Updating a Supply Item

To update a supply item:

1. Select the supply item to be updated.

2. Click Update. The Supply tab of the Update Supply Item window is displayed. It shows the default values for the item from the Enterprise Master Supplies Item folder, as previously modified for this location.

3. To modify the description of the item and inventory information:

   • The Description, Part Number, Manufacturer and Size fields can only be modified in the Setup or Enterprise level Master Supplies list.

   • If applicable, you can enter the grid location and low and high order points for your location.

   • The quantity information shows the number of items in stock, on Purchase Orders, on Back Order, and on open Work Orders. There is also a calculation of the quantity to reorder next time the item is ordered. These are calculated off of your low and high order levels.

   • Save your Supply card to reflect any changes in low and high order calculations.

4. To modify buy pricing information for this item at your location:

   • Select the Properties tab.

   • This is an information only tab, and shows your average cost for these supply items. It can not be modified.

5. Select the Activity tab to display inventory activity for the item.

6. To record that you used one of these items, and update inventory information:

   • Click I Used One.

   • When prompted, click Yes to confirm that you used one item.

7. To purchase more of this item from a supplier:

   • Click Purchase. The Purchase Supplies for Inventory Restock window is displayed.

   • In the Purchase Qty field, type the number of units of the item to be purchased.

   • Choose the name of the supplier from the Supplier drop-down list.

   • Choose a purchase order number from the Purchase Order # drop-down list to add to an existing purchase order or use <New PO> to create a new one.

   • Click Add to Purchase Order to complete the transaction.

   • The Purchase order is now created in the Purchases Manager, awaiting placement with the supplier or receipt of the Purchase order.

8. To transfer more of this item from another location:

   • Click Transfer. The Transfer Supplies for Inventory Restock window is displayed.

   • In the Transfer Qty field, type the number of units of the item to be transferred.

   • From the Location drop-down list, choose the name of the location to transfer from.

   • Choose a transfer order number from the Transfer Order # drop-down list to add to an existing transfer or use <New TR> to create a new one.

   • Click Add to Transfer Order to complete the transaction.

   • The Transfer order is now created in the Purchases Manager, awaiting placement with the location or receipt of the Transfer order.

9. To record that this item has been received in a supplier or transfer shipment:

   • Click Receive. The Receive Supplies to Inventory window is displayed.

   • Type the quantity received in the Received field.

   • Type the quantity to be returned in the Returned field. This will create a return in the Return Goods Bin.

   • In the Supplier box, choose the supplier name from the drop-down list, and either enter the new invoice number or choose an existing supplier invoice number from the SI drop-down list.

   • Click Add to Supplier Invoice to complete the transaction. This item is recorded as payable.

   • The item is added to the Supplier Invoice in the Purchases Manager for Accounts Payable reconciliation.

10. To return this item to the supplier:

    • Click Return. The Move to Returned Goods Bin window is displayed.

    • Type the quantity being returned in the Returned field.

    • Click Move to Returned Goods Bin to complete the transaction.

    • This item is now listed under the supplier name in the Returned Goods Bin in the Purchases Manager, awaiting return to your supplier.

    • Note: Because of FIFO, the software already knows the cost, core and the supplier for the items you are returning.

11. To recount the in-stock quantity:

    • Click Recount. The Recount Supplies window is displayed.

    • Select the New In Stock Qty field, and type the new quantity.

    • Click Recalc to recalculate the other fields in the window and update inventory information.

    • Click Save to save the changes and close the window.

12. Click Save to save changes and close the Update Supply Item window.