Inventory Groups

Overview:

Inventory Groups are used to organize Inventory Items into groups that simplify data entry or enhance reporting (or both). An Inventory Item can be assigned to multiple Inventory Groups.

Things to know!

This feature will only be accessible and visible to users who are given access to it.
Inventory Item Groups are not required. They are helpful, however, for simplifying data entry (like counts, orders, or transfers). Examples of Inventory Groups are Meat, Bakery, Weekly Count Items, etc.).
Groups can also be used to refine reporting (many reports can run for a specific Inventory Group).
Inventory Items, Combined Items flagged to be counted, and Recipe Items flagged to be counted can be added to an Inventory Group.
Items can be assigned to multiple Inventory Groups.
Items can be copied from one Inventory Group to another Inventory Group.
You can manage the sequence that items are listed in an Inventory Group.
A "Source" can be assigned to an inventory group to help manage the inventory count worksheet and inventory count entry. Please see this article on Using a Group Source for Inventory Counts.

Add or Edit Inventory Groups:

To add, view, edit, or delete Inventory Groups, navigate to Inventory>Setup>Inventory Groups via the Main Menu or Manage Inventory>Inventory Groups via the Process Menu. Upon selection, an inventory group Find Grid will display a listing of any Inventory Item Groups 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.

Name Column: This lists the name of each Group that has been set up.

All Sites Column: If the Group has been assigned to all Sites, a Yes will be displayed.

Active Column: Unless a Group has been made inactive, all groups will display an Active status.

Last Updated and Updated User Columns: These columns display when the count was last updated and saved and the User it was Updated By.

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.

Inventory Item Group - Criteria Tab:

In the below example, we have selected to edit the Inventory Group for Weekly Counts. We have landed on the Inventory Item Group Criteria Tab:

Item Group Name: Select a name for the group that helps you remember which one it is or that makes it unique (especially if you are configuring more than one Item Group. Examples are "Daily Count Items" or "Produce Items".

Source: The source field defaults to Items. However, you can also create Inventory Groups to help manage the inventory count worksheet and inventory count entry process. The Source can be changed to an Inventory Department, Category, or Storage Location using the drop-down. For more information, please see this article on Using a Group Source for Inventory Counts.

Default to Display by Sequence: If you plan to put the Inventory Items you assign to a Group in a sequence that can be used for the display on the Inventory Count Entry, then you can select display by sequence as the default (the default can be overridden).

Used for Valuation Count: Check this box if you are going to enter Inventory Counts for this Group and you want them to be treated as Valuation Counts. Valuation Counts are reported on the Extension Journal and can be exported to your Accounting system.

Used for Ordering Count Only: If you plan to use the Order by Item feature, and if the Group is only going to be used for this feature, then check this box.

Active: Active is the default setting for this field and Active is indicated by a checkmark. If you click on the box and remove the checkmark, the Group will become inactive, but can later be made active again.

Available to all Sites: If you have multiple Sites, and if you want this Inventory Item Group to be available to all Sites, then check this box. If you do not check this box, a tab will appear for selecting the Sites you want this group to be assigned to.

Items Tab:

If Inventory Items are selected as the Source then the items can be selected for the group by clicking on the Items tab as shown in the example below:

Inventory Items, combined items flagged to be counted, and recipe items flagged to be counted can be added to a group.

Available and Selected: Listed under the Available column are all the Items that are available to be assigned to this Group, but have not been assigned. Listed under the Selected column are all the Items that have been assigned to this Group. To move an Item from one selection to another, check the box by the Item or Items you want to move and then hit the arrow direction < or > that you want to move them to.

Control the Order that Items Display or List: The Drag and Drop button shown above is used to control the sequence that the selected items will display or list within a group. To move a selected item up or down in the list, click on the button next to the item you want to move, hold the click, and drag the Item up or down the list with your mouse.

Copy Items from Another Group: Items can be copied from another group using the "Copy Items" button at the bottom of the dual list box. The Items in the group that you select to copy from, will end up in the Selected column. Below is an example of the Copy Items feature if you click on the Copy Items button:

You can use the drop-down to select the group that you wish to copy from. The copied items will go into the selected Items list box underneath any items you may have already selected. If you check the box for updating the order of existing items, you will be able to change the order of the items after they are copied.

Sites Tab:

If you did not select to assign this Sales Item Group to all Sites, then you will see this tab. If you click on this tab you will see that it also uses the standard dual list box:

Available and Selected: Listed under the Available column are all the Sites that are available to be assigned to this Group. Listed under the Selected column are all the Sites that have been assigned to this Group. To move a Site from one selection to another, check the box by the Site or Sites you want to move and then hit the arrow direction < or > that you want to move them to.

Save or Exit:

Save - Click the save button to save your entry.

Exit - Click the exit button to exit. If you have made unsaved changes, you will be asked if you are sure.