Inventory data entry

Inventory icon The Inventory Data Entry dialog is where you view and edit the database record for a single inventory item. It appears when you open a record in the Inventory data list.

Note: Λctiv8 POS users can add inventory items on the applicationʼs Tools tab.

The General tab     

Sales Tax Category: Sets which tax category the item belongs to ('Wine,' 'Spirits,' 'Merchandise,' etc.). The tax rates for each category are defined in the Customer record (on the Accounting tab).

The default category for Inventory items is set in the Translation list, in an entry of Subtype 'Inventory.'  )

Label: The product Label appears:

Type: Usually 'Inventory.' More …

Subtype: Use as needed. Manager Full Operators and Administrators can define new subtypes in the Selection list (Type 'InrSubtype').

Category: Use for classifying inventory items for your shipping records (see Alcohol and ShipCompliant below). Full Operators can define new categories in the Selection list (Type 'INRCATEGRY').

SKU: Stock-keeping unit number for the item in inventory (see Generating and printing SKU labels).

Futures Date: Enter the date when the product is expected to be available for sale.

Name: The product Name appears:

Placeholder items should have generic names that indicate the type of item: “Red” or “Chardonnay”; a real name will be added when the item becomes part of a transaction.

Description is used in QuickBooks Accounting, where it appears in the Description field in the Item List.

Vendor is used to select the Supplier in inventory transactions.

Display on Shopping Cart: When checked, makes the item available in the online catalog.

Note: Use this setting only if you do not have multiple inventory locations. When using Managerʼs inventory management system, youʼll manage this setting in the Inventory Stock record instead. Setting the option here will make the item available separately from each location.

Item Counting Enabled: When checked, Manager uses the Item Counting field to calculate how much space the item will need when selecting the package size. For items that take up insignificant space (event tickets, flyers, memberships, etc.), clear the checkbox.

Item Counting: Displays the number of spaces the item will need in the shipping package. The unit used (bottles, generic) changes according to the product type.

Retail Unit Price, Case Price: Retail price information

Wholesale Unit Price: The price to wholesale customers.

Unit Cost Price: Your unit cost.

Weight: Item weight; needed for calculating shipping charges.

Brand Key: Your brand name as registered with state authorities (when using ShipCompliant).

Taxable: Check if taxable merchandise.

Do not Discount: When checked, disables discounting the item at the package level; use when the purchase price is already fully discounted.

Do Not Allow Customers to Delete Selection: When the item is a selection for member choice clubs, prevents customers from removing it from the selections list.

Calculate Discount based on Product Discount: Sets a discount to apply to this specific item. Any amount set here overrides the discount set at the package level, unless the package is set to Add to Inventory Discount.

Note: When using Λctiv8 POS, you can override the Do not Discount and Calculate Discount settings for a sale by clearing the Do Not Discount option in the Line Item Overrides dialog.

Department: Optional; use to specify a department within the Vendorʼs organization.

Alcohol and ShipCompliant

In addition to letting you classify products for your shipping records, the Inventory Category field performs two important functions:

(1) When exchanging transaction shipping data with ShipCompliant, the Category of each item should be matched with a corresponding category in ShipCompliant. Because ShipCompliant allows for fewer distinct categories than Manager does, some of Managerʼs categories must be matched with the same class in ShipCompliant.

(2) In the Inventory Data Entry dialog, sections of the Alcohol panel are enabled and disabled depending on whether the product contains alcohol or is wine.

ShipCompliant Translation rules For both of these functions, the itemʼs behavior is determined by an entry in the Translation list (Type 'ShipCompliant', Subtype 'ProductType'). Here, the External value represents the ShipCompliant category; Internal is the Category name in Manager.

The Description field can have one of three values:

Inventory—Alcohol fields


Excise Tax Class: For alcohol products, select a classification for payment of excise tax (e.g., 'Distilled').


Inventory Attributes

The Attributes tab

Other attributes can be defined and used as needed, to help with sorting and searching.

The Notes tab     

Line of Text under Product Name on Web Catalog: as described.

Member Price Displayed on Web Catalog: Text and Club Price appear when a club member has logged in to the web site.

Notes: Free-form field for notes on the inventory item for the online product catalog. For example, text entered here appears in the Item Details dialog when creating a sales order in Λctiv8 POS. Allows up to 10,000 characters; may include HTML markup.

The Wine Specs tab

Displays specific details on the item; used for the online product catalog.

The Images tab

Displays the product and thumbnail images for the online product catalog, stored in the Λctiv8 image library.

The Setup tab     

Inventory Status:

On Hand: The total quantity of the item in stock.

On Order: How many of the item are expected to be added to inventory through pending Inventory Transactions.

Allocated: How many of the item are not available for sale because theyʼre included in sales or pending inventory transactions.

Available: How many of the item are available for orders (= 'On Hand' − 'Allocated'). A quantity of 0 or less marks the item “Sold Out” in the online product catalog.

Note: If you use multiple inventory locations, these figures are the aggregate totals for all of them. To see the breakdown by location, view the items on the Stock tab, or in the Inventory Stock list.

Maximum Quantity for Selections: The maximum number of the item that a customer may add to an order when making customer selections.

Id in External Inventory System: Reference numbers for the item in QuickBooks Accounting.

Inventory relationship fields: Link placeholders to actual inventory items. If youʼve enabled Managerʼs inventory management features, selecting a name from the Inventory Name lookup list displays the Select Inventory Location dialog, where you must also choose the inventory location where the item is housed.

The QuickBooks tab     

Income Account, Cost Account, Asset Account: When integrated with QuickBooks Accounting, select the corresponding accounts for this item. (For details, see Λctiv8 Manager — QuickBooks Integration.)

The Stock tab     

Displays stock levels for an inventory item at each of your inventory locations. Choose an option from the View menu to see details:

View:Details:
Defects/Returns:On HandAvailableReturnedDefective
Shopping Cart/Selections:AvailableDisplay on Cart (y/n)Use for Selections (y/n)Selection Group
Stock Levels:On HandAllocatedAvailableOn Order

To see full details on a specific item, double-click the location (or click Change) to open the Inventory Stock Data Entry dialog. For more information about stock levels and movements, see Stock level and movement data.

For a tutorial video on inventory data entry, see https://player.vimeo.com/video/327415368.


Related topics:

Managing inventory

Inventory data entry

Batch updates

Generating and printing SKU labels

Adding items to the web catalog

Inventory headings

The Vendor list

Inventory management