Master Records > Inventory > Create Inventory Record

You can set up inventory records using the Inventory Maintenance function. This function allows you to set the details of the inventory item and controls for how the item record can be used in various transactions.

Before you can successfully set up an inventory record, you must first create certain maintenance records necessary to allow better classification and organization of your inventory items.

After activating the Inventory Control module, you must first set up the following maintenance records in this particular order:

•Warehouse

•Revenue Code

•Unit of Measurement

•Inventory Type, if you want to use a template with default values when you create an inventory record

•Specification, if the Inventory Specification module is activated

•Item Class

•Product Line

•Commission

Various drillable fields are available in this function window. When you click any drillable fields in this function window, the system automatically displays the corresponding Maintenance window. There are exceptions to this behavior, such as the following:

•If the Inventory Control module is not activated, you cannot drill-down on the Warehouse and U of M fields as the Warehouse Maintenance and Unit-of-Measurement Maintenance functions are not available.

•If the Inventory Control module is not activated, you cannot click the Detail Analysis button next to the Default Vendor field since the Inventory Vendor Maintenance function is not available.

•If the Inventory Specification module is not activated, you cannot drill-down on Specification Type fields since the Specification Maintenance function is not available.

To set up an inventory record, perform the following procedures:

1. Access the Inventory Maintenance function from Inventory group under the Maintenance main menu from the Inventory Control module. Click the New button to create a new inventory record.

Alternatively, you may also access the Inventory Maintenance function from the Accounts Receivable, Sales Order, Purchase Order and Manufacturing modules.

Note: If the Inventory Maintenance function is accessed for the very first time and there are no existing inventory records, the Information page is automatically displayed; otherwise, the Search screen is displayed by default.

2.Enter in the Item # field the code that you want to assign to the new inventory item for which you are setting up a record. You can enter in this field any alphanumeric characters.

3.In the Inventory Type field, enter the inventory type code that you want to assign to the new inventory item record. Note that the Inventory Type code is required before you can proceed with the rest of the inventory item's settings. When you have assigned a valid Inventory Type code, the rest of the available fields in all pages in the Inventory Maintenance function will become activated.

4.In the Description field, enter the name or a description you will use to identify the inventory item.

5.Enter in the Short Description field a brief description that you will use to easily identify the inventory item.

6.To assign the main warehouse in the Warehouse field where you primarily store the inventory item, you must access the Warehouse page and enter the warehouse and bin(s) information. Once a main warehouse is assigned, it will automatically show in this field.

Note: If the Inventory Control module is not activated, the Warehouse field is not accessible as you can assign to the inventory item only the “Main” warehouse that is predefined by the system.

7.In the Information Page, enter or review basic information about the inventory item. For more details, refer to the Information Page section.

8.Enter in the Warehouse Page the main warehouse and any additional warehouses you want to assign to the inventory item where the item will be received, stored and/or shipped from. Refer to the Warehouse Page section for more information.

9.In the Unit of Measurement Page, review or update the item's unit of measurement for storage, sales, and purchase. For more details, refer to the Unit of Measurement Page section.

10.Enter in the Pricing Page the different price and discount settings for the inventory item. See the Pricing Page section for more information.

11.Access the Multi-Level Pricing Page to set up multi-level item prices. See the Multi-Level Pricing section for more information.

12.Access the Remarks/Image Page and enter, review, or update narrative information about the inventory item. In this page, you can also define where information can be overwritten and/or printed. For more information, refer to the Remarks/Image Page section.

13.In the Settings Page, enter and review a variety of information concerning the inventory item. You can also define in this page certain parameters for the inventory item. Refer to the Settings Page sections for more details.

14.If the item is set to use specification, enter in the Item Specification Page the settings for the inventory item's specifications and other related information. See the Item Specification Page section for more information.

15.Access the GL Accounts Page and enter, review, or update the default General Ledger account IDs to which the transactions involving this inventory item will be posted. See the GL Accounts Page section for detailed information.

16.Enter, update, or review in the Notes Page unlimited narrative information about the inventory item for internal purposes only. For more information, see the Notes Page section.

17.When you are ready to save this inventory item record, click the Save button in the function toolbar; otherwise, click the Close button to exit the function window or click the Cancel button to clear the window of information.

Q. I want to use the information in an existing inventory record to be the default information in the new inventory record that I want to create. How do I accomplish this?

A. Perform the following procedures:

1.Enter in the Item # field the number of the inventory item for which you are creating a record.

2.Click the Copy button in the function toolbar to display the Copy Item Record window.

3.Click the List box button in the Source Company field and choose the company where the inventory record, whose information you want to copy, is located.

4.Enter the inventory item number in the Item # field.

5.Click the Ok button to complete the transaction.