Inventory Item Setup - Settings
Overview:
The setup feature for Inventory Items contains multiple tabs and there are quite a few fields on each tab. To keep our articles concise, we have therefore created multiple help articles to cover all aspects of the inventory item setup feature. This article will focus on the Settings fields on the Inventory Item tab.
Things to know!
- Inventory Item Settings are for optionally entering ordering and bin information for an item.
- There are several other articles that cover other aspects of the inventory item setup feature.
- Vendor and Inventory Information needs to be set up prior to assigning settings.
- The ordering setting will only display if you have enabled ordering in your Company Settings.
- Bins need to be set up in Storage Locations before you can make bin assignments to an item.
Inventory Item Setup - Settings:
Inventory Item Settings are located at the top right of the Items tab. Please see the below display:
Active: Items can be made inactive by clicking the box to eliminate the checkmark, and then made Active again at a later time. An example might be strawberries where you only buy and use them when they are fresh locally in June. If an item is made inactive, it is not permanently deleted from your database. it will automatically be made active the next time it is received on an invoice.
Item Can Be Ordered: This box only displays if Ordering has been enabled in your Company Settings. Add or eliminate the checkmark in this box if you do not want this item to be able to be ordered. The default will be a checkmark. When an item is checked to be ordered, you will see a tab called "Ordering" on your display. Please see the article on the Inventory Item Ordering Tab for how to complete the fields on this tab.
Item is Stored in a Bin: If you want to assign a Bin Number to this Item (example = wines) for counting and/or ordering purposes, then check this box. If you do check this box, and if you are logged in to a site, then you will see a tab titled "Bin Numbers" added to your display. If you click on this tab then you can enter or view the Bin Number for this Item.
Bins are set up in the Storage Location setup. For more information please click this link and review the section on Contains Bins: Storage Location Setup. Please see the article on the Storage Location and Bins Tabs for how to complete the fields on these tabs.
Default Bin Number: If you check that an item is stored in a bin, then you will have the option to enter a default bin number. A default bin number makes sense to enter if you are going to assign this item to multiple storage locations and the bin number is always the same in each storage location.
Special Function Buttons:
The buttons below will display at the bottom of the Inventory Item Tab:
Save - Saves the entry or entries without exiting.
Delete - This button is only available to a system administrator. It deletes the Item from your database. You will be asked, "Are you sure"? Please be aware that deleting an Item will delete it from all Sites. If you delete an item in error, there is an Un-Delete function in Tools. Click this link for more info Un-Delete Function.
Exit - Exits without saving any new entries or edits.
Merge Into an Existing Item: This feature is only available to a system administrator. It will merge the transaction activity for this item into an item you select to merge it with and the current item will be gone from the database.
The Merge option is very powerful and it is not recommended that this function be used unless you are very familiar with when and why to use the merge function. Please see the Merge Inventory Items article for more information.
Show Last Image: Clicking this button will display the invoice image in a separate tab on your browser.