Displaying the Inventory Tab

There’s too much inventory related information to fit neatly on one panel, so ShopPAK organizes inventory information into tabs that run along the bottom of the Inventory Form.

	TIP: To adjust the pane size of the Inventory List and/or the Inventory Form, move your mouse over the splitter until it turns into a double-headed arrow. Holding down your left mouse button, drag the splitter left or right.

The first six Inventory Form tabs display information that relates to the currently selected Inventory List item. However, the “Assign Location” and the “Pieces” tabs don’t pertain to the currently selected Inventory List item. These tabs work independently and can contain information on a number of inventory items.

Details

The first sub tab, “Details”, contains descriptive information about the inventory item, on order and on hand quantities, and inventory location information. See "Details" in this chapter for a detailed explanation of what’s on the tab and how to use it.

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Costs

The second sub tab, “Costs” is a read-only grid that shows the active inventory item cost information.

The number of rows depend on your inventory valuation method. If you’re using ‘Moving Weighted Average’, there is always one row. As you receive shipments for an inventory item, ShopPAK re-calculates unit cost and total cost by averaging the cost and quantity of the new shipment into the cost and quantity of what’s already in stock.

If you’re using LIFO (Last In First Out) or FIFO (First In First Out), you’ll probably see multiple cost rows. For example, on the previous page we have 3 rows of cost data. The date on each row corresponds to the date we placed a received shipment into stock for the active inventory item. The 3 rows correspond to distinct purchases made for the active inventory item. With LIFO and FIFO, ShopPAK keeps track of the quantity and cost of each purchase event. As inventory is used up, ShopPAK subtracts the quantity from the correct purchase event. Eventually, all of the quantity associated with a particular purchase event is used up and the row is removed from the “Costs” tab.

With LIFO, we assume stock is pulled from the most recent purchase event. Thus, ShopPAK subtracts units from the most recent purchase events before it subtracts from earlier purchase events.

FIFO is exactly opposite. ShopPAK subtracts units from the earliest purchase event before turning to the most recent purchases that have been received.

Overriding Cost

ShopPAK re-calculates average unit cost each time you receive a shipment, and when using LIFO or FIFO as your valuation method, creates a new cost row for each material receipt event. ShopPAK re-calculates overall inventory cost automatically every time you receive new material into inventory. As long as the unit material price on the purchase order / receiver is correct, you shouldn't need to override cost for a particular cost row. However, if you discover at a later date that the unit cost is wrong, you can adjust it and have ShopPAK re-calculate overall item costs.

Select the row you want to change by selecting it with your left mouse button.
Right mouse click the grid and select Modify from the pop up menu.
This displays the Inventory Cost dialog box.

In the example below, the shipment for 50 units on 2/9/15 had a unit cost of $2.20.

Lets say that the unit price should have been $2.30. To make the change and have ShopPAK re-calculate the new average unit price of the inventory item, edit the cost row via the Inventory Cost dialog box.

Enter the corrected unit cost into New Cost and tab out of the field. ShopPAK re-calculates the average Unit Cost and new total valuation of the inventory item. If you agree with new totals, click the Save Changes button. This refreshes the cost grid accordingly.

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Vendors

The third sub tab, “Vendors” contains 2 grids that show the vendors that supply the active inventory item.

The top grid is ‘read only’. It lists the vendors that are indirectly associated with the active inventory item through the inventory item’s ProjectPAK library item. Any changes back in ProjectPAK that affect library item supplier information are automatically reflected in this grid.

The bottom grid contains vendors that you directly tie to the active inventory item from ShopPAK. Use the “ShopPAK Inventory Item Suppliers” grid when:

1. The active inventory item is not uniquely tied back to one ProjectPAK library item. In other words, you’ve set up a one-to-many relationship between a ProjectPAK library item and several related inventory items. In this situation, it may be impractical to assign vendors to the underlying ProjectPAK library item, since they’ll all show up in the top grid for all of the related inventory items. Some of these vendors may be relevant to the active inventory item, while others may not.

2. If the active inventory item’s ProjectPAK library item has a ‘bid’ price rather than a ‘real’ price, you probably don’t want to assign vendors via the ProjectPAK library details dialog box. Instead, assign vendors that supply the active inventory item from ShopPAK.

	Note: We recommend that you list all of the vendors that supply a given inventory item. This speeds the process of generating purchase orders that contain inventory items. It doesn’t matter if the vendor is displayed in the top or bottom grid.

Adding a New ShopPAK Inventory Item Supplier

1. Right mouse click the “ShopPAK Inventory Item Suppliers” grid and select “Add ”. This displays the “Inventory Supplier” dialog box.

2. Click the “Vendor” button and choose the vendor you wish to assign to the active inventory item.

3. It is recommended that you provide the vendor’s stock number and unit cost.

Modifying a ShopPAK Inventory Item Supplier

1. Select the supplier you wish to modify by clicking it.

2. Right mouse click the “ShopPAK Inventory Item Suppliers” grid and select “Modify”. This displays the “Inventory Supplier” dialog box. Make necessary changes.

Removing a ShopPAK Inventory Item Supplier

1. Select the supplier you want to remove by clicking it.

2. Right mouse click the “ShopPAK Inventory Item Suppliers” grid and select “Remove”. This displays a warning message. Click “Yes” to remove the supplier from the list of inventory suppliers. Click “No” to cancel the deletion.

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Reservations

The fourth sub tab, “Reservations” contains a ‘read only’ grid that lists the reservations that have been placed against the active inventory item.

Column	Description
Type	There are 2 types of reservations: PO and Manual. ‘PO’ reservations are created when you post a PO that has a PO Item of type ‘Reserved’. ‘Manual’ reservations are created via PO Builder and by selecting ‘New’ from the "Reservation” grid (explained below).
Job ID	Job ID of the job the reservation is assigned to.
Job Description	Job Description of the job the reservation is assigned to.
Work Order Number	Work order the reservation is assigned to.
Work Order Description	Work order description of the work order the reservation is assigned to.
Item Number	Job Item that the purchase order item was assigned to.
Item Description	Job Item Description that the purchase order item was assigned to.
Reserved	Quantity of the reservation.
Received	If the reservation is a PO reservation, quantity received so far.
Picked	Quantity that has been allocated to a job via the ‘Material Card’ tab, shop floor data collection, or auto pick work order function.
Returned	Quantity previously logged as picked but now returned to general inventory availability.
PO Number	PO Number that had the reservation if this is a ‘PO’ reservation.
PO Date	Date of the purchase order if this is a ‘PO’ reservation.
Unit Price	PO Item’s unit price if this is a ‘PO’ reservation.
Requested By	Person that requested the purchase order if this is a ‘PO’ reservation.
Buyer	Person that actually created and posted the purchase order if this is a ‘PO’ reservation.
Vendor	Vendor of the purchase order if this is a ‘PO’ reservation.
Date Created	Date the reservation was created.

Right mouse click the ‘Reservations’ grid to bring up the pop up menu with the following commands:

New

Create a new ‘Manual’ reservation by selecting the Job, Job Item, Work Order that requires the selected inventory item and enter the quantity to reserve.

Modify

Make a change to the selected reservation.

Delete

Delete the selected reservation.

Reassign

Reassign all or a portion of the currently selected ‘Manual’ reservation to another Job, Job Item, and/or Work Order.

Generate Labels

Generate material labels for all or some of the reservations against the current inventory item.

Generating labels is a distinct step from printing labels. When you generate labels, ShopPAK writes label information to the database. Later, you can print all of the generated material labels at one time as a batch.

Open Work Order

Automatically opens the reservation’s work order. ShopPAK navigates to the Jobs tab and opens the requested work order.

Open PO

If this is a PO reservation, automatically opens associated a purchase order. ShopPAK navigates to the Purchasing tab and opens the requested purchase order.

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Transactions

The fifth sub tab, “Transactions” lists transactions for the active inventory item.

1. Select the transaction type you wish to see:

2. Select the date range you wish to filter by.

3. Click the

button. This fills the grid with transactions that match your filtering criteria.

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Notes

The sixth sub tab, “Notes”, gives you a free-form area to record notes about the active Inventory Item. If the inventory item has notes, ShopPAK displays a notes icon

in the upper left hand corner of the “Details” sub tab.

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Assign Location

The seventh sub tab, “Assign Location”, is used to assign an inventory location to shipments that contain inventory items that don’t have an ‘Auto Receive’ location. See page 9 in this chapter for an explanation of auto-receiving.

	Note: The “Assign Location” tab is used to assign locations to inventory items that are NOT managed by the piece. Use the “Pieces” tab to assign locations to inventory items that are managed by the piece.

Displaying a List of Items that Need a Location

1. Use the “Receiving” Tab to receive a shipment that contains inventory items. If the shipment includes inventory items that don’t have an auto-receive location, you’ll see these items in the “Assign Location” grid.

2. To see a list of inventory items that have been received, but don’t have an inventory location, select a filter from the “Filter By” drop down list and click “Run Filter”. The filtering choices include:

Filter	Purpose
Nothing	No filtering. Display all received inventory items that need a location.
Current Inventory Item	Filters by the inventory item that is currently selected from the Inventory List.
Code	Filters on inventory item code. ShopPAK returns partial matches.

Filter	Purpose
Description	Filters on inventory item description. Returns partial matches.
Vendor	Filters by a particular vendor.
Category	Filters by inventory category.
Job ID	Filters by the job that a purchase order line item is assigned to.
Customer	Filters by the Customer of the job that a Purchase Order line item is assigned to.
PO Number	Filters by a purchase order number.
Receive Date	Filters by the date that the purchase order was received.

Sequencing the Assign Location Grid

A nice feature of the “Assign Location” grid is you can sequence the grid on a number of columns, as well as, sort rows by ascending or descending sequence. The column currently being sequenced has a blue background. To sequence on another column, click the column header with your left mouse button.

Assigning Locations

There are two ways of assigning a location to a received inventory item:

1. For the row that you want to assign a location, click the location drop down box.

2. Select the location where you want to place the inventory item shipment.

3. ShopPAK automatically updates the database and the inventory item with your choice.

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1. Select the row(s) that you want to place in the same location.

	TIP: If selecting several rows by clicking them with your mouse, hold down the control key when clicking so previously selected rows stay selected.

2. Click the

button. This displays the “Identify Inventory Item Location” dialog box.

3. Select the location where you want to place the inventory item(s) shipment. Click OK.

4. ShopPAK automatically updates the database and the affected inventory items with your choice.

When you assign a location to one or more inventory items, ShopPAK automatically updates the inventory items’ counts at the location level, as well as, at the overall inventory item level. If you click on the “Details” tab, and make an assigned inventory item active by selecting it from the Inventory List, its quantity counts now include the quantity that you just assigned.

If you’re assigning inventory quantity to a ‘new’ location, in other words, the inventory item did not previously have inventory located at that location, ShopPAK automatically creates the new location record for the inventory item and updates the location count accordingly.

Once assigned, ShopPAK removes the assigned inventory items from the list of shipments that require a location. You’ll notice that if you refresh the grid by clicking the “Run Filter” button, the inventory item rows that you just assigned a location will no longer display in the list.

Generating Labels as You Assign Locations

If you generate material labels for inventory, you may want to generate material labels as you assign locations. The only reason you might want to postpone label generation is if you need to transfer some portion of the quantity being assigned to another location prior to generating material labels.



Note: When assigning locations, the entire quantity of the purchase order line item is placed into the selected location. If you plan on splitting the shipment between more than one location, you’ll need to manually transfer some of the location’s quantity to the other location(s). See page 10 in this chapter for instructions on transferring inventory quantity from one location to another.

To generate material labels as you assign locations:

1. Place a check in the “Generate labels as assignments are made” checkbox.

Generating labels is a distinct step from printing labels. When you generate labels, ShopPAK writes label information to the database. Later, you can print all of the generated material labels at one time as a batch.

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Pieces

The eighth sub tab, “Pieces”, is used to manage individual pieces of inventory. When you first create an inventory item, you mark whether or not the inventory item will be managed by the ‘piece’ or by the ‘batch’. See page 4 in this chapter for a detailed explanation of managing by the piece.

If managing by the piece, use the “Piece” tab to add, change, and delete inventory pieces.

Displaying a List of Inventory Item Pieces

1. To see a list of inventory pieces, select a filter from the “Filter By” drop down list and click “Run Filter”. The filtering choices include:

Filter Purpose

Nothing No filtering. Displays all inventory pieces.

Current Inventory Item Filters by the inventory item that is currently selected from the

Inventory List.

Inv. Code Filters on inventory item code. ShopPAK returns partial

matches.

Inv. Description Filters on inventory item description. Returns partial matches.

Vendor Filters by a particular vendor.

Inv. Piece Type Filters by inventory piece type.

Inv. Piece Number Filters by piece number. Returns one inventory piece record.

Inv. Category Filters by inventory category.

Filter Purpose

Location Filters by the inventory item location.

Job ID Filters by the job that a purchase order line item is assigned to.

Customer Filters by the Customer of the job that a Purchase Order line item

is assigned to.

PO Number Filters by a purchase order number.

Receive Date Filters by the date that the purchase order was received.

Used Date Filters by the date that the inventory item piece was used in

production.

Piece Qty = Zero Filters by inventory piece quantity. Returns all pieces with a

quantity of zero. Note: You should also check the “Include rows

with zero quantity” checkbox when using this option.

Unassigned Location Filters by those inventory item pieces that have not been assigned

a location. Use this option to assign locations to inventory items

that are being managed by the piece that don’t have auto-receive

locations.

Sequencing the Piece Grid

A nice feature of the “Pieces” grid is you can sort the grid on a number of columns, as well as, sequence rows by ascending or descending order. The column currently being sorted has an aqua background. To sequence on another column, click the column header with your left mouse button.

Modifying Inventory Piece Information

The piece grid allows direct editing of most of its information. You can alter the columns that have black text. Protected columns are painted blue. To make a change:

1. Move your mouse or tab into the cell you want to change.

2. Type your change or select from the pull down list if the cell is a drop down list.

3. ShopPAK automatically updates the database when you press Enter or tab out of the cell.

Assigning Locations to an Inventory Piece

There are two ways of assigning a location to an inventory piece, or changing where the piece is kept:

1. For the inventory piece you want to assign a location, click the location drop down box.

2. Select the location where you want to place the inventory piece shipment.

3. ShopPAK automatically updates the database and the inventory item with your choice.

- or -

1. Select the row(s) that you want to place in the same location.

	TIP: If selecting several rows by clicking them with your mouse, hold down the control key when clicking so previously selected rows stay selected.

2. Click the “Assign To Location” button. This displays the “Identify Inventory Item Location” dialog box.

3. Select the location where you want to place the selected inventory pieces. Click OK.

4. ShopPAK automatically updates the database and the affected inventory item pieces with your choice.

When you assign a location to one or more inventory items, ShopPAK automatically updates the inventory items’ counts at the location level, as well as, at the overall inventory item level. If you click on the “Details” tab, and make an assigned inventory item active by selecting it from the Inventory List, its quantity counts now include the quantity that you just assigned.

If you’re assigning inventory quantity to a ‘new’ location, in other words, the inventory item did not previously have inventory located at that location, ShopPAK automatically creates the new location record for the inventory item and updates the location count accordingly.

Adding a New Inventory Piece

For the most part, inventory item piece records are created automatically as you receive new shipments that contain inventory items that are managed by the piece. However, you may need to create a new inventory piece record from time to time if a partially used inventory piece is returned from production back into inventory.

1. Right mouse click the “Pieces” grid. Select “New” from the pop up menu.

2. This displays the “Inventory Piece” dialog box shown on the next page.

3. Fill out the dialog box. “Job ID / Description” and “Customer” are optional. The other fields are required.

4. Click OK. This returns you to the “Pieces” grid. The new inventory piece record is displayed at the bottom of the grid. If you want to add additional information, such as size and sequence number, edit the row directly.

Deleting an Inventory Piece

1. Select the Piece(s) you want to delete from the grid.

	TIP: If selecting several rows by clicking them with your mouse, hold down the control key when clicking so previously selected rows stay selected.

2. Right mouse click the “Pieces” grid. Select “Delete Row(s)” from the pop up menu.

3. This displays a warning message. Select “Yes” to delete the pieces from the database. Click “No” to cancel the deletion.

Generating Material Labels from the Pieces Tab

If you generate material labels for inventory, you can generate labels from the “Pieces” tab that contain the Piece number and some of the piece level information.

To generate material labels from the “Pieces” tab:

1. Select the Piece(s) you want to generate labels for from the grid.

	TIP: If selecting several rows by clicking them with your mouse, hold down the control key when clicking so previously selected rows stay selected.

2. Right mouse click the “Pieces” grid. Select “Generate Labels” from the pop up menu.

3. ShopPAK generates labels and stores them in the database. It displays an information box with the number of labels it generated.

Generating labels is a distinct step from printing labels. When you generate labels, ShopPAK writes label information to the database. Later, you can print all of the generated material labels at one time as a batch.

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IntelliStore Import Problems

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