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Inventory – Item Detail – OneSource: Inventory for QuickBooks Online Inventory – Item Detail – OneSource: Inventory for QuickBooks Online

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Inventory – Item Detail

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Table of Contents

Inventory Management – Common Tasks

How to find an inventory item

  • Using the Quick Price Check screen: Ctrl+Q
  • Shortcut KeysF10
  • On the Inventory Management screen:
    • Press F10 (to find a different item), OR
    • Use the Quick Find drop-down list, OR
    • Click the Find button.
  • On the Inventory Lists screen, right-click to sort any of the lists by the Item Number

How to add new inventory items to your item list – 1 item at a time

  • Ctrl+F10, or
  • Inventory Add New Inventory, or
  • From the Inventory Management screen click the New button, or
  • From the Inventory Items list screen, click the New button, or
  • From a QuoteSales OrderInvoiceCredit Memo, or Purchase Order. When adding an item that is not in the drop-down list, click Yes when prompted to add a new item.

How to Import or Update Supplier Item Lists (that are linked to existing items in OneSource)

Please see: How to Import or Update Supplier Item Lists (that are linked to existing items in OneSource).

How to Adjust Quantities in Stock

  • Find the item you want to adjust (using the QPC or by pressing F10)
  • Click on the In Stock tab.
  • Click the Adjust Quantities in Stock button.
  • Click Add to Inventory or Remove from Inventory
  • Enter the Quantity you want to add or reduce from inventory
  • Enter the Cost (each) that needs to be added or reduced from your GL Inventory asset account.
  • Select the proper Warehouse.
  • Enter any Comments as to why the inventory is being adjusted.
  • Click OK to make the adjustment.
Counting Inventory Items

To learn more about how to count and adjust Inventory Item levels please refer to kbaHow to Count and adjust Inventory Item levels (1 at a time, or in cycle counts, or all items at once).

How to Print Labels

Please see: How to set up a label printer (for most Zebra label printers).

How to Edit Inventory Items

  • Find the inventory item you want to edit and then press the Edit button.

How to link pictures to inventory items

Please see: How to link pictures to inventory items.

How to Delete an Item from your list of Items

  • Find the item you want to delete.
  • Click the Delete button.
Note

If the item has been used on a Sales Order, Invoice, PO, etc you will NOT be able to delete the Inventory Item.  You can however uncheck the Active checkbox – which will hide the item from most Inventory Item drop-down lists.

How to create RMA’s

Please see: Creating RMA’s

How to Print the Details About an Item

  • From the Inventory Management Screen > Print button (Prints a report for the selected Item)
  • From the Report Selection Screen:
    • Report  > System Reports
    • Change Report Category to Inventory
    • Select the Inventory report of your choice
    • Click Preview or Print

Multi-warehouse Inventory Management

How to transfer items from 1 warehouse to another warehouse (in your company)

Please see: Using the Inventory Shipping/Receiving screen.

How to update your Partslink data (if you have your own ABPA Partslink account)

Please see: How to update your Partslink data (if you have your own ABPA Partslink account).

Inventory Item Management – Description of Tabs, Fields, and Buttons

Header Section

  • Quick Find: The searchable part number
  • Description: The description used on Quotes, Orders, Invoices, and Purchase Orders
  • Picking Order: This is a numeric field used by the Stock Picking Tickets to arrange the order that items are to be picked off the shelf by Picking Order.
  • Location: This is an alphanumeric field used by the Stock Picking Tickets to arrange the order that items are to be picked off the shelf by Picking Order, then Location.
  • Bin: this is an alphanumeric field used by the Stock Picking Tickets to arrange the order that items are to be picked off the shelf by Picking Order, then Location, then Bin
  • QTY Damaged: This will show the number of items in stock that are marked as damaged (if you have the option turned on to track Damaged items).

Below the Tabs

  • Description: The description used on Quotes, Orders, Invoices, and Purchase Orders
  • PO Item Description: The description used for PO’s if different from the description used on Quotes, Orders, Invoices, and Purchase Orders
  • PO Item Notes: Any notes that you will need to remember for ordering this part such as (Item can only be ordered in case Qty of 12)
  • Class: Class field: This field should contain one of the following 3 values:
    • Stock: (Very Important) An item should have a Class of Stock if it is a tangible item that you sell that is purchase to sell from stock, special ordered, or even drop shipped. (In other words, in order to keep the GL accurate in OneSource, all items that you sell that are not considered a service or some form of labor should be classified as a Stock item).
    • Service: An item should have a Class of Service if it is not a Labor item or a Stock item.
    • Labor: An item should have a Class of Labor if the item is specifically an item that is tracked as a Labor item.
  • Category: What category is this Item in (Cooling)
  • Sub Category: What sub Category is this Item in (More descriptive like Radiator)
  • Years Range: What range of years does this Part Fit (90, 98)
  • Model: what Model does this part fit (Titan)
  • Quality Indicator: Does this part have a quality certification like (Capa or Diamond Standard)
  • Vehicle Manufacturer:  What is the 2 letter vehicle Manufacturer abbreviation for this part (FORD = FD, Nissan = NI)
  • OEM #: What is the Original Equipment Manufacturers number for this part
  • PartsLink #: what is the PartsLink Number that was assigned to this part
  • Default Supplier Item #: What is the Item Number provided by the Supplier
  • Default Supplier: Who is the main supplier for this part
  • PartsLink PType: Items are listed by Ptype for sorting and ordering purposes.
  • Interchange #: If you were using a different part number for this PartsLink Item this is where you would associate the old Item number to this PartsLink Number.
  • Shipping Weight: Your supplier can provide you with the shipping weight.
  • Weight Unit: Your supplier can provide you with weight per unit.
  • SQ. Feet / Volume: Your supplier can provide you with the SQ. Feet / Volume
  • Freight Class: Shipping Companies need to know what they are shipping and all items have a shipping class. Your supplier can provide you with the shipping class
  • Average Cost: The total cost from each purchase order for this Item plus any additional freight charges are added together and divided by the total number of this part brought in on PO’s.
  • Default Supplier Cost: This is the cost of the part from the supplier that you have listed as your default supplier.
  • Markup by Avg Cost Pricing:  If you are using this pricing type this is the amount that OneSource will use for it’s calculations.
  • Last Added Cost: This is the amount of the freight charges that you have assigned to this part
  • Individual List Retail: This is the retail price that you sell the Item for.
  • OEM List Price: This is the High Retail Price that the OEM manufacturer has set for this Item.
  • Insurance Price: This is the price that you set for Insurance Reporting Agencies.
  • Product Pricing GroupThis is used for pricing your items (Items placed in groups can be automatically priced differently. a $5 item may have a 350% markup where a $350 Item may have a 50% markup),

Middle Column Under the Tabs

  • Picking Order: This is the order that you assign parts to be Picked in.
  • Location:  This is where the item is located in the warehouse.
  • Bin:  This is the bin that the part is located in.
  • Item Unit Of Measure: Is this Item Measured by the Case, Each, Roll, Linear ft, Ton.
  • Case Pack: How many Items per case.
  • Case Pack UOM: Case Pack Unit of measure.
  • Last Ordered: How many where ordered the last time this item was ordered.
  • Last Ordered Date: When did you place the last order for this item.
  • Expected Delivery Date:  The date this item’s next shipment is expected to arrive.
  • Quantity on Order:  the amount on order.
  • Safety Level: The amount of stock that you want on hand at all times.
  • Min Reorder Point: When the stock level reaches this amount, this item will appear in the Auto PO’s when using the Min / Max method.
  • Max Stock Level: A Predetermined level of inventory that you don’t want to exceed.
  • QPC Sort Order: This is the sorting order that Items will appear on the QPC based on the PTypes we sell (Front to Back of the car).
  • Lead Time: The number of days that it will take to receive an order from your default supplier.

Check Boxes

  • Round up to Case Qty on PO Batch: When Creating an Auto PO do you want to automatically found your order UP to the next full case amount?
  • Order and Receive as Case on PO: If you receive as a case then the 24 items in the case will appear as 1 item on your inventory.
  • Active: Is this item marked as active. Only Active Items will appear in purchase orders and on the QPC
  • Taxable:  is this Item Taxable
  • Special Order:  do you need to special order this Item for each sale (Not an item that you carry in stock).
  • Multi-Warehouse:   Do you carry this item in more than one warehouse.
  • Matrix Pricing: Have you selected Matrix Pricing for this Item.
  • eCommerce: Mark this if you want this item to appear on your integrated Website.
  • Commissionable: Are you going to track Commissions for this Item.

Ecom

  • Shipping Length:  how long is this item?
  • Shipping Width:  How wide is this item?
  • Shipping Height: How high is this item?
  • Shipping type:  How will this item be shipped to the customer?

Special Notes

  • Type any notes that you want to be displayed on the QPC screen

Alias Item Descriptions

  • Searchable descriptions for this item and all of the fitment options.
  • NOTE: You can set which TABS appear on the Inventory Management Screen in the Tools > Company Setup and Preferences > Inventory > Tab Options > Check the ones you want & Uncheck those you don’t.

Additional Tabs…

Special Functions

How to Rename Items – 1 at a time

  • Press F10 and lookup the item you want to Rename.
  • Click the A > B button (to the right of the Item Number field, in the top right section of the screen).
  • Select ‘Rename Selected Item‘ from drop-down list.
  • Type the NEW name that you want to change the Item # TO.
  • Click the Rename Items button.
  • NOTE: This will find everywhere that the item is used in OneSource and rename it to the item number you select.

How to Rename a Batch of Items

  • PRE-PROCESSING NOTES:
    • Depending on the size of the list you need to rename, the amount of data in your system, and the speed of your server–the renaming process can complete about 10-50 items per minute.  It is recommended that ALL users are out of OneSource when the process is being completed.
    • Make a backup of your data file(s) before you start the process.
  • Press F10 and lookup ANY item.
  • Click the A > B button (to the right of the Item Number field, in the top right section of the screen).
  • Select ‘Create Excel Import Template” from drop-down list (and then click the Create Excel Import Template button).
    • Note: This Excel file basically illustrates that you just need to have an Excel file that has 2 column headings:
      • Column 1: FromItemNumber  (this is the column that will store the original item numbers)
      • Column 2: ToItemNumber       (this is the column that will store the NEW item numbers)
  • When you have your Excel file ready to import, repeat the first 2 steps above and then select Import List from Excel Import Template and then browse for you Excel file and click Open.
  • When you are ready click the Rename Items button.
  • NOTE1: This will scan through your entire list of items and find each of the items (in the FromItemNumber column) and rename that item (everywhere it is used in OneSource) to the name you have selected in the ToItemNumber field.
  • NOTE2: If the Renaming tool encounters any errors (such as if the item # in the FromItemNumber field cannot be found in OneSource) you will be prompted at the end of the process to see a particular OneSource_Rename_Errors.xls log file.

How to Merge items – 1 at a time

  • Press F10 and lookup the item you want to Rename.
  • Click the A+ B button (to the right of the Quantity in Stock field, in the top right section of the screen).
  • Select ‘Merge Selected Item’ from drop-down list.
  • Select the item you want to merge the item into from the drop-down list.
  • Click Merge Items.
  • NOTE: This will find everywhere that the item is used in OneSource rename it to the item number you select.

How to Merge a Batch of Items

  • PRE-PROCESSING NOTES:
    • Depending on the size of the list you need to merge, the amount of data in your system, and the speed of your server–the merge process can complete about 10-50 items per minute.  It is recommended that ALL users are out of OneSource when the process is being completed.
    • Make a backup of your data file(s) before you start the process.
  • Press F10 and lookup ANY item.
  • Click the A + B button (to the right of the Item Number field, in the top right section of the screen).
  • Select ‘Create Excel Import Template” from drop-down list (and then click the Create Excel Import Template button).
    • Note: This Excel file basically illustrates that you just need to have an Excel file that has 2 column headings:
      • Column 1: FromItemNumber  (this is the column that will store the original item numbers)
      • Column 2: ToItemNumber       (this is the column that will store the NEW item numbers)
  • When you have your Excel file ready to import, repeat the first 2 steps above and then select Import List from Excel Import Template
  • Select (or unselect) each of the types of data you want to bring over from the item you are merging From.
  • When you are ready click the Merge Items button.
  • NOTE1: This will scan through your entire list of items and find each of the items (in the FromItemNumber column) and basically rename the existing items it finds (and all of the places in OneSource where that item number was used) to the name of the item you have entered into the ToItemNumber field.
  • NOTE2: If the Merging tool encounters any errors (such as if the item # in the FromItemNumber field cannot be found in OneSource) you will be prompted at the end of the process to see a particular OneSource_Rename_Errors.xls log file.

How To Setup Inventory Item Defaults

Tools > Company Setup & Preferences.

  • Check the Perpetual Inventory box (or OneSource Will Not Track Your Inventory).
  • Inventory Costing: You have three options
    • Weighted
    • FIFO (Most Common)
    • LIFO
  • Inventory Categories: Is a list of the Categories that your inventory is in. These Categories are modified in the Drop Down Tab in Company Setup & Preferences.
  • Inventory Sub Categories: Is a list of the sub Categories that your inventory is in. These Sub Categories are modified in the Drop Down Tab in Company Setup & Preferences.
  • Inventory Search By: Chose the default search term
    • Description
    • Item # (Most Common)
    • Item # Long
    • Bar Code
  • Decimal Places
    • Quantity (0, Unless the Item, can be sold in Pieces)
    • Prices (2, Most Common)
  • Inventory Class– If most of your items are stock items you will want to select Stock from the drop-down menu, etc.
  • Taxable– If you charge tax on the majority of your orders then you will want to check this box.  If the majority of your items are not taxable you will not want to fill out this box, but instead, check it on the items which are taxable as you add them.
  • Multi-Warehouse –If most of your inventory is housed in several different warehouses you would want to check this box.  As you receive the inventory in stock you will need to select which warehouse you are receiving the inventory into.  As you are selling items on sales orders it will ask you which warehouse you wish to sell it from as well.
  • Style/Color– If most of your inventory items contain a Style or Color you will want to select this option.  As you receive the inventory on your purchase orders you will need to fill in the Style/Color information on the PO to be transferred to the Inventory form.  As you are selling items on sales orders it will ask you which Style/Color you wish to use.
  • Serialized– If the majority of your inventory contains Serial numbers you will want to select this option.  As you receive the inventory on your purchase orders you will receive a popup asking you to enter the serial numbers.  As you are selling items on sales orders it will ask you which Style/Color you wish to sell as well.
  • Matrix-Pricing– If you plan on using Matrix-Pricing for the majority of the inventory items you will be entering, you will want to select this option.  If your items are Matrix-Pricing you will want to go to the financial tab once the item is entered and fill-in our Matrix-Pricing info.
  • Assembly– If the majority of your items will be assembled items you will want to select this option.  Selecting only the Assembly option indicates that the item is not editable.
  • Editable Assembly– If the majority of your items are Editable Assembly items you will want to check this box.  If you are choosing the editable assembly option you MUST check the assembly option also.
  • Special Order– If the majority of your inventory items are ordered at the time the Sales Order is created and not kept on hand, you will want to check this option.  This option allows you to create purchase orders from the sales orders for the special order items.
  • eCommerce
  • Commissionable
  • Auto Fill Master Items
  • Track Damaged Items

How to Maintain Inventory Item List, Searchable Catalog (Alias’s), and Supplier Item #’s and Costs (Automotive)

  • Keep Catalog Up to Date (from Partslink list, since Suppliers give item lists–not a Catalog of all parts they fit.
    • 1a–update the Min/Max of new parts that you want to bring in, in advance.
  • Run Auto PO #3 every x days or weeks. This tells you exactly what you need order.
  • Export ‘the list of items you want to buy’ to Supplier x, y, z
  • Import the list with Supplier x,y,z prices.
    • A–We don’t really care about any supplier’s new item/prices UNTIL i need to buy.
    • B–When you decide you want to buy item x from Supplier X, y, or z, the excel spreadsheet export/import auto-updates and auto imports supplier item #.

Related Topics

 

Previous Inventory – Import/Export
Next Inventory – Price Adjustment Tools
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