Creating an inventory item^M

• Open a new inventory item

  Inventory items^M are assets or resources that are not depleted by use. It is vital to ensure their return after every event.

  1. Create a new  Item.
  2. Enter the name of the inventory item and  Check for existing records.
  3. Select a suitable Item group.
     Example: equipment, tableware
  4. Click on the  Enable Inventory button in the horizontal toolbar.
  5. A new  Inventory tab will appear in the side navigation.
• Input and maintain your inventory

  In order to keep track of how many staff members are still available or already fully booked, the current staff capacity must be callable at any time. This can be achieved by using either the Inventory^M or the Shift and Staff Planning^M module.

  1. Open the Staff role and activate  Shifts in the toolbar. A new  Capacity tab will appear in the side navigation.
  2. Go to the new  Capacity tab to input staff capacity.
  3. Click on  Add to add or subtract numbers.
  4. The Valid from date and the count (Plus_Minus) will appear in an input window for the inventory change. Enter additions as positive numbers, reductions as negative numbers.
  5. Enter the number of guests who can take on this staff role.
     Note: This field is not updated automatically when a staff member is assigned to a staff role..
  6. Stay on the  Capacity tab. If you want to be notified of insufficient human resources in good time, enable an alert and set the number of lead days in the Conflict alert (days before deployment) field.
  7.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Add a replacement value for inventory items

  Inventory items are on loan to customers for temporary use. Enter a replacement value for unreturned assets, which can be added to your invoice.^M.
  Example: Tables or tableware supplied and returned

  1. Create an inventory item.
     Example: Stand-up table set with sales price per day
  2. Go to the  General tab of the item and find the field Returnable in the middle of the input window.
  3. If this is a single item, click on the dropdown triangle  and select the "Item itself" as returnable asset.
     Example: Coffee machine
  4. Select From components, if parts of the combo item can be returned individually. Enter the replacement value per component.
     Example: Lighting system with parts that can be returned individually
  5. Enter prices for two price groups: a sales price (SP) and the replacement value (REP) for unreturned assets.
     Example: Coffee machine with a sales price (SP) of € 500,00, replacement value (REP) 3.000,0
• Assign an returnable asset (deposit item) to a consumable item

  Some sales items contain both consumables and inventory items^M. The return of inventory items that are on loan to customers for temporary use can be secured by charging a deposit or calculating the replacement value.
  Example: the mixed cheese platter is served on a large wooden plate
  

  1. Create the consumable you want.
     Example: mixed cheese platter with selling price per piece
     
  2. Go to the  General tab of the item and find the field Returnable in the middle of the input window.
  3. Click on the dropdown triangle and select  Search.
  4. Search for the item you want, then mark and  Apply from the list of search results. Make sure that prices for the refund (REF) and replacement value (RPL) price groups have been entered for the inventory item.
     Example: Wooden plate with a Replacement value (REP) of €25.00
  5. If the item is a combo item and individual components can be returned separately, select  Copy from components. In this case, the deposit amount is entered for the individual components which are in themselves deposit items.
     Example: Buffet with various platters
     
• Enter set-up and tear-down times

  Some inventory items may not be available before and even some time after an event due to prolonged set-up/tear-down, cleaning or transport times. These times must be planned for.

  1. Go to the  Inventory tab to enter set-up and tear-down times.
  2. The set-up time can be specified with reference to the booked times (event date and time)or to the set-up times (event segment).
  3. In this case, enter the number of days and hours before or after the reference time.
     Example: Set-up 1 day and 12 hours before the start of the event or tear-down 6 hours after the end of the set-up time specified in the sub-event.
  4. Select Fixed times for set-up and tear-down and enter the exact times in the input fields if you want to specify the exact time of day.
     Example: Set-up at 8am, tear-down at 10pm
  5.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Enable a time reference

  For staff items, a time reference is mandatory. Without it, staff planning is basically impossible. The booking times may or may not affect invoicing.

  1. To book an item either by the hour or per unit, select Optional time reference. The entry of booking times is possible but not obligatory. When the item is booked for an event, the specified hourly price is multiplied in the event segment by the number of hours (count 2 in the segment).
     Example: Service staff
  2. To always book an item per hour, select Mandatory time reference. When the item is booked for an event, the times of the event or event segment are automatically copied to the item, but can be changed manually. The specified hourly price is multiplied by the number of hours (count 2 in the segment).
     Example: Service staff per hour
  3. To always book an item per unit, select Time reference flat rate. The entry of booking times is possible, but not obligatory. The number of hours booked is only used for inventory control and will not affect the price.
     Example: A technician is invoiced to the client at a flat rate of € 280.00 per day. The actual work time in hours is only given as information.

   

• Check the availability of inventory items in a given period of time

  The availability of inventory items^Mat any given point of time can be checked independently of individual events.

  1. On the Home tab, click on  Events >  Search >   Events oder  Event segments.
  2. Select the time period you want and click on   Search.
  3. Go to the drop-down menu  Mass action on list in the horizontal toolbar above the list of results.
  4. Click on Inventory - show all booked to call a list of all inventory items and/or staff items booked in this period.
  5. Click on Inventory - verify availability to call up a list of overbooked inventory items and/or staff items.
  6. The list shows the number of required items (demand), the existing items (inventory) and the items already rented (rented) as well as the remaining inventory (remaining).
  7. Filter the results for  Staff or  Inventory items by activating the respective button in the horizontal toolbar.
  8. Right-click an item and, in the context menu, select   Details to open either a list of segments for which the item has been booked, a single   Segment, or the  Item itself.