Inventory Catalog Page

Warehouse Number

Expense Account

Safety Quantity

Stock Number

Unit Costs

Physical Location

Asset Account

Reorder Quantity

Last Order Date

Average Unit Cost

Quantity on Order

Expected Delivery Date

Stock Quantity

Back Order Quantity

Last Received Date

Reserve Quantity

YTD Request Info

Recalculate Price

Displays a dialog, asking if you would like to recalculate prices for all items listed. If so, click Yes. For details, refer to Recalculating Catalog Prices.

Inventory Transactions

Displays the Inventory Transactions page for the catalog item selected in the List Section. You can then search for transactions associated with the catalog record and display the Detail Inventory Transaction page for selected transactions. For details, refer to Viewing Inventory Transactions.

Warehouse

Code identifying the warehouse location where the item is stored. The warehouse code and stock number combine to identify a catalog record. This field is verified against the Warehouse Code table.

Stock Number

Code identifying the item in the Stock Number table for this catalog record. When you enter the stock number, the unit of measure, description, and accounting information default from the Stock Number table.

The system also uses the associated Stock Number record's Auto Price Recalc field to determine how the catalog record's unit price is updated. For more information, refer to the description of the Price field in the Costs/Quantities tab.

Measure

Unit of measurement for tracking the stock item's quantity, such as CASE or EACH.

The values in the Costs/Quantities tab's Reorder Qty, Reorder Point, and Safety Point fields are based on this measurement. For example, if the Measure is DOZEN and the Safety Point field displays 5, the safety point is 5 dozen, not 5 items.

Description

Full description of the stock item. Only three of the possible five lines from the Stock Number table's description display. The first line displays in Warehouse Inventory pages and reports.

Expense Account

Expenditure account where the stock item's costs are budgeted. This entry becomes the default for the stock item in request line items.

You can change the default from the Stock Number table, if needed. The field is verified against Fund Accounting's Account List.

Discontinued

Setting indicating the catalog record's inventory status at the specified warehouse location. Select this field if the stock item is discontinued. Otherwise, leave the checkbox blank.

• Discontinued items can still be requested, and, in turn, these requests can still be filled, depending on the setting in the Discontinued Stock Items field of the Warehouse Inventory Profile. For details, refer to your System Administration manual.

• Discontinued items do not appear in the Reorder Recommendations report.

• To obtain a list of discontinued items, run the Inventory Obsolescence report.

Available

Number of units that are on hand at the warehouse location and can be requested, depending on the Reorder Point and Safety Point fields. This quantity does not include reserved or back ordered stock.

Reserved

Number of units requested but not yet distributed. This quantity does not include available or back ordered stock.

When a request is issued, the system subtracts the number of units from the Available field and adds them to the Reserved field. When the order is filled, the system reduces the Reserved value accordingly.

On Order

Number of units currently being ordered through the Purchasing System. This field is updated when a purchase order is posted that includes a line item for this catalog record.

Back Ordered

Number of units currently on back order. A back order is created when a request quantity takes the available stock below the Safety Point. All excess units are placed on back order.

For example, if 20 units are available and the safety point is 10 units, then only 10 units can be requested. If 12 units are ordered, 10 units are reserved for filling, and the 2 remaining units are added to the Back Ordered field.

Last Ordered

Date of the last purchase order that included this catalog item. The Purchasing System updates this field when the purchase order is posted.

Last Received

Date when the item was last received. The Receive Stock option updates this field when the item is received in the Warehouse Inventory System.

Last PO No Or Item

Number for the most recent purchase order and line item that included this catalog item.

Average Cost

Average cost per unit for the item’s available quantity. This is updated whenever you record receipt of the item or adjust its available inventory amount. In these cases, the system uses the following equation to recalculate average cost:

(Available Items x Average Cost) + (Units Received x Warehouse Unit Cost) ÷ (Available Items + Units Received) = New Average Cost

• When you conduct a physical inventory, use the average cost to determine the value of the catalog item quantity you have on hand.

• For items that use Stock Numbers and their Auto Recalc Price field is selected, the system calculates the unit price for requests based on average cost.

Price

Unit price to charge on the next request for this catalog item, including the markup factor set up in the associated Stock Number record. This value determines charges in Fund Accounting when the item is requested. Decimal/12,4

Accessing and updating this field depends on the Stock Number’s Auto Recalc Price field setting:

• If the Auto Recalc Price field is selected, then the system maintains the Price by multiplying average cost and the stock number’s markup factor. The Average Cost and Price fields are updated when you receive stock.

• The Price defaults whenever the item is requested. It cannot be changed if the Auto Recalc Price field is selected.

• If the Auto Recalc Price field is not selected, you can enter the unit price to charge for this item. While the system does not update the Price field when you record receipt of the item, you can use the Receive Stock page’s New Price item on Action Bar to change the unit price in the Inventory Catalog.
  For records with a Price field value of 0.00, the system defaults the Last Cost from the Stock Number table when receipt of the catalog item is recorded.

YTD Purchases

Total number of units purchased in the current fiscal year, based on Warehouse Inventory’s Receive Stock option.

YTD Use

Number of items entered with the Fill Requests option during the current fiscal year, less the number of units returned, and including any inventory adjustments, positive and negative.

Reorder Qty

Number of units to apply when placing standard orders for this item. Refer to this field if you want to know how many units to use when reordering stock for this catalog item. Decimal/12,4

Reorder Point

Quantity where it is recommended that you replenish your available amount for this catalog item. When the quantity available equals or falls below this level, the item appears in the Reorder Recommendations report, unless its Discontinued field is selected. Decimal/12,4

Safety Point

Minimum number of units to keep on hand beyond those needed for requests. The safety point should be less than the reorder point. Decimal/12,4

When a request causes the number of available units to equal or fall below this level, the system adds all units that can be filled to the Reserved field and enters the remainder in the Back Ordered field, if the associated Stock Number record permits back orders.

For example, suppose a catalog item has an Available quantity of 10 and a Safety Point of 4. If someone enters a request for 7 units, the system would add 1 unit to the Back Ordered field. The Available quantity would never fall below four units.

Expected Delivery

Date of the next anticipated delivery. The Purchasing System updates this field with the Required Date when the catalog item is included in a purchase order.

Area

Area of the warehouse where the item is stored. Character/10

Aisle

Aisle location for the catalog item. Character/10

Bin/Shelf

Bin or shelf location for the catalog item. Character/10

*User Fields 1-5*

Five fields defined in the Warehouse Inventory Profile for storing site-specific information on the catalog item. The titles of these fields are set up in the profile. Character/20