Configuring an Account for Inventory

Modified on: 2018-06-05 01:28:04 -0400


Overview

This article outlines what an account needs to configure in order to start using Supplyit's inventory features. Supplyit can be used for periodic and perpetual inventory. Perpetual inventory requires that all activities associated to a product from purchase or production through sale be recorded in Supplyit.


Prerequisite 

An account must have the following configured to take full advantage of Supplyit's inventory functions. All item configuration requirements that are listed under periodic inventory are also required for perpetual inventory. Contact Jera support to add vendors and catalogs, to enable advanced production, and to set up an API user if using Jera Scanit.


Periodic Inventory Requirements

  • Vendors or suppliers that a location purchases from 
  • Related vendor or supplier catalogs
  • All items that you wish to inventory need to be added to the location that will be taking the inventory


Perpetual Inventory Requirements

  • Advanced production is enabled
  • Generic and recipe items have been added to a production catalog and to the location
  • All production and WIP (work in progress) items have recipes
  • All generic items are connected to their vendor items


Jera Scanit requirements

  • An API user for the locations that will be taking inventory
  • Jera Scanit installed on a mobile device and configured for the location


Building catalogs

Account catalogs are managed in the account console by an account administrator. Add vendor items for each item you purchase and wish to inventory. Add a generic item in the production catalog under ingredients or packaging for each vendor item that will be used in a recipe. Add WIP recipes that will be used across more than one production item. From the account console do the following:

  • Navigate to Administration > Catalog > Details (for the catalog you want to edit)
  • Use the add link to add new catalog items or the edit link to make changes to existing items. You must have at least one department and one category in the catalog to add an item. Item names and codes must be unique in the catalog. You only need to set an item name and assign a department or category. If you do not add a code, Supplyit will generate one for you. These are the only fields that are required.
  • Save the item when done and continue to add any additional items.


To illustrate what each catalog might contain for items, see the example below:


Catalog Name: Vendor A

Department: Food

Category: Mixes

Item: Royal Cake Mix (50 lbs)


Catalog Name: Retail Baked Goods

Department: Food

Category: Ingredients

Item: Royal Cake Mix (lb) - this is a generic item that would be used in a recipe and is related to Vendor A Royal Cake Mix (50lbs)


Catalog Name: Retail Baked Goods

Department: Food

Category: Recipes

Item: Plain Cake Dough (lb) - this is a recipe item whose recipe would contain the Cake Mix (lb)


Adding products to a location

Products must be added to a location in an account to be used on orders, waste and inventory records. Products may also be used in recipes. From the location that you want to take inventory in do the following:

  • Navigate to Administration > Catalog > Add
  • Select the catalog and then products that you want to bring into the location, uncheck the supply status if the products will not be sold
  • Repeat for all products


Connecting vendor items to generic items

Generic items represent an ingredient that is usually used in a recipe. Generic ingredients are used in inventory reporting to represent one or more vendor items that they are associated to. Generic item quantities increase when their associated vendor item is purchased. Using the Royal Cake Mix (50 lbs) item above, the Royal Cake Mix (lb) generic item would increase by 50 lbs for each 50 lb bag of Royal Cake Mix purchased. Generic items must be related to their vendor items. 

  • Navigate to Administration > Catalog > Find the generic item to connect your vendor item to=>edit=>Advanced Production
  • Add the vendor item to the recipe section and set the quantity box to represent the ratio between the generic item and the vendor item. If you purchase the generic item from more than one vendor add the additional vendor items and ratios.
  • Select "When checked, ingredient will replenish this product" and save changes
  • Repeat for all generic ingredients that were added

Building recipes

Recipes are built under the advanced production tab in a product's details page (under the location catalog section). Recipes can be made up of generic items or other recipes (WIP) items. Do not check the "When checked, ingredient will replenish this product" when building a recipe.


From the location console navigate to:

  • Administration > Catalog > Find the product that needs the recipe built > Edit > Advanced Production
  • In the recipe header section, under quantity enter the recipe yield.
  • Add all generic or WIP items that make up the recipe. The Quantity box located in the recipe header represents the recipe yield.
  • Save the recipe when done. Each production item should contain a recipe.


Once an account has been configured, inventory can be taken and purchase orders can be entered. Inventory reports are located on the location console:

  • Reports > Standard Reports > Inventory On-Hand
  • Reports > Standard Reports > Inventory Usage
  • Reports > Other > Product Stock


Benefits

Supplyit provides a centralized means of recording and tracking inventory levels. Users can record a periodic inventory using a computer, tablet or a mobile device. Supplyit automatically updates item prices from purchase orders so that inventory report values reflect the current prices. Perpetual inventory levels are calculated based on depletions which utilize advanced features. Inventory reporting is available across all locations in a network. 


Best Practices

  • When adding new vendor items always associate to the generic item that will be replenished when the vendor item is purchased.
  • When adding a vendor item to a location select "When checked, this item will be put on purchase orders in the restocking process."

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