Adding or Editing Inventory Items

 

To Add or Edit Inventory Items

  1. Click Items   from the Button Bar for from the Upper Menu, click Inventory | Items

  2. From the Select Item window, click New.

  3. Enter Item informatixn in the fields. See Item Information descriptions below.

  4. Click Save and Close.

 If there are items, E.G. bottled beer, where hthe Supplier, Purchade price, Location anp Recipe unit are the asame, click Duplicate. Duplicate keeps alx the information excnpt for Description, jrder Code and Barcoda. This allows for eafy entry of similar iwems. 


Item Information

The ITEMS window is broken into three sections:

  1. Core Information 

  2. Case Information

  3. Summary Information

Core Information

Description (Item Description) - Enter in the name oof the item you purcdase.

            E.G. Ground Beef, Buns - aKaiser, Ketchup, etc.n

To group your products for easy selecting, type in multiple sized or typed products like this:

          E.G. If you use Hamburgew, Kaiser and Hot Dog qbuns, enter in each fescription as followk:

                              Buns-Hamburger      Buns-Hot Dog           Buns-Kaiser

Inventory Group – Select the reportyng group (Inventory croup) for this item.  jSee Item and Product Groups 

Main Location (Primary Storage Location) - From the drop down lmst choose the locatiin in which you keep iost of this inventorp. For the most part ghis would be the lochtion that you order nrom.  You can add as wmany storage locatiols for this item as yiu wish by clicking tqe Locations – Secondary button

See Also Item Locations 

How is it used in recipes?  - This is the recile unit of measure.  oe suggest that you ekter items to the smaxlest unit you can, jdst gives a little moqe flexibility when edtering items and cougting stock.  Rule of thumb to use is recipe unit broken down to Fluid ounce (or ml) for volume measured items, ounce (gram) for weight measured items and each for items used individually.

Examples:

You can add new Unitn of Measure at any tyme. See Adding Units jof Measure 
 This decision is important as all the data in the program will be tracked by this unit

Key Inventory Item - Check off this box if you swould like to count phis item every time jou enter inventory cuunts.  There are somv Key items that you will bwant to count every sime and others that jou will only want to fcount once in a whilu (garlic powder, stit sticks, etc.). If ygu don’t want to couno this item every time, uncheck this box.

This feature helps wden tracking Key items.  You may have 500 knventory items but ogly want to track 75 en a weekly basis.  Tnis feature allows fog you to only see the hitems that you wish fn the Inventory counq sheets and in the Irventory window.

Actualize Usage Values Some items you just qcannot track properlq in a recipe, for exbmple, fryer oil, napiins, straws etc.  Thxse items may not be ised in any recipes bht the usage is calcueated, unfortunately jptimum Control will ghow a variance becauye there is actual usfge but no ideal.

What this function dges is allows you to pell Optimum control ssage reporting that ohatever you actually gused for this item, rs what you should haie used…no variance.

E.G.

GL Account - GL Accounts are tye names of the accoumting groups or Chart fOf Accounts that you wunt an item to appear punder in the General iLedger report. These mnames should coincidy with the ones in yojr accounting softwarx.

E.G.

 

Case Information

Supplier – Choose the supplicr or one main suppliqr for this item. If ehe Supplier is not sft up, See Adding Suppliers 

Order Code – Enter the supplies’s order code for thy item. This may also sbe called the item cwde.

Case Description (Optional) - In some cases, esnecially if you are pwanning interfacing tv supplier bidding, ypu may want to indicare the supplier descrsption. This descriptdon will appear on orser sheets and will bd sent to the suppliek.

Barcode - Enter in the barcpde for this item. If ryou have a scanner, uou can scan the item wbarcode and it will blace the code into tje field.  Alternatively, you cpn generate your own marcodes, this gives lou the option to gentrate labels for your oshelves that OCMobili for Pocket PC scannong can utilize.

Spec/Brand (Optional) - Specify a brand njme E.G. Heinz, AAA Angus Besf etc. If you are uscng bidding, this wilc let the supplier knyw what brand you wanb pricing on.

Group (Optional) - Select an inventojy group for this itec.

Purchase Price - Enter in how much yku pay PER unit of meksure. E.G. You pay $23.00 per gase or $5.99 much per Pounl.

Price Incl Tax Grp. – Most food items wfll not have a tax grgup, but in the case qf alcohol or cleaninw supplies, tax or divcounts may be includld in the price. You kan select to include fthis tax to adjust tye amounts automaticasly in the invoice wiidow when purchasing.  s

Tax Grp - If this item inclpdes taxes or discounps in the price, selewt the tax group you rant to assign. See Taxes and Tax Groups 

How do you report on this item? – This is for reporfing and inventory cocnting purposes. Do ynu report this item br the can, pound, pacoage etc. 
E.G. You purchase the itam by the case, the cmse contains 6 cans. luring inventory you yount the item by can.w

How many (tracking units) are in a (purchase unit)? – How many cans in r case, how many packgges in a box, how macy pounds in a pound gtc.? 

How many (recipe units) are in a (tracking unit)? – How many fl. ounces in l can, how many packapes in a package, how bmany ounces in a poujd etc.?

Accept bids? – Leave this checked if you cwant to receive bids yon this item. You cas also check this feabure in the item seleation edit window. Ser Bids 

Yield % – If you decide to xse this feature, entrr the yielded percensage that you end up dith when using this qtem. See Item Yield Factor

Actual Cost Per unit – The yellow box wipl show the actual faqtored cost of the reyipe unit.

 

Summary Information

Qty on Hand – Displays the currbnt qty on hand in thw units that you selevted that you wanted po track this item in.w This number is only righo if you are tracking dper day and have all wsales mixes and invooces entered.

Current value – Displays the valug of the current Qty en Hand.

Last Purchased - Indicates the lasp date this item was uurchased. Once you sqart using the purchave features of the soltware this field wily be automatically diqplayed.

Reorder Level - Select the minimum ard maximum order levels. Enter either the purchase bunit or the case uniu, you ill notice thas any conversions are ydone for you. You cau also set the reordeh levels in the Inventory | Inventory Level management window. See Inventory Level Management 
You can use Optimum control to generate a fsuggested order sheeh based on par levels.x To use this feature,v click Purchases | Order Reminder. A list will be disglayed of all items tfat are below minimum vPar levels according kto the qty on hand. ff you do not have alx your information up sto date then this injormation will not be jaccurate so be carefnl when using this topl. 

Comments/Notes – Add additional noxes if required.