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 , Scrap , 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 orders that have not yet been fulfilled. 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, rather than just the Average Cost.
• 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. The type is generally Stock.

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 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 that have come into your inventory. It may not reflect the average cost of the units that are currently in stock because that number doesn't change as units are sold, only when they are added to inventory. 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 either change or remain the same:

• 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 either change or remain the same:

• 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 either change or remain the same:

• 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 either change or remain the same:

• 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, scrap, 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 Inventory
• Remove - Scrap Inventory
• Move - Move Inventory
• Cycle - Cycle Inventory

Add 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 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.

Scrap Inventory wizard

• The location will already be filled in when you click the Scrap 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 scrap the selected units.
• If Lot Number and/or Expiration Date tracking are enabled, you will be able to scrap the units with those same criteria in the Amount to Remove textbox.
• If all three tracking criteria are enabled, you will be able to scrap the units that have the same lot number and expiration date, and you will also need to select serial numbers to scrap. If you try to scrap more items than you have serial numbers for, you will be unable to successfully close the wizard.
• You can scrap 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 Amount To Scrap.

Move Inventory wizard

• The location is a little different in the Move Inventory wizard (compared to the Add Inventory and Scrap Inventory wizards) because there are two locations instead of one: 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 blue button on the bottom-right of the wizard to save your changes.

Cycle Inventory wizard

• The location will already be filled in when you click the Cycle 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 Cycle 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 Cycle 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 month, day, and year (MM/DD/YYYY) the inventory was added.
• Time - The hour, minute, and second (HH:MM:SS) 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.

More button

When you click an inventory item, above the General and Costing tabs, you will see an action bar. On the right side of the action bar, there is a More button. Click it to see a Show Report dropdown menu. When you click that, the four following reports will be listed:

• Inventory On Hand
• Cycle Count
• Inventory Valuation Summary
• Reorder

We will explain how each of these reports works below.

Inventory On Hand report

The Inventory On Hand report shows how much inventory you have on hand at a variety of locations. This is the same report as the one you see if you click the Show Report option under the More button on the main page of the Inventory module. The only difference is that if you open this report from an individual inventory item, it will only have that item on the report. You can adjust it by changing the Item dropdown menu in the Optional section below.

The Inventory On Hand report initially has the following columns:

• Item - 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.

Optional

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 Parent Location or Child Location. By default, all locations will be included on the report. But you can narrow down the results to a single location by selecting one in this field. You can create a new location by entering a name for the location in the textbox and hitting Enter or clicking the + Add option. Then fill out the New Location wizard that pops up.
• Item - A dropdown menu to only list a single item. You can create a new item by entering a name for the item in the textbox and hitting Enter or clicking the + Add option. Then fill out the New Item wizard that pops up.
• Group By - A dropdown menu that enables you to reorganize the items in this report by one of two criteria:
  • Item - This organizes all locations where an item is stored under that item’s name. This is the default option for this report.
  • Location - This organizes all items under each location where they are stored.
• 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.
• Show Tracking - A checkbox to add a Tracking column header on the right of the Location column.

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.

Create a new preset

To apply your changes and see what they will look like in the report, click the GENERATE REPORT button on the bottom-right. This information also applies to every report we will talk about in this section.

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 Inventory On Hand report (and every other report discussed below) to allow you to make adjustments and send it to other people. Tooltips appear when you mouse over these buttons for a couple seconds. They succinctly explain what each one does.

• 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 clicked 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 XLSX File - This enables you to download the report into an XLSX 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 email 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.

Cycle Count report

The Cycle Count report, or Cycle Count List, generates a list of all items and current quantities organized by location. There is a blank line to write the actual item quantities during a physical count of inventory.

When you first open this report, it will have the following column header and section:

• Item - The name of each item at a particular location, as well as its description. These items will be in alphabetical order. There may also be some information below an item, depending on if you have attached tracking criteria to it:
  • Lot Number
  • Expiration Date
• Blank Line - The line on the right of each item is deliberately left blank for a warehouse worker to fill it with the actual quantity in stock. If there is a discrepancy, you can update the quantity in the Inventory module to fix it.

Optional

To the right of the report are several Optional fields you can use to customize this report:

• Location - A dropdown menu to select a single location to check item quantities at. By default, you will be able to see items at all locations, but this allows you to narrow down your focus to just one location. You can create a new location by entering a name for the location in the textbox and hitting Enter or clicking the + Add option. Then fill out the New Location wizard that pops up.
• Item - A dropdown menu to select a single item to check its quantity at one or more locations. You can create a new item by entering a name for the item in the textbox and hitting Enter or clicking the + Add option. Then fill out the New Item wizard that pops up.
• Show Zero Quantity Items - A checkbox that adds a section at the end of the report under the header Items Without Quantity. That way, there will be no doubt which items aren’t expected to be in stock, even if you don’t click the Show Quantity checkbox.
• Show Quantity - A checkbox that adds each item’s quantity next to the blank line in the report. This is important because it allows you to compare the actual quantity to what is expected.
• Show Serial Numbers - A checkbox that adds serial numbers as a tracking method to items that have it. You may have noticed that serial numbers were missing by default under the Item column header above. This allows you to add a section for serial numbers, or SN(s), if you like.

To select all of the status fields at once, click the Select All Optional checkbox. The Select All Optional checkbox won’t affect the dropdown menus under the Optional header. Those will have to be updated manually. To search for an option in a dropdown menu, click in that field and begin entering text. It will show all options that have that text in them.

To apply your changes and see what they look like in the report, click the GENERATE REPORT button on the bottom-right. And follow the directions above to save your changes to a Preset.

Inventory Valuation Summary report

The Inventory Valuation Summary report generates an overview of the quantity and value of all items currently on hand. Cost values are based on today’s costs. You can use this report to compare inventory asset value between Fishbowl and your accounting system when running an Actual or Average costing method in Fishbowl Drive.

This report includes the following column headers and sections:

• Item - The name of each item at a particular location. That location will be a Parent Location by default, but you can change it to a Child Location using the Show Location Details checkbox on the right of the report. In addition, you can change the whole setup of this report by selecting Item in the Group By dropdown menu. That will display every location where units of an item are found under that item as the header.
• Description - An explanation of what an item is from the Items module.
• Asset Account - The ledger account from the Chart of Accounts module that an item is included under for accounting purposes.
• Qty - The number of an item’s units that are currently in stock, along with their unit of measure.
• Unit Cost - The amount of money you paid to obtain a single unit of an item.
• Asset Value - The total value of all units of an item, which is calculated using this equation: Qty x Unit Cost. It might not add up perfectly because the Unit Cost in this report cuts off at the second digit after a decimal point while the Average Cost field in the Items module can include several more digits after a decimal point.
• Location Total - A summary of how many units of all items are at a particular location, as well as their total Asset Value. This changes to Item Total if you select Item in the Group By dropdown menu. And then it will show the Qty of a single item’s units across all locations, as well as their total Asset Value.

Optional

To the right of the report are several Optional fields you can use to customize this report:

• Date To - A textbox that brings up a calendar to select an end date (MM/DD/YYYY) for the report. Only inventory added before the date you select will be in the report. By default, it will be the present date, but you can enter any date in the past to get a snapshot of what your inventory valuation looked like at that point.
• Group By - A dropdown menu that enables you to reorganize the items in this report by one of two criteria:
  • Location - This organizes all items under each location where they are stored. This is the default option for this report.
  • Item - This organizes all locations where an item is stored under that item’s name.
• Location - A dropdown menu to select a Parent Location or Child Location to include in this report. All other locations will then be excluded. By default, every location will be on this report. Selecting one from this list will narrow down the results significantly unless you only have one location. You can create a new location by entering a name for the location in the textbox and hitting Enter or clicking the + Add option. Then fill out the New Location wizard that pops up.
• Item - A dropdown menu to narrow down the report to a single item. You can create a new item by entering a name for the item in the textbox and hitting Enter or clicking the + Add option. Then fill out the New Item wizard that pops up.
• Costing Method - A dropdown menu to select a costing method to run this report for. There are two options you can choose from:
  • Actual
  • Average
• Show Location Details - A checkbox that allows Child Locations to be displayed in this report instead of only Parent Locations. By default, items at Child Locations will be counted under the Parent Location over those smaller locations. But clicking this checkbox allows for more precision in seeing exactly where each item is located.

To select all of the status fields at once, click the Select All Optional checkbox. The Select All Optional checkbox won’t affect any of the dropdown menus or the textbox under the Optional header. Those will have to be updated manually. To search for an option in a dropdown menu, click in that field and begin entering text. It will show all options that have that text in them.

To apply your changes and see what they look like in the report, click the GENERATE REPORT button on the bottom-right. And follow the directions above to save your changes to a Preset.

Reorder report

The Reorder report generates a list of items that have quantities below their reorder points.

You will see the following column headers at the top of this report:

• Item - The name of an item which has an Available quantity that is below its Min quantity in the Inventory module.
• Description - An explanation of an item from what is written in the General tab of the Items module.
• UOM - The unit of measure attached to an item.
• On Hand - The number of units of an item that are currently in stock.
• Available - The number of units of an item that can be sold. This quantity is calculated as On Hand - Allocated.
• On Order - The number of units of an item that are currently on a purchase order, but which haven’t been received yet.
• Allocated - The number of units of an item that are assigned to various orders. This includes inventory on issued sales orders and purchase orders.
• Min - The lowest number an item’s Available quantity can be at. Anything lower will trigger a notification that it’s time to reorder.
• Max - The highest number an item’s Available quantity can be at after it is reordered. This places a cap on the reorder quantity.
• To Order - The number of units that need to be reordered to bring an item back to an appropriate Available quantity.

By default, you will be able to see all items that need to be reordered at all locations in the Reports module. But you can narrow down the results to a single item and/or location by using the Optional features on the right of the report.

Optional

These are the Optional fields that you can use to modify the report:

• Location - A dropdown menu to select a single location to see items that need to be reordered at it. You can create a new location by entering a name for the location in the textbox and hitting Enter or clicking the + Add option. Then fill out the New Location wizard that pops up.
• Item - A dropdown menu to select a single item to see in the report. You can create a new item by entering a name for the item in the textbox and hitting Enter or clicking the + Add option. Then fill out the New Item wizard that pops up.
• Show Default Vendor - A checkbox that adds a Vendor column header in between the Description and UOM columns.
• Show All Reorder Items - A checkbox that displays all items that are below their Max quantity, even if they are not below their Min quantity.
• Show Item Description - A checkbox that adds the Description column header to the report. This is checked by default.
• Include Items with No Reorder Point - A checkbox that adds all items, which do not have min and max quantities, to this report. Normally, these items are left off the report, but this changes that so you can see if they have low quantities.

To select all of the status fields at once, click the Select All Optional checkbox. The Select All Optional checkbox won’t affect the two dropdown menus under the Optional header. Those will have to be updated manually. To search for an option in a dropdown menu, click in that field and begin entering text. It will show all options that have that text in them.

To apply your changes and see what they look like in the report, click the GENERATE REPORT button on the bottom-right. And follow the directions above to save your changes to a Preset.

Import inventory

Before you can import inventory from a spreadsheet, you need to go live. To do this, click Setup in the side nav 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 when 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 an item being adjusted (e.g., B201).
  • Inventory-LocationName - Name of a location where inventory is being added (e.g., Warehouse 1).
  • Inventory-UomName - The unit of measure that is assigned to an item.
  • Inventory-Quantity - Quantity of the specified unit of measure in the previous column. If you have serial number tracking enabled for the item(s), this field will have to be 1 for each unit you are adding. And then you will add each unit's serial number in the TrackingSerial-Serial Number field, as described below.
  • 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 you will need to enter a unique serial number for each item that is being added. There can only be one serial number per row.

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.