Adding and Editing Inventory Models

• Overview
• Creating a New Inventory Model
• Field Definitions
• Editing an Inventory Model
• Uploading an Inventory Model Image and Files
  • To upload an image to an Inventory Model:
  • To upload a file(s) to an Inventory Model:
• 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   Main Menu, select the  Inventory menu and click New Inventory Model.
2. Enter the new inventory item information (see Field Definitions section).
3. Click OK.

Field Definitions

Model Information

• Name: The name that will appear on Quotes and other documents that are sent to customers.
• 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.
• Size: The size of the item (optional, but typically used for cable lengths, monitor and TV sizes, etc.).
• Narrative Description: Longer and more detailed description 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.
• Purchase Cost: The purchase cost of a single unit of the item.
• 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.
• Manufacturer: The manufacturer of the item.
• Country of Manufacture: The country where the item was manufactured. This information can be printed per line item on an equipment manifest.
• Track Running Hours: Selecting Yes will allow you to track hours on the item whenever you scan it in and out.
• 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.
• Note Mute By Default: Selecting Yes will cause the note to not appear on documents that you send to customers. 
• Notes: Anything entered in this area will appear as a note when this item is placed onto a Quote or other document.
• Tags: Tags can be created and applied to resources in order to search more easily. See the Adding, Editing and Applying Tags article for more information. 

Structure / Availability

• Preset: The type of model, container or package. You can find more Preset information on the Structure / Availability Settings page.
• Tracked By S/N: Determines whether or not the item is tracked by serial number, or, in other words, whether the item is serialized or non-serialized. If set to “Yes”, the inventory model will be considered a “Serialized Model,” which means each unit of the model that you own will have its own barcode. If set to “No”, the inventory model will be considered a “Non Serialized Model,” which means that each unit of the model will not have its own barcode.
• Unit Container: Determines whether or not the inventory model’s units can contain other units. This is different than Model Container in that you are actually scanning individual units into a container. Unit Container only works if the item is serialized.
• Contents Available: Determines whether or not the contents of a unit container are available to rent individually.
• Contents Permanent: Determines whether or not the contents of a unit container are considered permanent. 
• Free Pick Container: Determines whether or not the unit container can be opened during the prep process to add more units into the container. This is a good option when you want to put items into a container on the fly and have them show on the manifest as being inside the container.

Tracking / Logistics

• Expendable: Choose Yes or No.
• 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.
• Model Bar Code: Leave this field blank and Flex will automatically generate a barcode. You can also manually enter a barcode if needed.
• Barcode Label Field: For advanced users. See Barcode Label Design & Fine Tuning.
• 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.

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 the   Edit Model icon in the item header.
3. Edit the inventory model information (see Field Definitions section).
4. Click OK.

Uploading an Inventory Model Image and Files

To upload an image to an Inventory Model:

1. Open the inventory model that you want to add a model image to.
2. Drag and drop an image or click BROWSE.
3. Follow the steps found in the Add Model Image window.

For more Inventory Model Image options, hover over the uploaded image as shown below.

To upload a file(s) to an Inventory Model:

Each inventory model has a Files tab. This is where you can upload documents, URLs, or images associated with the inventory model.

1. Open the inventory model that you want to upload a document to.
2. Click the Files tab.
3. Select the  Add New File icon located in the bottom menu.
4. Click Upload File to locate the document you want to upload OR enter a URL link.
5. Click ADD.

Each uploaded file or URL will now be listed on the Files tab. You can download the document by clicking on the file name or the URL to navigate to that link. To delete a file or URL, click the checkbox on that line and select the  Delete Selected Lines icon in the bottom menu.

Viewing an Inventory Model Audit Trail

The Audit Trail page will show you each time the inventory model has been changed, including the creation of new serial units, whenever it was prepped or returned (quantity changes), or if it was marked out of commission. 

1. Open the inventory model that you want to view the audit trail for.
2. Click the  Audit Trail icon in the upper right hand item header.

Deleting an Inventory Model

1. Open the inventory model that you want to delete.
2. Click the Delete Inventory Model icon in the upper right hand item header.
3. Click Yes to confirm.

Undeleting an Inventory Model

1. On the  Inventory menu, click Inventory Manager.
2. In the Show Only filter located in the footer, choose Deleted Items.
3. Search for the deleted inventory model that you are looking for using the search fields of the Inventory Manager.
4. When you find the deleted inventory model, select the checkbox of the line, then click the Undelete Selected Lines button in the footer.