General Description
The Inventory Menu
Add New Item
Show an Item
Searching for an Item
Changing Item Details
Deleting an Item Record
Listing Inventory Items
Getting an Inventory Valuation
Data stored in a Item Record

Item Code
This is a code that you can create or alternatively use the suppliers or manufacturers code for the item.
As searches, listings and valuations can be performed on this code, you should consider the method you will use for identifing your items.
The item code can be up to 20 characters in length.

Description
The description of the item is two lines of 50 characters.
This allows you to use standard item names and manufacturer name in the first line, followed by a more detailed description in the second line.
For example, Item Code VBK71
Description Line 1 Belt Kit, Sharp
Description Line 2 VC386 VCR
Item Code 2SD350A
Description Line 1 Transistor, Philips
Description Line 2 1500V 6A 40W TO3 Line Output

Supplier Number 1
The supplier name in the supplier database from which you normally purchase this item.

Supplier Number 2
The supplier name in the supplier database used to purchase items when the 1st supplier has no stock or the items are on a special price etc.

Quantity on Hand
Quantity in stock. If the auto inventory update is on then this amount is automatically adjusted as parts are used or goods sold or stock purchases are made.
You can manually update this amount at any time.
When a an inventory valuation is performed, the quantity is used in the calculation of the total value.

Date Last Purchased
The date of the last time the item was purchased from a supplier

Unit Price
Amount each item costs you including tax if applicable.

Retail Markup
Amount in percent of markup used to calculate the retail price.
If an item costs you $1.00, a 50% markup means the retail price is $1.50.
This amount will be used when creating retail invoices.

Trade Markup
Amount in percent of markup used to calculate the trade price.
If an item costs you $1.00, a 50% markup means the trade price is $1.50.
This amount will be used when creating trade invoices.

Date Last Used
Last time the item was used or sold.
This date is automatically updated from the jobs and sales module if the auto inventory update option is switched on.
(See the Options and Tools module to find out how to control auto inventory update)

Total Used
Count of units used or sold for this financial year.
The count is automatically incremented when the item is used or sold and the auto inventory update option is switched on.

Location
You can create your own location codes or just use descriptions of where the item is located.
Since searches, listings and valuations can be performed on location, it is a good idea to consider how you will use this option to your best advantage.
For example, you could keep stock in different buildings and within each building a different room and each room different rows of shelving with individual trays on each shelf with partitions for small parts.
A location could be coded as B1R2S6T8P3 to represent Building 1, Room 2, Shelf 6, Tray 8, Partition 3.
Alternatively if you have most of your bits in the one location then C1S3T1P2 for Cupboard 1, Shelf 3, Tray 1, Partition 2.
You can have up to 10 characters in a location code.
If you don't want to use coding for locations, then you can use descriptions instead.
An example of this would be WSHOP, STORE1, SHOEBOX1 etc.

If you do not know the Inventory Number then click search to search by either the Item Code, Item Description or a supplier.
The search will produce a list of all matches to the seach criteria.

Searching by Item Code
If you select Item Code then you will be prompted for an item code or a search string.
This means that even if you don't know the exact code, you can still find it even if you only know the first character. Say you type in "VB", then the computer will find every item that has as the first two character equal to "VB". Therefore the records for VBXX123, VBK31, VBK43 etc, would all be listed.
Double click an item in the list to display the complete record.
Once the item record is displayed the option to change the details of the item is available as before.

Searching by Description
If you select Description you will be prompted for a description of the item or search pattern.
If you give an description that does not exist you will get a "Sorry No Matching Records Found in the XXX searched" message back.
The search type scans the complete description fields and thus allows you to find items from a particular category or name.
For example, if you entered "belt" as the description, the search would find belt kit, loading belt, belt drive etc, or typing "clean" would produce the result spray cleaner, cleaning sticks, head cleaner etc.

Searching by Supplier
If you select Supplier you will be prompted to select a supplier from the drop down list.
This search type scans the both supplier fields and thus allows you to find items from either supplier.
If you were searching for all items supplied by Fred’s Spares for example, all items that have Fred’s Spares as the alternate supplier would also be listed.

Numerical Order
Selecting Numerical Order at the above menu will select to list in numerical order.
The listing starts at inventory item number one.
Deleted items are not included in the list but are counted and the number is displayed.

Item Code Order
Selecting Item Code Order at the above menu will select to list in item code order.
The listing starts at the item codes which have the first character equal to zero "0" and through to nine (9), then followed by the letters A through Z until the last item is shown.

Matches to Item Code
Selecting Matches to Item Code at the above menu will select to list matches to an item code or search pattern entered.
The listing will contain only the items which match the entered code or search pattern.
This allows you to selectively list items by code which makes it very easy to produce part lists.

Matches to Description
Selecting Matches to Description at the above menu will select to list matches to the item description or search pattern entered.
The listing will contain only the items which match the entered description or search pattern.
All inventory items are searched from the lowest to the highest inventory numbers with both description fields being searched.
This allows you to selectively list items by description.
For example, the listing below could be the result of listing by description with the entered pattern being "diode".

Matches to Location
Selecting Matches to Location at the above menu will select to list matches to the entered location or search pattern.
The listing will contain only the items which match the entered location or search pattern.
All inventory items are searched from the lowest to the highest inventory numbers for a match.
This allows you to selectively list items by location which is useful for producing inventory or stocktake manifests for each location where inventory is stored.
For example, the listing below could be the result of listing by location with the entered pattern being "store1a".
You can create your own location codes to help manage your inventory and keep track of where everything is.

Status					The status of the purchase order

Item Code				User, supplier or manufacturer code for the item

Description				The description of the item (2 Lines)

Supplier Number 1			The supplier number and name from the supplier database

Supplier Number 2			The supplier number and name from the supplier database

Quantity on Hand			Quantity in stock

Date Last Purchased			Last time the item was purchased from a supplier

Unit Price				Amount each unit costs you

Retail Markup				Amount in percent of markup used to calculate the retail price

Trade Markup				Amount in percent of markup used to calculate the trade price

Date Last Used				Last time the item was used or sold

Total Used				Total units used or sold this financial year

Location				Where the item is stored