Edit Item

The Edit Material Item Details page allows you to modify the information stored for an existing inventory item.

Note:

The Edit Material Item Details page is used for both the basic and advanced inventory modules. Features that are available only with advanced inventory are marked as Advanced Inventory Only.

To edit an inventory item:

  1. Access the Inventory module by clicking the Inventory link at the top of the page.

  2. Locate the item using the Find Inventory tab or by clicking the Find Item link on the Create Inventory tab.

  3. On the Material Item Details page, click the Edit Item link.

  4. In the Part Number field, modify the part number for the item.

    The part number must be unique within the warehouse. 

  5. In the Item Description field, modify the description of the item.

  6. In the FIN field, modify the functional identification number.

    A functional identification number may be used by the manufacturer to identify an item and can typically be found on the item or box the item was shipped in.

  7. Select a new value in the Material Class field to indicate the group that the item should be classified in, for example, automotive or lighting.

  8. In the Unit Cost field, modify the cost per item.

    This is the default cost value for the item. A warehouse-specific unit cost can be entered when the item is added to a warehouse. The warehouse-specific cost overrides the default unit cost entered here.

    Note:

    You must have the appropriate security rights to edit the unit cost.

  9. In the Contra Account field, modify the account number of the general ledger account that will be used to offset the value of the item.

  10. In the Manufacturer field, modify the name of the company that makes the item.

  11. In the Model field, modify the model name of the item.

  12. In the Unit of Measure - Issue field, select a new value to indicate how this item is packaged or counted for inventory purposes, for example, each, per foot, or case.

  13. In the Item Type field, select either Stock Item or Non-Stock Item.

    Stock Items are items whose quantities are managed by the inventory module. Non-Stock items are common supplies that may be billed through a work order, but whose quantities are not controlled through inventory.

  14. (Advanced Inventory Only) The Lot Controlled and Lot Shelf Life (Days) fields cannot be modified. They indicate whether the inventory module tracks the lot number and expiration date of the item.

  15. In the Condition field, select new a value indicating the state of the item, for example, new or reconditioned.

  16. In the Size field, modify the size of the item, for example, large or small.

  17. In the Ignore Markup field, select Yes to indicate that a markup percentage should not be added when this item is billed to a work order.

  18. In the Status field, indicate whether the item is Active or Inactive.

  19. In the Comments field, enter any comments about the item.

  20. Click UPDATE.

ClosedAccounts

If the NPFA (Non-Profit Fund Accounting) module is enabled, an Accounts pane is displayed, allowing you to define the accounts that material items use to classify revenues and expenditures.

To specify an account:

  1. Expand the Accounts pane.

  2. Click the Add Another Account Group link.

    The Accounts pane expands to display the account definition options.

  3. In the Account Group field, select the type of accounts you want to add.

    An account group defines the type and format of the account strings that you can define to classify revenues and expenses for this entity.

  4. In the Billing Type field, select the type of billing you want to use for this entity.

    The billing type defines whether actual costs, estimated costs, or no costs will be used when billing for this entity. It also determines the percentage of markup applied to charges.

    Note:

    Depending on the configuration of the account group selected, the Billing Type drop-down menu may be disabled.

  5. Configure the accounts you want to associate with this entity.

    You can associate one or more accounts.

    1. Click the Add New Link.

      The Add Account String dialog box opens.

    2. In the Chart of Accounts field, select the chart of accounts that contains the account strings you want to add.

      Note:

      Depending on the configuration of the account group selected, the Chart of Accounts drop-down menu may not appear. If it is not displayed, the default chart of accounts will be used.

    3. In the Account Index field, select the account index containing the segment values that you want to use to populate the segment fields.

      An account index provides a named shortcut for populating the segment values. If you select an index, values will automatically fill-in for all of the segments. You can manually override a particular segment value, if needed.

      Note:

      Depending on the configuration of the account group selected, the Account Index drop-down menu may not appear. If it is not displayed, you can manually enter segment values in the fields.

    4. Enter a value for each segment.

      If you used an account index, these fields are automatically populated for you. You can modify them, if needed.

      As you click into each field, a list of valid values may appear in a drop-down menu. You can pick a value from the list instead of typing a value. Some account groups may not have this feature enabled.

    5. Click ADD.

    The account string and the Percentage of the costs that will be allocated to this account string are displayed. You can add additional account strings, if needed and modify the percentage values to allocate the costs appropriately. All account string percentages must add up to 100%.

  6. Click OK to save the account configuration.

    You can add another account group, if needed. For example, some installations define separate account groups for different billing types.

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