Flex4: Adding and Editing Inventory

• Overview
• Creating a New Inventory Model
• Field Definitions
• Editing an Inventory Model
• Uploading an Inventory Model Image
• Viewing an Inventory Model Audit Trail
• Deleting an Inventory Model
• Undeleting an Inventory Model

Overview

Since your inventory is a vital part of your Flex system, we recommend being as thorough as possible when adding inventory items.

Creating a New Inventory Model

1. On the Inventory menu, click New Inventory Item.
2. Enter the new inventory item information. (see Field Definitions section)
3. Click ADD.

Alternatively, you can create a new inventory model by right-clicking on the inventory group that you want to add the new model to, then clicking New Inventory Item....

Field Definitions

• Item Name: The name that will appear on Quote and other documents that are sent to customers.
• Item Short Name: The name that will appear in the inventory tree.
• Short Hand: Optional short hand version of the item name that makes the item more easily searchable.
• Narrative Description: Longer and more detailed description of the item.
• Manufacturer: The manufacturer of the item.
• Size: The size of the item (optional, but typically used for cable lengths, monitor and TV sizes, etc.).
• Track Running Hours: Selecting Yes will allow you to track hours on the item whenever you scan it in and out.
• Replacement Cost: The replacement cost of a single unit of the item. This amount can be calculated per line item on a Quote, with a grand total replacement cost showing on the Quote.
• Purchase Cost: The purchase cost of a single unit of the item.
• Primary Group: Where the item will appear in the inventory tree.
• Additional Groups: If needed, the item can appear in more than one location in the inventory tree.
• Icon: Click the binoculars icon to choose an icon from the extensive icon library. Click the broom icon to delete the current icon.
• Country of Manufacture: The country where the item was manufactured. This information can be printed per line item on an equipment manifest.
• Hide: Selecting Yes will cause this item to be hidden (in the inventory tree and when searching) from any user that does not have permission to view hidden items.
• Line Mute By Default: Selecting Yes will cause this item to not appear as a printed line item on documents that are sent to customers, but will still be charged for.
• Preset: Learn more on the Structure / Availability Settings page.
• Expendable: Select Yes if this item is expendable and you want it to default to the default expendable resource type (which is typically Retail).
• Expendable Return Estimate: Enter a percentage if you expect a certain amount of this item to return, even if it is considered expendable.
• Item / Part Number: The manufacturer item or part number for your reference.
• SKU: The manufacturer SKU for your reference.
• Bar Code: Leave this field blank and Flex will automatically generate a barcode. You can also manually enter a barcode if needed.
• Weight Unit: The unit of weight used for whatever value is entered in the next field.
• Weight: The weight of the item. This number can be calculated per line item on an equipment manifest to show the total weight of all items scanned.
• Linear Unit: The unit of measurement used for whatever value is entered into the next three fields.
• Length: The length of the item.
• Width: The width of the item.
• Height: The height of the item.
• Prep Time Each (in minutes): This number can be calculated per line item on a Quote or Pull Sheet to show the total estimated prep time for a job.
• Deprep Time Each (in minutes): This number can be calculated per line item on a Quote or Pull Sheet to show the total estimated deprep time for a job.
• Notes: Anything entered in this area will appear as a note when this item is placed onto a Quote or other document.
• Note Mute By Default: Selecting Yes will cause the note to not appear on documents that you send to customers. 

Editing an Inventory Model

1. Open an inventory model page by double-clicking on an inventory item name in the inventory tree or in the search tab.
2. Click Edit Inventory Item in the Workbench Menu.
3. Edit the inventory model information. (see Field Definitions section)
4. Click Update.

From the inventory information page, you can also delete the item, create a new item, copy the current inventory item, and use scheduling/processing tools.

Uploading an Inventory Model Image

1. Open the inventory model that you want to add a model image to.
2. Click Upload Model Image.
3. Follow the steps found in the Image Upload window.

Viewing an Inventory Model Audit Trail

1. Open the inventory model that you want to view the audit trail for.
2. Click Audit Trail in the Workbench Menu.

The Audit Trail page will show you each time the inventory model has been changed, including the creation of new serial units, whenever a serial unit was prepped or returned (quantity changes), and whenever the inventory model was modified.

Deleting an Inventory Model

1. Open the inventory model that you want to delete.
2. Click Delete Inventory Item in the Workbench Menu.

Alternatively, you can delete an inventory model by right-clicking on the inventory model name in the inventory tree, then clicking Delete Item....

Undeleting an Inventory Model

1. On the Inventory menu, click Inventory Manager.
2. In the upper right corner, click the Deleted check-box.
3. Search for the deleted inventory you are looking for using the search fields of the Inventory Manager.
4. When you find the deleted inventory, highlight it, then click the UNDELETE SELECTED button in the upper right corner.