Administrator - Item Setup Summary

Item Setup Summary Quick Reference Guide

Setup Considerations: Contracts, Pricing, and Procurement Categories (must be configured by inTEAM)

Directions: Once all items have been uploaded to your Item Database via the Vendor Item Upload function, review the Item Setup Summary information prior to using Forecasting and/or Inventory Module.  All items must be confirmed before using the Inventory Module.

Contents

Where is the inventory setup summary

Inventory Setup tab - Directions

Inventory Setup tab – Warning definitions & tips

Procurement tab - Directions

Procurement tab – Warning definitions & tips

 

Where is the inventory setup summary:

  1. Go to the Item Database
  2. Click on the “Reports” icon
  3. Select “Item Setup Summary”

NOTE: The red flags denote that there are items with warnings that should be reviewed closely.

 

Inventory Setup tab - Directions:

Note: The Item Setup Summary should initially default to the Inventory Setup tab. The red flag displayed in the Inventory Setup tab denotes that there are items with warnings that should be reviewed closely.

  1. The Inventory Setup tab defaults to show you all the items with warnings & errors. If there are no items with warnings, then it will default to show you all items. You can also adjust the filter to show you all the unconfirmed items.
  2. Review the Warning messages to determine why the item was flagged. NOTE: Just because an item produces a warning/error does NOT mean that it incorrect, that is why it requires review.
  3. Review and edit (if necessary) the following information: Purchase Unit (select the edit icon to change), Net Weight (lbs), # Servings per Purchase Unit, Inventory Unit (select the edit icon to change), IUs per PU, and # Servings per Inventory Unit.
  4. Once all information is correct, select the “Confirm Values” checkbox.
  5. You can select “Revert” to erase any changes up to the last “Save” OR you can select “Save” to retain all changes.
  6. You can also select “Confirm All” to quick confirm all your items. NOTE: This is only an option when the filter is set to “All Unconfirmed Items”. 
  1. Quick Tip: Use the in-line textbox to quickly find specific items. 

Inventory Setup tab – warning definitions & tips:

  1. Different Inventory & Purchase Units
    1. Definition: This warning occurs when the Inventory Units and the Purchase Units are different. Example: Inventory Unit = Package; Purchase Unit = Case.
    2. Tip: Review Inventory Unit and Purchase Unit information to make sure it’s correct. Keep in mind that the Inventory Unit should be what you count your Physical Inventory by. Example: Individually Wrapped Potato Chips flag because the Inventory Unit is Each and the Purchase Unit is Case. Unless you actually have your staff count each individual bag of chips during a physical inventory or you transfer individual bags of chips between sites, it might be a good idea to change the Inventory Unit to Case.
    3. Action: Make updates to the Purchase Unit and/or Inventory Unit and select Save. OR select Confirm if the information is correct.
  2. Review Inventory Setup values: All 1s
    1. Definition: This warning occurs when the # Servings per Purchase Unit, IUs per PU, and # Servings per Inventory Unit fields are all set to 1.
    2. Tip: Review the Pack Size and Yield/Servings per Case information from the Manufacturer or Vendor. This usually gives you the information to determine these fields. Example: USDA Canned Green Beans: Pack Size = 6 #10 Cans; Yield = 136 servings. From this information I can determine that the # Servings per Purchase Unit is 136, IUs per PU is 1 if the Inventory Unit is also a Case or 6 if I change the Inventory Unit to #10 Cans, and # Servings per Inventory Unit is 136 if the Inventory Unit is a Case and 22.66 if the Inventory Unit is #10 Cans.
    3. Action: Make updates to the # Servings per Purchase Unit, IUs per PU, and # Servings per Inventory Unit fields and select Save. OR select Confirm if the information is correct.
  3. Review Inventory Setup values: Low Net Weight as Served
    1. Definition: This warning occurs when the Net Weight as Served is below 1 pound.
    2. Tip: Review the Serving Size weight and # Servings per Purchase Unit. If this information isn’t displayed on the screen, review the information from the Manufacturer. Example: If the serving size is 100 grams and the # Servings per Purchase Unit is 50; then the Net Weight as Served should be 11.02 pounds.
    3. Action: Make updates to the # Servings per Purchase Unit and select Save. OR select Confirm if the information is correct.
  4. Invalid Inventory Setup values: Values of 0s/Blank
    1. Definition: This warning occurs when there is a zero in one of the following fields: # Servings per Purchase Unit, # Servings per Inventory Unit, IUs per PU, or Net Weight.
    2. Tip: Review the Pack Size and Yield/Servings per Case information from the Manufacturer or Vendor. This usually gives you the information to determine these fields except for the Net Weight. (Review #2 above for example which also applies here) Review the Shipping Details, which should include Net Weight of the Purchase Unit/Case from the Manufacturer or Vendor to obtain the Net Weight information.
    3. Action: Enter the missing information into the fields on the screen and select Confirm and Save.
  5. Large Difference in Net Weights
    1. Definition: This warning occurs when there is a 40% or greater difference between the Net Weight and Net Weight as Served fields.
    2. Tips: Review the Serving Size weight and # Servings per Purchase Unit to make sure that the Net Weight as Served field is correct. If it is, then review the Net Weight from the Manufacturer or Vendor.
    3. Action: Make updates to the Net Weight and select Save. OR select Confirm if the information is correct.
  6. Item Not Linked to active Purchase Unit
    1. Definition: This warning occurs when an item does not have an active purchase unit linked to it and therefore cannot be tracked via the Inventory Module.
    2. Action: From the Item’s Purchase Unit tab, add a Purchase Unit.   

procurement tab - Directions:

  1. Select the “Procurement” tab from the navigation bar.
  1. The Procurement tab defaults to show you all the purchase units with warnings & errors. If there are no purchase units with warnings, then it will default to show you all purchase units.
  2. Review the Warning messages to determine why the purchase unit was flagged.
  3. If the warning is Unassigned Procurement Category, select the Procurement Category from the dropdown and select Save.
  4. If the warning is Missing Effective Price, select the Contract # (if applicable), select an Effective Date, and enter a Price and select Save.
  5. You can change the Default Vendor from here if needed.
  6. You can select “Revert” to erase any changes up to the last “Save” OR you can select “Save” to retain all changes.

 

procurement tab – warning definitions & tips:

  1. Unassigned Procurement Category
    1. Definition: This warning occurs when an item does not have a Procurement Category assigned.
    2. Tips: Procurement Categories MUST be configured for the District. Contact your inTEAM representative to set this up.
    3. Action: Select a Procurement Category from the dropdown and select Save.
  2. Missing Effective Price
    1. Definition: This warning occurs when an item does not have a current price.
    2. Tips: Obtain current price sheet from your Vendor.
    3. Action: Select a Contract # (if applicable), select an Effective Date, and enter the Price. Select Save.
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