Inventory > Products

Key Info  
Purpose:

Create and manage the list of inventory products used throughout your institution.
Related Module(s):

Inventory
Accessed From:

Maintenance > Inventory > Products
Window(s):

Inventory Products List

Inventory Product

Product / Location Information

Product / Location Defaults

Print / Preview Product List

Bar Code Content Information

Sundry List

Sundry Code

Dependencies:

Product Types

Inventory Units

Inventory Order Types

Vendors

Inventory Location Codes

Inventory Products List Window

The Inventory Products List window allows you to search for and manage products in the Inventory module.

Field Description
Product Type

A drop-down list that indicates the type of product being searched for.

Note: This list is based on the product types configured in the Product Type window.

For Location

A drop-down list that indicates the inventory location to search on.

Note: This list is based on the inventory locations configured in the Location Codes window.

Criteria

A text field that is used to enter your search criteria.

Tip: You can enter the first few characters of the word, or enter an underscore (_) to return all results.

Search On

A drop-down list that indicates the field to search on:

  • Category
  • Product Code
  • Description
  • Vendor
  • Manufacturer
  • Bar Code
Include Inactive

A check box that, when selected, will include inactive products in the result list.
Task Procedure
Search for Products
  1. Use the Criteria field, Include Inactive check box, and the Product Type, For Location, and Search On drop-down lists to set the search parameters.
  2. Click the Search For Data () icon and review the results.

    3. Note: If your search has more than 100 results, a prompt displays. Click Yes to continue your search or click No to stop and change your criteria to narrow the results list.

Add Products
  1. Click the Create a new Record () icon to open the Inventory Product window.
  2. Complete the fields as necessary and click OK.
Edit Products
  1. Search for and select a listed entry.
  2. Click the Edit Record () icon to display the Inventory Product window.
  3. Make any necessary changes and click OK.

    4. Tip: You can also double-click a listed entry to display the Inventory Product window.

Specify Product Location Information
  1. Search for and select a listed entry.
  2. Click the Product Locations () icon to display the Product / Location Information window.
  3. Make any necessary changes and close the window when finished.
Delete Products
  1. Search for and select a listed entry.
  2. Click the Delete Record () icon.
  3. When prompted, click Yes to confirm the deletion.
Preview/Print Report
  1. (Optional) To preview the Inventory Products report:
    1. Click the Preview Report () icon to display the Preview Product List window.
    2. Complete the fields as necessary and click OK.
  2. To print the Inventory Products report:
    1. Click the Print Report () icon to display the Print Product List window.
    2. Complete the fields as necessary and click OK.

    Note: The Inventory Products report uses the Product.rpt file.
View Bar Code Content
  1. Click the Bar Code Content Information () icon to display the Bar Code Content Information window.
  2. Scan bar codes and review information as needed and close the window when finished.

Inventory Product Window

(Maintenance > Inventory > Products > Inventory Product)

The Inventory Product window allows you to specify a product, as well as all the information related to the product. It displays when you open the Inventory Products List window and click the Add a new Record () icon or select a listed product and click the Edit Record () icon.

Field Description
Product Type

A drop-down list that indicates the Product Type associated with this product.
Inactive

A check box that, when selected, indicates the product is inactive and not in use.
Category

A drop-down list that indicates the Product Category associated with this product.
Can order internally

A check box that, when selected, indicates that the product can be ordered from the main warehouse.
Product Code

A text field that indicates the unique alphanumeric sequence that identifies the product.

Tip: The code must meet the minimum product length set in System Options. axiUm assumes entries that are less than the minimum length are quantities rather than products.

Print Code

A text field that indicates the product code that displays when printed.

Note: This field defaults to the Product Code but can be overwritten if necessary.
Description A text field that indicates the product's full name or description.
Sync with Dispensary item

A check box that, when selected, indicates that enables the text field and ellipsis.

The ellipsis is used to open the Sundry List window and select a dispensary sundry.

The X is used to remove the currently selected dispensary sundry from the field.
Manufacturer This field indicates the manufacturer of this product.
Vendor

A text field that indicates the vendor used to order this product.

The ellipsis is used to display the Vendor List window and select a vendor.
Bar Code A text field that stores the bar code information associated with this product.
Unit

A text field that indicates the unit used to measure this product.

The ellipsis is used to display the Inventory Units window and select a unit.
Items per unit

A text field that indicates the number of items included within a unit of this product.

Note: If the product unit may be split or repackaged, the Unit is dividable for repackaging check box must be selected in the Inventory Units window. If deselected, the Is dividable check box is disabled.

Weight per unit A text field that indicates the total weight of all the items within one unit of the product.
Weight unit

A text field that indicates the unit used to measure the weight of this product.

The ellipsis is used to display the Inventory Units window and select a unit.
Is divisible

A check box that, when selected, indicates the product can be split into smaller units.
Track expiry dates A check box that, when selected, indicates the product has an expiry date that must be tracked.
Order lead time A text field and drop-down list that indicate the number of days or weeks orders typically take to arrive.
Order type

A text field that indicates the order type used to identify how this product is ordered.

The ellipsis is used to display the Inventory Order Types window and select a type.
Cost per unit

A text field that indicates the cost of the product, per unit of measurement.
Cost method

A drop-down list that indicates the method to use for calculating cost:

  • FIFO: First in, first out.
  • LIFO: Last in, last out.
  • Average:  Average cost.

Note: If Track expiry dates is selected, this field is disabled and set to Expiry Date.

Average cost

A text field that indicates the average cost of this product, per unit.

Tip: This field is entered manually when the product is first added to the system, but will be recalculated automatically when additional orders are received with different costs.
Comments A text field that indicates any additional information about the product.
Copy to Dispensary... A button that displays the Sundry Code window and allows you to copy and save the product to the Dispensary module as a linked sundry item.
Task Procedure
Add Inventory Products
  1. Complete the fields as necessary and click OK.

Edit Inventory Products

  1. Make any necessary changes and click OK.

Copy Inventory Products to the Dispensary Module

  1. Click the Copy to Dispensary... button to display the Sundry Code window.
  2. Complete the fields as necessary to save the product to the Dispensary module as a linked sundry item.

Product / Location Information Window

(Maintenance > Inventory > Inventory Products List)

The Products / Location Information window allows you to manage additional details regarding products at different locations and also allows you to set default product information. It displays when you open the Inventory Products List window, select a listed product and click the Product Locations () icon.

Field Description
Category / Product

Disabled fields that indicate the selected product and category.
Location

A drop-down list that indicates the location that the settings apply to.
BIN

A text field that indicates the BIN (the exact storage location in specified location).
Min. needed

A text field that indicates the minimum number of units needed to run the location.
Max. needed

A text field that indicates the maximum number of units needed for the location.
Re-order point A text field that indicates when a user should place an order for more product.
Min. to order A text field that indicates the smallest amount that can be ordered.
Standard order A text field that indicates the amount to order under regular circumstances.
Balance A disabled field that indicates the current number of units in the location.
Last Count A disabled field that indicates the number of units at the time of the last physical count.
Inactive A check box that, when selected, indicates the location is inactive and not in use.
Stocked A check box that, when selected, indicates the product should be kept in stock at this location.
Real-time tracking A check box that, when selected, indicates the product tracked in real-time at the location and is not manually counted.
Can be ordered from this location A check box that, when selected, indicates that other locations can order this product from this location.
Task Procedure
Add Product / Location Records
  1. Click the Clear Data () icon.
  2. Complete the fields as necessary and click the Add a new Record () icon.
Edit Product / Location Records
  1. Select a listed entry.
  2. Make any necessary changes and click the Modify Record () icon.
Delete Product / Location Records
  1. Select a listed entry and click the Delete Record () icon.
  2. When prompted, click Yes to confirm the deletion.
Specify Product Defaults
  1. Click the Defaults... button to display the Product / Location Defaults window.
  2. Make any necessary changes and close the window.
Preview/Print Report
  1. (Optional) To preview the Product Location Information report, click the Preview Report () icon.
  2. To print the Product Location Information report, click the Print Report () icon.

    3. Note: The Product Location Information report uses the ProdLoc.rpt file.

Product / Location Defaults Window

(Maintenance > Inventory > Inventory Products List > Product / Location Information)

The Product / Location Defaults window allows you to configure optional default values for product location records. It displays when you open the Product / Location Information window and click the Defaults... button.

Field Description
Category / Product

Disabled fields that indicate the selected product and category.
Min. needed

A text field that indicates the minimum number of units needed to run at a location.
Max. needed

A text field that indicates the maximum number of units needed for a location.
Re-order point A text field that indicates when a user should place an order for more product.
Min. to order A text field that indicates the smallest amount that can be ordered.
Standard order A text field that indicates the amount to order under regular circumstances.
Stocked A check box that, when selected, indicates the product should be kept in stock at a location.
Real-time tracking A check box that, when selected, indicates the product tracked in real-time at a location and is not manually counted.
Can be ordered from this location A check box that, when selected, indicates that other locations can order this product from the location.
Task Procedure
Add Product / Location Defaults
  1. Complete the fields as necessary and click OK.
Edit Product / Location Defaults
  1. Modify the fields as necessary and click OK.

Preview / Print Products List Window

(Maintenance > Inventory > Products > Inventory Products List)

The Preview / Print Products List window allows you to preview and/or print the Inventory Products report. It displays when you open the Inventory Products List window and click the Preview Report () or Print Report () icons.

Note: The window name displays as Preview Products List or Print Products List, depending on how it was accessed.

Field Description
Full Product List

A radio button that, when selected, displays results for products in all inventory locations.
For Product Type

A drop-down list that indicates whether users can report on a single product type (as specified in the Product Types window) or all product types.

Note: This field is only enabled if the Full Product List radio button is selected.

Order By

A drop-down list that indicates how to sort the information in the report:

  • Category
  • Product Code
  • Description
  • Vendor
  • Manufacturer
  • Bar Code

Note: This field is only enabled if the Full Product List radio button is selected.

Report Style

A drop-down list that indicates how the information displays:

  • Summary
  • Details

Note: This field is only enabled if the Full Product List radio button is selected.

Product List for Location

A radio button that, when selected, allows users to display results for a specific location.
Location

A drop-down list that indicates the inventory location for the product list.

Note: This field is only enabled if the Product List for Location radio button is selected.

For Product Type

A drop-down list that indicates whether users can report on a single product type (as specified in the Product Types window) or all product types.

Note: This field is only enabled if the Product List for Location radio button is selected.

Order By

A drop-down list that indicates how to sort the information in the report:

  • Category
  • Product Code
  • Description
  • Vendor
  • Manufacturer
  • Bar Code

Note: This field is only enabled if the Product List for Location radio button is selected.

Bar Code Content Information Window

(Maintenance > Inventory > Inventory Products List)

The Bar Code Content Informationwindow allows you to scan an extended bar code to view information contained within in. It displays when you open the Inventory Products List window and click the Bar Code Content Information () icon.

Note: No information is saved and is only displayed for informational purposes.

Sundry List Window

Maintenance > Inventory > Inventory Products List > Inventory Product)

The Sundry List window allows you to search for sundries in the Dispensary module to link to products in the Inventory module. It displays when you open the Inventory Product window and click the Sync with Dispensary item ellipsis.

Field Description
Criteria

A text field that is used to enter your search criteria.

Tip: You can enter the first few characters of the word, or enter an underscore (_) to return all results.

Search On

A drop-down list that indicates the field to search on:

  • Sundry Code
  • Sundry Description

Note: For additional dispensary sundry tasks, see the Dispensary Sundries window.

Task Procedure
Link Products to Dispensary Sundries
  1. Locate and double-click a listed dispensary sundry.

    2. Notes:

    • Inactive or dividable items can be linked, but header codes cannot be linked. If you attempt to link a sundry item that is a header code, a warning message displays. Click OK and select another code.

    • If you attempt to link a sundry item that is already linked to an inventory product, a warning message displays. If prompted, click Yes to continue or No to cancel.

  2. (Optional) To remove a linked sundry, click the X.

  3. Click OK to save and close the Sundry Code window.

    4. Once linked, an () icon displays in the Inventory Products List window to indicate that the inventory product is linked with a dispensary item.

    Note: The inventory product also displays in the Dispenary Sundries window > Sync with Inventory product field.

Sundry Code Window

(Maintenance > Inventory > Inventory Products List > Inventory Product)

The Sundry Code window allows you to copy inventory products over to the Dispensary module to create new sundry items. It displays when you open the Inventory Product window and click the Copy to Dispensary... button.

Once copied over, the product and item are automatically linked.

Field Description
Code

A text field that indicates the code that identifies the sundry.
Inactive

A disabled check box that, when selected, indicates the field is inactive and not in use.
Node Level

A drop-down list that identifies the node level of the entry which indicates where the sundry item displays in the tree in the Sundry List window:

  • Level 1: If selected, the sundry code will display on the first level of the tree list.

    • Note: Level 1 sundry codes may contain level 2 sundry codes.

  • Level 2: If selected, the sundry code will display on the second level of the tree list, and users must expand a level 1 sundry code to view this code.

    • Note: Level 2 sundry codes may contain level 3 sundry codes.

  • Level 3: If selected, the sundry code will display on the third level of the tree list and users must expand a level 1 and 2 sundry code to view the code.
Description

A disabled text field that describes the sundry.
Is this a Sundry (not a header)?

A disabled check box that, when selected, indicates this sundry record instead of a header record.
Disposable Item A disabled check box that, when selected, indicates the sundry is disposable and is not returned to the dispensary after use.
Cost

A disabled text field that indicates the cost of the sundry.

Note: If Disposable Item is not selected, this field displays as Cost (when not returned) and indicates the replacement cost.

Bar Code

A disabled field that displays the generic bar code to use when checking out/in this sundry item.

The Information () icon displays the Bar Code Content Information window which allows you to scan and view extended bar code information.
Has a limit upon checkout for each user

A disabled check box that, when selected, indicates that there is a maximum number of this sundry item that a student can have checked out at one time.

Note: If selected, the Max Allowed field is enabled.
Max Allowed

A disabled text field that indicates the maximum number of this sundry item a student can have checked out at one time.

Note: This field is only enabled if the Has a limit upon checkout for each user check box is selected.

Sync with Inventory product

A disabled check box that, when selected, enables the text field and ellipsis.

The ellipsis is used to open the Inventory Products List window and select an inventory product.

The X is used to remove the currently selected inventory product from the field.
Task Procedure
Copy the Product to Dispensary as a Sundry
  1. Complete/modify the enabled fields as necessary and click OK.