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screenSpec: Items > Item Details – OneSource: Inventory for QuickBooks Online screenSpec: Items > Item Details – OneSource: Inventory for QuickBooks Online

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screenSpec: Items > Item Details

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Overview

Inventory management is about specifying the shape and percentage of stocked goods and it’s storage locations within a facility or within many locations of a supply network to precede the regular and planned course of production and stock of materials. The goods can be a raw material, work-in-process goods, or completely finished goods that are considered to be the portion of a business’s assets that are ready for sale. 

Related Objects

  • Tables
    • Item (Stores list of items for sale)
    • ItemStock (Stores list of Item ‘Receipts’ from PO’s.  (Receipts used to be called ‘Shipments’ in v4)
    • ItemVendor (Stores list of Item Vendors.  (These used to be called Suppliers in v4)
    • ItemAssembly (Stores list of Items that can be grouped together to make a finished product for sale).
    • ItemCatalog (Stores a list of search definitions in order to make it easier to find the item, such as the item Year, Make, Model)
    • ItemTransactionLog (Stores a log of all transactions that caused the item level to go up and down).
  • Views

Main Screen

Screen Header

TOP LEFT CORNER

  • Description
  • Bin Location
  • Sync with QBO [   ]
  • QBO Resync [   ]

TOP LEFT CORNER

  • Quantity on Back Order (on SOs)
  • Quantity on Order (on POs)

TOP RIGHT CORNER

  • Item Number:
  • Quantity in Stock:

Tab Visibility Controls (last updated 8/14/19)

  • When Item Type is Inventory
    • Show all tabs EXCEPT: Bundles.
  • When Item Type is Service
    • Show all tabs EXCEPT: Stock, Bundles, Availability, Catalog, Transaction Log
  • When Item Type is Non-Inventory
    • Show all tabs EXCEPT: Stock, Bundles, Availability, Catalog, Transaction Log
  • When Item Type is Bundle (Assembly)
    • Show all tabs.

GEAR Settings for Item Tabs and Sections

The Gear will be placed on the far right of the Tabs and will have these sections and settings:

Tabs

[   ] Show Item Details tab
[   ] Show Vendors tab
[   ] Show Financial tab
[   ] Show Stock tab
[   ] Show Assemblies tab
[   ] Show PO’s tab
[   ] Show Sales tab
[   ] Show Catalog tab
[   ] Show Documents tab
[   ] Show Transaction Log tab
[   ] Show Audit Log tab

Item Details – Sections (and Fields)

[   ] Show Categories & Part Numbers (Section)
[   ] Type
[   ] Search Category
[   ] Search Sub Category
[   ] Search Sub Category2 (Years Range)
[   ] Search Sub Category3 (Make)
[   ] Search Sub Category4 (Model)
[   ] Years Listing
[   ] Quality Indicator
[   ] Manufacturer
[   ] OEM #
[   ] Other #
[   ] UPC Code
[   ] QPC Sort Order
[   ] Alt #1
[   ] Alt #2
[   ] Show Shipping Details (Section)
[   ] Shipping Weight
[   ] Weight Unit
[   ] Freight Class
[   ] Volume
[   ] Ecom Ship Length
[   ] Ecom Ship Width
[   ] Ecom Ship Height
[   ] Ecom Ship Type
[   ] Purchase Order Details (Section)
[   ] Last PO Order Qty
[   ] Last PO Order Date
[   ] Expected PO Delivery Date
[   ] Re-Order Point (Min)
[   ] Stock Level (Max)
[   ] Unit of Measure
[   ] Case Pack UOM
[   ] Other Details (Section)
[   ] Active
[   ] Taxable
[   ] Special Order
[   ] Lot Tracking
[   ] Serialized
[   ] (Bundle) Assembly
[   ] Hide on e-Commerce
[   ] Commission-able
[   ] Item Picture (Section)
[   ] Special Notes (displayed on QPC) (Section)

Item Details (tab)

Categories & Part Numbers

  • Type
    • Inventory
    • Non-Inventory (This is stored as ‘NonInventory’)
    • Service
    • Bundle (Assembly)   (This is stored as ‘Group’)  (As of 1/1/2020 We do NOT support QBO Bundle SYNCING).
    • (7/9/20) NOTE: If the user decides to CHANGE the Item type, for an existing item, please make it react this way:
      • From Service or Non-Inventory TO Inventory.  Allow this and give NO popups.
      • From Inventory to Service or Non-Inventory:
        • IF OneSource DOES NOT HAVE A QBO TOKEN and DOES NOT HAVE INVENTORY IN STOCK, then make the change with no popup messages. 
        • IF OneSource DOES NOT HAVE A QBO TOKEN and DOES HAVE INVENTORY IN STOCK, give this message:
          • ‘This Item has Inventory in Stock.  You must ‘sell’ or ‘adjust’ the inventory out of stock before changing the Item type.’
        • IF OneSource DOES HAVE A QBO TOKEN  then give this message:
          • “QuickBooks Online does NOT allow the Item Type to be changed from Inventory to another Item Type.”
  • Search Category
  • Search Sub Category
    • THESE FIELDS ARE IN THE CATALOG TABLE…We can remove them from the Item table.  (They were in V4 Inventory table but were largely not used)
    • ???  Year Range. (Auto calc and auto fill in the Years Listing when this field is updated).
    • ???  Years Listing.
    • ???  Make
    • ???  Model
  • Quality Indicator
  • Manufacturer
  • OEM #
  • Other #
  • UPC Code
  •        ???   QPC Sort Order

Item Picture

(This will show the picture of the item)

Purchase Order Details

  • Last PO Order Qty
  • Past PO Ordered Date
  • Expected PO Delivery Date
  • Reorder Point (Min)
  • Stock Level (Max)
  •         ???  Unit of Measure
  •         ???  Case Pack Unit of Measure

Shipping Details

  • Shipping Weight
  • Weight Unit
  • Freight Class
  • Volume
  • Ecom Ship Length
  • Ecom Ship Width
  • Ecom Ship Height
  • Ecom Ship Type

Other Details

  • Active [   ]
  • Taxable [   ]
  • Special Order [   ]
  • Lot Tracking [   ]
  • Serialized [   ]
  • Assembly [   ]
  • Require Pre-Assembly [   ]
  • Editable Assembly [   ]
  • eCommerce [   ]
  • Commissionable [   ]

Special Notes (displayed on QPC)

  • Special Notes  (This field will be approx 100 chars wide and 3 rows tall)

Stock (Receipts) tab

Tab Name

  • Tab Name: Stock (Receipts)

Header Area

  • Fields in Header
    • Last Inventory Date
    • Item Added Date
    • Item Last Edited Date
    • Bin
  • Gear Icon
    • Show/Hide Fields
      • Receipt ID
      • Date Received
      • Qty Received
      • Qty in Stock
      • Cost
      • Add’l Cost
      • Vendor
      • Purchase Order #
      • Special Order
      • Warehouse
      • Bin (We need to change the Lot1 field in the PurchaseOrderLineItems and ItemStock tables to BinLocation.)
      • Lot / Serial # (We need to change the Lot2 field in the PurchaseOrderLineItems and ItemStock tables to LotSerialNumber)
      • Stock Transfer
      • Notes

Stock / Receipts Table

  • Receipt ID
  • Date Received
  • Qty Received
  • Qty in Stock
  • Cost
  • Add’l Cost
  • Vendor
  • Purchase Order #
  • Special Order
  • Warehouse
  • Bin (We need to change the Lot1 field in the PurchaseOrderLineItems and ItemStock tables to BinLocation.)
  • Lot / Serial # (We need to change the Lot2 field in the PurchaseOrderLineItems and ItemStock tables to LotSerialNumber)
  • Stock Transfer (Checkbox)
  • Notes

Footer Area

  • WHITE buttons displayed in the table footer area, in the left corner, from left to right:
    • Button: Recalculate Quantities in Stock  (When clicked this will 1–Count the Qty in Stock (from the ItemStock table for that item) and then update the QtyInStock field in the Item table (and refresh the field on the Item Details (header). 2–Update the QTY on Order on POs, and 3–Update the Qty on BO on Sales Orders.
    • Button: Adjust Quantities in Stock (When clicked this will pop up the Item Adjust Quantities in Stock screen)
    • Button: View Inventory by Warehouse (When clicked this will make the Stock Receipts table (above the buttons) CHANGE from 100% width to 75% width, and will display the following table to the RIGHT of the Stock Receipts table:
      • Warehouse (Column 1)
      • Qty in Stock (Column 2, this will the Total Qty in Stock for whichever Warehouse is on that row..)
      • Qty on Order (Column 3, this will be the Total Qty on POs for the Warehouse on that row that has not been received yet.)
      • Qty Arriving (Column 4, will show the # on the UN-RECEIVED PO, with that Warehouse listed as the Ship To warehouse, with the Date Expected ‘closest to’ today).  For example. If we had 2 OPEN POs for the item, with the PO 101 having 3 on order, and the expected receipt date = 4/5/19 and the 2nd PO having 4 on order, with expected receipt date = 5/12/19, THEN we would show in the Qty Arriving column 3.
      • # Days From Now (Column 5), this will show the # of days from now when the PO (in column #4 above) is expected to arrive. (If 4/5/19 was 12 days from TODAY it would display a 12 in this field).
    • Button: Transfer Inventory (This will open the Item Stock Transfers screen in a NEW TAB to the right)
    • Button: Add / Manage Warehouses (button)
      • When clicked, if the user does NOT have admin rights, popup this message: ‘Please login as a user with admin rights or contact a person in your company with Admin rights to open this screen.’
      • If the user DOES have admin rights then open a new tab and display the settings screen at this path /Settings/TabPreference/ItemWarehouses

 

Vendors (tab)

(Header area..)

  • PO Category  (This will have a drop down list to show the FIRST of all categories in this field, in alpha order)
  • PO Item Description
  • Last Order Date
  • Special Notes

Vendors

  • Sort (The top row will be the ‘default’ Vendor).
  • Vendor Name
  • Vendor Item #
  • Vendor Cost
  • PO Type: (This will be a drop down list with these columns):
    • 1     All PO’s
    • 2     Local / Special Order PO’s Only
    • 3     Long Distance / Sea Container PO’s Only.
  • Lead Time (# Days)
  • Case Pack
  • CSF/Volume
  • Qty On Order
  • Last Order Date
  • Rnd Case Qty
  • Conv Case Qty
  • Last Order Date
  • Cost Last Updated
  • Ven QIS  (make tool tip that says: This is the Qty in Stock from last Import from Vendor).  See Task 6422
  • QIS Last Updated  (make tool tip that says: This is the Date the Qty in Stock was last updated).  See Task 6422
  • Notes

Financial (tab)

Section: Pricing

  • Left Column:
    • List Price
    • Fixed Cost (for Markup Pricing)
    • Average Cost (for Markup Pricing)
    • Last Additional Cost
    • Pricing Category  (This is a drop down list linked to a popup form called: Pricing Item Categories)
    • (Automated) PO Category (This is a drop down list showing the PO Categories from the Product Details tab).
  • Center Column:
    • Price Unit
    • Last Price Change
    • Core Charge Item Number
    • Core Charge

Section: Quickbooks Online GL Accounts

  • Income GL Account
  • Expense GL Account
  • Asset GL Account
  • Cost of Good Sold GL Account

Section: Default Pricing Levels

  • This is a table with these columns:
    • Price Level
    • Qty Low
    • Qty Hide
    • Price
    • Discount % Off List
    • Action: X to delete record.
  • Button: Copy Default Price Levels

PO’s (tab)

  • PO Number
  • PO Vendor
  • PO Status
  • PO Date
  • Exp. Date
  • Rec’d Date
  • Qty Ord
  • Qty Rec’d
  • Cost
  • Ordered By
  • Lot #
  • Bin Location
  • Warehouse

Bundles (Assemblies) (tab)

 

Sales (tab)

  • Buttons:
    • Invoices / Credit Memo’s
    • Sales Orders
    • Quotations
  • Columns
    • Transaction # (label will change to Invoice / Credit Memo #, or Sales Order #, or Quote # depending on which button is clicked)
    • Bill To Customer (Name)
    • Ship To Customer (Name)
    • Qty Sold
    • Qty Ship
    • Price
    • Discount
    • Net Price
    • Cost
    • Warehouse

Catalog (tab)

This text will be in the header of the form:
‘The ‘Catalog’ is used on the Quick Price Check (Auto) screen to help users search and find parts by the vehicle or item Year, Make, and Model.  You can enter unlimited Years, Makes, and Models fitment for this part in the table below.’

This will be a table (linked to the Item Number) with these columns:

  • Active
  • Item Description
  • Year Range (when this is filled in it will update the Years Listing column with a separate year for each. For example: If the user enters: 08-12 then the system would auto calc and insert 08,09,10,11,12 in the Years Listing field).
  • Years Listing
  • Make
  • Model
  • Actions (Duplicate, Delete)

Cross Reference (tab)

 

Documents (tab)

 

Transaction Log (tab)

Audit Log (tab)

 

 

 

 

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