Mass Edit Combined Items

Overview:

The Mass Edit Combined Items feature uses a grid to display information about multiple combined items. The grid enables you to make modifications to multiple items concurrently and in one place. An example of the Mass Edit Combined Items grid is below (there are more columns than are shown):

Things to know!

• The Mass Edit Combined Items feature will only be available to System Administrators. 
• If you want to sort, filter, or find combined items that meet specific criteria, this feature is very effective. 
• The data in columns on the Grid highlighted in light blue can be edited. The data in columns on the Grid highlighted in white are informational only.
• There are numerous tools, buttons, sorts, and filters that can be used on the Mass edit grid to make viewing or editing easier. They are explained below.  

Mass Edit Combined Items - Tools: 

To access the Mass Edit Combined Item feature, use the Sidebar to navigate to the Manage Combined Item menu option and then select the Mass Edit Combined feature from the submenu. Below is an example of the grid:

The grid has more columns than can be displayed at one time on most monitors. When more columns can be displayed, there will be a scrollbar at the bottom of the grid to click and drag the display right or back to the left to show other columns:

Before we talk about the information in each column, we will start this article with a review of the unique tools available on the grid that will help you control what items and what item attributes are displayed (or not displayed) on the grid.  

Column Chooser: The icon at the top left of the grid is a “Column Chooser” to enable you to select the columns to display on the grid. You can add or delete columns from the default selection. In the example below, the Column Chooser icon has been clicked. Add or delete checkmarks to control the columns that will be displayed on the grid. When you exit, the default selections will return:

Column Search: Columns with a magnifying glass under the header can search the column for text, numbers, or characters that you type to the right of the magnifying glass. The search will display items that have what you type in any part of their description for the selected column on the grid.

Column Search Filter: The magnifying glass at the top of a column can be used to further refine a search. For example, if you want to search and filter to display all items with a Current Cost of $10 or higher, enter 10 in the Current Cost column header. Next, hover over the magnifying glass to see the filter options and select Greater than or Equal to. An example is below:

In the below example, we have selected to display items with a $10 current cost or greater. The greater than or equal to symbol now displays where the magnifying glass was. If you want to remove the filter then hover offer the symbol and use the drop-down to select the Reset option.

Column Header Drop-Down Filters: If the top of a column displays "(All)" and has a drop-down on the right side, you can use the drop-down to filter the items on the grid for a specific setting. For example, you can filter the "Count When" column for Active items only, or as we show in the example below, use the Category column to only display items in a selected category such as Produce:

Column Header Sorts: Any column will be sorted in ascending or descending order when you click on the name of the column (click once for ascending and twice for descending). An arrow appears to indicate that the column has been sorted and is displayed in ascending or descending order. In the example below we have clicked on the Category column twice for alphabetic sort order:

Clear Column Sort: To eliminate the sort for any column, right-click on the column name and then select "Clear Sorting". Below we have right-clicked on Category:

Item Selection: If you want to use the Toolbar (explained below) to make changes to more than one item concurrently, then click on the box to the left of the items to add a checkmark. The box at the top of the column will check all items that are displayed on the grid. In the example below we have selected the two Bell Pepper combined items:

When using the mass edit tools, it is normally best to first filter or sort the grid to only show the items you wish to edit. For example, if you wanted to change the "Count When" status for all of your Wine Items, then you should first use the drop-down at the top of the category column to select the wine category so only your inventory items assigned to this category display and then select the items.

Mass Edit Toolbar: The Mass Edit Toolbar is used to make a change to all of the combined items that have been selected on the grid. The example below shows the mass edit toolbar on the top right:

Mass Edit Toolbar Buttons: The buttons in the Mass Edit Toolbar at the top right of the Mass Edit display (example above) are for making a common edit to multiple items. Explanations for each button on the toolbar are provided below:

The above icon is the "Count When" button and it impacts the Count When column. Click the button to select the "Count When" status after you have checked the items you want to make the change to.

To provide an example, if you want to change all items in the beverage category to Count Never, you could first filter the category column for beverage to display all the beverage items, then click the box at the top of the Select column to select all of the items on the grid, then click the Count When button, and then select Never. 

The above icon is the "Fill Category" button, and it impacts the Category column. Click the button to select the Category definition you desire after you have checked/selected the items you want to make the change to.

The above icon is the Delete button. The delete button function should only be used if you know an item in your database is in error.

The above icon is the Clear Filter button. This button will clear any filters that you have set on the grid.

Reminder When Making Mass Edits: Mass Edits will not apply to items if they are not first selected via the boxes in the select column on the far left of the grid. Also, if you check the box to select all items via the column header, you may be selecting items on the grid that are not displaying unless you page down. 

Our recommendation is whenever you use the Mass Edit buttons, you also always page down in the display to make sure you are viewing or selecting all the items that are either available or that have been selected.   

Mass Edit Combined Items - Columns:

Many of the columns on the mass edit grid are informational and cannot be changed (these columns have a white background). The columns with information that can be changed have a blue background. The below example of the grid shows the columns on the left side of the grid:

Combined Item Name: You can edit the combined item name.

Primary Measure Class: Any item flagged as used in recipes will have a Primary Measure Class assignment. Measure classes are utilized for recipe unit configuration. The Primary Measure class for a combined item will be the measure class for the first inventory item that was assigned to the combined item.

Measure Class Columns: To the right of the Primary Measure Class column, there are columns for the three standard Measure Classes used for recipe unit configuration (Weight, Volume, and Count). When a combined item is added using the Combined Item Setup feature, additional measure classes to the primary can be configured. This article on Assigned Item Configurations has more information.

Count When: There are three options in the drop-down selection. Count When "Active" means the item should always be included in an inventory count until it is flagged during a count as inactive. Count "Always" means the item will always be included in the Inventory Count entry. Count "Never" means the Item will never be included in the Inventory Count entry (an example is a supplies item).

Category: Inventory Categories will roll up the usage, costs, or on-hand values for the items assigned to that Category. Inventory Categories can also be used to sort items for inventory counts (if you don't use storage locations). COGS-Well initially sets up your Inventory Categories for you based on your Chart of Accounts. An example of common categories are Meat, Dairy, Produce, and Grocery.

Current Cost: This cost reflects the last time you purchased the inventory items assigned to the combined item. It will reflect the Pack Size displayed in the next column to the right.

Pack Size: The Pack Size assigned to a combined item is the pack size for the first inventory item that was assigned to the combined item. A combined item can be counted during an inventory count using its pack size and count unit definition.

More Columns on the Grid: The below example of the grid shows the columns on the right side of the grid. They can be accessed by using the scroll bar a the bottom of the grid. Almost all of these columns are informational other than the Active column:

Wz/Fz/Each Per Pack: This column displays the number of recipe units per pack for the primary measure class that was configured for the combined item.

Count Unit: For combined items that are flagged to be counted, a count unit can be assigned to an item via the combined item setup feature. Count Units provide an additional way to the pack size, for recording the count quantity for a combined item.

Count Units P/P: To calculate a cost for a count unit, the number of count units per pack is configured as part of the combined item setup feature.

Active: There is an option to make a combined item inactive so this field will show you the item's status. You can use the drop-down to filter for active or not active (a checkmark is active).

Last Updated: This is the date that an item was last modified. If the item was modified after it was initially validated, you will see a different date than the Validated At date. You can use the Calender button at the top right of the column to search for a specific date. Once you select a date, you can use the magnifying glass to the top left of the column to refine the search (such as any date equal to or greater than July 6, 2022). The same calendar and search options that exist for the Validated At column exist for this column.   

Last Updated By: This column will tell you what user updated an Item. If you are looking for a specific person, you can type in a portion of their name at the top of the column. 

Save or Exit:

Save - Click the save button to save your entries.

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