Inventory Maintenance

barcode_128_hotInventory and Parts share the same maintenance functions but will record information in different files.  Inventory are items that you sell and Parts are items that you use internally. Nothing prevents you from selling parts, as they will be offered while entering a contract or sale.


Search for an inventory item using the Search function. For more information see Search Settings.Once the system find the inventory item you are searching for, the remainder of available information will be displayed.

To edit which information the Maintenance form displays, go to the check mark icon at the top right of the form. Select from the drop-down all the tabs you want displayed. This is helpful if you are only looking for specific information and don’t need to see the full detail in every tab.



On Hand.  Display Only.

Committed.  Display Only.  A item is committed if it is on a reservation or contract that is still open. The On Hand quantity takes into account the committed amount.

On Order.  Display Only.

Minimum.  Enter the minimum number before re-ordering.

Maximum.  Enter the maximum number of units for inventory.

Reorder.  Enter the suggested reorder amount.

Status.  Display Only for serial items only.

Decimals in Quantity.  Enter the number of decimals in the quantity using the drop down selection.

Standard Price Factor.  Enter the factor that represents the mark up on cost used to calculate the sell price. This number is multiplied by the Last Cost or Std Unit Cost.  Default is 1.0.  Is not used if using the Dual Pricing method.

Last Pricing Change.  Enter the date when the price was last changed.

List.  Enter the Standard List Price for the item.

Quantity Breaks.  For each of  the 3 quantity breaks, enter the amount that needs to be purchased in order to received the quantity break.

Markup %.  For each of the 3 quantity breaks, enter the amount of Markup to Last Cost or Std Unit Cost. Leave blank for Dual Pricing method.

Price.  For each of  the 3 quantity breaks, enter the price at each quantity. Enter only if you are using Dual pricing method.

Standard Freight.  Enter the amount of freight that will be added to the price of the item.

Restocking Charge %.   Enter the amount charged for restocking.

Taxes.  Enter the taxes applied to this item.



Vendor 1/Vendor 2.  Enter the vendors where this item is purchased. Click the Vendor Icon to add a new vendor.

Last PO.  Last Purchase Order number.

Previous PO.  Second to last Purchase Order number.

Last PO Date.  Date of last Purchase Order.

Last Purchase Date.  Date of last purchase.

Last Unit Cost.  Cost paid on last purchase. Used to calculate price when using Mark up On Last Cost pricing method.

Average Cost.  Enter the average cost of the item. Used to calculate price when using Mark Up On STD Unit Cost method.

Manufacturer.  Name of the Manufacturer. You can also Add the manufacturer website and access it through the drop down area provided.

Model.  Model name of the item.

Rating Code.  Enter rating code.

Free Fields.  These can be used for any numeric values. The labels on the form can be customized.



Product Category.  Enter the Product Category for this item. Use the Add Icon to add a Product Category.  Product Categories are used to organize your inventory and is used as a filter on many reports.

Price Code.  Used in calculating discounts. Default to zero.

Fuel Item.  If Checked this means that this is an item that can be included with a rental item on a contract.

Supercedes. Shows the last item that this item superceded (replaced). When an item number has changed, you will want to record it in the Supercession grid (see below).

Substitute.  Enter another inventory item than can be offered  to replace this item in case this item is out of stock.

Accept Backorder.  If checked, this item can be backordered.

UPC Code.  Enter the UPC code for the item.

Supercession.  This grid shows the history of the item through all of its item number changes. To add to this list, press the Add button at the bottom of the grid and enter the information.

Lead Time In Days.  Enter the lead time for ordering.

How Packed.  Enter brief description of how the item is packed.

Unit of Measure.  Enter brief description of how the item is sold.

Units in UOM.  Indicates how the pricing is calculated. If this is per unit price, then enter 1 or zero. If the items are priced for example at 100, then enter all pricing and cost information at per 100. On the contract, the system will calculate the price based upon the number sold and this field.

Bin Location.  Enter the location where these items are found in your warehouse.

Last Count Date.  Enter the date this item had a physical inventory.



Provides some basic summary of sales information.

Grid and graph of past 25 month history of sales.



Allows you to attach an image. See Attaching Images.


Related Items

Related items are other items that you want to suggest when this item is sold. When this item is added to a contract, the Related Items form will appear and the user will have the opportunity to add related items to the contract. A Related Item can be Equipment, Inventory, Parts, or Comment.

Press the Button Related Items at the bottom of the grid.  A new row will be added to the grid.

Sequence #.  Display only.

Type.  Using the drop down in the grid, select the type of related item.

Related Item.  Enter the name of the item. The system will search if there is not an exact match to what is typed in.

Description.  Display only.



This is used to enter additional information about the Inventory item.

If you are starting without any existing specifications, you should use Notes instead. See Adding Notes.



This tab is available only for serial items.

See Adding Warranty Information.



This tab is available only for serial items.

See Adding Warranty Information


Current Activity

Displays any contracts that this item is currently on. Double click the row on the grid to load the Edit Contract form.

Copy.  Select a row and press this button. The system will load the Copy Contract form and allow you to copy this contract to a new contract.  See Copying Contracts.


Contract History

Displays the contract history for this item. You will first select a date range and then press the Refresh button.

Date Range.  Enter the Date Range.

Refresh.  Press this button to refresh the grid.

Copy.  Select a row and press this button. The system will load the Copy Contract form and allow you to copy this contract to a new contract. See Copying Contracts.



This is where you add and subtract from your Equipment inventory.

If this is a serial item and the item is currently on rent, you will not see the Dispose Of button.

See Purchases and Disposals for more information.


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