How do I Assign Items to Storage Locations

Overview:

This article will review how to assign items to storage locations.  Please note that there is also a training video for assigning items to storage locations if you prefer to watch a video. 

Things to Know:

• If you select to utilize Storage Locations, then Items need to be assigned to their Storage Location or Locations. An Item can be assigned to multiple Storage Locations.
• Storage Locations must be set up before items can be assigned to them. Please use this link for more information on Setting Up Storage Locations. There is also a training video for setting up storage locations. 
• You can control the "sequence order" for items within a storage location.  This is often referenced as putting items in shelf-to-sheet order. 
• After items have been assigned to Storage Locations, you can print your Inventory Count Worksheet or display your item count entry by Storage Location, with items listed in your desired order. 
• Inventory Items, Recipe Items, and Combined Items that have been flagged to be counted can be assigned to Storage Locations. 
• All food and beverage Inventory Items default to be counted (they are given a "Count When Active" status). Combined and Recipe Items default to not be counted unless you flag them as counted items.   
• The assignment of Inventory Items to Storage Locations is often done by someone at the restaurant who knows how and where inventoried Items are stored. 

Site-Level Login: 

Items can only be assigned to Storage Locations when you are logged into the Site you wish to make assignments for. If you have multiple sites and if you are an administrator, then you will want to use the company/site selection dropdown on the top right of the COGS-Well main menu (see the example below) to select the Site you want to make item storage location assignments for: 

Assign Items to Storage Locations:

To add, review, edit or delete item assignments to storage locations, navigate to Inventory>Setup>Assign Items to Storage Locations. If you do not see the option to Assign Items to Storage Locations then you likely are not logged into a Site:

Upon selection of the Assign Items feature, a Storage Location Find Grid will display a listing of the Storage Locations that have been previously set up (an example is below). The display includes columns for the name, sort order, and status for each Storage Location:

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 below Available and Selected display 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. 

Search for Items: You can use the search feature at the top of a column to search for specific items. Hint: If you are searching for a group of items that are in the same Inventory Category then type in the Category name items with a match to that Category will list.  

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 reverse order they were selected unless their order has been changed. The way to change an item's order is to use the drag button that is located to the right of 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 to establish a different order.

Search Option for Item Order: If you have a lot of Items selected, and if you want to find an item and move it above an Item you are looking at in the Selected Item display, then 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.   

Save, Exit, and Copy Items:

At the bottom of the screen are the Save, Exit, and Copy Items buttons:

Save - Saves the entry or entries without exiting.

Exit -  Exits without saving any new entries or edits.

Copy Items - This is a feature to copy the items assigned to a Storage Location to the Storage Location you are in.  For more information on this feature please click this link to Assign Items to Storage Locations Setup. 

Special Features and Options:

Bin Numbers Tab: If a Storage Location was set up with a flag for using Bin Numbers, and an inventory item selected for this storage location has been flagged as "stored in a bin" on the Item Tab in the Inventory Item Setup feature. then the Bin Number Tab will display In Storage Location Assignments. If this tab is selected, Bin Numbers for each Item in this Storage Location can be assigned or viewed (see the sample display screen below):

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 have been assigned to a different storage location to the storage location you are viewing. Please see the example below:

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 to. 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 Storage Location to copy items from 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.