Adding Inventory 

This document will go over how to manually add inventory items into stock, and cover other methods that can be used to add inventory. In this document, we are going to be going over how to add inventory manually into your stock. 

Topics included in this Article

• Understanding Different Methods of Adding Inventory

• Accessing Inventory Record

• Adding Inventory

Understanding Different Methods of Adding Inventory

Before adding inventory into your stock, it’s a good idea to understand the different methods that can be used when adding inventory. There are four ways inventory can be added into stock. Whether you are adding one item, a group of items, or in mass, selecting the correct method can help save time.

The four ways to add inventory are: 

• Purchase Orders - This is the preferred method of adding inventory into stock, as the purchase order will track the information and automatically update key fields within the item records purchase tab, (like the purchase history, last purchase purchase price, additional costs). This is a separate module that would need to be purchased.

• Manually Adding - This method is most common if you do not have the purchase order module,and you have already established an inventory in your system. *Note: You would need to manually update the line items, within the purchase tab.
• Import - This allows you to add inventory in mass quantities. Normally used when first purchasing the software or adding items into certain categories. 
• Transfer - If you have multi-store locations, you can transfer items from one store location to another. Normally this would be on a periodic basis, but inventory can also be transferred permanently.

Accessing Inventory

Accessing: Depending on your software, there are different ways to access the inventory file.

•  Elite Users - Select Left Menu/Tools/File Maintenance/Item File
•  Expert Users - Select Program Menu/File Maintenance/Item File

Once the Item Record option has been selected, you will be taken to the Inventory Selection screen. For adding new inventory items, select the Add Item option located in the bottom left corner of the screen. 

Adding Inventory

You will be taken to the main item screen where you will be able to start creating your item record. We will go through the steps of adding an inventory item into stock.

Step 1: Adding in the Item’s Description

Description - Enter the items information to include (Key, Name, Description and Part No).

• Key Field - This field is known as a unique identifier. This is how you can look up items through the Inventory selection screen and from a contract.  *Note: These items cannot be duplicated. 
  • Item keys can have letters, numbers, and symbols, and can not be duplicated. Please be aware that many symbols are considered ‘special’ and can affect the program in unexpected ways. The following characters could cause issues and should be used with caution: ‘~! @ $ % ^ & * ( ) + ` = { } [ ] \ ? > < , / : ;  It is not recommended to use the special characters. 
• Name  -  Enter in the name of the item. 
• Description - If you need to add additional information you can enter it here.
• Part No: If you have parts items or look up your items by part no. Enter the parts number into this field. 

Ex.  For this example we will use Folding Chairs.

Key Field: WHTFLDCHR

Name: Folding Chair White

Description: Wooden Folding Chair White

Part No: WHFLDCHR1

• Quantity Field - Depending on the type of inventory item you are creating, you may or may not have to fill in a quantity for the item. The system will auto fill this field based on the inventory item type.  Bulk inventory items will have a quantity greater than 1, whereas Serialized items should only have a quantity of 1. 

• Rental 

Requires a Qty in Field: Normal, Metered, Usage, Accessory, Miscellaneous, Coupon 

Does not require Qty: Header, Package, Dynamic

• Sale

Requires a Qty in Field: Normal, Fractional, Miscellaneous,Labor Item

Does not require Qty: Header, 

• Note: Quantity affects the overall inventory value, when adding or removing items from stock, your inventory value will be affected.

• Out Field - The out field indicates the number of items out on rent. 

• Subrent Field - Adding 9999 into this field will populate a message when this item is overbooked on a contract asking if you would like to create a subrental contract. If this field is left blank, then no message will populate if the item is overbook.  
  • Note: this would only be for Bulk Inventory Items.

• On Order - This field indicates if an item is currently on order, If the item was purchased, and has not been received, this field will indicate the item has been ordered. * Purchase order module is needed to activate this feature. 

Ex.  For this example we will use a Folding Chair White.

Qty Field: 100

Subrent:          9999 - (Bulk Items)

On Order: 0  (will populate if Items have been ordered).

Step 2: Identify the Item Type

Under the Classification section, it is important to identify the item record type. Depending on the type selected, these items will perform different functions when added to different contract types. 

• Type - This allows you to select from the drop down menu the type of item you would like to create. You can create either a Rental or Sales item.  These fields are hard coded and you can not add/remove the types from this list. For more information on what each item type does, see our course on Item Records. 

For this example we will be selecting Rental Normal. 

• Category -  Categories are used to track the revenue of the item. You can have multiple item records in a category and run monthly revenue reports for multiple or individual categories. Categories can be created in Configuration > Item Configurations > Item Categories. Category is required to create an item.

• Departments - Item departments can be used to group items together. This is mainly used for reporting purposes such as prep reports or fulfillment. This can be created in Configuration > Item Configurations > Item Department.  

Ex. Let’s select the following for our Item Record.

Type: Rental Normal

Category: Chairs

Department: Warehouse

Step 3 Adding Rates

Depending on the type of item you are creating (Rental/Sales) you may either be filling out  Specific fields in relation to the item. 

Sales Items - You could be filling out the Sell price under the Details Tab. 

Rental Items - You could be filling out the Sell price (price if item is to be sold) along with the Rental Rates. The Rental Rate could include the Period hrs along with the rate to charge for the item. 

• Depending on your rate structure, you will enter as:
  • Event Company - Period hours may be (1d,1w,1m).
  • Tool Company - Period hours may be (1h,1d,1w,1m). 

For more information on what the other fields do, see our course on Item Records. 

• Damage Waiver - If you require a damage waiver on an item, you can fill out the amount in this field. This is a percentage field, that when entered on a contract will utilize the percentage amount as “insurance” in case the item is either lost or damaged. 

• Deposit - Enter in an amount required if you would like the customer to have to put down a deposit of the item. When the item is entered in the contract this will be required to be paid when completing the contract. 
• Item Percentage - This field allows you add an additional fee to the contract.This is a percentage field and can be renamed through configures/parameters. 

Ex: Let’s go ahead and fill out the rates for our Folding Chair.

Sell Rate:  $    75.00

Damage Wvr:         10%

Deposit: $    15.00

Step 4: Adding the Details

This allows you to set fields in relation to the item being created. From this section, you are able to create an alias, barcode, set bin location, add a header key.

Bin Location - Bin locations are used to identify where the item is located in your warehouse. If you operate more than one store location, each location should have its own distinct inventory items; they should not be shared between stores. This applies to both serialized and bulk items. Additionally, having multiple bin locations for an item is uncommon. If you have multiple bin locations for one item, please contact our support to learn about best practices.

Alias/Lookup -   This is used to help identify your item if called by a different name. 

Header Key    -   This is a placeholder to help serialized items fall under on heading.

Group         -   Multi use (1) to quickly identify other related items that may be used in place of this item. (2) Used to enter different colors, used when creating different Titles on contracts. 

Ex. Let’s go ahead and enter in some details for the Folding Chair.

Bin Location      -  Sect 210, Flr, Pallet 2

Alias/Lookup     -  Party,Wooden, Folding

Header Key   -  Folding Chair White

Group   -  Folding Chair

Step 5: Specs, Notes, Print

You have the options to enter more details about the item being created. This information can be designated as internal or external. It's a good idea to be specific when entering information into these fields as other people will be utilizing this information. 

Specs - Allows you to enter specific information about the item. Watts, Voltage, etc.This will display on your website if you are integrated with rental hosting. 

Notes - This field is used to enter additional information that someone might need to know when sending out this piece of equipment. *This is for internal information. 

Print - This field is used to enter notes about the item on the contract. Information entered here will print on a contract.

Ex. Let’s go ahead and add some Specs and Notes to our Item.

Spec: 18”hx18wx16L, Wood

Notes: Take chair stacker

Print: Deposit required for this unit.

Step 6  Pictures Tab

Selecting the Pictures tab, will allow you to add up to three images of the item being created. Pictures added here, will also be shown in other places in the software to include, Item Availability, Price Sheets. Will also display on your website if integrated with rental hosting. 

This is simply done through Copy/Paste function. If you already have an image to display, right click on the image and go to the pictures tab and right click paste. You can select up to three images. 

Ex. Select an image to be entered in for your item. Right click in the area where you would like to add a picture and select Paste. 

Step 7 Asset Tab

For rental items you can check the capitalize box and set a depreciation schedule, 

For all items enter serial number if applicable, and make, model, and manufacture if applicable.

For more information and definition on Capitalization, Depreciation, Warranties,and Vendors, see our course on Item Records. 

Step 8: Purchase Tab

This section monitors the cost of the item. It is recommended entering in the purchase price along with the date of purchase in the last purchase price and date field. 

Ex.  Let’s go ahead and enter in the purchase price, purchase date.

Step 9 Income Tab

This section moditors the income of the item. Key factors include (Income by Month, Year, Lifetime, Times out by Month, Year, Lifetime as well as Hours by Month, Year, and lifetime. Other factors include Repair Costs, Subrental Cost, Missed Rentals. 

You can also set the items GL Income account for tracking as well as set commission levels for the item. For more information on what each of these do, see our course on Item Records.

*Note you have the option through security to hide these features or set security based on user ID/PSWD on if this information can be displayed. 

Ex. 

Income information will populate once an item has gone out for rent or is sold.  

Step 10 Options

This section allows you to define the features of the item you are creating, from here you can (set default sort option, set the items HxWxL and cubic size, set your reorder min/max and critical levels as well as create bulk items, suppress fulfillment and availability check, make an item non discountable, require a credit card, hide items on website, select no print on contract, make an item non taxable or reservable as well as mark the item as inactive.

Ex.      Let’s go ahead and select a few options to help identify our item. * Note this is only an example. Users should set items based on how they run their business. 

Below is a list of common features individuals use. For more information on what each of these fields do, see our course on Item Records. 

Reservable -  Check this box will allow the item to be reserved.

Allow Wait List - Checking this box will allow the item to be put on a waiting list. 

Non Taxable     - Checking this box will mark the item as non taxable. 

Allow transfers  - Allows the item to be transferred from one store to another. 

Bulk Item - Checking this item will mark the item as a bulk item where the cost and income is based on the overall items in stock vs each individual item. 

Non Discountable Allows no discounts on this particular item.

Requires Credit Card Requires a credit card for this particular item. 

Hide on Contract Hide this item on a contract from view. Normally used with component or part pieces. 

Inactive Allows you to take the item out of service. 

For more information on How to create Inventory Items, visit our Customer Training Portal where you can see over hundreds of how to videos.