Inventory

• The Inventory module displays a list of your items and their stock levels.
• Click the More button on the right side of any item to Add , Remove , Move , or Cycle the item.
• Click any item in the inventory list to see more details.

Inventory details

Only items with the Inventory type will be listed in the Inventory module. So items with Shipping, Service, Non Inventory, Bundle, Labor, or Overhead types will not be visible in this module. Even though bundles often include inventory items, they are excluded because you don't order bundles, but you do order the individual items contained in those bundles. If those items are Inventory type, they will be in the Inventory module.

At the top of the Inventory module, you will see the following column headers:

• Name - The designation, description, and image (if available) of an item. If the description is too long and gets cut off, you can mouse over the item to see the whole thing.
• Barcode / UPC - The number at the bottom of an item's barcode used to track it.
• SKU - The stock-keeping unit, which differentiates an item from all others.
• On Hand - The number of units that are currently in stock.
• Allocated - The number of units assigned to other orders. This includes inventory on issued sales orders and purchase orders.
• Committed - The number of units picked and ready to be shipped. Inventory that is committed will always be allocated. However, inventory that is allocated is not always committed.
• Available - The number of units that can be sold. This quantity is calculated as On Hand - Allocated.
• Incoming - The number of units in transit from a vendor to a warehouse or other location, based on issued purchase orders.
• Cost - The average amount of money it costs to obtain each unit.

By default, the items are listed in order by how recently they were modified. If you click the Name header, the order will change to alphabetical. To revert to the default order, leave the Inventory module and come back.

Inventory tab

When you click an item, you will find two tabs:

• Inventory
• Costing

The Inventory tab has most of the same information as the header of the main section of the Inventory module. There are a few differences, though:

• It only contains information about one item instead of all items.
• It includes both the Average Cost and Total Cost for all of the units.
• It shows the location(s) for all units that are on hand, allocated, committed, available, and/or incoming.
• It shows the type of inventory the units are classified under at each location.

We will discuss everything in the Inventory tab first, and then we will talk about the Costing tab.

Add inventory

To add units to an inventory item, click the Add button. The Add To Inventory wizard will pop up. Depending on what tracking elements you added to the item, this wizard will appear differently.

No tracking

For example, if the item has no tracking information, you can add the following information:

• Location - A dropdown menu containing all of the locations you have previously created in the Locations module.
• Amt. To Add - The number of units you want to add to your available inventory at a specific location.
• UOM - The unit of measure attached to the Amt. To Add number. It will automatically be the default UOM for that item. However, you can change it to any UOM that you've created a conversion for from the default one.
• Unit Cost - The amount of money it costs you to purchase a single unit, pair, dozen, or any other UOM you have set.
• Quantity - The current number of units contained at the location you selected. This number can't be changed until you add more and close this wizard.
• Avg. Unit Cost - The current average cost you paid to obtain the units currently in stock. If you have them at multiple locations, this will reflect the cost of the units at all locations, not just the one you're adding to. The average cost may change after you add more units if their unit cost is above or below the average cost.
• Notes - Up to 4,000 characters of information about the units you're adding. You may want to include notes on their origin, such as where they came from, who is responsible for them, and their condition. To see notes that you have added, go to the Reports module and click the Inventory Event History report. If the date range of the report includes the date you added that inventory, you'll see those units and their notes.

Additional information is required if the item has tracking enabled in the Items module. The three options are Lot Number, Expiration Date, and Serial Number. Let's go over several scenarios to show you how it works.

Lot number tracking

If, in the Items module under the Tracking tab, you enabled the toggle next to Lot Number, it will appear in the Tracking section of the wizard. It will also alter the section above it. Here are all the things that will change:

• Location - This remains unchanged.
• Amt. To Add - This is removed and replaced by the Quantity To Add textbox below.
• UOM - This remains unchanged.
• Unit Cost - This remains unchanged.
• Quantity - This remains unchanged.
• Avg. Unit Cost - This remains unchanged.
• Notes - This remains unchanged.
• Search - A textbox that lets you narrow down the units listed at a location by their lot number. Enter a number, and only items containing it will appear below. It doesn't have to be the full lot number. In fact, it can just be one digit, and every lot number containing that digit will be included in the results.
• ADD ROW - A button that lets you add units to a separate lot number from the one(s) currently listed.
• On Hand - The number of units currently at the location under a specific lot number.
• Quantity To Add - A textbox to enter the number of units you want to add to your available inventory at a specific location.
• Lot Number - A textbox to enter the identifying number for a group of units that came in at the same time. You can manually enter a lot number, or you can click the lightning icon on the right, which will automatically generate a lot number based on the number in the Tracking tab of the Items module.

Expiration date tracking

If, in the Items module under the Tracking tab, you enabled the toggle next to Expiration Date, it will appear in the Tracking section of the wizard. It will also alter the section above it. Here are all the things that will change:

• Location - This remains unchanged.
• Amt. To Add - This is removed and replaced by the Quantity To Add textbox below.
• UOM - This remains unchanged.
• Unit Cost - This remains unchanged.
• Quantity - This remains unchanged.
• Avg. Unit Cost - This remains unchanged.
• Notes - This remains unchanged.
• Search - A textbox that lets you narrow down the units listed at a location by their expiration date. Enter a date, and only items containing that information will appear below. It doesn't have to be the full expiration date. In fact, it can just be one digit, and every expiration date containing that digit will be included in the results.
• ADD ROW - A button that lets you add units with a different expiration date than the one(s) currently listed.
• On Hand - The number of units with a specific expiration date currently at the location.
• Quantity To Add - A textbox to enter the number of units you want to add to your available inventory at a specific location.
• Expiration Date - A textbox containing the month, day, and year that the units must be sold by. There are three ways to add an expiration date. You can click the calendar icon on the left of the textbox and select a date from a calendar. You can manually enter a date in the following format: MM/DD/YYYY. Or you can click the lightning icon, which will automatically generate an expiration date based on the number in the Tracking tab of the Items module.

Serial number tracking

If, in the Items module under the Tracking tab, you enabled the toggle next to Serial Number, it will appear in the Tracking section of the wizard. It will also alter the section above it. Here are all the things that will change:

• Location - This remains unchanged.
• Amt. To Add - This remains unchanged.
• UOM - In this dropdown menu, you won't be able to change the unit of measure from its default of Each.
• Unit Cost - This remains unchanged.
• Quantity - This number will reflect the number of units in stock at that location, but you won't be able to adjust the serial numbers when adding new units.
• Avg. Unit Cost - This remains unchanged.
• Notes - This remains unchanged.
• Search - A textbox that lets you narrow down the units listed at a location by their serial number. Enter a number, and only items containing it will appear below. It doesn't have to be the full serial number. In fact, it can just be one digit, and every serial number containing that digit will be included in the results.
• IMPORT - A button that lets you add items from a TXT file. To import serial numbers and assign them to the new units, you need to separate those serial numbers with commas in the file.
• AUTO ASSIGN - A button that uses the number in the Tracking tab of the Items module to automatically assign serial numbers in sequential order to each new unit.
• Serial Number - A series of textboxes to manually type serial numbers for every new unit. If you use the IMPORT or AUTO ASSIGN buttons, the serial numbers will appear in these textboxes automatically. If you click the trashcan icon on the right, it won't delete the unit, but it will just remove the serial number.

Lot number, expiration date, and serial number tracking

If, in the Items module under the Tracking tab, you enabled the toggles next to Lot Number, Expiration Date, and Serial Number, all three will appear in the Tracking section of the wizard. It will also alter the section above it. Here are all the things that will change:

• Location - This remains unchanged.
• Amt. To Add - This is removed and replaced by the Quantity To Add textbox below.
• UOM - If you enabled serial number tracking, you won't be able to change the unit of measure from its default of Each. But if you only enabled lot number and/or expiration date tracking, you'll still be able to change the UOM to any that converts to the default one.
• Unit Cost - This remains unchanged.
• Quantity - This remains unchanged.
• Avg. Unit Cost - This remains unchanged.
• Notes - This remains unchanged.
• Search - A textbox that lets you narrow down the units listed at a location by their lot number, expiration date, or serial number. Enter a date or number, and only items containing that information will appear below.
• ADD ROW - A button that lets you add units to a separate lot number or serial number or with a different expiration date than the ones currently listed.
• On Hand - The number of units currently at the location under a specific lot number, expiration date, and serial number.
• Quantity To Add - A textbox to enter the number of units you want to add to your available inventory at a specific location.
• Serial Tracking - This is where you can add serial numbers to new units. For example, if you entered 5 in the Quantity to Add textbox, you will see the following text under this header: 5 to add. Click that text to open a separate window that allows you to add serial numbers to the units.
• Lot Number - A textbox that lets you add a lot number to the units either by manually typing it or by clicking the lightning icon to do it automatically.
• Expiration Date - A textbox that lets you assign an expiration date to the units by clicking the calendar icon, manually typing a date, or clicking the lightning icon to do it automatically.

Add, remove, move, and cycle inventory

After you have added new inventory, it will show up on a line in the Inventory tab. You will be able to see the item's type and quantities on a per-location basis. These quantities are:

• On Hand
• Allocated
• Committed
• Available
• Incoming

On the right of each line, you will see four icons that open the following wizards:

• Add - Add To Inventory
• Remove - Remove From Inventory
• Move - Move To Inventory
• Cycle - Cycle In Inventory

Add To Inventory wizard

We covered most of this information above. We'll just note some things about adding to existing units:

• The location will already be filled in when you click the Add To Inventory button on the right of a line item.
• If Serial Number tracking only is enabled, once you open this wizard, you will be able to see how many units are at a specific location, but you won't be able to modify that number. You will only be able to add more units with unique serial numbers.
• If Lot Number and/or Expiration Date tracking are enabled, you will be able to add to the number of units with those same criteria.
• If all three tracking criteria are enabled, you will be able to add to the number of units that have the same lot number and expiration date, and you will also need to add a serial number to each new unit.
• You can add units with different lot numbers and/or expiration dates at the same location by clicking the ADD ROW button.
• If you have no tracking criteria enabled, you can simply follow the steps outlined in the No tracking section near the start of this article to add units.

Remove From Inventory wizard

• The location will already be filled in when you click the Remove From Inventory button on the right of a line item.
• If Serial Number tracking only is enabled, once you open this wizard, you will see a list of all serial numbers on separate lines with checkboxes next to them. You can select all serial numbers by clicking the SELECT button. In addition, you can select or unselect all serial numbers by clicking the checkbox in the header. Click the button on the bottom right of the wizard to remove the selected units.
• If Lot Number and/or Expiration Date tracking are enabled, you will be able to remove the units with those same criteria in the Quantity to Remove textbox.
• If all three tracking criteria are enabled, you will be able to remove the units that have the same lot number and expiration date, and you will also need to select serial numbers to remove. If you try to remove more items than you have serial numbers for, you will be unable to successfully close the wizard.
• You can remove units from a different location by clicking the Location dropdown menu and selecting another option from the list.
• If you have no tracking criteria enabled, you can simply follow the steps outlined in the No tracking section near the start of this article to add units. The only difference is that the Amt. To Add textbox will be replaced by Amt. To Remove.

Move To Inventory wizard

• The location is a little different in the Move To Inventory wizard because there are two locations: Move From and Move To. The Move From field will already be filled in when you click the Move To Inventory button on the right of a line item. The Move To field will be blank, so you'll need to click the dropdown menu and select an option.
• If Serial Number tracking only is enabled, once you open this wizard, you will see a list of all serial numbers on separate lines with checkboxes next to them. You can select all serial numbers by clicking the SELECT button. In addition, you can select or unselect all serial numbers by clicking the checkbox in the header. Click the button on the bottom right of the wizard to move the selected units from one location to another.
• If Lot Number and/or Expiration Date tracking are enabled, you will be able to move the units with those same criteria in the Quantity to Move textbox.
• If all three tracking criteria are enabled, you will be able to move the units that have the same lot number and expiration date, and you will also need to select serial numbers to move. If you try to move more items than you have serial numbers for, you will be unable to successfully close the wizard.
• You can move units from a different location by clicking the Move From location dropdown menu and selecting another option from the list.
• If you have no tracking criteria enabled, you can follow these steps:
  1. Select a Move To location.
  2. Enter an Amt. To Move that's equal to, or less than, the Quantity in stock at the Move From location.
  3. Select a UOM.
  4. Enter Notes, if you want.
  5. Click the button on the bottom right of the wizard to save your changes.

Cycle In Inventory wizard

• The location will already be filled in when you click the Cycle In Inventory button on the right of a line item.
• If Serial Number tracking only is enabled, once you open this wizard, you will see a list of all serial numbers on separate lines with checkboxes next to them. In this wizard, you can change the Location Quantity to any number, whether it's higher or lower than the current quantity. If it's lower, you'll need to delete serial numbers until they match the number in the Location Quantity textbox. If it's higher, you'll need to enter a serial number for each new item. If you click the AUTO ASSIGN button, it will generate new serial numbers for all items, including the ones with existing serial numbers. When you're done removing or adding serial numbers, click the button on the bottom right to cycle the units.
• If Lot Number and/or Expiration Date tracking are enabled, you will be able to add or remove units with those same criteria in the Quantity to Cycle textbox. That textbox will automatically contain the same number as the quantity at the location. But you can enter any other number in it to reflect what quantity is actually on hand.
• You can add units with different lot numbers and/or expiration dates at the same location by clicking the ADD ROW button.
• If all three tracking criteria are enabled, you will be able to add or remove units that have the same lot number and expiration date, and you will also need to enter serial numbers to add or remove new serial numbers to additional units. If the number of serial numbers doesn't match the number in the Quantity To Cycle textbox, you won't be able to successfully close the wizard.
• You can cycle units in a different location by clicking the Location dropdown menu and selecting another option from the list.
• If you have no tracking criteria enabled, you can simply follow the steps outlined in the No tracking section near the start of this article to add units. The only difference is that the Amt. To Add textbox will be replaced by Location Quantity.

Costing tab

The Costing tab keeps track of when new units were added. If you have recently modified units, you may need to reload the item to refresh the costing layers.

At the top of the Costing tab, you will see the following column headers:

• Date - The day, month, and year (in this format: DD-MM-YYYY) the inventory was added.
• Time - The hour, minute, and second the inventory was added.
• Quantity - The number of units that were added.
• Unit Cost - The amount of money each unit cost to purchase.
• Total Cost - The amount of money it cost to obtain all units, calculated as Quantity multiplied by Unit Cost.

Forecasting

The FORECASTING button is only visible on the main screen of the module when all of the inventory items are displayed. If you are viewing an item, click the X near the top-right corner to go back to the inventory list.

1. Click the FORECASTING button to set reorder points based on a date range, forecasting percentage, etc.
   File:FBO Inventory 4.png
2. Click each desired location to add it to the list, and then click NEXT.
   File:FBO Inventory 5.png
3. Set the Default Values at the top and then add each desired item to the list. Values for each item can then be adjusted if needed.
   File:FBO Inventory 2.png
   • Safety Stock - The number of days' worth of items you want to keep in stock to prevent stockouts while you await a new shipment to replenish your stock.
   • Lead Time - The number of days it takes to receive a new shipment after a purchase order is issued.
   • Order Interval - The number of days you use as a buffer between issuing purchase orders for an item.
   • Notify At - The point (in days) at which you want to be notified by text and/or email that an item needs to be reordered.
4. Click NEXT and select the date range used to calculate the daily consumption rate. The Min, Max, and Notify values will automatically be calculated based on the daily rate, the forecast percentage, and the day values from the previous step.
   File:FBO Inventory 3.png

On Hand report

Next to the FORECASTING button is the REPORT button. Click it to bring up a wizard for generating On Hand reports for your inventory items. The first time you open this wizard, you will find that the report contains information on every item and location in your inventory. To narrow it down, you can use a number of filters on the right of the wizard.

Create a new preset

The On Hand report initially has the following columns:

• Item Name - The identifying designation for the item.
• Description - An explanation of what the item is.
• Qty - The number or quantity of the item that is in stock.
• Location - The place within your inventory where the item is located.

In addition, you can add a Tracking column, which contains the tracking information for each item. Click the checkbox next to Show Tracking on the right. You can also click the checkbox next to Select All Optional, and it will have the same effect. Then serial numbers will be added to the Part Number column, and a new Tracking column will appear with other tracking criteria, such as lot numbers and expiration dates.

Under Select All Optional, there are three options for you to filter results in the report:

• Location - A dropdown menu to only list items at one location or sublocation.
• Item - A dropdown menu to only list a single item.
• Tracking Value - A textbox where you can enter a lot number, serial number, or other tracking value to narrow down your search to a specific item or a group of items.

If you only choose a location, the report will include all items at that location. If you only choose an item, the report will include all locations where that item is found. But if you choose both a location and an item, the report will only include information about that item at that specific location.

To apply your changes and see what they will look like in the report, click the GENERATE REPORT button on the bottom right.

To save a report for later use, click the CREATE NEW PRESET button on the top right of the wizard. A popup will appear asking for just one thing: Preset Name. Add any name you like. For example, it can be the name of the item and/or location the report includes. Then click the SAVE button. You can either do this before you begin making changes to the report, or you can do it at the end. If you want to make additional changes to the report, click the UPDATE button. The CREATE NEW PRESET button changes to UPDATE when you're in a preset report.

Additional presets

To create another preset report, first click the X in the dropdown menu that displays the name of the current preset. Then you can go through the same steps above to create a new one.

The first preset report you create will automatically be the default. There will be a Default checkbox option above the UPDATE button.

If this isn't the first time you've opened this wizard, and you've created at least one preset in the past, you will see the default preset report first thing. And you will be able to see all of the preset reports in the dropdown menu on the top right.

To set a new default preset report, click the Default checkbox in it and click the UPDATE button. If you uncheck the Default checkbox on the default preset report and click the UPDATE button, you'll receive an error message. That's because there usually has to be a default. However, if you delete the default preset report, there won't be a default report, and it will show all items and locations when you click the REPORT button. That is, until you pick a preset report as the default or create a new one.

To delete a preset report, first click the trashcan icon next to the UPDATE button. Then click the red DELETE button in the message that pops up.

Report options

The following buttons are at the top of the On Hand report to allow you to make adjustments and send it to other people:

• Zoom Out - This makes the text in the report appear smaller. After 10 clicks, the text is basically invisible on a computer screen.
• Reset - This restores the report to its original size. So even if you forget how many times you click Zoom In or Zoom Out, you can quickly return to normalcy by clicking this button.
• Zoom In - This makes the text in the report appear larger. You can keep zooming in virtually forever, but you'll probably want to stop after 200 clicks because things start to get weird at that point.
• Page Down - If a report has multiple pages, this button enables you to move down through the pages from a higher number to a lower one.
• Page Up - If a report has multiple pages, this button enables you to move up through the pages from a lower number to a higher one.
• Download XSLX File - This enables you to download the report into an XSLX file, which you can open in Excel.
• Download PDF - This enables you to download a report into a PDF, which you can open with Adobe Acrobat.
• Print Report - This enables you to print a hard copy of a report.
• E-mail Report - This enables you to email a report to as many recipients as you like. It opens a popup where you can add email addresses in the To, Cc, and Bcc textboxes. Then you can add a subject and message. Click the SEND button to send the email with the report as a PDF attachment. The sender will be Fishbowl <fishbowl@fishbowlonline.com>, and it may go to recipients' junk mail folder, depending on their e-mail settings.
• Expand - This expands the report to the full size of your browser window. When you click this button, it changes to a Contract button, which you can click to return the report to its previous smaller size.

Import inventory

Before you can import inventory from a spreadsheet, you need to go live. To do this, click Setup in the main menu on the left, and then click Settings at the bottom. In the menu of the Settings module, click Company or scroll to the bottom of the page. Click the EDIT button on the top right of the Company section. Then scroll to the bottom line that says, Go live. Click the toggle and click OK on the popup message. Then the current date will be recorded as the moment you went live. Be sure to save your changes. Once you do this, you'll be able to import inventory.

• To import inventory from a spreadsheet or CSV file, click the More button at the top of the item list and choose Import Inventory.
• To create a template file with the correct column headers, click Export Inventory.
• The suggested order of CSV imports for new databases can be found here.
• For a step-by-step tutorial on working with CSV files, check out the CSV video here.
• Below is a list of the CSV columns. All column headers are required. Columns with an asterisk must contain data.
  • Inventory-ID - This is NOT the item ID. This is an event ID used to support multiple rows of inventory events for the same item. You can enter any number here, but note that if there are multiple rows in the CSV for the same inventory item, the Inventory-ID will need to be unique for each row that references that item.
  • Inventory-ItemName - Name of the item being adjusted (e.g., B201).
  • Inventory-LocationName – Name of the location where inventory is being added (e.g., Warehouse 1).
  • Inventory-UomName - The unit of measure that is being added.
  • Inventory-Quantity - Quantity of the specified unit of measure in the previous column.
  • Inventory-Cost – When adding inventory, a cost is required. This is per UOM listed.
  • Inventory-EventType - Add or Cycle. Adding inventory will add the specified quantity into inventory at the cost listed in the CSV. Cycling inventory will replace the existing inventory quantity in the location specified (if inventory is cycled up, it will be increased with the average cost).
  • Tracking - This column is database specific based on the tracking fields active in your account. There will be a column for each tracking possibility and they are required for any items that have that tracking option marked as active. (For example, Tracking-Serial Number, Tracking-Lot Number, Tracking-Expiration date). If you are tracking serial numbers, then there will need to be a unique serial number listed for each item that is being added. The serial numbers must be separated by three bars |||. For example, if the added quantity was four, then the cell formatting would be similar to this: 432432|||4325654|||6547865|||654654

Bulk move

To perform a bulk move, click the More button at the top of the item list and choose the Bulk Move option. The Bulk Move Inventory wizard will appear.

1. Select Move From location. There are three ways to do this:
   • Click the + ALL button to add every location.
   • Click the plus sign next to a location.
   • Use the search bar to narrow down locations by name. Then click the plus sign next to the one(s) you want to select. Or click the + ALL button to select all of the locations listed in the search.
2. To unselect a location, click the minus sign next to it. To unselect all locations, click the - ALL button. Once you have selected at least one location, click the NEXT button on the bottom right.
3. Select the Move To location, and then select items to move. There are two ways to do this:
   • Select a location from the Move To Location dropdown menu. Then click an item below, and its To Location dropdown menu will be automatically populated with the location you selected.
   • Select an item and then in the To Location dropdown menu select the location you want to move that item to.
4. When you click an item, it will appear on the right with the following columns:
   • Item - The name of the item and its image, if available.
   • Available Qty - The number of units that aren't already committed to existing sales orders. This number can't be changed from here.
   • Qty to Move - The number of units you want to move between locations. This number will be the same as the Available Qty at first, but you can change it to a lower quantity if you want.
   • From Location - The place where the item is currently being stored. This can't be changed from here.
   • To Location - The place you want to move units to. This can be changed to any location you've created in the Locations module.
5. Once you have finished selecting items and quantities, as well as locations to move them to, click the FINISH button on the bottom right.

How to go to an item in the Items module

If you're working on an item in the Inventory module and you want to visit that same item in the Items module, there's an easy way to do that.

• In the Inventory module, you'll see the Flow bar tool on the top left of the window that says Items and Inventory.
  
• Clicking Items will take you directly to that item's entry in the Items module. If you have any unsaved changes, you will receive a prompt asking if you want to save before leaving.
• You can return to the item's entry in the Inventory module by clicking Inventory in the Flow bar.
• One thing to keep in mind is that when you return to the Inventory module, you will technically be in a search. So if you close the item, you will only see that item listed on the main Inventory module page. To get out of the search and list all of your inventory items, click the Show All button on the top left under the search bar.