Inventory Items

Inventory Items

Module: Inventory
Path: Products > Inventory > Inventory Item List
Topic: Inventory Items
Version(s):  Version 5.1 and up
Editions: All Editions

What Are Inventory Items

The core element of the OrderLogix inventory system is the Inventory Item that contains the sku and corresponding details. The inventory item differs from Products (however are associated to base items for commitment purposes) in that they represent real items that can be purchased, shipped, and tracked. They can be associated with products when you're ready to go "live" with them, so that inventory is reserved whenever products are sold. These can be managed in multiple different ways including manual management of inventory receipts, and adjustments as well as having the ability to support automated inventory sync management with outside warehouses. 

Making The Connection

Where Will I See This Within OLX?

Inventory can be seen on the Inventory Item List page, Product Item, Order Entry, Order Detail, Purchase Orders, and Receipts. 

What Reports Can Be Pulled?

  1. Inventory Item Report
  2. Inventory Item Location Report
  3. Supplier Item Report
  4. Warehouse Report
  5. Supplier Purchase Report
  6. Inventory Item Association Report

What Imports/Exports Relate to Inventory Items

  1. OLX Inventory SKU Import
  2. OLX Inventory SKU Association Import

Trouble Shooting

I am not able to delete an inventory location

    1. in order to delete an inventory location there must not be any inventory assigned to that location
      1. you can remove inventory by using the Adjust Inventory module

Setup

All inventory items can be accessed from the Inventory Item List, as shown below by navigating to Company Data>Inventory>Inventory Item List:


Tool Bar

Utilizing the buttons on the tool bar  you can:
Go back to the previous screen 
Add new 
Print 
Minimize module 

Filter

You can use the filter options to narrow down the displayed selections.


  1. Sku
  2. Category
  3. Short Description
  4. Qty On Hand
  5. Committed
  6. Back Ordered
  7. Reserved
  8. Client
Add additional filters by click the Add button 
Apply the filtered selections by clicking Apply Filter 
Remove the filtered selections by clicking Remove Filter 
To show inactive accounts in the displayed records check Show Inactive 
You can set the number of records to be displayed 


Add New

  1. To edit an existing record, click on the edit pencil  next to the record you wish to edit.
  2. To add a new record, click on the Add New button  in the blue module bar.
    1. A new window will pop up.


  1. Item Details - These are the main details for the inventory item. The drop down lists include:
  • SKU: This is the inventory item SKU, which will be its display name throughout the application and be programmed with custom exports as the name that will also be exported in fulfillment files.
  • Client:
  • Preferred Supplier: This is an optional field that allows an inventory item to be associated with a supplier if desired in order to create purchase orders.
  • Category: This is a descriptive category of an item.
  • Comments: These text fields can be used to keep additional information about the item.
  • Short Description: These text fields can be used to keep additional information about the item.
  • Long Description: These text fields can be used to keep additional information about the item.
  • Weight (oz): The weight of the item in ounces
  • Reorder Level: This is a threshold value that indicates that an item needs to be reordered when quantities fall below a certain level. If this value is 100 for example, and the quantity on hand is 99- this item will appear on the Inventory Item report as a low-stock item.
  • Suggested Reorder Amt:
  • Do not Sell: This is only used for specific custom mapped modules that use Purchase Orders.
  • Preferred PO Type: If using Purchase Orders this will be created for you - please reach out to an OLX representative for more information
  • Do not Order: This is only used for specific custom mapped modules that use Purchase Orders.
  • Barcode (UPC): The items manufacturer’s identification number + the item’s number + check digit number.
  • Length (inches): The length in inches
  • Width (inches): The width in inches
  • Height (inches): The height in inches
  1. Item Statistics - This area displays important information regarding the current status of the inventory item. These are display only fields which have the following meanings:
  • Average Cost: This is the cost of each item, and is calculated automatically when new inventory is received (using the Receipts screen).
  • Value: This is the total inventory value for a particular item. This is calculated automatically when new inventory is received (using the Receipts screen), or when the inventory is manually adjusted (using the Adjustment screen)
  • Quantity on Hand: This is the number of items available for sale, which have not yet been committed. This number is reduced as items are sold (reserved).
  • Units Committed: This is the number of items that have been committed or reserved because they have been sold. This number increases as items are sold, and decreases as items are shipped out or cancelled.
Quantity on Hand + Units Committed = Quantity on Location tab
  • Units Backordered: This is the number of items that were not available at the time they were sold, and decreases as new inventory is received.
  • Units On Order: This is the number of units that have been ordered and are waiting to be received.
  • Units To Reserve: This is the number of units that will not be committed to any new orders. Subtract this amount from Quantity found under Locations tab to determine how many units you have available for new orders.
Units To Reserve: This feature is for special use cases and is disabled by default
  1. Thumbnail Image - This is an optional image that can be associated with the inventory item. To change the image, click on the box containing the image. An image selection box like the following will appear:


The only files that will be accepted are GIF’s, PNG’s, or JPG images.

  1. Informational Tabs - This section of the screen displays a variety of details about how the inventory item is being used in OrderLogix. Most of the tabs are for display-only, but others allow for some configuration to be done. The following tabs are available:

Locations - 

The locations tab displays the warehouse locations where this item is being stored, so long as there has been inventory received for the item:


Whenever an inventory item is received or moved to a new location, a record is created which identifies how that item is stored at a particular location, and if it's being stored in more than one location they can all be viewed from this tab. Some attributes of the storage location can be edited and others cannot. The columns are as follows:

Item Location: A description of the actual location within the warehouse.

If utilizing multiple warehouse locations:
  1. Inventory items
    1. should have Default Warehouse location set to 0 search order
      1. no quantity will be assigned to this location
    2. additional Warehouse locations should have search order set 1 and increment for each location
      1. quantity will be assigned to these locations from inventory sync
UOM: The description of the unit of measurement whether it's an individual Unit, Box, Case, etc. This cannot be changed here, but instead must be defined when inventory is first received to this location.
UOM Count: How many items are described by UOM. For example a dozen = 12. This also cannot be changed here, but instead must be defined when inventory is first added to this location.

Quantity: This is an informational column, which shows how many of these items are currently being stored. This number is represented in the unit of measurement as the item is stored.

ASC (At Ship Committed): This is an informational column, which shows how many of these items are currently at Item Awaiting Ship-Confirm and the inventory status is 'C' committed.
This value will increase during shipment export and decrease during ship confirm import
COM (Committed): This is an informational column, which shows how many of these items are currently in a favorable item status and the inventory status is 'C' committed.
This value will increase during order import and decrease during shipment export
BO (Back Order): This is an informational column, which shows how many of these items are currently at Item Backorder and the inventory status is backordered.
Bal (Balance): This is an informational column, which shows how many of these items are available for new orders.
Quantity - At Ship Committed - Committed - Back Order = Balance on the Location tab
RS-Lvl: This field is for reporting. It indicates the threshold for what number of items at that location is considered Low, at which point the location should be restocked.
Srch Order: This field is used with your shipping exports to denote which location an item is to be sent to.
OLX is the default warehouse location with value of 0. You need to determine, system wide, the Search Order for any additional warehouses you will house inventory. Every inventory item needs to have all of the available warehouses listed with their associated Search Order number. If you will not be housing inventory at a warehouse at this time set the quantity to zero, but you must list the warehouse on the inventory item location.
-1 can be used as an override to ensure an item is always sent from that warehouse regardless of any other factors.
The association between a location and an item can only be removed when the location no longer contains this item. To remove a location from an item, click on the  edit pencil on the line item and click on the  red X. If the location cannot be deleted, the  red X will not be displayed. (Unless you are migrating from a warehouse and will not longer be using it, this is not recommended. See ALERT above).

Products-

In order for inventory items to be sold, they must first be associated with products. (See Connecting Inventory with OLX products) The following tab displays which OrderLogix products contain links to this inventory item:



The Quantity, UOM, and UOM count fields represent how many, and in what unit of measurement the inventory items are reserved each time an OrderLogix product is sold. Clicking on the edit pencil icon will open the OLX Item pop-up where you can make changes if needed:



Suppliers-  

The suppliers tab displays a list of suppliers who offer this inventory item. The following tab displays both the supplier names, as well as the units of measure in which they offer this item for purchase:



Clicking on the edit pencil icon will open the Supplier pop-up for the listed supplier:



Purchase Orders- 

This tab displays all purchase orders which include this inventory item:



Clicking on the edit pencil icon will open the Purchase Order pop-up in read-only mode in order to display the order details:



Receipts-  

This tab displays all receipts which include this inventory item:





Clicking on the edit pencil icon will open the Receipt pop-up in read only mode:



History- 

This tab shows a list of transactions involving this inventory item:


Any activity that affects the actual stock levels of inventory will be logged in this table. This includes receiving, adjusting, or shipping inventory. The definitions of the columns are as follows:

Reason: A brief description of the transaction reason. Values may include Shipped, Adjusted, or Received.

Before In-Stock: Total count of items in stock before transaction. Includes committed and QOH counts.

Before QOH: Quantity on Hand count prior to transaction

Before Com: Committed count prior to transaction.

After In-Stock: Total count of items in stock after the transaction. Includes committed and QOH counts.

After QOH: Quantity on Hand count after the transaction

After Com: Committed count after the transaction

  • To Save the current Inventory Item and close the edit window, click the save button.
  • To Cancel current changes to the Inventory Item and close the edit window without saving, click the cancel button.
  • To Delete the current Inventory Item, click the delete button.
  • To Print the Inventory Item, click the print button.



Substitution

This tab contains a drag-and-drop moveable list of records for all SKU's that are setup to assign to orders in place of the current inventory if the qualifications are met. 


At the bottom of the lister page you will see:
Evaluate all substitutions:
  1. Checked - system will perform substitutions for all records that meet a qualifying condition
  2. Unchecked - top down, system will substitute the first record it comes to that meets a qualifying condition and then stop
Add button 
Clicking on the add button will display the Inventory SKU Substitution popup where you can configure each record:

  1. None/Always -
    1. the Replacement SKU selected will always replace the inventory item on orders placed between the Effective Dates (see Effective Dates for more information)
  2. Original Sku Depletion
    1. the Replacement SKU selected will only replace the inventory item on orders placed between the Effective Dates (see Effective Dates for more information) once the current inventory item has reached a Quantity of 0 (zero)
  3. Other 
    1. the Replacement SKU selected will only replace the inventory item on orders placed between the Effective Dates (see Effective Dates for more information) when the conditions configured have been met
    2. Once select the radio button for Other you will notice a Configure link will display

    3. click on this link to access the Criteria Condition Editor popup

*To Save the conditional criteria click the save button.
*To Cancel current changes to the Inventory Item and close the edit window without saving, click the cancel button.
*To Delete the current Inventory Item, click the delete button.
*You can add more criteria or close to save the SKU Substitution record
      1. Condition Group
        1. this allows multiple conditions (see below) to be set that must ALL be met
      2. Minimum Customer Age
        1. numeric value
      3. Order Total Exceeds
        1. numeric value
      4. Order Total Under
        1. numeric value
      5. Payment Method Selection
        1. dropdown list of available payment methods: Check, Visa, Mastercard, Discover, TeleCheck, Money Order, COD, Invoice, American Express, ***NONE***
      6. Ship Profile Selection
        1. dropdown list of available Shipment Profiles
        2. Selected
          1. Checked - condition should be chosen on the order
          2. Unchecked - condition should not be chosen on the order
      7. Item Type Selection
        1. dropdown list of available item types from the script: Regular Order (ORD), Cross Sell (XSL), Add On (ADD), Auto Ship (CTY), Rush Shipping (RSH), Upsell (USL)
        2. Selected
          1. Checked - condition should be chosen on the order
          2. Unchecked - condition should not be chosen on the order
      8. Billing Address Match
        1. alpha, numerical, and wild card (*) values
          1. Address
          2. City
          3. State
          4. Country
          5. Zip
        2. Match Y/N
          1. Checked - condition should be chosen on the order
          2. Unchecked - condition should not be chosen on the order
      9. Shipping Address Match
        1. alpha, numerical, and wild card (*) values
          1. Address
          2. City
          3. State
          4. Country
          5. Zip
        2. Match Y/N
          1. Checked - condition should be chosen on the order
          2. Unchecked - condition should not be chosen on the order
      10. Gender
        1. Is Male
          1. Checked - condition should be chosen on the order
          2. Unchecked - condition should not be chosen on the order
      11. Notes
        1. Match Y/N
          1. Checked - condition should be chosen on the order
          2. Unchecked - condition should not be chosen on the order
        2. Text
          1. alpha, numerical, and wild card (*) values
      12. Credit Card Number
        1. Match Y/N
          1. Checked - condition should be chosen on the order
          2. Unchecked - condition should not be chosen on the order
        2. Pattern

      13. Email Address
        1. Match Y/N
          1. Checked - condition should be chosen on the order
          2. Unchecked - condition should not be chosen on the order
        2. Pattern

      14. Phone Number
        1. Match Y/N
          1. Checked - condition should be chosen on the order
          2. Unchecked - condition should not be chosen on the order
        2. Pattern

      15. Unconditional
        1. this will substitute for the set SKU regardless of any other factors
      16. Credit Card BIN Range
        1. Between
          1. Checked - condition should be chosen on the order
          2. Unchecked - condition should not be chosen on the order
        2. Range start 6 digits
          1. numerical value
        3. Range end 6 digits
          1. numerical value
      17. Credit Card BIN File
        1. BIN List
          1. dropdown list of files that have been uploaded to the system
        2. Allow Ranges Y/N
          1. Checked - condition should be chosen on the order
          2. Unchecked - condition should not be chosen on the order
      18. Product Ordered Before
        1. Product Offer
          1. dropdown list of available
        2. Selected
          1. Checked - condition should be chosen on the order
          2. Unchecked - condition should not be chosen on the order
      19. Bill/Ship Address Match
        1. Match Required
          1. Checked - condition should be chosen on the order
          2. Unchecked - condition should not be chosen on the order
        2. Use Address
          1. Checked - condition should be chosen on the order
          2. Unchecked - condition should not be chosen on the order
        3. Use City
          1. Checked - condition should be chosen on the order
          2. Unchecked - condition should not be chosen on the order
        4. Use State
          1. Checked - condition should be chosen on the order
          2. Unchecked - condition should not be chosen on the order
        5. Use Zip
          1. Checked - condition should be chosen on the order
          2. Unchecked - condition should not be chosen on the order
        6. Use Country
          1. Checked - condition should be chosen on the order
          2. Unchecked - condition should not be chosen on the order
      20. DNIS Match
        1. Match Y/N
          1. Checked - condition should be chosen on the order
          2. Unchecked - condition should not be chosen on the order
        2. DNIS

  1. Effective Dates
    1. By default the date range is set to 1/1/1900 thru 1/1/3000 in order to encompass a "For All Time" scenario. The Effective Date can be determined based on:
      1. Inventory Commit Date
        1. inventory added to the system for Original SKU between dates
      2. Order Date
        1. orders placed between dates
  2. Original SKU
  3. Replacement SKU
    1. dropdown list of available inventory 
      1. the search bar requires 4 characters - if your SKU is less than 4 characters utilize the % to fulfill remaining requirements

Saving

* To save the changes click the Save button .
* To cancel any of the current changes you have made click the Cancel button .
      This will close the window without saving any changes.
* To print the current window click the Print button .
* To delete the selection click the Delete button .
      This will prompt you to make sure you want to delete this item.

  • Clicking OK will delete the selected item and close the window.



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