Adding or editing inventory products and stocked items

SECURITY  Security level with object permissions to add inventory items

NAVIGATION   > Inventory > Inventory Management > Inventory Items > Inventory Products tab > New

NAVIGATION   > Inventory > Inventory Management > Inventory Items > context menu > Edit Inventory Product

To add or edit an inventory product, do the following:

1. To open the page, use the path(s) in the Security and navigation section above.
2. Click New to add a new inventory product to an inventory location. To edit an existing item, select Edit Inventory Productfrom the context menu.

The New/Edit Inventory Product window opens.

3. Populate or edit the following fields:

Field descriptions

Field	Description
General
Product *	Products are hardware, software, and materials your company sells or supports for customers. Type the name of the product and select the item from the drop-down list that appears when you start typing, or click the product selector icon to select a product from your master product list. Users with Inventory object permission to add products will see a plus icon next to the product field, and are able to add a new product to your Autotask instance. NOTE  Products with a billing type of Per Contact/Device billing rules only will not appear on this page. Refer to Standard products and billing products. When editing, this field is populated and cannot be edited.
Inventory Location *	This field indicates the physical location of the inventory product. When you manually create a new inventory product, you select the Inventory Location from the list of all non-resource inventory locations. Refer to Managing inventory locations. When you edit an inventory product, the Inventory Location is read-only. To change the inventory location, you must transfer the inventory product. Refer to Transferring stocked items to another inventory location. When you receive a purchase order, the inventory product inherits the location name of the purchase order item. When you quote a stocked item that is available at multiple inventory locations, each inventory location appears on a separate line. Reserve a stocked item at the most convenient inventory location.
Inventory Reference Number	The number assigned to the inventory product in your own inventory tracking system. If your company has its own inventory tracking system, enter an inventory reference number.
Bin	This field tracks the sub-location for the inventory product. Similar to inventory locations, bin designations are specific to your inventory system.
Items
Minimum *	For serialized items, this value represents the minimum shipments of this item that should be kept on hand at the inventory location. For non-serialized items, the value represents the minimum number of individual units that should be kept on hand at the location. You can use this information to determine when you need to reorder the product and how much quantity should be auto-filled. Type a numeric value into the field. The value can be 0, but it is a required field.
Maximum *	For serialized items, this value represents the maximum shipments of this item that should be kept on hand at the inventory location. For non-serialized items, the value represents the maximum number of individual units that should be kept on hand at the location. Type a numeric value into the field. The value can be 0, but it is a required field.
On Hand	The On Hand field indicates the stocked item count at a specific inventory location. Stocked items are considered On Hand if they are available, picked, or reserved, but not delivered. The field is used to determine how many units need to be ordered to reach the minimum or maximum count for the inventory product. The field is read-only and for serialized products, always equal to the count of associated serial numbers. The On Hand count can be increased or decreased on the Add Stocked Items and the Remove Stocked Items dialog windows. Refer to Adding stocked items and Removing stocked items. If you select an inventory product on a quote, the New Quote Item page will list all inventory locations where the stocked item is on hand. Enter the number of stocked items or units.

Additional fields when editing an inventory product:

Field	Description
Items
On Order	This read-only field appears on stocked items, purchase order items, and product quote items that you keep in inventory. It specifies the number of items from the selected inventory location that was reserved on a quote or picked for a ticket, project, or contract charge. It appears on purchase order items, inventory products, and product quote items that you keep in inventory. For this field to be populated, the item must previously have been added to inventory.
Reserved/Picked	This read-only field appears on stocked items, purchase order items, and product quote items that you keep in inventory. It specifies the number of items from the selected inventory location that were reserved on a quote or picked for a (ticket, project, or contract) charge. On some pages, you can click on the number to view details about the stocked items that were picked or reserved. For more information refer to The Reservation/Picked Details page.
Back Order	This read-only field appears on stocked items, purchase order items, and product quote items that you keep in inventory. It specifies the number of items from the selected inventory location that was reserved on a quote or picked for a ticket, project, or contract charge. It appears on purchase order items, inventory products, and product quote items that you keep in inventory. For this field to be populated, the item must previously have been added to inventory.
Columns
Serial Numbers (serialized only)	The serial number identifies a particular stocked item in your inventory, or a device installed at an organization. This field appears only if the product associated with the device or stocked item has the Serialized check box selected. Serial numbers can be up to 100 characters long. Enter the serial numbers of the items currently being added, separated by line breaks. Devices: Serial numbers cannot be updated using an import. Serial numbers linked to a stocked item cannot be deleted, but if the serial number of the stocked item is modified, the serial number of the device is updated automatically. If you enter a duplicate serial number, you will see a warning indicating that a device with this product and serial number already exists. The import will fail for this row. If you enter a serial number for a non-serialized product, the import will fail for the row. If the item you are installing is a printer associated with the Xerox PageConnect/XPPS program, the Serial Number is required. Inventory: The count of serial numbers you are adding in the list will equal the number of items added in the Items Added field, and will be equal to On Hand (New) - On Hand (Old). When adding a stocked item, you can type or paste the serial numbers into the field. Each number must be on a separate line or the serial numbers must be separated by a comma. You can use a keyboard wedge option with a bar code scanner to quickly enter serial numbers. When editing a stocked item, if a serial number is reserved or picked, the Ticket Number,Project Name, Contract Name, or Quote Name is hyperlinked on the row.
Vendor (non-serialized only)	The vendor from whom the stocked item was procured.
Cost, Cost per Unit	The cost of the stocked item, added when it was entered or received into inventory.
Date Added	The date the stocked item was added to the inventory.
Reserved/Picked For (serialized only)	If the stocked item is currently reserved for a quote or picked for a charge, this field will display the Ticket Number, Project Name, Contract Name, or Quote Name that it is reserved or picked for. To open the entity that the item is reserved or picked for, click on the hyperlinked text. NOTE  Reserved or picked stocked items cannot be removed.
Available (non-serialized only)	This field refers to stocked items, purchase order items, and product quote items that you keep in inventory. It specifies the number of units of this item currently available in the specified inventory location. Available = (On Hand - Reserved/Picked). If a quote is lost, the reservation is released and the stocked item reverts to a status of Available.
Reserved (non-serialized only)	This read-only field appears on stocked items, purchase order items, and product quote items that you keep in inventory. It specifies the number of items from the selected inventory location that was reserved on a quote. On some pages, you can click on the number to view details about the stocked items that were reserved. For more information refer to The Reservation/Picked Details page.
Picked (non-serialized only)	This read-only field appears on stocked items and purchase order items that you keep in inventory. It specifies the number of items from the selected inventory location that was picked for a (ticket, project, or contract) charge. On some pages, you can click on the number to view details about the stocked items that were picked. For more information refer to The Reservation/Picked Details page.

4. Click one of the Save buttons.
   • If you click Save & Close, the window will close.
   • If you click Save & New, the New Inventory Product page will open.
   • If you click Save & Add Items, the page will be saved, and the Add Stocked Items dialog window will open. Refer to Adding stocked items.
   • If you click Save & Remove Items, the page will be saved, and the Remove Stocked Items dialog window will open. Refer to Removing stocked items.

When you click Save & Add Items on the New Inventory Product or Edit Inventory Product page or the context menu on the Inventory Products tab, the Add Stocked Items dialog window will open.

• If the inventory product is serialized, it will appear as follows:
  
• If the inventory product is not serialized, it will look like this:
  

1. Complete the following fields:

Field	Description
Reason for Update	This field is displayed only if the Require/prompt users to enter a reason when manually updating an inventory item’s On Hand quantity, or when canceling receipt of a purchase order item setting is enabled. It is required when you manually add or remove stocked items from an inventory product. NOTE  Updates to the inventory On Hand count are tracked in a audit trail that can be viewed on the Inventory Transfers & Updates page. Check the Show On Hand updates box, and make sure the Update Note column is selected on the column chooser.
Item Details
Vendor	A vendor is an organization whose primary business relationship with your company is to provide goods and services. Products can be associated with multiple vendors, one of which is designated as the default vendor. All other entities that reference a product vendor are associated with one specific vendor (the one from which the item was actually purchased). The field will default to the Product Default Vendor, but additional Product Vendors (associated with the product) and Other Vendors (not associated with the product) are available from the dropdown menu. Services can only have one vendor. If you change the vendor of a service, contracts that include the service will reference the new vendor as of the next billing period.
Vendor Invoice Number	The Vendor Invoice Number is associated with purchase order items when they are received into Autotask as stocked items. The same vendor invoice number is assigned to all purchase order items that are received in the same shipment. If a purchase order item is partially received over multiple shipments, it may have multiple associated vendor invoice numbers. On the purchase order, the Vendor Invoice # field becomes read-only when the first item on the purchase order has been received. It will contain all vendor invoice numbers associated with all purchase order items that are part of the purchase order, separated by commas. This field is required if the Require Vendor Invoice Number on received purchase order items and when manually adding stocked items to inventory system setting is enabled. Enter the Vendor Invoice Number associated with the purchase order items you are receiving.
Determine Cost Using...	This field is required. Select the method of determining the cost of the stocked items you are adding from the following options: Blank (default): if this option is selected, the Cost field will be cleared and disabled. Average cost for this Product: if this option is selected, the Cost field will be populated automatically. Catalog cost for this Product: if this option is selected, the Cost field will be populated automatically. Cost of last instance of this Product received/added: if this option is selected, the Cost field will be populated automatically. Manual entry: if this option is selected, the Cost field will be cleared and enabled, and you must manually enter the cost of the stocked item.
Cost per Item	This field is enabled if Manual entry was selected in the Determine Cost using... field. It refers to the cost of an individual stocked item. On the Inventory Item Import Template, it is required on rows that include stocked items. For serialized items, it refers to the cost per individual stocked item. For non-serialized items, it refers to the cost per unit. EXAMPLE  For serialized laptops, this is the cost of each specific laptop. For a non-serialized roll of CAT-5 cable, it is the cost per yard. The cost is used when stocked items are quoted or picked, and in profit reporting. If Multi-currency is enabled, the cost is stored in the internal currency. Enter a decimal value between 0.00 and a maximum of 9,999,999.99.
Return Type	When you are adding new stocked items, this field defaults to None, indicating that the item you are adding is a new item. When the item is returned to inventory, the field defaults to Returned. Manually select from one of the following: Returned Refurbished Clearance Item
Determine New Price Using...	This field is required if enabled. Select the method of determining the price of the stocked item to be created: Blank (default): if this option is selected, the Price field will be cleared and disabled. Cost of items: if this option is selected, the Price field will be populated automatically. Percentage of cost of items: if this option is selected, you must enter a percentage value into the Percentage field, and the Price field will be calculated. Catalog price for this Product: if this option is selected, the Price field will be populated automatically. Percentage of catalog price for this product: if this option is selected, you must enter a percentage value into the Percentage field, and the Price field will be calculated. Manual entry: if this option is selected, the Price field will be cleared and enabled, and you must manually enter the price of the stocked item.
New Price per Item	This field is enabled and required if Manual entry was selected in the Determine New Price using... field. It refers to price you want to charge customers for a returned item. For serialized items, it refers to the price per individual stocked item. For non-serialized items, it refers to the price per unit. EXAMPLE  For serialized laptops, this is the price of each specific laptop. For a non-serialized roll of CAT-5 cable, it is the price per yard. The price is used when stocked items are quoted or picked, and in profit reporting. If Multi-currency is enabled, the price is stored in the internal currency. Enter a decimal value between 0.00 and a maximum of 9,999,999.99.
Serial Numbers (serialized only)	The serial number identifies a particular stocked item in your inventory, or a device installed at an organization. This field appears only if the product associated with the device or stocked item has the Serialized check box selected. Serial numbers can be up to 100 characters long. Enter the serial numbers of the items currently being added, separated by line breaks. Devices: Serial numbers cannot be updated using an import. Serial numbers linked to a stocked item cannot be deleted, but if the serial number of the stocked item is modified, the serial number of the device is updated automatically. If you enter a duplicate serial number, you will see a warning indicating that a device with this product and serial number already exists. The import will fail for this row. If you enter a serial number for a non-serialized product, the import will fail for the row. If the item you are installing is a printer associated with the Xerox PageConnect/XPPS program, the Serial Number is required. Inventory: The count of serial numbers you are adding in the list will equal the number of items added in the Items Added field, and will be equal to On Hand (New) - On Hand (Old). When adding a stocked item, you can type or paste the serial numbers into the field. Each number must be on a separate line or the serial numbers must be separated by a comma. You can use a keyboard wedge option with a bar code scanner to quickly enter serial numbers. When editing a stocked item, if a serial number is reserved or picked, the Ticket Number,Project Name, Contract Name, or Quote Name is hyperlinked on the row.
Items Added	The number of stocked items being added with the current addition.
On Hand (Old)	The number of items on hand for the inventory product prior to this operation. This field is read-only.
On Hand (New)	This number indicates the count of items on hand for the inventory product after the current addition or removal. As you add or remove serial numbers or update the Items Added field, it is updated in real time. The field is read-only.

2. Click one of the Save buttons.
   • If you click Save & Close, the window will close.
   • If you click Save & Add More Items, the dialog will be saved and then re-opened, so you can add more stocked items to the same inventory product. Use this option when you need to add multiple sets of stocked items, for example from different vendors.
   • If you click Save & Remove Items, the dialog will be saved and the Remove Stocked Items dialog will be opened so you can remove items. Use this option when you need to add and remove items from the same inventory product.
   • If you click Save & New, the dialog will be saved and closed, and the New Inventory Product page will be re-opened so you can create a new inventory product. The functionality will be the same as clicking the Save & New button on the New/Edit Inventory Product page.

When you click Save & Remove Itemson the New Inventory Product or Edit Inventory Product page, the Remove Stocked Items dialog window will open. If items are available at the inventory location, you can also remove stocked items from the context menu of the Inventory Products tab.

• If the inventory product is serialized, it will appear as follows:
  
• If the inventory product is not serialized, it will look like this:
  

1. Complete the following fields:

Field	Description
Reason for Update	This field is displayed only if the Require/prompt users to enter a reason when manually updating an inventory item’s On Hand quantity, or when canceling receipt of a purchase order item setting is enabled. It is required when you manually add or remove stocked items from an inventory product. NOTE  Updates to the inventory On Hand count are tracked in a audit trail that can be viewed on the Inventory Transfers & Updates page. Check the Show On Hand updates box, and make sure the Update Note column is selected on the column chooser.
Item Details
Selection boxes (serialized only)	Select the individual stocked items you want to remove.
Serial Numbers (serialized only)	The serial number identifies a particular stocked item in your inventory, or a device installed at an organization. This field appears only if the product associated with the device or stocked item has the Serialized check box selected. Serial numbers can be up to 100 characters long. Enter the serial numbers of the items currently being added, separated by line breaks. Devices: Serial numbers cannot be updated using an import. Serial numbers linked to a stocked item cannot be deleted, but if the serial number of the stocked item is modified, the serial number of the device is updated automatically. If you enter a duplicate serial number, you will see a warning indicating that a device with this product and serial number already exists. The import will fail for this row. If you enter a serial number for a non-serialized product, the import will fail for the row. If the item you are installing is a printer associated with the Xerox PageConnect/XPPS program, the Serial Number is required. Inventory: The count of serial numbers you are adding in the list will equal the number of items added in the Items Added field, and will be equal to On Hand (New) - On Hand (Old). When adding a stocked item, you can type or paste the serial numbers into the field. Each number must be on a separate line or the serial numbers must be separated by a comma. You can use a keyboard wedge option with a bar code scanner to quickly enter serial numbers. When editing a stocked item, if a serial number is reserved or picked, the Ticket Number,Project Name, Contract Name, or Quote Name is hyperlinked on the row.
Items Removed	The number of stocked items being removed with the current addition. For serialized items, this field is read-only.
On Hand (Old)	The number of items on hand for the inventory product prior to this operation. This field is read-only.
On Hand (New)	This number indicates the count of items on hand for the inventory product after the current addition or removal. As you add or remove serial numbers or update the Items Added field, it is updated in real time. The field is read-only.

2. Click one of the Save buttons.
   • If you click Save & Close, the dialog window will be saved and closed and the New/Edit Inventory Product page behind it will be closed, as well. If this inventory product is serialized, the items selected on the Item Details table below will be set as Removed. If it is not serialized, the oldest stocked items not reserved, picked, or delivered will be set as Removed. The On Hand value of the inventory product will be updated.
   • If you click Save & Add Items, the dialog will be saved and the Add Stocked Items dialog will be opened so you can add stocked items to the same inventory product. Use this option when you need to add and remove items from the same inventory product.
   • If you click Save & Create New Inventory Product, the dialog will be saved and closed, and the New Inventory Product page will be re-opened so you can create a new inventory product. The functionality will be the same as clicking the Save & New button on the New/Edit Inventory Product page.

NOTE  The removed item is not deleted from your Autotask instance, but it cannot be reserved on quotes or picked on charges. If you later try to add a serial number that matches a removed item, you will be prompted to either restore the removed item, or create a new one.