Inventory/Stock Room FAQ

The cost section of the Inventory Item Details page allows you to specify whether costs / charges should be applied to all stock rooms.

Ensure costs are maintained separately for different stock rooms:

1. On the Inventory Item Details page, clear the Apply to all Stock Rooms check box.

2. Click the Locations tab.

   The Stock Rooms tab appears by default.

3. For each stock room listed on the Stock Room tab:

   1. Click the stock room name.

      The Stock Room window opens.

   2. Enter the cost room information for that stock room.

   3. Click Apply.

      The window closes.

4. Click Save.

    

Vendors can be associated with all of an inventory item's stock rooms or only with specific stock rooms. If a vendor is associated with all stock rooms, the vendor can be used when creating purchase orders for any stock room.

You cannot modify an existing vendor record that is tied to a stock room to make it associated with all stock rooms. You must create a new record to associate the vendor with all stock rooms.

Create a vendor that is associated with all stock rooms:

1. Select the inventory item for which the vendor association is to be made.

2. Click the Vendors tab.

3. Click Add.

   A dialog box opens allowing you to locate and select the vendor.

4. To link this vendor to all stock rooms, leave the Stock Room field empty.

   The note All and/or Direct Issues appears beneath the field.

5. Complete all other vendor information as needed.

6. Click Apply/Close.

   The new vendor is displayed in the list.

7. Click Save.

    

Associate a vendor with a particular stock room:

1. Select the inventory item for which the vendor association is to be made.

2. Click the Vendors tab.

3. Click the name of the vendor you want to change.

   The Vendors window opens.

4. From the Stock Room field, click the lookup to display a list of stock rooms.

5. Select a stock room and click the Apply button.

   The new stock room is displayed in the Vendors dialog box.

6. Click Apply.

   The window closes.

7. Click Save.

    

Maintenance Connection provides a utility that allows you to quickly associate items with all stock rooms. This feature is especially helpful when you have entered (or imported) numerous new inventory items and want to have them linked to all existing stock rooms.

For complete instructions on using this feature, see Add Items to All Stock Rooms. 

Items for which purchase orders have been generated do not show on the Inventory module Stock Room page until the purchase order has been issued.

Items for which purchase orders have been generated do not appear on the Inventory module Stock Room tab until the purchase order has been issued.

In contrast, in the Order Items – Select Stocked Items dialog box, all items on order are listed, regardless of whether or not the associated purchase order has been issued. This is done to ensure that the person processing orders realizes that a purchase order has already been generated for the item. This dialog box shows both values:

• The items listed on purchase orders in a requested state are shown at the bottom of the page as On Order (Open).

• The items listed on purchase orders in an issued / approved state are shown at the bottom of the page as On Order (Approved).

The Order Items feature allows you to automatically generate orders for all items below designated reorder quantities. Maintenance Connection supports two different methods for determining the reorder quantity:

• The Reorder Quantity (Order Units) designated on the Inventory Item Stock Room page can be used each time an order is generated, regardless of the current amount available.

• Alternatively, a reorder formula defined on the Inventory and Stock Room Preferences page can be used to take the current quantity available into account.

  For example, if the current amount available is five units under the designated reorder point, the reorder quantity is equal to the amount designated on the Inventory Items Stock Room page plus five.

  To ensure that the current inventory available is taken into account when determining the reorder quantity, set the Automatic Reordering preference to Yes.

Regardless of the formula used, Maintenance Connection always ensures that the quantity ordered creates an available inventory greater than the current reorder point. This ensures that the item doesn't remain in a constant state of reorder. If the reorder parameters are defined such that the reorder quantity does not increase inventory to an amount greater than the current reorder point, the quantity is increased to ensure that the resulting inventory will be one item above the reorder point.

The Order Items feature generates purchase orders for all items below designated reorder points. Using the Select Stocked Items button on the Order Items dialog box, you can preview the items to be ordered (and/or individually select items to be ordered). All items requiring reorder, based on the defined reorder point, are listed in red.

Items are not be designated as requiring reorder if there are sufficient quantities of the item currently on order. That is, if Item X is five order units below the re-order point, but there are already twenty units on order, the item will not show as requiring reorder.

For further information on the Order Items feature, see Order Stocked Items.