The Inventory Item Window |
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The Inventory Item Window |
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The Inventory Item Window |
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The Inventory Item Window |
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Opening or creating a new Inventory Item opens the Inventory Item window to view, modify or enter details of an item.
Icon |
Action |
Description |
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Close |
Closes the Item Window without saving current changes. |
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Save and Close |
Saves the changes and then closes the Item Window. |
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Save |
Saves the changes and leaves the Item Window open. |
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Add to Order |
Adds the selected item to an open order. A new Order will be created if there is not one currently open. |
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Open Order |
Opens the relevant order if the item is On Order. The button is disabled if the current item is not On Order. |
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Delete Item |
Removes the item(s). We recommend not deleting items. Instead, set the item as being "Not in Use". |
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Sort |
Determines the sort order by Item Number or Item Description based on selection from the drop-down list. |
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Navigation Buttons |
Provides navigation options to other items in the same window.
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Refresh |
Refreshes the data currently displayed in the Item Window. |
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Stay On Top |
Toggles whether or not the window stays on top of the main window. |
The general information is located above the tabbed panel and includes:
| • | Item # and Description - for items from Awana Clubs International, these fields match the information in the Awana catalog. For items you buy elsewhere, set as desired. The search box works on these fields. |
| • | Pkg Qty - number of items that come in a package. For example, if there are 5 in a package, an order of 1 of that item results in 1 package with 5 items in it. The default is set to 1. |
| • | Cost - amount used when an item is placed in an order. It should match Awana's current catalog price, if applicable. |
| • | Sell Price - amount used when a fee is created. |
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If your club does not have a large budget, consider slightly increasing the Sell Price of items like uniforms and books to help cover shipping costs. |
| • | Qty in Stock - number of the item you currently have. The default is 0. If Inventory Tracking preferences are set, this value is adjusted automatically as items are depleted by assigning books, when awards are earned, or when manually creating a fee (such as for a book bag). It is increased when the Status of an Order is set to Received and individual items are marked received. |
| • | Category - drop-down list which is populated based on Admin > Generic Lookups > Inventory Categories. |
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This is especially useful when filtering the Item grid. |
| • | Image - for items from the Awana Catalog, the image will be provided. It can be modified by right clicking on it to paste or load an image from a file. |
The main area in this tab is for a detailed description of the item. This will normally match the text found in the Awana Catalog.
It is not unusual for Awana Clubs International to introduce new items in their catalog. Some items will replace older items, making the older item obsolete. It could get confusing to maintain, but by renewing the AWdb Support Plan each year, these details will all be maintained. Otherwise, this is where to enter the Status in the catalog, Supersedes Item #, and Superseded by # information.
The Ordering tab provides information related to the ordering of an item.
| • | Vender Name - selection options are determined by Admin > Generic Lookups > Vendors. |
| • | A multi-pack is available if ordered using the following Item # - indicates a multi-pack should be ordered instead of single items, when available. Fields for the details of the multi-pack are enabled when the option is selected. |
| • | Obsolete do not order - indicates an item is no longer available. When checked, the fields below it are disabled. |
| • | When Qty in Stock of Item # is:, Order a Qty of: - for items that are not obsolete, with Inventory Tracking options turned on, these fields indicate when the item should be added to an order and how many to order. |
The Club Usage tab includes information on if and how an item is used in your club.
| • | This is an item we use in our club - indicates the item is one you use. |
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Items can also be marked as 'in use' or 'not in use' on the Main Inventory Items grid by selecting items and using the Action menu or right click pop-up menu. Multi-selecting records speeds up the process. |
| • | Use this item as a choice in any AWARD related drop-down list - indicates the item will be included in any drop-down list used for choosing awards. When checked, selection of a Book-level Award or Donation-related Award can also be indicated. |
| • | Use this item as a choice in any FEE related drop-down list - indicates the item will be included in any drop-down list used for choosing fees, such as the Fee dialog. |
| • | Use this item as a choice in any UNIFORM related drop-down list -indicates the item will be included in any drop-down list used for choosing uniforms, such as the Assign Uniform dialog. |
| • | This is used for the Annual Dues for Club Year: - indicates payments for dues for the specified year should go towards this item. |
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The Fee for dues will generally be added during an update so this would only be necessary if you add a fee for dues yourself. |
| • | The relevant Base Club Name (if any) is: - indicates the club that generally uses the item. |
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This is especially useful when filtering the Item grid. |
| • | The default Expense Category Name is: - selection options are determined by Admin > Generic Lookups > Expense Categories. |
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The expense category can also be set on the Main Inventory Items grid by selecting item/s and then using the Action drop-down, or the right click pop-up menu. |
Use this area to track any additional information related to the item.
