Item Record Overview - Warehouse Inventory
Each item catalogued in the warehouse inventory module has its own record. The item details can be viewed and edited in the NEXGEN software. This article goes over both stock and non-stock item records within the Warehouse Inventory module.
Item Details Record
Each item within NEXGEN has an item record where you can view additional information about the item. The item details record looks different for stock and non-stock items.
Stock Item Details Record
The stock item details record includes a lot of information about an item including historical information and any work orders the item might be attached to. For a broad overview of the stock item details record look to the image below. To further understand each of the item zones within an item record, please read on in the article.
Important Details Zone - Stock Item
The top zone in every stock item details record will house the most important information about an item. Depending on your user group and/or your warehouse settings, you may be able to edit the information in the top zone for an item.
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Field
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Description
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Can You Edit After Creating Item?
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Active
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Shows whether the item is visible in the warehouse (check to make item visible, uncheck to hide item from warehouse inventory)
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Yes
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| Category* | Item category (last level within the category hierarchy tree) |
Yes
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| Collect Item Detail | Indicates whether the item should be tracked at the unit level. If checked individual unit serial numbers are mandatory when updating warehouse inventory and when moving or issuing items. This feature cannot be changed when the item is in stock, it can only be modified if no items are available in the warehouse. |
Only if item is not in stock
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Consumable
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Indicates whether the item is a single-use item (ie: gloves, band-aids, etc.). When "Consumable" is checked, the item cannot be transferred to an employee.
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No
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Cost Method*
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Method of pricing items; Options are LIFO (last in, first out), FIFO (first in, first out), Average, or Fixed. Depending on your warehouse needs, you may chose different options.
Fixed price is recommended if you do not have any warehouse data imported into NEXGEN.
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Yes
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Cost/Unit
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Unit price of item
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Yes
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Description
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Department assigned to item
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Yes
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Division
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Division assigned to item |
Yes
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| Kit |
Indicates that the item is a kit. When checked, the item record "Vendor Item" zone will be replaced with "Kit Items". Within the "Kit Items" zone multiple items can be added to form a kit.
(Please note that the "Kit" function is currently under development and may not have full functionality)
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No
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| Last Received Cost |
Last received cost for item
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View Only; details collected by system
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Last Received Date
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Last date item was received in the warehouse
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View Only; details collected by system
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| Manufacturer |
Name of item manufacturer
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Yes
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Material
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Item material (i.e. paper, plastic, steel, copper) |
Yes
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Model Number
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Item Model Number
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Yes
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Name*
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Item Name
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Yes
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Number*
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Unique identifier for item (can contain letters and numbers) |
Yes; depends on autonumbering settings
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Obsolete
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Indicates if the item is no longer in use or is outdated and has been replaced by other models (differs from "Active" status). An item that is checked "Obsolete" will still appear in the warehouse inventory and can still be added to work orders.
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Yes
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QR Code
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QR code associated with the item
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Yes
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Replacement Item
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Similar item in warehouse that could be used if item is not stocked. Must be manually selected.
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Yes
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Serial Number
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Item serial number |
Yes
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Show in Store
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Indicates whether or not an item is visible in the store module. If selected an item can be purchased through the store. (Please note that the warehouse where the item is located must also have the "Show in Store" box checked for the item to be visible in the store).
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Yes
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Size
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Identifies the size of an item (i.e. medium, large, 2 inch, 6 inch, etc.)
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Yes
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| Unit Size | The size of a unit when being sold/distributed. Often used the describe the length of a unit if items are received in a bulk length and are distributed in shorter pieces. |
Yes
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UOM*
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Unit of Measure, how an item is received from an outside vendor (i.e. pack of 10, cubic yards, tons, dozen)
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No
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UOM Sale*
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Unit of Measure Sale, how an item is sold/distributed from the warehouse
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No
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*Items marked with an asterisk must be entered when creating an item.
User Defined Fields Zone - Stock Item
Depending on your UDF customizations, your stock item record might have user defined fields for you to enter. Below is an example of a UDF configured for an item. For more information on how to configure UDFs and how to add them to your item record please see >>
Edit User Defined Fields in Warehouse Inventory
Warehouse Zone - Stock Item
The warehouse zone shows all the places where your item is or can be located. Using the various tool buttons in the warehouse zone, you can update your inventory, make locations inactive, transfer items, etc. Please look to the image below for a summary of the Warehouse zone. For detailed information on the zone, as well as an explanation of all the capabilities of the Warehouse zone please view the article Warehouse Zone on Item Record - Warehouse Inventory.
Vendor Item Zone - Stock Item
The "Vendor Item" Zone displays all of the vendors associated with that particular item. This zone can be especially useful when reordering inventory. For more information on the "Vendor Item" zone as well as it's functionality, please view the image and table below.
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Column
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Description
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Vendor*
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Vendor name (please note that when adding a new vendor to an item, vendor must first be added to the "Vendor" module under the "Resource" section of NEXGEN).
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Vendor Item Number*
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Field represents the number the vendor associates with the specific item (number is external); used for easy reference when ordering directly from the vendor
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Delivery Days
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Number of days it takes for item to be delivered to your warehouse after the purchase is made
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Item Cost
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Cost to purchase item from vendor
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Default
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A green checkmark indicates if the vendor is the default vendor used when reordering items.
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*Bolded fields indicate they are required when adding a new vendor to an item.
Inventory Requisition Zone - Stock Item
The "Inventory Requisition" zone allows you to view historical data. You cannot add inventory requisitions for the item from this zone, but you can view any inventory requisitions the item has been added to. The data in the inventory requisition zone is automatically generated by the NEXGEN system. To further understand the Inventory Requisition zone, please view the image and table below.
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Column
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Description
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Number
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Inventory requisition number
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Requested
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Date requested
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| Needed |
Date needed
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Total Cost
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Total cost of inventory requisition |
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Status
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Status of inventory
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Priority
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Inventory requisition priority
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Work Order Zone - Stock Item
The "Work Order" zone allows you to view historical data. You cannot add work orders related to the item from the work order zone, however, you can view all work orders the item has been added to. The data in the work order zone is automatically generated by the NEXGEN system. To further understand the work order zone, please view the image and table below.
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Column
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Description
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Number
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Work order number
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Date
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Date when work order was created |
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Task
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Main task associated with work order
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Type
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Type of work order
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Status
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Status of work order
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Description
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Description for work order
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Total Units
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Total item units requested for work order
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Total Cost
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Total cost of item units issued for work order (the total cost associated with the item for all work orders shown is also calculated at the bottom right corner; the cost is bolded)
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Purchase Orders Zone - Stock Item
The "Purchase Orders" Zone allows you to view historical data. You cannot add purchase orders for the item from the purchase orders zone, however, you can view all purchase orders associated with the item. The data in the purchase order zone is automatically generated by the NEXGEN system. To further understand the Purchase Orders zone, please view the image and table below.
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Column
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Description
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Number
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Purchase order number
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Date
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Date when purchase order was created
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Final Amount
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Final amount of all items received on purchase order
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Status
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Status of purchase order
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Priority
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Purchase order priority
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Vendor Name
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Name of vendor associated with purchase order
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Related Items Zone - Stock Item
The "Related Items" zone allows you to view and attach related items to your item record. The "Related Items" zone is intended to help you quickly reference any items that are frequently used with your item. The zone lets you attach related items and allows you to click to the related item(s) record(s). This zone must be manually configured. To learn more about the "Related Items" zone please view the image and table below.
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Column
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Description
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Number
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Related item number
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Name
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Related item name
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Images Zone - Stock Item
The "Images" zone allows you to view any images associated with your item. You cannot add images from the "Images" zone, instead you add items from the "Important Details" Zone" simply hover over the top left image box underneath your item number and click on the blue plus sign to add an image to your item. Within the Images zone you can delete photos associated with your item or make a different photo the default image. A default image is the image that is shown in the item details record page. A default image will also be initial image that appears in the store when an item is visible in the store.
Attachments Zone - Stock Item
The "Attachments" zone allows you to view any attachments associated with your item. You can add new attachments, delete old attachments, and view current attachments through the zone.
Comments Zone - Stock Item
The "Comments" zone allows you to view, add, and edit comments on the item record. The comments section is an easy way to bring an item to a user's attention. Depending on your comment notification settings, users can be alerted through a bell notification, text, and/or email if they are tagged in a comment. Tagging someone requires you to type in the "@" sign and then their employee name.
Activity Feed Zone - Stock Item
The "Activity Feed" zone allows you to view all the modification history for your item. Any updates to the item record will be catalogued in the activity feed. The activity feed will not show the work order, purchase order, or inventory requisition history of the item since that information is visible in their respective zones.
Non-Stock Item Record
The non-stock item record is much less detailed than the stock item record. This is due to how non-stock items are used and tracked within NEXGEN. To learn more about the difference between stock and non-stock parts and their functionality in NEXGEN please view >> Stock vs. Non-Stock Items - Warehouse Inventory. For more information about the Non-Stock Item Record, please view the image below.
Non-Stock Item Important Details Zone
The non-stock item details zone includes all of the historical data tracked for a non-stock item. Within this section you can see an item's description, model number, manufacturer, if the item is active, the item's UOM, their vendor, their category, and their account number. For more information about the non-stock item important details zone, please look to the image and table below.
Field | Description | Can You Edit After You Create the Item? |
Account Number | Account Number associated with Item | Yes |
Active | Controls whether the item is active or not within the NEXGEN system | Yes |
Category | Item's category | Yes |
Description | Description of item | Yes |
Item Name* | Item name | Yes |
Item Number* | Item number within NEXGEN system | Yes; depends on autonumbering settings |
Manufacturer | Item manufacturer | Yes |
Model Number* | Item model number | Yes |
UOM* | Unit of Measure, how an item is received from an outside vendor (i.e. pack of 10, cubic yards, tons, dozen) | Yes |
Vendor* | Item vendor | Yes |
*Items marked with an asterisk must be entered when creating an item.
User Defined Fields Zone - Non-Stock Item
Depending on your UDF customizations, your stock item record might have user defined fields for you to enter. Below is an example of a UDF configured for an item. For more information on how to configure UDFs and how to add them to your item record please see >> Edit User Defined Fields in Warehouse Inventory
Inventory Requisition Zone - Non-Stock Item
The "Inventory Requisition" zone allows you to view historical data. You cannot add inventory requisitions for the item from this zone, but you can view any inventory requisitions the item has been added to. The data in the inventory requisition zone is automatically generated by the NEXGEN system. To further understand the Inventory Requisition zone, please view the image and table below.
| Column | Description |
| Number | Inventory requisition number |
| Requested | Date requested |
| Needed | Date needed |
| Total Cost | Total cost of inventory requisition |
| Status | Status of inventory |
| Priority | Inventory requisition priority |
Work Order Zone - Non-Stock Item
The "Work Order" zone allows you to view historical data. You cannot add work orders related to the item from the work order zone, however, you can view all work orders the item has been added to. The data in the work order zone is automatically generated by the NEXGEN system. To further understand the work order zone, please view the image and table below.
| Column | Description |
| Number | Work order number |
| Date | Date when work order was created |
| Task | Main task associated with work order |
| Type | Type of work order |
| Status | Status of work order |
| Description | Description for work order |
| Total Hours | Total work hours associated with work order |
| Total Cost | Total cost of item units issued for work order (the total cost associated with the item for all work orders shown is also calculated at the bottom right corner; the cost is bolded) |
Purchase Orders Zone - Non-Stock Item
The "Purchase Orders" Zone allows you to view historical data. You cannot add purchase orders for the item from the purchase orders zone, however, you can view all purchase orders associated with the item. The data in the purchase order zone is automatically generated by the NEXGEN system. To further understand the Purchase Orders zone, please view the image and table below.
| Column | Description |
| Number | Purchase order number |
| Date | Date when purchase order was created |
| Final Amount | Final amount of all items received on purchase order |
| Status | Status of purchase order |
| Priority | Purchase order priority |
| Vendor Name | Name of vendor associated with purchase order |
Images Zone - Non-Stock Item
The "Images" zone allows you to view any images associated with your item. You cannot add images from the "Images" zone, instead you add items from the "Important Details" Zone" simply hover over the top left image box underneath your item number and click on the blue plus sign to add an image to your item. Within the Images zone you can delete photos associated with your item or make a different photo the default image. A default image is the image that is shown in the item details record page.
Attachments Zone - Non-Stock Item
The "Attachments" zone allows you to view any attachments associated with your item. You can add new attachments, delete old attachments, and view current attachments through the zone.
Comments Zone - Non-Stock Item
The "Comments" zone allows you to view, add, and edit comments on the item record. The comments section is an easy way to bring an item to a user's attention. Depending on your comment notification settings, users can be alerted through a bell notification, text, and/or email if they are tagged in a comment. Tagging someone requires you to type in the "@" sign and then their employee name.
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