Inventory Management System

Purpose: To create new items which is not yet listed on the system or items which has not been bought by the company previously (brand new item)

There are 3 different stock types:

• Yes item - This iss an item without an expiry date and lot number
• Batch item - This is an item with an expiry date and a lot number
• Non-Stock item - This item will not keep movement or quantity. The purchase will post directly to an expense ledger account.

The Stock type on the Item is very important, this will determine how the item is used in the system and the information required on the item.

Add New Item

• Click on Warehouse Manager
• Click on the first Items

The list of all items on the system will open

• Click on the Add icon

The Add Record screen will open

• Complete all the information:
• Description: Item description - is the name of the item itself with size and/or strength of the item.
• Supplier Code: Each supplier have their own code registered to the items, which can also be used to order stock from the suppliers
• Supplier: Choose the supplier from the system that will supply the item to the company
• Item Price (excl): The price excluding VAT as per the agreement between the supplier and the company, when there is a price increase this price must be updated (therefore no VAT will be indicated on the invoice from the supplier)
• Supplier Pack size: The pack size the company receives the items in from the supplier (How many units is in a box)
• Internal Pack size: The internal pack size will be an indication of how the company internally uses the items (For example millilitres or single units)
• Number of Tests: How many tests can be done with one unit
• Disabled: The item can not be purchased anymore
• Procurement Site: The Labs/Stores should preferably order the item from the Main store
• Serviceable: An Item can be marked to indicate that the item is a machine that must be serviced at certain times
• Grouping Item: The item can be grouped into 2 different groups. Groups can be used to indicate what kind of category the items are in and must be setup. The item must be marked to know it is a grouped item.
• Item Grouping 1: The primary group the item is linked to 
• Item Grouping 2: The secondary group the item is linked to
• Stock Type (Y/F/B/N)
• Y - Yes item, item without an expiry and lot number
• F - FIFO, First in first out. This option is also included in the Batch items
• B - Batch Item, Item will keep an expiry date and lot number
• N - Non-Stock Item, This item will not keep movement or quantity
• Internal Item Code: The stock code that will be used internally in the labs/sites
• Sales Account: The ledger account the item must be linked to. The financial information will post to the ledger account
• Levels: The item will have different levels the test must go through, the item will be used for all the levels. The test will stop as soon as the relevant information has been found. The same item will be used. The number of levels that are allowed to find relevant information
• Inspected: When the item is inspected, in what condition are the items
• Acceptable for use - The item is in good condition and can be used
• Unacceptable for use - The item is not in good condition and cannot be used
• Uninspected - The item was never inspected
• Unknown - The condition of the item is unknown
• Non-external Item: The item is not allowed to be ordered from external suppliers, and should only be ordered from Main Stores
• Exclude from Stock take: The item will not be included in the stock takes

• After all the information was captured, Click on Submit to save.
• Click on Cancel to cancel the new supplier record and not save. All information that was completed will be lost.

The Item will be added to the list of items.

Search for an Item 

• To search for an item in the list, click on the Search bar

• Start typing in the item's name to search for the correct item

Edit an Item

• To edit an existing item, click on the correct item that must be edited

• Click on the edit icon
  

The Edit Record screen will open, the information can be changed. Click on Submit after the information was changed and correct.

View an Items information

• Click on the view icon:

The View Record screen will open with all the item's information