locations.
An Item can be assigned to multiple Storage Locations.
Inventory, Combined, and Recipe Items can be assigned to Storage Locations.
Inventory Items that have been configured as "Count Never" will not be available for assignment to a Storage Location.
Combined Items, and Recipe Items, must be flagged as "Counted" to be available for assignment to a Storage Location.
If you want to set items up to be counted in a shelf-to-sheet order by Storage Location, it should be configured using this feature.
There is an option on the item assignment display to only show items that have not been assigned to a storage location.
If a Storage Location is flagged as using Bin Numbers then Bin Numbers can be assigned to Items in that Storage Location using this feature.

Assign Items to Storage Locations:

If you have multiple Sites and they share common Storage Location names, then you should select your Company from the company and site selection dropdown on the top right of the COGS-Well main menu. If you want to define a Storage Location for a specific Site, then you should select that Site.

To add, review, edit, or delete item assignments to storage locations, navigate to Inventory>Setup>Assign Items to Storage Locations via the Main Menu, or Manage Inventory>Assign Items to Storage Locations via the Process Menu. Upon selection, you will land on a "Find Grid" that shows Storage Locations that have previously been set up:

Find Grid Definitions:

+ Add, Export, and Search Options:

The blue "+ Add" button is used to add a new transaction.
The "XLSX" button will export the information on the grid to a spreadsheet.
The search option can find any part of a word or date on the grid. Type in your search criteria to initiate the search.

Edit: Click the Edit button to the right on the row of the Item that you wish to edit.

Name: This is the name of the Storage Location. The above display lists the storage locations alphabetically.

Number of Items: This is the number of items that have been assigned to a Storage Location.

Sort Order: This is the order that your Storage Locations will list or display (the lower the number, the higher the priority). The sort order can only be edited via the storage location setup feature (Inventory>Setup>Storage Locations).

Active: This indicates whether the storage location is active or not.

Last Updated: This shows the last date that the item assignments were updated.

Special Find Grid Search, Filter, and Sort Tools:

Magnifying Glass Icon: The magnifying glass at the top of each column in the above grid has a search function that enables you to search within that field. If you hover your mouse over the magnifying class you will see options to use to refine your search.
Magnifying Glass and Calendar Icon: If a column has a magnifying glass and a calendar at the top of the column, the calendar can be used to select a date, and if you hover over the magnifying glass after you select a date, you will have options to refine the filter (such as equal to or greater than the selected date).
(All) Incon: Columns that display "All" have a drop-down arrow on the right that is used to select and filter for a specific status. For example, the Active column can be filtered for "Yes" items only.

The Find Grid includes more tools to help you find, filter, or sort the information on the grid according to your requirements. Some of these tools are intuitive, but other helpful tools can easily be overlooked. Please click this link for more information on Find Grid Tools - FAQs.

Assign Items:

To select to add, view, or edit the Items assigned to a Storage Location, click the "Edit" key in the row of the Storage Location you wish to edit and a screen like the one below will display.

The display below shows a Storage Location that already has items selected (assigned) to it. If this is your first time assigning items to a storage location, then all items will show as available and no items will show as selected:

Available Items: Only items that have an Active Status will display (Items with a Status of "Count Never" such as cleaning supplies will not display). For Combined and Recipe Items, only items that have been flagged as "Counted Items" will be displayed.

Item Information: The item type (Inventory, Combined, or Recipe) is shown next to the item name in parentheses (Inventory Items show the vendor name). The Category the item is in is displayed after the item type:

Available and Selected Columns: To move an Item from Available to Selected (or visa-versa), check the box by the Item or Items you want to move and then click the arrow (< or >) in the direction you want to move them to. Optionally, you can double-click on an item to move it from one column to the other column. Use the Search option in each column if you want to rapidly find an item or items.

Manage the Item Order: Selected items will display in the Selected Column in the order they were initially selected unless their order has been changed. The way to change an item's order is to use the drag button that is located next to each item. Move your mouse over the drag button, click and hold your mouse on the button, and then drag the item up or down.

Search Option for Item Order: If have a lot of Items selected, and if you want to find an item and move it to be above an Item you are looking at in the Selected Item display, then you can use the search, select, and move button. Check the box to the left of the item you would like to list below the item you are going to search for and the search button will appear on the right of your screen. Click the search button to invoke the search, then select the item to insert.

Bin Numbers Tab: If a Storage Location was set up with a flag for using Bin Numbers, then the Bin Number Tab will display In Storage Location Assignments. If this tab is selected, Bin Numbers for items selected for this Storage Location, that were flagged as "Stored in a Bin" in the Inventory Items Setup feature, can be assigned a Bin Number (see the sample display screen below):

Default Bin Numbers: Please note that if you have assigned a default bin number to an item, then it will not display in the bin number field, but you do not need to enter it. If you do enter a bin number, it will override the default. The default bin number will show up on the count worksheet and count entry display.

Copy Items: The Copy Items button located at the bottom of the available and selected items dual list box enables you to copy the items that were already assigned to a storage location to the storage location you are viewing.

The Copy Items feature makes sense to use if the storage location you are viewing has many of the same items as a storage location you have already assigned items. When the Copy Items button is clicked, the Copy Items option will display as shown below:

Use the Storage Location drop-down to search and select the new Storage Location to copy the items from and then select "Copy". If you would like the opportunity to change the sequence of the items in the Storage Location you are copying the items to, then check the box for Update Order of Existing Items.

Show Only Items Without Storage Locations: The available list box below shows all items that are flagged as counted whether they are assigned to a storage location already or not:

If you want to only show items that have not been assigned to storage locations then click the button right of the dual list box. Once the button is clicked, only unassigned items will show in the Available list box. The button also changes so you can switch back to showing all items. An example is shown below:

Display Alphabetical List: If you have quite a few items in a storage location, and they are in storage location order, then this is a way to view the assigned items in alphabetic order. In the example below we have clicked on the Display Alphabetical List button:

Save, and Exit:

At the bottom of the screen are the Save, and Exit buttons.

Save - Saves the entry or entries without exiting.

Exit - Exits without saving any new entries or edits.