IPOL User Manual

Presales Support

Call – (610-266-7200)
Email – ipsales@cissltd.com

Support for Clients and Registered Users:

Call – (610-266-7200)
Email – support@cissltd.com

We are here to help,

Feel free to call with any questions you may have. Normal Support hours are 8:30 a.m. to 5:00 p.m. M-F

Support Plan Details

CISS Support.pdf

 

Table of Contents

Introduction

The Purchasing System

The Inventory System

The Shipping System

The Work Orders System

The Assets System

The Reporting System

The Administrative System

Accessing the System

Logging In

Logging Out

Changing your Password

Universal Features and Functions

Links, Icons, and Buttons

Menus

Sub Menus

Lists

Record lookups

Record Detail Screen

Customizing Record Fields

Inventory

Categories List

Center Codes List

Repair Process Points List

Supplier’s List

Packages List

Unit of Measure List

Unit of Measure Conversions

Item Master List

Searching for an Item

Viewing Items in Stock

Inventory Item Definitions

Adding New Item

Editing an Item

Discontinued or Deleting items

Restore a Discontinued item

Warehouses

Warehouses List

Adding a Warehouse

Warehouse Locations

Restricting Inventory Items to Warehouses

Warehouse Re-Order Points

Direct Receiving

Positive Adjustment Codes

Receiving Items into inventory

Deleting a line from the Receive Screen

Receive Screen Pages

Stow List

Receive Screen Views

Direct Issues

Negative Adjustment Codes

Direct Issuing

Completing an Outstanding Issue

Deleting lines from an Issue

Clearing your Issue Screen

Issue Screen Pages

Issue Screen Views

Moving Stock

Locate and Move

Warehouse Transfer – Putting Stock in Transit

Receiving Items In-Transit

Viewing Items in Transit

Restocking In Transits

Purchasing

Purchase Order List

Suppliers List

Adding a New Supplier

Supplier Status

Ship Via List

Adding to the Ship via List

Payment Terms

Adding the Payment Terms List

Suppliers Catalog

Terms Agreements

Adding a New Term Agreements

Expired Term Agreements

Restocking Purchase Orders

Purchase Order Numbering

Purchasing Reports

Suppliers Term Agreements

Inventory Cost Quote

Purchasing – Order Header

Line Items

Notes/Totals

Delivery Schedule

Purchasing – Order Entry

Adding a New Purchase Order

Printing the Purchase Order

Modifying an Outstanding Purchase Order

Canceling a Purchase Order

Receiving a Purchase Order

Partial Receipt of a Purchase Order

Unit of Measures Conversions

PO Returns/Corrections

Shipping

Customer List Screen

Add a New Customer

Bill To/Ship To Addresses

Carriers and Ship Via

Shipping – Order Header

Shipping Order – Line Items

Adding a shipping order

Issuing a Shipping Order (Completing)

Modifying a shipping order

Canceling a shipping order

Printing a Pick List

Printing Packing Slip

Contact History

Work Orders

Work Order Types

Customers/Contacts

Work Orders – Order Header

Work Orders – Line Items

Work Order Types

Creating a Bill of Materials

Removing Components from a Bill of Materials

Bill of Material (BOM) Provisions

Adding a new work order for a kit or assembly

Print a Pick List for a Work Order

Completing a Work Order for a kit or assembly

To View Components Used to make an item on a work order

Cancel a Work Order

Deleting a Work Order

Using Work Orders to issue Parts Internally (not kitting)

Assets

Ordering an Asset on a PO

Printing the Purchase Order for an Asset

Modifying an Outstanding Purchase Order with an Asset

Receiving a Purchase Order with an Asset

Adding a new Asset without a PO

Modifying an Existing Asset

Deactivating an Existing Asset

Asset types

Asset Depreciation Formulas

Adding a new asset depreciation formula

Leasing

To Lease Items Out

Viewing Leased Items

Returning a Leased Item to a Warehouse

Audit Trail of Leased Items

Repair Orders

Archived Units

Sending Units to a Supplier for Repair

Viewing Units at a Suppliers for Repair

Receiving an item from repair

Repairing Units in Stock

Adding a repair order for a unit that is in stock

Issuing Parts to a Repair Order

Repairing Units that have shipped to a Customer

Adding a Repair Order

Issuing Parts to a Repair Order

Archived Units – Cont.

Reporting

Running Reports and Queries

Adding Filters

System Lists

Adding Company Locations

Adding Company Employees

Adding a User Name and Password

Adding System Groups

Setting up Groups Permissions

 

 

 

 

 

 

Introduction

Inventory Pro Online (Also known as IPOL) is the web browser based version of our Inventory Pro System. Inventory Pro Online can be configured for local network access only or to be accessible from anywhere over the internet. It can be installed on either a cloud server or your local Windows Server with Internet Information Services (IIS) and a SQL Server Instance. IPOL is built following industry standard security methods and can be further secured by using a Secure Socket Layer (SLL) Certificate which encrypts traffic between the client (your web browser) and the server.

 

Inventory Pro Online provides your business with an affordable business-to-business (B2B) inventory program. This allows your staff, suppliers, customers, and potential customers to see the data they need in real time no matter where they are in the world. All they require is an account in IPOL to login and view the data. Accounts and User access can be controlled through permissions so that your staff, suppliers, and customers can only see the data that is relevant to them. Inventory Pro Online will assist you in the management of your business logistics including the movement and exchange of products, services, and money.

 

Throughout this manual you will see directions such as Inventory → Stock, This denotes that the current section or directions being given pertain to that area of the system.

 

If you see a more detailed direction such as Inventory → Stock → Locate / Move then that tells you that the current information being given is for the Locate / Move page of the system found under the Inventory Menu in the Stock Subsection. These directions can also indicate a button or icon that you need to click on the screen to perform the action being described. The format is Primary Menu → Sub Menu → Page → Button or Action.

 

The Purchasing System

Orders → Purchasing

Inventory Pro’s Purchasing System allows you to order, track, and receive both inventory items and assets. It also provides the ability to browse purchase orders, list purchase orders by a variety of statuses, and generate a number of relevant reports based on that data. Like most parts of Inventory Pro, the Purchasing System can be customized with logos, messages, fields, and terms to adapt it to your specific business.

 

The Inventory System

Inventory → All

The Inventory System module allows you to adjust and track all stored items whether they are assets or inventory items. The Inventory System allows you to perform tasks online that were traditionally done on paper such as cycle counts ( an incremental physical inventory count ), lot/serial number tracking, and maintaining multiple warehouses. It enables you to track information regarding aging, location, and FIFO – LIFO and to measure inventory usage through inventory adjustments, items issued, and work orders. The Repair Orders subsystem enables you to track items that are returned to you or need to be returned to a supplier through every stage of the repair process without entering them into your regular inventory.

   

The Shipping System

Orders → Shipping

Inventory Pro’s Shipping System allows you to easily add, track, and maintain your shipping orders. You can quickly create orders to direct the delivery of items to any number of customer locations. The versatility of the Shipping System allows you to perform the following tasks all within the same shipping order:

  • Ship to one address
  • Bill to another address
  • Specify carriers
  • Track customer purchase orders
  • Provide detailed written instructions
  • Print pick and packing list and bill of lading

 

The Work Orders System

Orders → Other

Inventory Pro’s versatile Work Orders System allows you to perform the following functions:

  • Schedule and track internal requests for work including: preventative, emergency, and/or scheduled maintenance
  • Plan work against available human ( labor/time ) and inventory resources
  • Associate each work order with an available asset
  • Automatically adjust the total number of inventory items when inventory items are specified in the work order for consumption
  • Generate detailed reports including a listing of the current status of all outstanding work orders
  • Prioritize work orders
  • Insure that you don’t void warranties

 

The Assets System

Inventory → Assets

Inventory Pro’s versatile Assets System allows you to maintain tangible and intangible assets. The Assets System contains the following three parts:

  • Detailed Assets: Use this part of the Assets System to add, maintain, and retire/cancel tangible assets such as manufacturing equipment, office furniture, computers, printers, etc. Among other information, you can track information on warranty, cost, specifications, location, and parent (associated) assets.
  • Licenses in Assets: Use this part of the Assets System to associate a license (for example, software licenses on a PC) with an asset.
  • Detailed Licenses: Use this part of the Assets System to keep track of intangible assets like software licenses or contracts. Among other information, you can track information on expiration dates, purchase and replacement costs, and serial numbers.

 

The Reporting System

Reports → All

Inventory Pro’s Reporting System contains a comprehensive set of reports that allows you to query almost every aspect of the system. All reports allow you to customize the selection of parameters to generate a report specific to your needs. You can have reports print at a printer that you designate or to a screen. We can also build specialized reports to suit your specific needs.

 

The Administrative System

System → All

Inventory Pro’s Administrative System provides tools to maintain, troubleshoot, and fix system-related issues. Among others, the Administrative System includes the following tools:

  • Add user accounts and manage/create groups
  • Manage Permissions
  • Change System Settings and Configuration

 

Accessing the System

Logging In

First Go to the web address of your IPOL System in your web browser ( Chrome or Firefox are recommended ).

Then enter your login details and click login.  

 

Please note that multiple failed Login attempts will result in a 10 minute lockout for that device to prevent unauthorized access. If the system detects a large number of failed logins indicating a brute force type attack from an IP Address it may automatically lock out that address. Some systems can also be configured to allow new users to register accounts (Such as customers and suppliers). Lastly Password security is very important to us, Passwords are secured using modern techniques which provide a one way conversion. This means that your password is unknown to everyone but you and even in the event of the database being compromised it is very secure.

Logging Out

You can log out of the system at any time by clicking the Logout Button on the top of the screen. Be sure and save your changes on the screen before logging out.

 

Changing your Password

System → Accounts -> Change Password

Simply visit this page and supply your old password and your new password, Please note if the old password does not match your password will not be changed.

If you cannot change your password or have lost your password your system administrator can perform a reset for you via the System Users area.

 

Universal Features and Functions

Links, Icons, and Buttons

There are three ways to navigate through Inventory Pro Online:  links, icons, and buttons. Each lets you get to the data in a different way and serve a different. A Link in Inventory Pro Online is a way of accessing different pages. These are used in the main menu at the top of the screen and are the main way of navigating IPOL.

 

An Icon allows you to perform an action in the system. There are a variety of icons that denote Things that can be printed, images that can be displayed, labels that can be printed and so on. A few examples are below.

 

A pencil Icon is primarily used to add and modify data in the system

 

A tag icon displays a label

 

A camera icon that would display an image

 

A Button is another way of performing an action or navigating, depending on the context. Buttons are used primary for altering data in the system—Save, Add, Delete, etc.

 

Menus

The Main Menu is a bar at the very top of all Inventory Pro Online screens that serves four functions:

  • It shows what screen the user is on
  • It has a logout button
  • It lets the user access the menu screens for the five main modules of Inventory Pro Online.

Sub Menus

Dropdown menus appear whenever you mouse over and click a module on the Main Menu. All primary screens and lists that are in each module are accessible from here.

 

Lists

Lists do just that—they list records in a concise form. They also allow you to add and modify records, search for records, and filter records. Appendix A of this manual lists all the Inventory Pro Online Lists.

 

Field/Column Name Description
Search For/ In/ Go This allows you to enter criteria in which you want to search the list for. The list box to the right contains the fields you can search to return results such as Item ID, Description, Etc. For example if you want to search by description of an item, you would type the description in the Search For field, then select Descriptions in the drop down list box to the right.
Sorting

To sort a list by a particular column click on the heading of that column as shown above.

Clicking once will sort it Ascending ( 0-9, A-Z ), Clicking twice will sort Descending ( 9-0, ZA ). One more click will remove sorting. Up or Down arrows are used to show which columns have sorting applied and which direction the sorting is in. You can sort by multiple columns at once, The sorting is applied in the order that you added it. To reset the sorting either leave the page and return or click the headings with an up or down arrow until it is no longer present.

Filters This link will take you to a parameters screen where you can add filters that will filter all the results on the item master list. The filter you set here will remain in effect until you turn it off.
  The next and previous buttons allow you to go page to page through the item master list pages.
  The Page number box tells you which page you are on and also allows you to enter in a page number to navigate to a specific page. Some web browsers will also show small up/down arrows you can use as well.

 

Record lookups

Record lookups appear when you are looking up information in the system, They can appear on any screen when a select box would be too long and difficult to use. Normally they are accessed by clicking the “…” button next to a field. They allow you to search and find the record you would like to work with.

 

 

Record Detail Screen

A record detail shows all visible fields of the record selected and lets you edit them. This screen is also used for creating new records and copying records. These screens can be customized and fields added or removed to suit

your needs. (Please Note, Customizing the Fields is a one way operation, any mistakes can cause errors to arise. Please contact CISS for more information before working with field customizations)

Delete To permanently delete an item ID, click this button. It requires you to confirm your choice after selecting this button. We recommend always discontinuing, never deleting.
Search Allows you to search for a different item ID by typing in the Select Record field and clicking this button.
Add New To add a new inventory item to the list, click this button. The system will create a new item ID for you or you will be asked to type one in.
Customize Outlined in Customizing Record Fields Below.
List Return to a list of all records of this type.
Copy to New This allows you to copy the data in the currently displayed record into another record with a new Identifier.

 

 

Customizing Record Fields

Any List Screen → Create / Edit Any Record -> Customize Button

Inventory Pro’s Customize feature lets the system administrator customize the fields that appear in a detailed record display. The Customize button is available on any Record Detail screen like the one shown in the Universal Features section of this manual, above. Please contact CISS for training before using this screen as it can break functionality for your users if configured incorrectly.

 

 

 

Inventory

The Inventory menu is broken into two sections, Inventory and Lists.

The lists on the Inventory Menu play a vital role in entering your data. Your lists must be populated before you begin adding your items and receiving inventory in. These lists can range vary, They include things such as Suppliers, Units of Measure, Categories, Center Codes, and More.

Categories List

System → Lists → Categories

The “Category” field is one way of classifying your inventory. For example, if your business makes pens, you may use “ballpoint,” “felt tip,” “gel writer,” etc., as your categories. If this list is left blank, this category will be listed as “all” for your inventory items.

Center Codes List

System → Lists → Center Codes

The center code provides another way of classifying your inventory items, by cost center instead of category. Center codes are used for accounting purposes. For example, if you receive the same item from a number of sources, you can use the center code to track the source of each item for cost purposes. Many users of Inventory Pro Online choose to treat the center code as a secondary category list rather than as an accounting feature.

Repair Process Points List

Orders → Other → Repair Process Points

Refer to Repairs Orders section of this manual. This list is necessary only if you will be using repair orders in Inventory Pro Online.

Supplier’s List

Orders → Purchasing → Suppliers

The Supplier’s list is the same list referenced in the purchasing section of this manual.

Packages List

Orders → Management → Packages

The packages list refers to the visual packaging of an item. It is not considered in calculations in the application but will assist you in describing your unit of measure. For example, if the unit of measure is each, you will be counting each. The package type is the descriptive portion such as box. So for a particular item you could be counting each box as a unit in stock. You can have as many package types as needed.

Unit of Measure List

System → Lists → Units of Measure

The “Unit of Measure” field on the “Item Master List” screen is used to define how you count your inventory—for example, each, feet, pounds, and ounces. Your unit of measure should always be the lowest countable unit.

Unit of Measure Conversions

Inventory Pro Online will also allow an item to be inventoried as feet but ordered or shipped in yards. This can be used when your supplier requires the items be ordered in a larger unit of measure than you store it or when your customer needs it to be sent in a unit of measure smaller than you store it.

You must enter the conversion factors of different units into this list prior to being able to utilize this feature.

Inventory Pro Online will be able to convert units of measure automatically once you complete the step below.

  1. Go to “Inventory” and then select “Unit of Measure.”
  2. There are two terms: “Unit of Measure” and “Base Unit of Measure.” The base unit of measure refers to the standard unit of measure used for your items. So if you inventory your items as a foot, foot is a “Base Unit of Measure.” But you will be receiving in inches, so inch is the unit of measure of the base unit of measure foot. When adding new units of measure for conversion or as a standard, they must be defined correctly.
  3. Click the “Add New” button, and then enter the criteria as explained below.

    If you want to add a standard unit of measure, you would enter it as not having a base UOM but place 1 in the “Contains” field. If there is no Base UOM it defaults to itself when you save.

If you want to add a conversion unit of measure, using the example of an inch as a standard unit of measure; foot is the conversion. Then would have to enter that a foot contains 12 of the base UOM inch.

 

Item Master List

Inventory → Inventory → Item Master List

 

Field/Column Name Description
Report This link will preview the item master list in printable report form for printing purposes.
Edit The pencil icon will take you to the item ID detail screen. Where you can edit or update the item definitions.
Item Id The unique identifier assign to a part.
Description A text description of the Inventory Item
In Stock Shows you the number of units in stock that are available to ship minus what is on hold. It does not subtract the commitments or backorders from this field. If you click the in stock number, you will be shown the unit details.
On Hold Shows you all of the units on hold for that item ID. Clicking on the number will show those units
Committed The quantity in this column represents the number of units to go out on current shipping orders (only showing what is in stock that is committed).
Add Item This button will take you to add a new Item ID to the item master list
Default Supplier If a supplier is selected from this list box, the item master will only display the items with that supplier selected as their main supplier in the Item Master Record detail screen.

 

Searching for an Item

Inventory → Inventory → Item Master List

If you are unsure of the item ID you are looking for or cannot locate it, you can also search by description.

  1. Go to Inventory, Item Master List
  2. Search for the Item ID by description by entering in the description into the Search For field.
  3. Change the Infield to description by using the drop down list box.
  4. Click the go button.

The results will return the closest starting match in the items master list. For example, if you typed in the word green as your description. It will find the first description that starts with the word green. If there are many it will be show the results in alphabetical order. But it will only look for those starting with green. If the word green was located in the middle of the description, you will need to use the wildcard, which is the % sign in Inventory Pro Online. So you would enter %green% in the Search For field. By placing the % sign in front of, in back of, or both, you are telling the system where the word will be located in the description field.

  • If you place % before a word, it will look for that word to be at the end of the description.
  • If you place the % after the word(s), then the system looks for that to be in the beginning of the description.
  • If you place the % sign before and after, if will look for that f=word anywhere in the description field.

Viewing Items in Stock

Inventory → Inventory → Item Master List  Inventory → Stock → Locate / Move

There are two ways to view units in stock on screen (in addition to reports).

  1. Click on Inventory in the main menu.
  2. Click on Locate/Move Inventory.

 Enter criteria about the item in the available fields. If you leave all fields blank, you will see all units in stock.

  1. Click the Locate/Move Units Button.

OR

  1. Go to Inventory, Item Master List
  2. Search for the Item ID by entering it into the Search For field and click the go button.

When the Item ID is viewable on screen, then click on the Qty of units in the In Stock column.

 

Inventory Item Definitions

 

Not all fields may be shown on the screen, the list below is of the standard fields available. There are many other fields which can be turned on or used for unique requirements. See the customization section of the manual and contact CISS for more information if you would like to know more.

Label Description
Item ID The item ID is the key field on the screen. This field is the identifier of the inventory item you are viewing on the screen. This field cannot contain duplicates. It is the key field and can be up to 30 characters.
Description Description of the item ID you are viewing or entering.
Discontinued This check box allows you to discontinue an item number. We recommend always discontinuing, never deleting. This status will hide the item ID so it cannot be used in the future but leaves the purchasing and shipping history intact.
Cost The cost is how much money you paid for the inventory item. The cost that you enter in this field will be automatically assigned when you receive the item through a direct receive. When creating a purchase order for the item, this cost will serve as the default cost but you will be able to edit the order. Inventory Pro can accommodate up to four decimal places.
Price The price is what you charge your customers for the item on shipping orders. When you enter the item on a shipping order, it pulls the cost from this field. You can edit the cost for each order as needed. When an item is direct issued out of inventory, it does not assign a cost to it. A direct issue is not a sales order in the system.
UOM This list box refers to how you are counting your items. “Each” is how most parts are

 

  counted, but some may be counted as a case, a gallon, or other measures.
Package The package is the way the unit is presented. A typical package is a box, carton, or skid. This field is for the reference and will appear on the shipping order. It is a list box that you have to populate.
Units Per Pack This field works with your “Unit of Measure” field. If you count your inventory items as one case per inventory unit but a case actually contains 24 of the inventory item, you can type in that the case has 24 units per pack. This way the system stores it as one but can show that there are actually 24.
Weight The weight fields are gross and net weight. Enter the weights that apply.
Category This field is a list box field. You populate the list and select from the list for each item. This field is used to classify your inventory items.
Is a Make? Placing a check mark in this box will enable this item to appear on a Work Order. “Work Orders” is used for assembling, kitting, etc. So if the item is a component, has components, or will be used in an assembly, you will need to check this.
Notes This is a text entry field for additional notes about the item ID.

Default Stock

Location

The Item will default to this location when receiving stock, however, you can override this choice with another location on the receiving screen. If a location is not selected, the application will default to a system default location of ‘DOCK’.
Main Supplier Main supplier is the supplier of the item. You can select a main supplier here and also order the product from a secondary supplier.
Center Code This list box field can be used to enter your accounting codes for the inventory items. You must populate the list for the center codes.
Use Serial/lot numbers Whether an item will have a serial number associated with it. Without other selections regarding serial/lot numbers made on this page, the system will assume the serial number is not unique for different items/lots and will allow duplicate serial/lot numbers within this item

Unique Serial

Number Per Each

Part

This when checked with the Use box (above) will allow you to assign a number to the unit that can never be duplicated for that item ID. It is a required number when you are receiving units into stock.

Auto Assignment of

Serial Numbers

This serial/lot option will have the system assign a number for you instead of prompting you or allowing you to enter one.
Picture The system allows you to create a hyperlink to a picture of your item number. Click on the upload link and follow the instructions to link to a picture.
Record created The system automatically assigns a date when the new item ID is created.
Record modified The system automatically changes the date each time the item master record parameters are changed for an item ID.

Manufacturer/

Model

This field contains the manufacturer or model number for an inventory item. It is an alphanumeric text entry field.
Engineering P/N The engineering part number is a text entry field. However, this field cannot have a duplicate value. No two items in your Item Master List can have the same engineering part number.
Reorder Fields The reorder fields are fields you can populate so Inventory Pro can let you know when to reorder your inventory items and how much to order.
Leads Days is the number of days it takes to receive the inventory item from your supplier.
Reorder At is your minimum inventory level for the item. When the in-stock quantity reaches this number, it will appear on the Items to Reorder Report.
Fill To is your maximum inventory level for the item.
Economic Order is the multiple your wish to order the items by. For example, if they are cheaper in sets of five, you should put five in this field.
Monthly Demand is your monthly usage for the past 12 months. The system can calculate this or you can populate this field.

To change field names on the item master list or field order, please see an administrator or refer to the customization section of this manual.

Adding New Item

Inventory → Inventory → Item Master List → Create New

Inventory → Inventory → Item Master List → Click Icon in Edit Column → Add New

The Item Master List stores all items and the characteristics of each item. To add a new Item ID, follow the instructions below.

  1. Click on Inventory, and then Add New Item.
  2. Enter the Item ID (must be unique) and all other applicable fields.
  3. Reference the Item Master Details Records explanations earlier in this section for detailed information about each field.
  4. Click Save when done.

If you do not click the save, the item will not be added.

Editing an Item

Inventory → Inventory → Item Master List → Click Icon in Edit Column

When changing an item ID, edit with care. The system saves your changes as you make them. Once you delete or type over information in a field, the change is permanent. You will no longer be able to view the previous selection or data of the field after saving. You can make adjustments to an existing inventory item by following these steps.

  1. From the main menu bar select Inventory and then select Item Master List.
  2. Type the item ID of the item you want to edit into the Search For field and click the Go box.
  3. Click on the pencil icon to the left of the item ID you want to edit.
  4. Make your desired changes.
  5. Save your edits. You must save or the changes will not be kept.

Discontinued or Deleting items

Inventory → Inventory → Item Master List → Click Icon in Edit Column

For historical purposes only an administrator can delete an item id, however, we do not recommend deleting items. Discontinuing the item ID will keep the historical data intact but remove the item number from further usage. To discontinue an item, follow these steps.

  1. From the main menu bar select Inventory and then select Item Master List.
  2. Type the item ID of the item you want to edit into the Search For field and click the Go box.
  3. Click on the pencil icon to the left of the item ID you want to discontinue.
  4. In the Discontinued field, place a check box.
  5. Click Save.

Restore a Discontinued item

Inventory → Inventory → Item Master List → Select Discontinued Status → Click Icon in Edit Column

If you need to restore an item that was previously discontinued, follow the steps below. The item will then become a part of the item master list again once the steps below are followed.

  1. From the main menu bar select Inventory and then select Discontinued Items List.
  2. Type the item ID of the item you want to edit into the Search For field and click the Go box.
  3. Click on the pencil icon to the left of the item ID you want to restore.
  4. Remove the check from the box of the Discontinued field.
  5. Click Save.

 

 

 

Warehouses

Warehouses can be used in a variety of ways in IPOL, They can be used as physical locations such as a building or facility. We also have some clients that setup each individual service truck they have as its’ own warehouse to manage tools and supplies. You could also setup multiple warehouses for a single building to denote different sections of stock that are not to be mixed.

Warehouses List

Inventory → Inventory → Warehouses

Inventory Pro Online allows you to have as many virtual warehouses in one system as you need. The multiple warehouse features can be used for keeping multiple inventories separate within a single physical building. We have systems with over 600 warehouses in use.

Adding a Warehouse

When you are ready to add a new warehouse to your system, follow the steps below.

  1. Click on Inventory in the main menu.
  2. Click on the pencil icon aside of “Warehouses”.
  3. Click the Add New Button.
  4. Enter in all of the criteria on this screen about the remote warehouse.

     Make sure that “Yes” is selected in the “Is a Warehouse:” field.

  1. Click the Save button.

Warehouse Locations

Inventory → Inventory → Locations

Once you have added the warehouse name to your system, your next step is to add the locations within the warehouse. These are your storerooms, shelves, bins, and bays. When you receive in, you will receive into a warehouse and a location within that warehouse. Each warehouse is required to have a default location of DOCK. Please enter this location for each warehouse in addition to your warehouse locations. You can have the same location exist in two warehouses or more however you will have to enter the location for each warehouse and assign it to that warehouse.

  1. Click on Inventory in the main menu.
  2. Click on the pencil icon aside of “Warehouse Locations”.
  3. Click the Add New Button.
  4. Enter the information about the location—a Location ID, a description if needed (it is optional), the warehouse name, etc. Only select Hold as Yes if you want the items to not show as inventory when in this location.

    Hold locations show as the items are in stock for reporting purposes but when you view inventory, they will show up as items on hold, not available inventory levels.

  1. Click “Save”.
  2. Repeat until all of your locations are entered.

Restricting Inventory Items to Warehouses

Inventory → Inventory → Item Master List

Each item ID can be restricted to which warehouse it can be stored in or your item IDs can be stored in all warehouses. For example if you have an item called ABC. This item only ever gets received into and shipped out of warehouse #2. You can select this warehouse as the only warehouse where the item can be stored. This will prevent inventory from being received by error into the wrong facility. When you add a new item to the item master list, it will default for all warehouses. You will then need to go in and restrict it if needed.

When an Item is Restricted for a warehouse it will not show up on any of the Record Lookups done in that warehouse. It will also not show up in their Inventory Master List.

To restrict your item IDs, follow the instructions below:

  1. Click on Inventory in the main menu.
  2. Click on Item Master List.
  3. Click the Item ID of the Item you would like to restrict
  4. The Item ID will be a link on this screen, click the link.
  5. It will show the available warehouse with check boxes as shown below. Place a check next to the warehouse(s) this item is permitted in.
  6. Click the Save button.

 

Warehouse Re-Order Points

Inventory -> Inventory -> Item Master List -> Click Icon in Re-Order Levels Column

Warehouse Re-Order Points allow your warehouses to generate restocking orders as outlined under Move Stock and Purchase Orders. The Re-Order Points allow for setting of a variety of fields such as Fill To, Re-Order Level, Economy Order, and more. These fields are outlined under Item Definitions as well. The calculations look at the current Stock Levels versus the Re-Order Level, what increments you would like it to order in ( Economy Order ),and the Fill To Level.

For example for 25 Items In Stock, Re-Order Level of 50, Economy Order of 10, Fill To Level of 100 as the settings. An Order for 80 Items would be generated, This is because your Economy Order is 10 it will suggest orders in increments of 10. Also the System will target over the Fill To Level and not under it to ensure enough stock is ordered. The orders can always be tweaked as needed though during the Restocking process.

Direct Receiving

Inventory → Stock → Receive Stock

Direct Receiving is a Positive Adjustment to your inventory that doesn’t occur on a Purchase Order or a Work Order or similar function. This is a direct change to the stock levels. This type of transaction requires a reason code to be supplied for why the stock was added. The reason codes can vary and be customized, for example a reason code might indicate a Physical Inventory coming up short. Please note for large scale inventory corrections and counts we recommend using the Cycle Counts functionality of the system.

As with all stock operations in the system Direct Receives are recorded to the Audit Trail with the date and time of the transaction and the corresponding reason and information of the inventory lot received in.

 

If you are receiving an appointment, purchase order, or doing a direct receipt, the same screen is used to bring the items into stock.

Positive Adjustment Codes

System → Definitions → Positive Adj. Codes

Positive adjustment codes are used to state a reason why a direct receipt is occurring. If an item is received on a purchase order, the system knows it is a PO Receipt. With a direct receipt the system requires you to select a reason. This list is populated by you and can be as specific or generic as needed. We provide a number of default/standard codes in the base system.

Receiving Items into inventory

Inventory → Stock → Receive Stock

To Direct Receive an item into Inventory,

  1. Click on Receiving in the main menu.
  2. Select your warehouse and click “Go”.
  3. Select an adjustment code (reason).
  4. Click on the  to the right of a blank Item ID field to search for an item ID or type it in the field.
  • If searching, you can search by part number or description. Locate the item and click on the Item ID.
  1. Enter the quantity you are receiving in the “Units” field.
  2. The remaining fields on the screen are optional.
  • Enter a location if you are already sure of one; otherwise, the item will be placed in the default location on the “Stocking Properties” tab of the “Inventory Items Master List.”
  • Enter a Lot/Serial Number if the item you are receiving is turned on to have a serial or lot number.
  • The “Remark” field is a text entry field in which you can enter any information that needs to be recorded about the unit you are receiving.
  • The system will automatically assign a code in the “Reference” field to allow you to search for the record of the receive later; however, you can replace this code with any code of your own that you would like to use to refer to the receive.
  • Enter weight if you are tracking net or gross weights.
  • Enter Unit cost if it applies.
  • Enter an expiration date if the unit is turned on to have an expiration date in the stock properties tab of the item master list.
  • Check the Generate Barcode Labels button to print internal labels for the item.
  1. Before clicking the “Receive” button, you may go directly to the next line to receive multiple line items.
  2. Click on “Save”.
  3. Click the “Receive” button located at the bottom of the screen to mark the items on the screen as received.
  4. After clicking save you can repeat this to add multiple items to one order.
  5. When you are done, click the “Receive” button.

 

If you are receiving many line items, you may want to save periodically. Just click the Save Button and the receipt will save without receiving. When you actually receive the items into stock, the receive screen will be blank with no items displayed.

Deleting a line from the Receive Screen

Inventory → Stock → Receive Stock

If after you save, you notice there is an error, you can delete a line from the receive screen. To delete a line from the receive screen after it has been saved, place a check box in the Mark column. Then click the Delete Button at the bottom or top of the screen.

Receive Screen Pages

Inventory → Stock → Receive Stock

If you have filled up all 20 lines on the receive screen and still have more to enter, click the forward arrow to the right of the Go Button to advance to a new blank page. When you go the next page, the system automatically saves the receipt so you won’t lose any information prior to receiving it.

Stow List

Inventory → Stock → Receive Stock → Stow List

After you have line items on the receive screen, a “Stowlist” button appears. This is to view and print an internal packing slip to locate the item(s). This list contains the locations and quantity of all current inventory of the item you are receiving.

Receive Screen Views

Inventory → Stock → Receive Stock

At the top of the receive screen there is a View Style list box. This will allow a user to change what fields they see on the receive screen to enter data.

 

 

Direct Issues

Inventory → Stock → Issue Stock

Direct Issuing is a Negative Adjustment to your inventory that doesn’t occur on a Shipping Order or a Work Order or similar function. This is a direct change to the stock levels. This type of transaction requires a reason code to be supplied for why the stock was removed. Those can range from Damaged Goods to a Physical Inventory coming up short. Please note for large scale inventory corrections and counts we recommend using the Cycle Counts functionality of the system.

As with all stock operations in the system Direct Issues are recorded to the audit trail with the date and time of the transaction and the corresponding reason and information of the inventory lot issued out.

 

Negative Adjustment Codes

System → Definitions → Negative Adj. Codes

Negative adjustment codes are used to state a reason why a direct issue is occurring. If an item is issued on a shipping order, the system knows it is a Shipping Order Issue. With a direct issue the system requires you to select a reason. This list is populated by you and can be as specific or generic as needed. We provide a number of default/standard codes in the base system.

Direct Issuing

Inventory → Stock → Issue Stock

You may need to do a direct issue to remove items from stock for reasons other than a shipping order. To do so,

  1. Click on Issues in the main menu.
  2. Select your warehouse and click “Go”.
  3. Select an adjustment code (reason) and Ship To location.
  4. You may also use the Supplier field to filter the items to only items that came in from that supplier.
  5. Enter your ID or click on the   to the right of a blank Item ID field. This will take you to a search screen where you will be able to locate the item you are issuing.
  6. Locate the item and click on the Item ID. This will add the item to your issue.
  7. Enter the quantity you are issuing in the “Units” field.
  8. You have the option to select the units in stock by location or serial number. By clicking the search button in either of those fields, you can locate the units in stock you are issuing to tell the system exactly which units you are taking out. If you do not use serial numbers or want the system to try and locate the inventory for you, click the Load All button. The system will automatically tell you which item to take.
  9. Click on “Save”.
  10. After clicking save you can repeat this to add multiple items to one order.
  11. When you are done, click the “Issue” button.
  12. The items are now removed from stock.

Completing an Outstanding Issue

Inventory → Stock → Issue Stock

If you clicked Save on a Direct Issue or started a shipping order and did not finish the issue, it will remain on the issue screen under you login until you delete the transaction or finish issuing. To complete an outstanding issue,

  1. Click on Issues in the main menu.
  2. Select the warehouse where the units are being stored and click “Go”.
  3. Click the Issue button. The receipt will print automatically.

Deleting lines from an Issue

Inventory → Stock → Issue Stock

On the issue screen, select the line you want to remove by placing a check mark in the Mark column of that line. Then click the Delete Marked button. It will only remove those lines with a check box in the Mark column.

Clearing your Issue Screen

Inventory → Stock → Issue Stock

If you need to remove a transaction from the issue screen without finishing the issue process, use the Delete All button. If you use this button, none of the items that were on the screen will be removed from stock, you will have to start the issue process over again. If a shipping order is on your direct issue screen and you do not want to complete it, you can use this Delete All button and the order will remain outstanding.

Issue Screen Pages

Inventory → Stock → Issue Stock

If you have filled up all 20 lines on the Issue screen and still have more to enter, click the forward arrow to the right of the Go Button to advance to a new blank page. When you go the next page, the system automatically saves the issue so you won’t lose any information prior to issuing it.

Issue Screen Views

Inventory → Stock → Issue Stock

At the top of the receive screen there is a View Style list box. This will allow a user to change what fields they see on the Issue screen to enter data.

Moving Stock

Moving stock within a warehouse and between warehouses is an integral part of an inventory management system, Below we’ve outlined the methods to perform these operations. Unlike Issue and Receive stock transactions these transactions are very common and thus do not require a reason code to be supplied. All move stock transactions are tracked on the Audit Trail.

Locate and Move

Inventory → Stock → Locate / Move

This is a way to transfer items to another warehouse or another location within the warehouse. When transferring items using this method, the items will be immediately placed into the other warehouse or location. To immediately move items to another warehouse, follow the instructions below.

Transferring stock between warehouses can be done in two ways, This method is a direct transfer which occurs immediately. They will not go into an “on hold/in-transit” status. In the next section Putting Units in Transit is outlined.

 

 

 

 

 

  1. Click on Inventory in the main menu.
  2. Click on Locate/Move Inventory.
  3. Enter criteria about the item in the available fields.

     If you leave all fields blank, you will see all units in stock.

  1. Click the Locate/Move Units Button.
  2. The screen below displays.
  3. Place a check next to the item(s) in the Mark column you are moving. If you need to split the units,           Click on the number (which is a link shown above) in the Units field for the item you wish to split.
  • A prompt will display requesting the number of units you want to split.
  • Enter the number you are transferring to another warehouse and click ok.
  • The screen will display showing the split units.
  • Then put a check in the Mark column of the line of units you want to move.
  1. Go down to the To Location field at the bottom of the screen and enter the physical warehouse location.

Shown above.

  1. In the In Warehouse field, confirm the warehouse you are moving them to.
  2. Click the “Move Units” Button.

Warehouse Transfer – Putting Stock in Transit

Inventory → Stock → Locate / Move

In Transit is a useful feature that prevents confusion in the system. Moving stock in this manner puts it into a hold status during transit and prevents the destination warehouse from attempting to use the transferred stock until it has been received from this status.

This method will place your items in transit until they are received into the destined warehouse.

  1. Click on Inventory in the main menu.
  2. Click on Locate/Move Units.
  3. Enter the Supplier, Item ID, or Warehouse to locate the item you want to transfer. You can use the search button (with three dots on it) on the right of the fields if you need to look up the Item ID or supplier.
  4. Then click the “Ship Units button”.
  • If you did not select any information in the step above, the screen will display all units available for shipment to another warehouse.
  1. To mark which items you wish to ship, place a check mark in the field between the pencil icon and the warehouse field.
  • If you do not wish to send the full quantity, you will have to split the units. See below. o   Click on the number (which is a link) in the Units field for the item you wish to split. o           A prompt will display requesting the number of units you want to split. o    Enter the number you are transferring to another warehouse and click OK.

o     The screen will display showing the split units.

  1. After all units are select for transfer, go to the warehouse field at the bottom of the screen and select the warehouse you are transferring the items to.
  2. If you need a packing slip or transfer slip printed when you transfer units, click the Show Transfer Slip for Printing Box below the warehouse field.
  3. Click the “Ship Units” button.
  4. The printable transfer slip will display on the screen. Click Print Report icon at the top of the screen.
  5. Click the Return button. You will be returned to the Units in warehouse screen where you can see the items are in transit now. The items will have an in-transit status until they are received into the destination warehouse.

Receiving Items In-Transit

Inventory → Stock → Locate / Move

When you physically receive a shipment from another facility, you will need to update your system.

  1. Click on Inventory in the main menu.
  2. Click on Locate/Move Units.
  3. Enter the item id or leave field blank to see all units in transit.
  4. Click the “Receive Units” button.
  5. Place a check at the item(s) you are receiving.
  • If you need to split the units because only a partial receipt is being made, then follow the instructions below.
  • Click on the number (which is a link) in the Units field for the item you wish to split.
  • A prompt will display requesting the number of units you want to split.
  • Enter the number you are transferring to another warehouse and click ok.            The screen will display showing the split units.
  1. Go down to the Receipt Location field at the bottom of the screen and enter the physical warehouse location (such as A1 or Dock).
  2. In the In Warehouse field, confirm the warehouse you are receiving them into.
  3. Click the “Receive Units” Button.

Viewing Items in Transit

Inventory → Stock → Locate / Move

To view what is in transit to warehouses, follow the instructions below:

There currently is no way to just view stuff in transit.. I need to maybe add that option or something. I’ll update this when I do.

  1. Click on Inventory in the main menu.
  2. Click on Locate/Move Units.
  3. Enter the item id or leave field blank to see all units in transit.
  4. Click the “Receive Units” button.
  5. All units in transit will display.

Restocking In Transits

Inventory → Stock → Restocking Transits

This functionality allows you to select a source and destination warehouse to generate a restocking order. The numbers are generated based on the Reorder Points as outlined under the Inventory section. The Restocking orders will be generated as In Transits as if they were created manually. During the process of generating the transits you will be able to audit the amounts and stock to pull manually to avoid shorting the source warehouse.

           

Purchasing

Inventory Pro Online’s Purchase Orders module lets you create, view, track, and maintain purchase orders. There are also a variety of reporting tools to track purchasing metrics. To access this module look for Purchasing under the Orders menu. This menu outlines the primary parts of purchasing, You can Create an Order, View Orders, View Suppliers, Create Restocking Orders and more from here. Under the Management column on the same Orders Menu you will see some of the other purchasing lists, such as Ship Via, Payments Terms, and more.

Purchase Order List

Orders → Purchasing → Purchase Orders

The Purchase Orders List is the central way to view and access purchase orders. This page will let you sort, search, and filter your purchase orders to look at the data in different ways. For example you can filter by status, supplier, warehouse and more. You can search and sort this list by any columns ( as shown under universal features ).

Column Title Description
PO Number If you click this link, you will be taken to the header of the purchase order
LI The Line Items yellow box will take you to the line items page of the purchase order to modify the items as needed
Print This icon lets you print the purchase order. Go here to print out a PO or view the printed copy
Supplier

If you click on the Supplier link, you will be taken to your suppliers list.

From here you can change supplier information

Order Date This is the date that the order was entered
Requested This is the date on which you requested the order to be delivered to your location
Buyer The person on the buyer field of the PO
Approved By The person who approved the PO

Suppliers List

Orders → Purchasing → Suppliers

Information about your suppliers, their addresses, and payment terms is contained in this list. This list is available from the Orders Menu under Purchasing. The Suppliers List shows you all of your existing suppliers. From this screen, you can search for, edit, and/or add suppliers.

Adding a New Supplier

Orders → Purchasing → Suppliers → Create New

  1. From the Suppliers List, click the Create Supplier button at the bottom of the screen.
  2. Fill out the information about the supplier.
  • The Short ID is the Identifier of the supplier. This is what you will see when selecting this supplier from various lists. You cannot have duplicate Identifiers.       Status field: see “Supplier Status,” below.
  1. Click the Save button at the top or bottom of the screen.
  • If any list box field does not contain the item that applies to this supplier, you will have to Save the supplier record, then go to the appropriate list and add the new record. Once it is a part of the list, you will be able to return to your supplier and modify their information. For example, the payment terms for a new supplier may be unique. So you would need to create those payment terms before you can add them to this supplier. To make this simpler on most lists you can click on Field Labels that are blue to view and or add items to that list, however, be sure to save any changes before navigating away from the add supplier page.

Supplier Status

Each Supplier record has a Status field. There are three options.

  • Approved
  • Non-Approved
  • Probation

Approved status will allow all users to order from this supplier. Non-Approved status will not allow this supplier to be selected. If a user attempts to select a supplier with Non-Approved status, the system will display a message explaining that this supplier cannot be selected. This can be used for suppliers you no longer wish to do business with. Probation status allows the user to order from this supplier but a message displays notifying them that the user is on Probation. This should serve as a warning flag. This can be used to remind users to check the notes about the supplier. On the supplier record there is also a Notes field. You can use this field for important information about the supplier.

Ship Via List

Orders → Management → Ship Via

Depending upon your individual operation, ship via can mean two things to you. This list is primarily used for the type of transportation: railcar, truck, or overseas container. You may add specific carriers ( Crates, Pallets, Etc ) for shipping purposes under “Carriers” ( Under Orders→Management  ).

The Ship Via List shows you all of your existing methods of transportation you can select to receive a purchase order in on. From this screen, view, modify, or add a new transportation method. To view or modify an existing Ship Via List item, click on the pencil icon to the left of the one you want to modify or view.

Adding to the Ship via List

Orders → Management → Ship Via → Create New

  1. From the Ship Via List, click the Create New Ship Viabutton.
  2. Enter a Description (this description is what will appear in the list on a purchase order or supplier).
  3. Select Use in Lookups to make it an active list item that you will be using.
  4. Only one record in the list should be selected for List Top. This will move that Ship Via method to the top of the list.
  5. Click Save at the bottom of the screen.

Payment Terms

Orders → Management → Payment Terms

The Payment Terms List contains information regarding discounts and payment deadlines. To access the Payment Terms List, follow the instructions below.

  1. Using the popup menu, select Payment Terms List and skip step two or click on Purchasing in the main menu.
  2. Then click on the link Payment Terms.

The Payment Terms List shows you all of your existing terms you can select on a purchase order. From this screen, view, modify, or add a new term. To view or modify an existing Payment Terms List item, click on the pencil icon to the left of the one you want to modify or view.

Adding the Payment Terms List

Orders → Management → Payment Terms → Create New

  1. From the Payment Terms List, click the Create New Payment Termsbutton.
  2. Enter a Description (this description is what will appear in the list on a purchase order or supplier).
  3. Enter the days in Net Due in Days field.
  4. Enter the Discount percentage.
  5. Enter the Discount within Days field to show how many days they must pay within for the discount to be valid.
  6. Only one record in the list should be selected for List Top. This will move that Ship Via method to the top of the list.
  7. Select Use in Lookups to make it an active list item that you will be using.
  8. Click Save at the bottom of the screen.

 

Suppliers Catalog

Orders → Purchasing → Suppliers’ Catalog

The Suppliers’ Catalog can be populated to show what products come from what supplier or supplier’s. One item

ID can be ordered from multiple suppliers. It also contains lead-time, price, and the supplier’s unique item number (in the event it is different from your own). Setting up the suppliers’ catalog is optional. It will not automatically populate itself. It is very useful to set this up if your item ID number differs from the number assigned to the same item by your supplier. When ordering your items on a purchase order, if the Suppliers’ Catalog is populated, the system can set to print out he suppliers part number for an item instead of your own. The purchase order will show yours, but replace your item ID with the supplier’s.

Keep in mind that before you set up your suppliers’ catalog, you must set up your Item Master List and your “Suppliers” list. To access the Suppliers’ Catalog, follow the instructions below.

  1. Using the popup menu, select Suppliers’ Catalog and skip step two or click on Purchasing in the main menu.
  2. Then click on the link Suppliers’ Catalog.

The Suppliers’ Catalog shows you all of your existing entries. From this screen, view, modify, or add a new term. To view or modify an existing Suppliers’ Catalog entry, click on the pencil icon to the left of the one you want to modify or view.

Terms Agreements

Orders → Purchasing → Suppliers’ Term Agreements

Term Agreements, in Inventory Pro, are defined as contract(s) with a vendor(s) for specific items and time periods. For example, supplier ‘BDS’ has a term agreements number A542. A542 is for you to purchase items 001, 946, and 120A from BDS for the next year. To access the Term Agreements, follow the instructions below.

  1. Using the popup menu, select Suppliers’ Term Agreements and skip step two or click on Purchasing in the main menu.
  2. Then click on the link Suppliers’ Term Agreements.

The Suppliers’ Term Agreements shows you all of your existing agreements you previously entered. From this screen, view, modify, or add a new term. To view or modify an existing Suppliers’ Term Agreement entry, click on the pencil icon to the left of the one you want to modify or view.

 

When you populate Term Agreements creating the relationship between the supplier, and time period, you will then need to populate your suppliers’ catalog to reflect the item that the term agreement applies to. If you do not populate the suppliers’ catalog, the purchase orders will not check for an expiration date or find the correct pricing of a contract.

Adding a New Term Agreements

Orders → Purchasing → Suppliers’ Term Agreements → Create New

  1. From the Suppliers’ Term Agreement List, click the Create New Term Agreement button.
  2. Enter a term agreement (this description is what will appear in the suppliers’ catalog).
  3. Enter a description.
  4. Select the Supplier from the list box.
  5. Enter an expiration date (mm/dd/yyyy) that the agreement will cease on.
  6. Click Save at the bottom of the screen.

 

Note: Remember to assign the items that the term agreement applies to in the suppliers’ catalog so you can view on a purchase order if the term agreement is expired.

Expired Term Agreements

Orders → Purchasing → Suppliers’ Catalog

On the suppliers catalog, a term agreement will change it status to Expired when the contract is no longer valid. When you click the drop down arrow in the Term Agreement field when a term agreements says expired, it will display the ID of the term Agreement. Expired Term Agreements will remain in your system. You can filter out the expired items so you will not have to scroll through them if you wish.

Restocking Purchase Orders

Inventory → Stock → Restocking POs

This functionality allows you to select a warehouse to restock. This is based off of your re-order points for each inventory item which are outlined in the Inventory Section. You can select various parameters to limit the suggested purchase orders, or leave them blank to do a full restocking. The process allows you to audit the suggested purchase orders before creating them. The PO’s that are generated can then be edited and modified as needed as you process them.

Purchase Order Numbering

System → Configuration → Admin Options

The way that purchase orders are numbered usually varies from business to business. Some may have a date and time scheme while others are just a sequence of numbers. Inventory Pro can be set to automatically number your purchase orders or to allow you to enter your own numbers. Duplicate purchase orders are not allowed. If you enter a number that has been archived previously, the system will not allow you to complete the order so be certain to have a numbering system that reduces the likelihood of duplicates. See the “Numbers” heading of section 4.1 for information on changing the numbering system used for purchasing and for other numbering systems used in Inventory Pro.

Purchasing Reports

Reports → Purchasing

Inventory Pro provides four reports that pertain to purchasing:

  1. Outstanding Purchase Order Summary
  2. Outstanding Purchase Order Detail
  3. Completed Orders
  4. Canceled Orders

 

These reports can be accessed from “Reports” on the main menu in the drop down box under “Purchasing.”

Suppliers Term Agreements

This screen allows you to have term agreements for suppliers. Term Agreements, in Inventory Pro, are defined as contract(s) with a vendor(s) for specific items and time periods. For example, supplier ‘BDS’ has a term agreements number A542. A542 is for you to purchase items 001, 946, and 120A from BDS for the next year. So you would need to reflect these details in the Supplier Term Agreement screen.

  1. Add a new term agreement name.
  2. Select the supplier the agreement applies to.
  3. Enter your expiration date.
  4. Type in a detailed description of the term agreement.
  5. Save.
  6. Then go into the Supplier’s Catalog.
  7. Populate the supplier’s catalog for the terms agreement to create the relationship between the contract and the items the contract is for.

In the Term Agreements screen, you can view expired, current, or all by using the radio buttons on the bottom of the screen. Using current also all historical or future references by entering data ranges. For example if you select current, you would enter the following. In the “As of” field, enter the date the agreement was current (example of 11/1/01). In the “Expiring Before” field, enter the date the contacts will expire before(11/01/02). Then this will show all Term Agreements that are valid as of the 1st of November but will in expire the next year.

You can also click the “Report” button print out of a copy of the term agreements on the screen.

Inventory Cost Quote

The Inventory Cost Quote screen relates directly to the purchase orders module. This screen will show you the last 5 times an item was received against a purchase order and the supplier and cost of the item for each receipt. This screen is for reference only and updates automatically upon receipt of an item. If the item has not been received on the purchase order, it will not appear on this screen. To access this screen, go to Inventory and click on

Inventory Cost Quote.

Purchasing – Order Header

 

 

Orders → Purchasing → Create Purchase Order

Orders → Purchasing → Purchase Orders → Create Purchase Order

Orders → Purchasing → Purchase Orders → Click Order Number To Edit

 

Field Name Description
Order Header Tab

This tab contains all information about the purchase order such as the supplier, where it is shipping to, when the order is due to arrive, and more. Most of the drop down boxes on this tab are filled with information that you entered in your purchasing lists.

To edit one of these lists, click the list name which is a link.

Select Record The number that appears in this field is the order you are viewing.
Search Clicking search will allow you to search for an existing order but PO number or date order was entered.
Customize This button is only available to Administrators.
Save Whenever a change is made on the order, you must click Save. There is no automatic save on the screen so you must remember to use this button!
Add New To add a new purchase order, click the Add New button. It will prompt you to enter the order number or Inventory Pro will assign it for you based on your numbering set up in “Administrative Tools/Options.” Purchase order numbers cannot be duplicated.

 

Copy to New This button allows you to copy an existing purchase order (regardless of order status) to a new one to reduce data entry time on repeating orders. It copies all items and supplier information but assigns it a new PO number.
Delete This button completely erases the order from the database and is not recommend. It is only available to administrators.
Complete This button allows you to set purchase order status to “Complete.” It should be used if you do not wish to receive the items into stock—for example, if you receive a partial amount on a purchase order and opt to keep the order as outstanding because you plan to receive the remainder. If a month later you learn that the balance will not be received, you can set the status to “Complete” and it will archive. The archived purchase order will show what you did receive and what you did not.
Cancel PO To cancel an existing purchase order, click the Cancel. Once a PO is canceled, it cannot be returned as an active order so use caution when canceling an order.
List This button takes you back to the list of all purchase orders (regardless of status).
Order Is the PO number you r are viewing.
Order Date The “Date” field is the date the order was entered. This field will be filled automatically based on the date on which the order is created.
Requested Date This is a field where you enter the date you need the order by. This information is used to generate a report of any past due purchase orders.
Supplier The “Supplier” field pulls data from your supplier list. Modifications such as address changes can be made on this screen and will not affect the supplier list. To make a permanent change you will need to change the supplier list as well.

Complete/Canceled

Date

This date is automatically entered if you are viewing a completed or canceled PO.
Vendor Sales Order This is a text-entry field for a vendor order number or any other information you may need to assign to the order. The length of the field is 20 characters.

Salesperson/

Attention

The “Salesperson” field and the “Attention” field are both filled automatically from the “Supplier” list; however, they can be edited on the “Purchase Order” screen by simply typing in the field on the purchase order. As in the supplier field, changing information on the “Purchasing” screen will not permanently change the same information on the supplier list.
Buyer and Approvals When security is turned on, all users will be selected as buyers and given an amount for which they can approve orders. The Buyer can be selected when entering the order. The approval cannot be selected until all line items are added and the order is ready to print.
Ship To/Invoice To This is the address the ordered items will ship to. A new ship to address can be added under System Related Lists.
Ship Via Ship via is a list box for the method of transportation by which the products will arrive—for example, by truck. Both the purchase orders and shipping orders share this list.
Payment Terms This list box field is populated through your Purchasing menu. These are the payment terms of the purchase—for example, Net 30.
Discount % Percentage off for the entire order (this can also be entered on the Notes/Totals tab).
Sales Tax % Sales tax for the entire order (this can also be entered on the Notes/Totals tab).
Terms and Conditions This list box can be populated through Systems/System Related Lists. It is used for repetitive notes that you want printed on the PO for a supplier to see such as If there are any problems with order call…
Is canceled This is a field the system automatically populates when an order is canceled.
Order Type If an order is selected in the PO Number field, this field will show you if it is an asset or inventory order. When adding a new order, immediately select whether it is an asset or inventory order. When you select Asset, the Line Items tab automatically changes to a PO Asset tab. The PO Asset tab allows you to select the type of asset and type in a text description of the item you are ordering.

 

Note: More fields may be available to be used, check with your system administrator.

 

 

 

Line Items

 

Orders → Purchasing → Purchase Orders → Click the Icon in the Lines Column

Orders → Purchasing → Purchase Orders → Click Order Number → Line Items

 

Field Name Description
Line Items Tab List all of the items being ordered on this tab. Notes about each item can be entered in the “Line Item Notes” field at the bottom of the screen. Highlight the item to which the note pertains and type your note in the field provided. To keep these notes attached to the item when it enters inventory, select the “Copy PO Line Items to Remarks” option under the “Options” heading of “Administrative Tools.” If you have listed these items in your supplier’s catalog, the supplier part number will automatically be listed on this tab. The item price will appear automatically from the Item Master List but you can edit it if you need to. The amount of the line item will be determined by multiplying the number of units by the price per unit.
Add Line This button allows you to add line items (your products0 to the purchase order.
Line This is for system reference to the number of lines on the purchase order.
Product (Item ID ) This field contains your Item ID number. To add new item ID’s you will have to Save your order and go to the item master list to add the new item. You can then return to your purchase order and find the new item ID to add to the order.
Std. Units The number of units you are ordering of the standard unit of measure listed for that item in the Item Master List.
Std. Unit Price Standard price as listed in the Item Master List. This price can be changed to reflect the cost of each unit you are ordering.

PO UOM

 

Additional unit of measure is what units you are ordering the item in for the purchase order. Please reference Unit of Measure Conversions in this manual.

PO Units

 

 

Inventory Pro will calculate the number of units being ordered based on the PO UOM and the conversion in the “Unit of Measure” list in the Inventory System.

PO Unit Price

 

Inventory Pro will automatically calculate the cost of each unit based on the PO UOM, PO units, “Item Master List Price” field, and the “Unit of Measure” list in the Inventory System.
Amount This field contains the total cost of the line item. Inventory Pro will calculate this amount based on the number of units and the price per unit that you enter.
Package This field indicates what type of package an item comes in (e.g., box, carton, barrel). To add to this drop down box, see the inventory section of this manual.
Term Agreements Selecting a term agreement will show on an order that the item being ordered from that specific supplier has an agreed upon price in the supplier’s catalog. If a term agreement has expired when you select it, it will show that it is expired.
Received (not shown in picture above) This field shows you if any units (how many) have been received already on this purchase order.
Line Item Notes This field provides you with space for any notes that you want listed with a line item on the purchase order.
Supplier Part This field will automatically display the supplier part number that corresponds to the line item that you have highlighted. Section describes how you can designate where the system should pull from when supplying the part number. As you move from line to line, the number in this field will change to correspond with the item you have highlighted; however, on the purchase order, the supplier part number will be listed for each item listed to facilitate ordering. Your item ID will be included in the “Item Description” field.
Save Whenever a change is made on the order, you must click Save. There is no automatic save on the screen so you must remember to use this button!
Delete Use this button to delete a line item from an order (this does not delete the order). The box directly to the left of the line item allows you to enter a check mark it, then you click this delete button to remove the line item you selected.
Receive This button will begin the receiving process of the line items on the purchase order.

 

 

Notes/Totals

Orders → Purchasing → Purchase Orders → Click Order Number → Notes /  Totals

Field Name Description
Save Whenever a change is made on the order, you must click Save. There is no automatic save on the screen so you must remember to use this button!
Notes/Totals Tab The Notes/Totals tab collects data about all costs associated with the purchase orders as well as notes for internal use and notes that will print on the printed purchase order for you supplier.
Related Work Order This field displays a work order number if the purchase order was created through the work order module. See Work orders for more details.
Terms and Conditions This list can be populated by clicking on the link. The terms and conditions are used for frequently applied messages to customers. Storing them in a list allows you to save time by selecting from a list as opposed to typing it on each order.
PO Notes These notes will be printed in addition to the terms and conditions.
Sub Total This will total automatically from the line items tab (sums of the amount column).
Discount When a percentage is entered into this field, it will take that amount of the the subtotal.
Sales Tax Enter the sales tax (in %).
Shipping Charges Enter any shipping charges associated with the order.
Other Charges This field can be use for any other charges the purchase order might incur such as
  customs fees or stocking fees.
Order Total The order total will take your subtotal, less the discount, add sales tax, add shipping charges, and add other charges to arrive at the total.

 

 

Delivery Schedule

 

Orders → Purchasing → Purchase Orders → Click Order Number → Delivery Schedule

 

Field Name Description
Save Whenever a change is made on the order, you must click Save. There is no automatic save on the screen so you must remember to use this button!
Delivery Schedule Tab This tab allows you to set delivery dates for items ordered on the purchase order if you are anticipating receiving partial deliveries.
Add Line This button allows you to add lines of each receipt you are expecting.
Delete This allows you to select a line and delete it from the delivery schedule.

Print Anticipate

Receipt

This prints a summary of the delivery schedule for reference purposes.

 

Please Note: If you cannot find this screen that means your administrator has disabled it.

 

Purchasing – Order Entry

 

 

Adding a New Purchase Order

Orders → Purchasing → Purchase Orders → Create New

Orders → Purchasing → Purchase Orders → Click Order Number → Add New.

  1. Using the popup menu, select Create Purchase Order and skip step two and three or click on Purchasing in the main menu.
  2. Then click on the link Create/Modify Purchase Order.
  3. Click the Add New button. A blank record will appear.
  4. Fill in all required fields.
  5. Approval field cannot be populated until line items are added with the unit prices populated.
  6. Click the Save button. The new purchase record will appear.
  7. Click the Line Items tab. You will see a blank Line Items screen.
  8. Click the Add Line Button. The Item Master list will appear in a new window.
  9. You can search by item number or description if needed.
  10. Click the Item ID of the Item you want to add to the order.
  11. Back at the Line Items screen, enter the quantity of units you are ordering into the Units field. The Unit Price field defaults from the Item Master List or Suppliers Catalog based on your settings but you can modify it if needed. Note: PO UOM is explained in more detail under Unit of Measure Conversions in this manual.
  12. Repeat steps 6 through 8 as many times as needed. Click the Save button after each line item is added and when you are finished adding your items.
  13. Click to the Notes/Totals tab to enter information about pricing of a PO.
  14. Save on this tab.

 

  1. Click to the Delivery Schedule tab to setup multiple deliveries if required.
  2. Save on this tab.
  3. Go back to your Order Header and approve the purchase order.
  4. If you must print a requisition you can go right to step 16. below and an unapproved order will print out as a requisition versus an approved purchase order. You can leave them as requisitions as long as needed. The orders must be approved before a receipt can be recorded in the system.

Printing the Purchase Order

Orders → Purchasing → Purchase Orders → PO Column Icon

To print or reprint your purchase order out at any time:

  1. Click on Purchasing, then All Purchase Orders List (or use the popup menu All Purchase Orders)
  2. Type the PO number in the Search For field and click the Go button to find the PO number. Use the Print button to print the purchase order to your printer.

Modifying an Outstanding Purchase Order

Orders → Purchasing → Purchase Orders → Click Order Number

To delete an item from an outstanding purchase order:

  1. Click on Purchasing, then Create/ Modify Purchase Order (or use the popup menu Modify Purchase Order).
  2. Enter in the purchase order number you are looking for and click the Search button.
  3. Click the Purchase Order link.
  4. On the Header tab, you will need to change the Approved by field to **not selected** and click save. The approval needs to be removed before any changes can be made. If a user removes the approval and does not have permissions to approve an order, the approval will remain not selected and the purchase order will be a requisition/unapproved status. It will remain this way until a user with permissions required logs in and approves the order.
  5. Now you are able to change the details of the purchase order.
  6. Click Save after any changes are made.
  7. To any information in text entry fields, simply type over the existing text and click the Save button when you are finished.
  8. To add a new line item, click the Add Line button and select your item ID to the order. Click the Save button when done.
  9. To delete a line from a purchase order, place a check box in the mark column as shown below. Then click the Delete button. The line item is removed but you must click the Save button when done.

Canceling a Purchase Order

Orders → Purchasing → Purchase Orders → Click Order Number → Cancel Button

You cannot cancel an order that has items received against it.

  1. Click on Purchasing, then Create/ Modify Purchase Order (or use the popup menu Modify Purchase Order).
  2. Enter in the purchase order number you are looking for and click the Search button.
  3. Click the Purchase Order link.
  4. On the Header tab, click the Cancel button.
  5. A confirmation box will confirm you want to proceed with the cancellation of the order.

Receiving a Purchase Order

Orders → Purchasing → Purchase Orders → Click the Icon in the Lines Column → Receive

Orders → Purchasing → Purchase Orders → Click Order Number → Line Items → Receive

  1. Click on Purchasing, then Outstanding Purchase Orders (or use the popup menu Outstanding Purchase Orders).
  2. Enter in the purchase order number you are looking for and click the Search button.
  3. Click the Lines column of the order you want to receive.
  4. Select the warehouse you are receiving into.
  5. Click the Receive button.
  6. Click OK on the box confirming you want to receive the order.
  7. Confirm the Items are the items you are receiving.
  8. Confirm the rest of the information on the Receiving screen.
  • See Receiving for more information about fields.
  • If you wish to print barcode labels for the items being received, make sure that the Generate Labels check box is checked. If you do not want to print labels, uncheck this box.       Click the Stow List button to print a listing of what you are receiving.
  1. Click the Receive button.
  2. The system will ask if you want to complete the order:
  3. Click Yes if you are not going to receive against it in the future.
  4. Click No if you have outstanding items you will be receiving in the future (see next section for more information on partial receipt).

Partial Receipt of a Purchase Order

Orders → Purchasing → Purchase Orders → Click the Icon in the Lines Column → Receive

Orders → Purchasing → Purchase Orders → Click Order Number → Line Items → Receive

  1. Click on Purchasing, then Outstanding Purchase Orders (or use the popup menu Outstanding Purchase Orders).
  2. Enter in the purchase order number you are looking for and click the Search button.
  3. Click the Lines column of the order you want to receive.
  4. Select the warehouse you are receiving into.
  5. Click the Receive button.
  6. Click OK on the box confirming you want to receive the order.
  7. Confirm the Items are the items you are receiving.
  8. Click in the Units field and change the quantity you are receiving.
  9. If you are not receiving any of a line item, change the Units to 0 (zero).
  10. Confirm the rest of the information on the Receiving screen.
  • If you wish to print barcode labels for the items being received, make sure the Generate Labels check box is checked. If you do not want to print labels, uncheck this box.
  • Click the Stow List button to print a listing of what you are receiving.
  1. Click the Receive button.
  2. The system will ask if you want to complete the order:
  3. Click Yes if you are not going to receive against it in the future.
  4. Click No if you have outstanding items you will be receiving in the future (see next section for more information on partial receipts).

Unit of Measures Conversions

System → Lists → Units of Measure

The “Unit of Measure” field each inventory items definition is used to define how you count your inventory—for example, each, feet, pounds, and ounces. Inventory Pro will also allow an item to be inventoried as feet but ordered in yards, and similar like conversion. This can be used when your supplier requires the items be ordered in a larger or different unit of measure than you store it.

You must enter the conversion factors of different units in the “Unit of Measure” list prior to being able to utilize this feature. Inventory Pro will be able to convert units of measure automatically once you complete the steps in the Inventory section of this manual.

Follow the steps below to use the conversions on a purchase order.

  1. When you add a purchase order you add the item ID of the item you are ordering.
  2. Type in the number of this item you are ordering in the “Std Units” field.
  3. The “Standard Price” will automatically display pulling from the “Item Master List Price” field. The price can be changed for this item on the purchase order by typing over the price from the Item Master List. This will not change the price on the “Item Master List Price” field for this item.
  4. The “PO UOM” defaults to the UOM on the Item Master List. Change this to the unit of measure that you will be ordering the unit by on this purchase order.
  5. When you change the “PO UOM” in step 4, Inventory Pro will automatically calculate the “PO Units” field and “PO Unit Price” based on the standard numbers and the conversion you have set up in the “Unit of Measure” list.
  6. The “Amount” will total on its own.

 

The printed purchase order prints the fields relating to the PO, not the standard fields. This is why they default to standard originally.

PO Returns/Corrections

PO Returns are intended to be used when:

  • An order is completely received in error
  • An order is partially received in error
  • An order has an item that you received the wrong quantity for
  • An order has an item that must be returned due to damages or other quality problems

 

There are two ways an adjusted purchase order can appear. They are Return Received Units Back and Number of Units Received.

Return Received Units Back: If you want to show that you received 10 but then returned 2 on the purchase order then use this method of returning items.

Follow these steps to Return Received Units Back.

  1. Go to Purchasing.
  2. If the order is still outstanding, then go to outstanding purchase orders and locate the number you want return an item against. If the order is now complete, you will need to go to Completed Purchase Orders, then find the purchase order you want to return an item against.
  3. If the order is outstanding, skip step 3. If it was a completed order, click on the Reopen button at the bottom of the screen. The system will confirm that you want to make this order outstanding, click Yes to confirm.
  4. Then go to the line items tab of the order.
  5. Click the Return Received Units button.
  6. Enter the number of units in the correct line and click Apply.
  7. Click yes to confirm change or no if you want to check it.
  8. You will be returned to the line items screen with the negative adjustment shown as a new line item.
  9. Your on stock quantity has now been adjusted.

 

Number of Units Received: This method allows you to directly adjust the quantities you have received without showing you made the change. For example, if you received 8 but should have only received 6, using this method, it will appear as though you received 6 originally. Be very careful with this feature, as it is untraceable.

 

Follow these steps to Number of Units Received.

  1. Go to Purchasing.
  2. If the order is still outstanding, then go to outstanding purchase orders and locate the number you want return an item against. If the order is now complete, you will need to go to Completed Purchase Orders, then find the purchase order you want to return an item against.
  3. If the order is outstanding, skip step 3. If it was a completed order, click on the Reopen button at the bottom of the screen. The system will confirm that you want to make this order outstanding, click Yes to confirm.
  4. Then go to the line items tab of the order.
  5. Select the button Correct PO.
  6. Enter the number of units to return next to the correct item. IMPORTANT: If you want to subtract from the original quantity you received, you must enter a negative sign (-) in front of the number like this ‘–2’.

If you want to add to the quantity you originally received, then just enter the number like this ‘2’.

  1. When all items are updated click Apply.
  2. A confirmation box displays, click OK.
  3. You are returned to the purchase order and the received quantity is now reflecting the new amount.

 

Shipping

The Shipping Orders Page lets you add, track, and maintain shipping orders. Shipping Orders are used to track what customers have ordered and had shipped to them. If you want to only remove stock for a reason other than a customer shipment, use the Direct Issue process and categorize the issues by adjustment codes.

Customer List Screen

Orders → Shipping → Customers / Contacts

Label Description
Customer ID This is a unique value for this customer or department. Enter a code or abbreviation of their name to identify this customer when choosing from the list.
Company Name The name of the customer’s company.
Primary Contact

The main person who deals with your company. An option in the

“Administrative Tools/Options” screen will have these contact fields display on a shipping order when an order is placed and the customer is selected as a ship to. This is used to confirm that only authorized personnel call in orders.

Primary Contact Title The title of the primary contact.
Add. Contact Additional person at the customer’s company.
Add. Contact Title The title of the additional contact.
Address Related Their mailing address.
Telephone, Fax Telephone and fax numbers to contact the customer.
Email The email address of your primary contact. This email address will automatically be notified when an order is created, shipped, or canceled.
Notes This field gives you extra space to type more notes about the customer. There is also space to enter unloading hours on the customer screen.
Terms Use this field to set a default payment term with this customer. Each time you ship an order to this customer, the invoice will reflect the payment term you select here. You can override this on a shipping order.
Ship Via

Use this field to set a default method of transportation the customer prefers.

Each time they enter an order, this ship via will populate on the shipping order.

You can override this on an order when desirable.

Supplier If there is a supplier assigned to the customer, select it here this will allow filtering base don suppliers items on an order.
Customer Logo If you have multiple logos for varied customers, you can set a default. When shipping documents are printed, it will reflect this logo.
Sales Representative This field allow you to assign salespersons to customers. These fields are referencing the “Users” list.
Location of This is used when bill to addresses and ship to addresses are linked. When you select another customer ID in this field this will mean this customer is a ship to address of the bill to customer in this location of field.
Customer Items This field allows you to enter the items that customers are allowed to order. You enter the item id, then separate the items id’s by a comma.

 

Add a New Customer

Orders → Shipping → Customers / Contacts → Create New

  1. Go to Shipping, then Customers/Contacts.
  2. Click the Add Customer Button.
  3. Enter the applicable fields (see table above for customer screen).
  4. Click Save when done.

 

To modify a customer, simply return to the customer record and change any data and click Save. These changes to a customer are not logged for future reference.

Bill To/Ship To Addresses

Orders → Shipping → Customers / Contacts → Create New

You can store the names and addresses of your customers in this list. You need to add each address that you will bill or ship to in this list. Once you have added all the addresses, you can link certain bill to and ship to addresses. At the bottom of the Add/Edit Customers/Contacts screen is a field Location Of. The customer ID you select on that list will indicate that that is the bill to location of the current record. For billing addresses please indicate that the record is a bill to using the associated “Bill To” checkbox. It is possible that one billing address will be linked with more than one shipping address.

Then on your Shipping Order Header when you select a Ship To address the Bill To will Automatically be populated by the server. You can also generate reports based off of this information as well. You can also select a bill to Address and the Ship To Addresses will be limited to those available for that Bill To Record.

If you choose not to link billing and shipping addresses, all the addresses that you enter on the

“Customers/Contacts” list will appear as possible shipping addresses in “Shipping Order” drop down box.

Carriers and Ship Via

Orders → Management → Carriers → Create New

Orders → Management → Ship Via / Contacts → Create New

A carrier in Inventory Pro Online is the name of the company carrying the freight, regardless of what type of transportation. The Ship Via List is your method of transportation. For example, if an order is going via Truck by Schneider Trucking, the Ship Via would be track and the carrier would be Schneider.

Go to the Shipping Menu to populate these lists. The Ship Via list is the same list used in Purchasing.

Shipping – Order Header

 

Orders → Shipping → Create Shipping Ordering

Orders → Shipping Orders → Create New

 

Label  Description
Shipping Order Identifies the shipping order by number. (the system will automatically populate this field).
Warehouse Select the warehouse the items will ship from.
Ship to Select the ship to customer.
Bill To Select the bill to customer.
Bill of Lading Enter a bill of lading number if one applies.
Process No. Text entry field for a process number.
Customer. PO Text entry field for a customer purchase order.
Ship Via Select your method of transportation.

Freight Charge

Terms

Select a term if applicable.
Approved By Select yourself to approve the order if approvals are being used.
Start Ship Date Enter the expected ship date in this field.
Cancel Date This field is automatically populated when an order is canceled. You cannot adjust
  this date.
Complete This field is automatically populated when an order is shipped completely. You cannot adjust this date.
Created This field is automatically populated when an order is created. You cannot adjust this date.

*There are additional fields in Inventory Pro Online, based on your configuration; you may see many different fields. 

 

Shipping Order – Line Items

Orders → Shipping Orders → Click Icon in Lines Column

Orders → Shipping Orders → Click Shipping Order Number → Line Items Tab

 

Label  Description
Kit If you are using a bill of materials to populate which items to ship, enter your assembly ID in this field and a prompt box will display for you to enter the qty of that assembly. Then the screen will be populated.
Line This is the line item number used mostly for IPOL purposes.
Item ID The item number you are shipping.
In Stock This automatically calculates based on the available units you could ships at the time of entry. This will not display until your save your order.
More This link takes you to the item master list showing the item number you entered on that line.
Ordered Quantity you will be shipping of that item ID.
Shipped If the order was partially shipped, it will display how many unit have left already.
Unit Price The price you are selling the item for.
Location and These fields are to be use only if you are prepickng the order. Prepicking means that
Serial you are telling the warehouse exactly which units (based on serial/lot number or location) should be packed for this order. If you leave them blank you will pick the actually units on the issue screen. The search button should be used or you can enter into these fields. The system will not verify text entries on this screen to validate that they are actual serial numbers. That will occur in the issuing process when the order is going to be completed.
Notes These are any notes you wish to add about the line.
Mark This check box will appear for each line after you have saved. It will allow you to place a check mark in it if you wish to delete a line.
Save Save the order and any changes made.
Delete Delete is used with the mark field above. If you want to remove lines, mark them and then click this button.
Pick List To print a pick list once the order is saved, click this button.
Start Issue Start issue will begin the process of removing the stock from inventory and completing the order. All units will be transferred to the issue screen for final validation.
Pages This shows additional pages if needed on an order when more than 10 lines items are being place don the order. Use the arrow buttons to scroll through the pages of an order.
Totals Boxes The totals populate based on information provided about the customer on the customer screen.

 

Adding a shipping order

Orders → Shipping → Create Shipping Order Orders → Shipping → Shipping Orders → Create New

  1. Click on Shipping in the main menu.
  2. Click on Create/Modify shipping order or use the dropdown menu and click Create Shipping Order (then skip next step)
  3. Click the Add New button.
  4. Fill in all mandatory and applicable fields.
  5. Click the Save button at the bottom of the screen.
  6. Select the Line Items tab at the top of the screen.
  7. Go to the first line and type in your item number or search for it.
  8. To search, click the  button. You will be taken to a search window. You can search in two ways by changing the value of the search/sort by field:
  • Description: change the search/sort by field to description and type in the first word or all of the description in the find field. Then click the search button.
  • Item ID: if you know the item ID, change the search/sort by field to this setting and type in the starting character or the full item ID. Then click the search button.
  1. Click on the item ID from the search results and it will automatically place the line item on the order.
  2. Enter the rest of the fields as required.
  3. Click the Save button.
  4. Repeat steps 7-10 until all items are added to the order.
  5. Save after each one.
  6. Once everything is added make sure you click the save button one final time.

Issuing a Shipping Order (Completing)

Orders → Shipping → Shipping Orders → Click Icon in Lines Column → Start Issue Button

  1. From the line items tab of the shipping order you want to complete, click Start Issue.
  2. Confirm that you want to start the issue.
  3. You will have either pre-picked on the shipping order screen the exact units you are removing from stock or you have the option to select the units in stock by location or serial number. By clicking the search button in either of those fields, you can locate the units in stock you are issuing to tell the system exactly which units you are taking out. If you do not use serial numbers or want the system to try and locate the inventory for you, click the Load All button. The system will automatically tell you which item to take.
  4. Click on “Save”.
  5. When you are done, click the “Issue” button.
  6. The items are now removed from stock and the packing slip will display.

 

Note: If lines need to be split, please select the first location manually, then click save. A new line with the item Id and units remaining to be loaded will display. This is needed when you have an item that you are shipping more than one of and it can have either different locations or different serial numbers.

Modifying a shipping order

Orders → Shipping → Shipping Orders → Click Icon in Edit Column

Orders → Shipping → Shipping Orders → Click Icon in Lines Column

(Deleting a line item, add a line item, or change the number ordered of an existing line item.)

  1. Click on Shipping in the main menu.
  2. Click on Create/Modify shipping order.
  3. If you know your order number type it in and click Search.
  4. Select the Order number of the order you want to change.
  5. The system will display the order on screen. You will then do one of the following on either the header or line items tab.
  • To delete a line: Go to the Line Items tab. Mark the line by clicking the first box to the left of the item ID. Then click the delete button. Then click save.
  • To change a quantity: Go to the Line Items tab. Type in the new quantity over the old one and click save.

To add a new line item: Go to the Line Items tab. On the first available ine, add the new item and qty. Be sure to click Save when done.

Canceling a shipping order

Orders → Shipping → Shipping Orders → Click Icon in Edit Column → Cancel Button

  1. Click on Shipping in the main menu.
  2. Click on Create/Modify shipping order.
  3. If you know your order number type it in and click Search.  4. Select the Order number of the order you want to change.
  4. The system will display the order on screen.
  5. Click the Cancel button. The order will be canceled and once you leave the screen, can be found under the Canceled Shipping Orders list.

Printing a Pick List

Orders → Shipping → Shipping Orders → Click Icon in Pick List Column

A pick list is a shipping document that will show what you need to pull for an order and where it is located in a warehouse. To print a pick list:

  1. Go to the Outstanding Shipping Order list under Shipping.
  2. Enter in the shipping order number you need to print a pick list for in the Search For field.
  3. Then click Go. (Leave Order in the In drop down list box.)
  4. When the order displays on the list, click on the PL field noted below. (Adobe Acrobat needs to be installed to use documents in IPOL.)
  5. Click on the printer icon and it will print to your default printer.

 

Printing Packing Slip

Orders → Shipping Orders → Click Icon in Packing Slip Column

A packing slip will automatically print after the order is issued but if you need to print an additional copy, follow the pick list instructions above but click on the PC column as indicated above.

Contact History

Orders → Management → Contact History

Contact History is a list of all contacts and activity made with the customer. You can add notes there about a customer. Simply select it from the Shipping menu, then click on the customer you want to see notes for.

 

Work Orders

There are only two lists in Work Orders.

Work Order Types

Orders → Other → Work Order Types

Work Order Types are categories for the work order. To enter these categories:

  1. Go to Work Orders, Then Work Order Types.
  2. Click the yellow + (plus) add new button.
  3. Enter the category name in the description field.
  4. Select the Use box..
  5. Click Save.

There can be as many work order types as needed or preferred.

Customers/Contacts

Orders → Shipping → Customers / Contacts

This is the same list used by Shipping in Inventory Pro Online. Please refer to the shipping portion of this document to enter your customer/contacts.

 

Work Orders – Order Header

 

 

Label Description
Order Header Contains information about the type of work being done and the employees involved in the work.
Cancel Allows you to cancel the new work order. If you are adding a new order and have not saved, no work number will be used.
Add New Allows you to create a new work order.
Order Number Used to identify and track the work order in the system.
Description A text entry description of the work to be performed.
Work Order Type This drop down box contains the types of work that you entered in the Work Order Type list.
Status The stage the work order is in. If you are only planning a work order, you would use requested. If you are going to definitely make the work order, change the status to open for the system to show commitments.

Created, Scheduled,

Required By, Work

Started, Work

Completed

All date fields for the system to tracked when an order changed status. Created will be automatically entered for you. The rest can be changed by the user or will populate on its own.
Requested By Uses the employee list controlled by your administrators.
Requester Phone and Extension Is the number to contact the person who requested the work to be done.

Assigned By and

Supervisor

Uses the employee list controlled by your administrators.
Warranty expires Date field to track if the work to be done will be under warranty and when it will expire.
Warranty Is a text entry field about the warranty that applies to this work being performed.

Skill, priority, shift,

notes, comment

All are test fields to capture other data about the work order.
Order for Customer If the work order applies to a customer, you can select their customer Id for tracking purposes.

 

Work Orders – Line Items

 

 

 

Label Description
Assembly This is the finished good you will be creating (these units will be received automatically when work is completed).
Units The quantity of the assembly ID you are making on the order.

Show Critical

Components

This is a filter based on the bill of materials setting and how units are marked on the work order. If it is a large BOM, you can use this filter to see only the major components and not small things such as bolts or nails.
Line Inventory Pro Online’s line item identification.
Inv This shows inventory parts that will be consumed from stock as opposed to non inventory labor you may be tracking.
Crit This is the critical filter. It will preload base don the BOM or assembly ID or you can select items order by order to be critical. Works with the Show Critical Components filter.
Item ID Components on a work order (these items will be issues out of stock).
Description This is the Item ID description from the item master list.
Required This is the number of units needed to complete the number of finished goods you are making.
Available This refers to how many of that item ID is available for use.
Issued Shows how many components already have been issued if you are issuing multiple times against a work order.
Unit Price The value of the item ID.
Mark Is used to select a line for removal of a work order.
Top Components This button is used to populate the work order when making an assembly. After the assembly ID is populated and the number of units is entered, you can use this button to select the top level of components instead of all subassemblies as well as top assemblies.
All Components This button is used to populate the work order when making an assembly. After the assembly ID is populated and the number of units is entered, you can use this button to select all levels of the BOM – including subassemblies.

 

Work Order Types

Work Orders can be used two ways. One, to track parts issue internally for work done.Two, to create assemblies or kits using a bill of materials or list of parts that will become one finished good.

Creating a Bill of Materials

The Inventory System in Inventory Pro Online allows you to store a bill of materials or components list. The components that make up a finished product can then be referenced and used in the Work Orders System and Shipping System. Using the Work Orders System to kit or assemble a finished product, Inventory Pro will automatically remove required items (components) listed on the work order and receive the finished product into stock when you issue the work order. Using a shipping order in order processing will allow you to list all components of an item on a customer order with only entering the assembly/kit item ID.

 

When assemblies are repetitive, using this list of components will save time and data entry errors on work orders and shipping orders. Keep in mind, you can add to the components as needed on the work order or shipping order.

So if you have an item whose assembly changes frequently, you can list only the regular items on the Bill of Materials screen. Then use this and add the variable components to each work order or shipping order as needed.

Below are the steps to Create Kit/Assembly/Bill of Materials.

  1. All the parts (components to be used in any assembly of another part) of the kit must be separate inventory items on your Item Master List. On the Item Master List for each part, check the box for Item is a make.
  2. Enter the kit or assembled item in your Item Master List as a new inventory item. These parent items must also be checked Item is a Make on the Item Master List.
  3. Under Inventory, select Bill of Materials.
  4. On this screen, select an assembly. Then fill in the fields as described below.
  • Select or type in the item ID.
  • Enter the number of that item the assembly requires to make one of the finished product in the Units field.
  • Enter the labor hours and labor cost if they apply. This is for reference only and to reflect the cost if this is being assembled through work orders.
  • Select the Crit. checkbox if the component is critical to the assembly. This will allow filtering on a work order to view only critical items. This is useful is some items have a much linger lead time for example. If the flag is set in Administrative Tools/Options/BOM Work Orders screen, all components will default to critical.
  • The “Yield” field should be populated if you will be tracking waste factors.
  1. Repeat adding until all components are on the list.
  2. Click Save when done.

 

You may also have items appear on assemblies that are assemblies themselves. This can be used then in the Work Orders module only to list all components and their subassemblies. For example, you are making a car as the final assembly. The requires the following parts:

1 transmission

1 engine

1 exhaust system

1 computer

Etc.

However, prior to assembling the car, you have to do several subassemblies. One subassembly might be for the exhaust system. This would require the parts below:

1 muffler

4 brackets

8 screws

Etc.

Removing Components from a Bill of Materials

Removing components is as easy as adding them. Simply follow the instructions below and the components will no longer appear as a required part of that assembly.

  1. Go to the kit or assembled item on the Inventory/Bill of Materials screen.
  2. Place a check in the Mark column of the item you want to remove.
  3. Then click on Delete button.
  4. Click Save when done.

Bill of Material (BOM) Provisions

This screen is an extension of the Bill of Materials screen. It allows you to enter all items that could possibly be used on a work order – regardless of the Bill of Materials screen. The Bill of Materials screen is the standard to assist you in populating a work order. When on a work order, after selecting a parent assembly and the system loads the BOM for that assembly, you have the ability to add additional items. This Bill of Materials Provision screen will be referenced when items are added to ensure that item is allow to be used with the assembly. An example would be tires on a car. You might have 3 different tires that can be used. One of them is the standard tire however, you can go with two others. So you place the standard on the Bill of Materials but place all three on the Bill of Materials Provisions screen. So in the event of a stock out situation on the standard tire, you might want to use one of the other two on a work order. The work order can then make sure you are picking a correct substitution. To access this screen, go to Inventory, then BOM Provisions. Adding and removing items from the provisions list can be done the same way you would add to the Bill of Materials screen. If you are adding one for the first time and the Bill of Materials is already in place, you can use the Populate button and the system will populate the items from the Bill from the Bill of Materials screen for you. Then add the rest of the items.

Adding a new work order for a kit or assembly

To create a new work order,

  1. Click on Work Orders in the main menu, and then click on Create/Modify work order.
  2. Fill in all applicable fields.
  3. Click the Save button.
  4. Click the Line Items tab near the top of the screen.
  5. Go to the Assembly field and select or enter the item you are making.
  6. Click either All Components or Top Components button.
  7. All Components will display all level of the assembly
  8. Top components will only show the top level of components and no subassemblies.
  9. Click Save.
  10. If you need to add more items to the work order that are not on the BOM, go to the next available line with nothing in it and enter or search for the item ID, enter the required units (qty) and the price if needed. Click Save. Repeat this as many times as needed to populate all components to the work order.
  11. Click the magnifying glass icon to the right of “Line Items for Work Order” to print out your work order document when you are finished.

Print a Pick List for a Work Order

A pick list can be printed off of the line items tab of any work order by clicking the Pick List button.

Completing a Work Order for a kit or assembly

Based on your system settings, work orders can:

  • Remain open until they are manually closed.
  • Complete when issued (without allowing partial issues)
  • Prompt you to make a back order when a work order has been partially made.
  • Always make a back order is the work order is not completed when you issue.

Depending upon the setting your process can change. The default setting is to not make back orders or allow partial assemblies. This is the setting that is turned on now and will remain turned on. You will get new instructions if that changes. When you are ready to complete the work order, which means remove the components from stock and receive the assembly Item ID into stock. Follow these steps.

Note: A work Order must have an Open status to issue against it. So if the issue button is not available, change the status on the order header.

 

  1. Go to the Line Items tab of the work order you are completing.
  2. Click the Issue button.
  3. Confirm the issue by clicking yes to the prompt box.
  4. You have the option to select the units in stock by location or serial number. By clicking the search button in either of those fields, you can locate the units in stock you are issuing to tell the system exactly which units you are taking out. If you do not use serial numbers or want the system to try and locate the inventory for you, click the Load All button. The system will automatically tell you which item to take.
  5. Click on “Save”.
  6. When you are done, click the “Issue” button.
  7. The items are now removed from stock and the work order is completed.

To View Components Used to make an item on a work order

  1. Go to Inventory and Locate/Move.
  2. Locate the item you want to view the components used on the work order.
  3. Click on the Item Id to go to the details of the unit.
  4. Click on the BOM Items Issued button.
  5. It will display the item ID, description, serial number and quantity of units for all parts that made the item in stock.

Cancel a Work Order

If you need to cancel a work order:

  1. Go to Work Orders, and All Work Orders.
  2. In the Search For field enter the work order number, change the In field to Work Order, and click Go.
  3. Select the work order you want to cancel by clicking on the work order number (link) to get to the order header.
  4. In the Status ID field, change the Status to Canceled.
  5. Click Save.

Deleting a Work Order

Work Orders can be deleted by an administrator however we recommend never deleting the history. Instead please cancel the work order so you can track all sequential work order numbers.

Using Work Orders to issue Parts Internally (not kitting)

You can issue parts for a work order without creating a new item in stock. To do this, do not use an assembly Item ID in the assembly field. Instead, list the parts to be issued on the line items and then procedure with issue as in the steps above for assemblies or kits.

 

Assets

The Assets page lets you maintain tangible and intangible assets.

The assets module lets you manage the tangible and intangible assets of your company.

Label Description
Description Enter a brief description in this field. This description will accompany the asset tag in list boxes to identify an asset.
Cancel Use this button to delete an asset from your database.
Add New Use this button to add a new asset to your database.

License

Information

This tab stores information about licensed assets—maximum number of users and machines to which a license will apply, whether a license is a site license or an enterprise license, etc.
Asset Tag The code in this field is used to identify the asset within your system. This is also the code that will print on the bar code label if you choose to print one for this asset.
Costs/Depreciatio n This tab contains information about the original and replacement costs of the asset.
Comments This tab contains a blank field in which you can enter comments about an asset.
Filter

These two fields work in conjunction with one another to filter your list of assets. In the “Filter” field, choose a category that you would like to filter by—for example, owner or asset type. Then enter a specific example of this category in the value field. For example, if you choose to filter by supplier and enter the value “Company ABC,” only assets supplied by this company will appear in the drop down box under “Asset

Tag.”

Picture A picture of the asset can be placed on this tab. Simply copy and paste according to the instructions on the tab.
Specifications This tab contains information about the asset’s physical requirements.
Dates/Warranty This tab contains information about dates within the life cycle of the asset as well as information about any warranty the asset may have.
Operation Box This box contains a list of reports that you can generate using the Assets System.
Asset Header This tab contains general information about the asset—its type, model, manufacturer, owner, etc.
Readings This tab stores information about physical assets that can be used in depreciations, such as count, rollover, and asset capacity.
Asset Type Choose a classification type from the drop down box in this field.
Department This field can be used to record the department that uses a particular asset or is
  responsible for its maintenance.
Location This field can be used to record the location where an asset is stored.
Center Code This field can be used to associate an asset with a particular cost center or as a secondary classification field.
Owner This field can be used to associate an asset with a particular owner.
Used By This field can be used to assign an asset to a particular user.
Parent Asset This field can be used to associate an asset with another asset. For example, you might list a particular computer as being the parent asset of its printer. In order for an asset to appear in this drop down box, you must already have entered it into the system as an asset.
Serial Number This field can be used to store an asset’s serial number.
Supplier This field can be used to store the name of the supplier of an asset.
Manufacturer This field can be used to store the name of the manufacturer of an asset.
Model This field can be used to store the model number of an asset.
Faceplate/Jack This field can be used to associate an asset with a type of faceplate or jack.
First Aid Use this field for a reference to first aid procedures.

 

Ordering an Asset on a PO

  1. Using the popup menu, select Create Purchase Order and skip step two and three or click on Purchasing in the main menu.
  2. Then click on the link Create/Modify Purchase Order.
  3. Click the Add New button. A blank record will appear.
  4. Fill in all required fields. For an Asset to be order, you must change the Order Type field to Assets.
  5. Approval field cannot be populated until line items are added with the unit prices populated.
  6. Click the Save button. The new purchase record will appear.
  7. Click the PO Assets tab.
  8. Click the Add Line Button. A new line for the asset displays.
  9. Select the Asset Type, enter a text description, enter a tag style, enter the number of units, and enter the price.
  10. Repeat steps 7 to 8 as many times as needed. Click the Save button after each line item is added and when you are finished adding your items.
  11. Click to the Notes/Totals tab to enter information about pricing of a PO.
  12. Save on this tab.
  13. Click to the Delivery Schedule tab to setup multiple deliveries if required.
  14. Save on this tab.
  15. Go back to your Order Header and approve the purchase order.
  16. If you must print a requisition you can go right to step 16. Below and an unapproved order will print out as a requisition versus an approved purchase order. You can leave them as requisitions as long as needed. The orders must be approved before a receipt can be recorded in the system.

Printing the Purchase Order for an Asset

To print or reprint your purchase order out at any time:

  1. Click on Purchasing, then All Purchase Orders List (or use the popup menu All Purchase Orders)
  2. Type the PO number in the Search For field and click the Go button to find the PO number.
  3. Use the Print button to print the purchase order to your printer.

Modifying an Outstanding Purchase Order with an Asset

To delete an item from an outstanding purchase order:

  1. Click on Purchasing, then Create/ Modify Purchase Order (or use the popup menu Modify Purchase Order).
  2. Enter in the purchase order number you are looking for and click the Search button.
  3. Click the Purchase Order link.
  4. On the Header tab, you will need to change the Approved by field to **not selected** and click save. The approval needs to be removed before any changes can be made. If a user removes the approval and does not have permissions to approve an order, the approval will remain not selected and the purchase order will be a requisition/unapproved status. It will remain this way until a user with permissions required logs in and approves the order.
  5. Now you are able to change the details of the purchase order.
  6. Click Save after any changes are made.
  7. To any information in text entry fields, simply type over the existing text and click the Save button when you are finished.
  8. To add a new line item, click the Add Line button and select your item ID to the order. Click the Save button when done.

To delete a line from a purchase order, place a check box in the mark column as shown below. Then click the Delete button. The line item is removed but you must click the Save button when done.

Receiving a Purchase Order with an Asset

  1. Click on Purchasing, then Outstanding Purchase Orders (or use the popup menu Outstanding Purchase Orders).
  2. Enter in the purchase order number you are looking for and click the Search button.
  3. Click the LI column of the order you want to receive .
  4. Click the Receive button.
  5. The assets will display on the Outstanding PO Assets screen.

Adding a new Asset without a PO

To add a new asset into the database,

  1. Click on Assets in the main menu.
  2. Click on All assets list.
  3. Click the Add Asset button.
  4. Fill in at least the Description, Asset type, and Supplier fields.
  5. Use the “Comments” tab to store any additional information—for example, the asset’s repair history.
  6. If you would like to store a picture of the asset in your database, click the “Picture” tab and follow the instructions on the screen.
  7. Click the Save button.
  8. When you are finished, either begin again at step 2 to continue adding assets or exit the “Adding a New Record” screen.

Modifying an Existing Asset

  1. Click on Assets in the main menu.
  2. Click on All assets list.
  3. There are two ways to access an existing asset:
  • Click the pencil icon to the left of the “Asset” field.
  • You can narrow your search by selecting assets from within a certain type category. Choose the filter of the asset for which you are searching. Then select a value for the filter by using the “Search for” field. Then, click on the “Go” button to the right of the “in:” field. Only assets that fit into the category you selected will display. Locate your specific asset and click on the pencil icon to the left of the “Asset” field.
  1. Make the desired modifications.
  2. Click the Save button

Deactivating an Existing Asset

  1. Click on Assets in the main menu.
  2. Click on All assets list.
  3. Find the record of the asset that you wish to deactivate, using the filers if necessary.
  4. Click pencil icon to the left of the “Asset” field
  5. Click on the Retire button
  6. A warning will pop up asking you if you are cretin about your decision
  7. Click yes to retire the asset
  8. The asset has been now been deactivated.

Once assets have been deactivated, it is not possible to reactivate them. However, you can view a list of deactivated assets by choosing “Retired Assets” under “Assets” and then select the specific record that you wish to view.

Asset types

Sometimes you will have to add a new tangible or intangible asset type. To do so,

  1. Click on Assets in the main menu.
  2. Click on the button to the left of Asset types.
  3. Click the Copy to New button.
  4. Fill in the Description field and any other that may apply
  5. Click the Save button.

Asset Depreciation Formulas

The following formulas are already saved in IPOL. To add a formula, select “Asset Depreciation” under “Assets” on the main menu.

Straight Line

[C – (C r)]

Ut

Units of Production

[C – (C r)]

Cnt

Double Declining

[C r] [(1.0 – 0.2)(t/12.0)] + r

Sum of the Years’ Digits

[(C r) (1 – t) (2Ut + 1)]

[(U + 1.0) (U + r)]

Double-Declining (200%) Method

(Cr) * [1.0 – 1.5(12.0)](t/12.0) + r

U

150% Declining Method

(Cr) [1.0 – 1.5(12.0)](t – 1) + r

U

MACRSCombined 150%

If U [1.0 – 1.5 (12.0)](t – 1) [1.5] [12.0] > 1,

U U

 

(Cr) [1.0 – 1.5 (12.0)](t/12.0) + r, C – (Cr)

U Ut

MACRS—Combined 200%

 

If U[1.0 – 2.0 (12.0)](t – 1) [2.0] [12.0] > 1,

U U

 

[Cr] [1.0 – 2.0 (12.0)](t/12.0) + r, C – (CR)

U Ut

 

where:

 

C= asset cost t= elapsed time n= unit count
U= useful life p=capacity r= residual value

 

*It is possible to select two formulas to serve as defaults—they will automatically be applied unless you specify otherwise. To select your defaults, click “System” on the main menu, then “Administrative Tools,” “Options,” and “Assets.” Also on this tab, you can opt to hide the lookup list of asset ID numbers. This will require you to enter the asset tag manually, but is useful if you have a very large database.

Adding a new asset depreciation formula

  1. Click on Assets in the main menu.
  2. Click on Asset Depreciation
  3. Click on the plus button to add a new record
  4. Type in description, formula, and check the use box
  5. Click on the Save button

 

 

Leasing

Leasing allows you to move items from your warehouses to a customer’s location but allows the inventory to remain in stock. The items stay on your inventory however it shows that the customer has them and you expect them to be returned to you. As the stock is reported as consumed you can then generate orders and remove the stock from it’s leased status. The inventory is not considered available for issues or shipping orders but is viewable and able to be reported on. The Audit Trial Report will show you when the item is received, moved, leased and issued. Every time you lease the item, it will appear on this report.

To Lease Items Out

Inventory → Stock → Leasing

  1. Select Inventory, then Leasing.
  2. Select the warehouse you are leasing the items from and click Go.
  3. In the Lease to field, select the customer ID.
  4. In the Item Id field, enter the item ID or search for it by clicking on the  search button.
  5. If searching, enter the item id or description in the Find Part field.
  6. Then select if you are search by item ID or description in the Search/Sort By field.  c.      Click the Search Button.
  7. Select the item by clicking the item ID to place it on the leasing screen.
  8. Now select either:
  9. The Location  search button.
  10. The Lot/Serial  search button.
  11. Or the Units  search button.
  12. All three of these fields will display in the popup search window however, the field you chose will be highlighted as a link to select back to the order. Now select the actual unit(s) you are leasing to the customer.
  13. The other 2 fields will immediately populate based on your selection.
  14. Continue adding items until all items are on the leasing screen.
  15. At the bottom of the screen, there is a check box called Generate Packing Slip. If this is selected one will print. If you opt to now print one, uncheck the box.
  16. Click Lease when you are certain you have all items on the screen and the data is correct.

 

If you are entering many items, you might want to Save periodically. The items will remain on the screen until you complete the transaction by clicking the Lease button even if you leave the screen and return as long as you have used the Save button. If you decide not to continue with a transaction and want to clear the screen, click the Reset button at the top of the screen.

 

If you want to delete just one lien item from the lease screen after you have saved, place a check mark in the Mark box of that line and click the Delete Marked button. The Delete all button can be used if you want to delete all line items but want the customer to remain.

 

The items will move to the customer only after the Lease button is clicked.

Viewing Leased Items

Inventory → Stock → Locate / Move

  1. Click on Inventory in the main menu.
  2. Click on Locate/Move Inventory.
  3. In the Leased To field, select the customer and click the Locate/Move Units button.

    You can also enter the item ID as well as the Leased To field to narrow your search to locate the item you want to view.

Returning a Leased Item to a Warehouse

Inventory → Stock → Leasing

Inventory → Stock → Locate / Move

There are two ways to return items. Both ways will be tracked on the Audit Trail. The major difference between them is that returning through leasing will allowed you to print a packing slip but the locate and move will not.

 

Returning through the Leasing screen

  1. Select Inventory, then Leasing.
  2. Select the warehouse you are returning the items to and click Go.
  3. In the Lease to field, select [home].
  4. In the Item Id field, enter the item ID or search for it by clicking on the  search button.
  5. If searching, enter the item id or description in the Find Part field.
  6. Then select if you are search by item ID or description in the Search/Sort By field.  c.       Click the Search Button.
  7. Select the item by clicking the item ID to place it on the leasing screen.
  8. Now select either:
  9. The Location  search button. (the location now shows the customer ID)
  10. The Lot/Serial  search button.
  11. Or the Units  search button.
  12. All three of these fields will display in the popup search window however, the field you chose will be highlighted as a link to select back to the order. Now select the actual unit(s) you are returning.
  13. The other 2 fields will immediately populate based on your selection.
  14. Continue adding items until all items are on the leasing screen.
  15. At the bottom of the screen, there is a check box called Generate Packing Slip. If this is selected one will print. If you opt to now print one, uncheck the box.
  16. Click Lease when you are certain you have all items on the screen and the data is correct. The items are now returned to your location and stored in the generic system Dock location.
  17. Go to Inventory, then Locate/Move Units.
  18. Locate the item you returned by entering the item ID or location of DOCK.
  19. Then select the item and move it to the physical location within your warehouse that you are storing it in since the return.

 

Returning through Locate and Move

  1. Click on Inventory in the main menu.
  2. Click on Locate/Move Inventory.
  3. In the Leased To field, select the customer and click the Locate/Move Units button.

    You can also enter the item ID as well as the Leased To field to narrow your search to locate the item you want to return.

  1. Place a check next to the item(s) in the Mark column you are returning. If you need to split the units,        Click on the number (which is a link shown above) in the Units field for the item you wish to split.
  • A prompt will display requesting the number of units you want to split.
  • Enter the number you are transferring to another warehouse and click ok.
  • The screen will display showing the split units.
  • Then put a check in the Mark column of the line of units you want to return.
  1. Go down to the To Location field at the bottom of the screen and enter the physical warehouse location.
  2. In the In Warehouse field, confirm the warehouse you are moving them to.
  3. Click the “Move Units” Button.
  4. The item is now returned.

 

Audit Trail of Leased Items

The Audit Trail is a report containing all movements of a unit in stock. Go to Reports, select Inventory, and Audit Trail as shown below.

 

 

 

Repair Orders

Repair Orders can be used three ways.

  • You can to send units out to be repaired to a supplier.
  • You can repair a unit that is currently in stock and use other parts if needed (then track what went into specific units).
  • You can repair an item that has shipped to a customer.

Archived Units

The Archived Units function of Inventory Pro Online allows you to search for old stock and to view the history of each “Lot” of stock. A lot in this sense is a group of stock that has been issued out of the system at the same time under the same Item ID.

This functionality is particularly useful in conjunction with the Repair Orders feature. For example, if a customer calls about a unit that needs to be repaired, you can use the unit archives to find lot/units that were shipped to them.

Sending Units to a Supplier for Repair

Inventory → Stock → Locate / Move

This feature allows you to send it out to the supplier, yet know where it is at all times.

  1. Click on Inventory in the main menu.
  2. Click on Locate/Move Units.
  3. Click Repair Units at the bottom of the screen. Do not enter any criteria in your search options.
  4. Place a check at the item(s) you are moving to repair.
  • If you need to split the units, then follow the instructions below.
  • Click on the number (which is a link) in the Units field for the item you wish to split.
  • A prompt will display requesting the number of units you want to split.
  • Enter the number you are sending out for repair.    The screen will display showing the split units.
  1. Select the supplier that you are sending the item to in the Supplier field.
  2. Enter a status for the repair.
  3. Click on “Send Units”.
  4. A packing slip will appear if you check the box on the screen.

Viewing Units at a Suppliers for Repair

Inventory → Stock → Locate / Move

When units are out at a supplier location, you will see this sign, in the Remarks column of the in stock details. If you click the  sign, it will display the Supplier name and reference number it went out under.

 

 

Receiving an item from repair

Inventory → Stock → Locate / Move

To receive an item from repair,

  1. Click on Inventory and then Locate/Move.
  2. Enter the Item number and click the Locate/Move Units button.
  3. Click on Receive From Transit at the bottom of the screen as shown below.
  4. Place a check in the Mark column of the unit you are receiving back from repair.
  5. Click Receive Units button at the bottom of the screen.
  6. The units are now part of your active inventory and the repair transfer and return will appear on the Inventory/Audit Trail Report.

Repairing Units in Stock

Inventory → Other → Repair Orders

Adding a repair order for a unit that is in stock

  1. Go to Inventory/Repair Orders
  2. Click the Add Repair Order buttons.
  3. Entering information on the Header Tab and click save.
  4. Go to the Line Items tab.
  5. In the first Line, select repair unit as the item ID.
  6. In the lot/serial number field, search for the unit and select it back to the repair order.
  7. In line two, add any known parts you may have to issue from stock if needed.
  8. Add as many items as needed to that you will be using from your own stock.
  9. Click Save.
  10. Entering any additional pricing or invoicing information on the Invoice/Totals tab and click Save when done.
  11. Now it is outstanding awaiting shipment or receipt of the item so the repair work can be done.

 

Issuing Parts to a Repair Order

  1. Go to Inventory/Repair Orders
  2. Click the LI column of the Repair Order you will be completing.
  3. Add any additional parts and Save if needed.
  4. Select the units you took from stock by clicking on the search button.
  5. Click the Issue Stocked Units button when you are ready to remove the items from stock.

 

Repairing Units that have shipped to a Customer

Inventory → Management → Archived Stock

In this feature, the units do not have to come back to the warehouse location. The system will not track them as coming back unless you perform a direct receipt (using a repair elated adjustment code). Then you will have to perform a direct issue to send them back to the customer. You might simply be sending a replacement part and want to show the replacement part went to that customers unit. Thus not perform a direct receipt and issue. To do a repair order on an item that had shipped…

Adding a Repair Order

  1. Go to Inventory, then Archived Units.
  2. Enter a serial number or other identifying criteria and click View Units.
  3. Once the unit it located, click on the pencil Icon.
  4. When prompted, click yes to create a new repair order.
  5. The unit is placed onto a new repair order.
  6. Add any known parts you may have to issue from stock if needed.
  7. Add as many items as needed to that you will be using from your own stock.
  8. Click Save.
  9. Next go to the Header Tab of the order. The customer will have transferred from the shipping record. Make any changes and click Save.
  10. Entering any additional pricing or invoicing information on the Invoice/Totals tab and click Save when done.
  11. Now it is outstanding awaiting shipment or receipt of the item so the repair work can be done.

 

Issuing Parts to a Repair Order

  1. Go to Inventory/Repair Orders
  2. Click the Lines column of the Repair Order you will be completing.
  3. Add any additional parts and Save if needed.
  4. Select the units you took from stock by clicking on the search button.
  5. Click the Issue Stocked Units button when you are ready to remove the items from stock.
  6. Once parts are issued, you can click the preview button at the top of the screen near the repair order number to print out a repair order packing slip/invoice.
  7. Click the Complete button when the order is finished.

 

Archived Units – Cont.

Inventory → Other → Repair Orders

You can access the archives by selecting Archived Units under Inventory on the main menu. Then enter the known information in the appropriate fields and click View Units. All items that fit the given criteria will be displayed. By clicking the Unit History button in the History column, you will see any repairs that have been done to the unit or any notes user shave entered about the archived units. Click on the Item ID (which is a link) will show information such as the receiving and issuing dates and references.

 

 

Reporting

The Reports page lets you run reports and queries.

 

Both reports and queries allow you to select the exact records that you want displayed by adding filters. Reports are lists, all in one long page, that are designed to be printed. Queries provide the same information in a scrollable multi-page format.

Running Reports and Queries

To run any of the dozens of reports or query types provided by Inventory Pro Online,

  1. Click on Reports in the main menu.
  2. Select a report type in the left box and one of the available reports for that type in the right box.
  3. Click the Report button to access reports or the Query button to access queries. You will see a screen like the following.

 

 

 

  1. Select a sort order from the Order By field. Fill in any other fields that apply.
  2. If you wish, add filters to limit the range of the report or query (see below).
  3. Click on one of the four buttons–Report/Query, Acrobat (PDF), Word (RTF), or Export (CSV). Report/Query displays the report or query in HTML, Acrobat in Adobe Acrobat® format, Word in Microsoft Word® format, and Export in Microsoft Excel® format.
  4. The report or query displays.

 

 

Adding Filters

Filters parse out undesired records from a report or query. The above Filters Setup screen displays two filters. To add more filters, click the Add Filter Button. To save a particular filter setup, click the Save button. To delete a filter, click the button to the left of the unwanted filter. Set up each filter by selecting the field to filter by in Filter Field, the limiting operation in Operation, and the value or values in the Value fields.

 

For example, the above two filters would return all records with Item IDs greater than 25545 and the word “Wines” in their Supplier Name fields.

 

(Note)

Users with administrative privileges can check the Global check box next to a defined filter to make it apply to all records and queries run by all users of the system.

 

 

System Lists

The System Lists Page lets you view and modify system lists.

Adding Company Locations

Company Locations in Inventory Pro Online are the locations that receive or issue inventory, as well as your company address. To add a company location,

  1. Click on System in the main menu.
  2. Click on the pencil icon next to Company Locations.
  3. Click the Add New button.
  4. Enter in the information on the form.

    Select the radio buttons that apply for being a bill to address, ship to address, and warehouse. A location can be all three or only one.

  1. Click the Save button.

Adding Company Employees

Your Company Employees must be entered for security reasons—to allow the system to determine what users to allow access to what parts of Inventory Pro Online.

  1. Click on System in the main menu.
  2. Click on the pencil icon next to Employees.
  3. Click the Add New button.
  4. Enter in the information on the form.
  • Salesperson field should be marked Yes if the employee will be entering shipping orders
  • Buyer field must be checked Yes if the employee will be entering purchase orders
  • Buyer Approval Amount field needs to contain a value if the employee is a buyer in the field above. This level you set in this field is maximum dollar amount the employee can approve a purchase order for.
  • Login Name (IMPORTANT) must match the login name you are assigning to the user in the Adding a User Name and Password instructions below.
  1. Click the Save button.

Adding a User Name and Password

When you have new employee, customer, or anyone who will need access to your Inventory Pro Online system, you will need to add them as a user. In Inventory Pro Online users belong to groups. The groups have different levels of access. To add a new user, follow the instructions below.

  1. Click on System in the main menu.
  2. Click on the pencil icon next to System Users.
  3. Click the Add New button.
  4. Enter information onto the form, as per below:
  • Do not enter a User ID, as the system will assign this for you.
  • Enter a Login Name and Password. Write the password down, as it will appear in asterisks (The login name must match the login name of the employee entered in the Adding Company Employees steps above).
  • Select the appropriate group for the user (remember that this group controls the functions they can do in the system).
  • Select a Supplier ID if this is a vendor that you want to only have access to his or her own items (if you do not select a supplier ID the person will be able to see all items regardless of their supplier).
  • Select a Customer ID if this is a customer who you want to have only access to his or her own orders (if you do not select this, the user will be able to see all orders regardless of their ship to/bill to information).
  • Select the Employee ID if this is an employee to link the purchasing limitations and salesperson information rights to the user.
  • Check Yes in the Use box.
  • In the Warehouse field enter a warehouse ID number (which can be found on the warehouse list under inventory) if the person is assigned to only one warehouse. If you do not select a warehouse ID, the user will have access to all warehouses (their functions will be limited by the group they belong to).
  • Mark “Read Only” No or Yes depending upon whether you want the user to be able to change data (the items they can change will depend on the group they are assigned to.
  • The Home Page field defaults to item_master_list.asp. The home page is considered the screen they come to after they login. You can change the screen they come to by entering the Area (Receiving, Issuing, Shipping, Etc) and the page in the format./Inventory/item_master_list.asp.

You can find this information for any page by looking in the address bar.

  1. Click Save.

Adding System Groups

System groups control the access users have to the system. To add a new system group,

  1.     Click on System in the main menu.
  2. Click on the pencil icon next to System Groups.
  3. Click the Add New button.
  4. Enter a Group Name.
  5. Select Yes in the Administrator check box only if you want the new group to have administrative privileges.
  6. Select Yes in the “Use this Group” check box.
  7. Click the System button in the Main Menu to go back to the System screen for the next step, Setting up Group Permissions.

Setting up Groups Permissions

Group permissions determine the parts of the system that users belonging to different groups have access to. To set up group permissions,

  1. Click on System in the main menu.
  2. Click on Groups Permissions. You will see a screen that displays check boxes for all the features of the Inventory Pro Online system.
  3. Select the group the permissions for which you wish to modify from the “Permissions for Group” drop down list box.
  4. Check the features that you want this group to be able to access, and uncheck the ones you do not want the group to be able to access.
  5. Click the Save button at the bottom of the screen when you are done.

 

Note: Report Permissions

Inventory Pro Online also allows you to control the reports that users belonging to a group will have access to. The Report Permissions page is essentially identical to the Group Permissions page. Access it through Main Menu/System/Report Permissions.

Installation & Training

We provide full setup and training services.

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