Item Details

The Item's Details page, accessible from Stock -> Items -> View an item, shows the information and the configuration of the item.

The Items details page allows

  • editing item details - part number, description, product group, custom fields, etc.,
  • toggling between if the item is procured or produced,
  • setting minimal inventory level (safety stock, re-order point) for the item,
  • setting a default inventory location,
  • defining sales price,
  • creating, editing, and deleting Purchase Terms, Bills of Materials, and Routings,
  • attaching documents,
  • seeing attached images or 3D models on-page,
  • saving notes,
  • accessing the item's reports,
  • deleting (archiving) and restoring the item.

Jump to:

  1. How to set up an item?
  2. How to add a manufactured item?
  3. How to add a procured item?
  4. How to add a product with parameters (Matrix BOM)?
  5. How to copy an existing item?
  6. How to set up products that are ordered from subcontractors?
  7. Kitting: how to set up kits, bundles, auto-assembly products?
  8. How to attach files, images, or icons to the item?
  9. How to configure item icons and automatically attaching files to Purchase Orders?
  10. How to track stock lots (batches) of an item?
  11. How to track the serial numbers of an item?

Creating a new item, item's settings

At Stock -> Items, it is possible to create new items and edit existing items.

The following parameters, settings, and documents are available for an item:

  1. Part Number - a unique number to identify the item. Automatically generated by MRPeasy, can be changed. Required;
  2. Copy item - if you wish to copy all the details of an existing item. Available while creating a new item;
  3. This is an inventory item (Yes/No) - choose if this item is tracked in inventory, or not. Defaults to "Yes".
    Non-inventory items can only be used in Purchase Orders (e.g. Office supplies) and Invoices (e.g. Shipping cost). Non-inventory items cannot be used in BOMs or Customer Orders. 
    This setting cannot be changed after the item is created. Available, if the Non-Inventory Items function is enabled.
  4. Part description - the name or short description of the item. Required;
  5. Product group the product group the item belongs to;
  6. Unit of Measurement - in which units the item is being stored in stock and used in production;
  7. Weight - the weight of the item, optional. Weight can be defined in ounces (oz), pounds (lbs.), grams (g), or kilograms (kg). “Weight” and “Unit of weight” columns can be added to the items list view. Available, if the Packing function is enabled.
  8. Reorder point - the minimal inventory level of the item, when it is needed to make a purchase order or manufacturing order. Recommended setting at least "0".
    If the item's availability falls below the ROP, it will be displayed in the Critical on-hand report. Keep it undefined, if it shouldn't be displayed in the Critical on-hand report.
    When the Professional function Matrix BOM is enabled, it is possible to set separate ROP values for each variation. Changing the ROP value of the stock item updates values of all variations.
  9. This is a procured item (Yes/No) - choose whether the item is procured (or subcontracted), or manufactured in-house. Defaults to "No". A procured item must have Purchase Terms, a manufactured item must have a Bill of Materials and a Routing.
  10. Serial numbers (Yes/No) - choose whether each piece of this item is tracked by a serial number, or not. Defaults to "No". Available, if the Serial Numbers functionality is enabled.
  11. Shelf life - if the item can expire, set the default shelf life in days for a new batch (a stock lot) of these items. Available, if the Expiry Dates functionality is enabled.
  12. Quality control (Yes/No) - choose whether a batch (a stock lot) of the item is subject to quality control when it arrives in stock, or not. Defaults to "No". Available, if the Quality Control functionality is enabled.
  13. Selling price - you can set the default selling price. Possible to use different pricing per quantity and price lists, if the Tiered Pricing functionality is enabled.
  14. Default storage location - assign the default storage location (e.g. shelf) for the item in every warehouse. This is the location assigned by default to these items when these arrive in stock.
  15. Files - attach any documents, images, drawings, 3D models, instructions, etc. to the item. The files will be accessible from various places in the software, see the Document system.
  16. Parameters - if the item has certain variations or configurations (e.g. various color, packages, configurations), add the parameters which can change. Part of the Matrix BOM function, available if the BOM with Parameters functionality is enabled.
  17. Any user-defined custom fields - custom fields can be defined at Settings -> System settings -> Custom fields. The Custom Fields functionality is available from the Professional package.
  18. Variations - the list of all different combinations of Parameter values which are allowed for this product. Subsection displayed if the item has saved Parameters. Part of the Matrix BOM function, available if the BOM with Parameters functionality is enabled;
  19. Purchase Terms - the list of vendors and purchasing options, incl. price, lead time, vendor part number, priority, etc. Subsection displayed for procured items ("This is a procured item": Yes) after the new item is Saved;
  20. Bills of Materials - the list of parts, materials, and consumables that are needed to produce the item. Subsection displayed for manufactured items ("This is a procured item": No) after the new item is Saved.
  21. Routings - the list of equipment and operations for producing the item. Subsection displayed for manufactured items ("This is a procured item": No) after the new item is Saved.
  22. Notes - notes can be saved to items.

Creating products, manufactured items, sub-assemblies

Description of a manufactured product and its relationships

If the item is produced by your company, then to add a manufactured item:

  1. Create a new item
    - At Stock -> Items, click Create.
    - Or from within any other workflow, e.g. from the Customer Order page, by choosing Add a new product from the product choice field.
  2. Enter all item's details.
  3. Mark This is a procured item: No.
  4. Save.
  5. Enter the Bill of Materials (BOM).
  6. Enter the Routing.

A manufactured item

Creating procured items

If the item is purchasable from vendors:

  1. Create a new item
    - At Stock -> Items, click Create.
    - Or from within any other workflow, e.g. from the Customer Order page, by choosing Add a new product from the product choice field.
  2. Enter all item's details.
  3. Mark This is a procured item: Yes.
  4. Save.
  5. Enter the Purchase Terms.

A procured item

Duplicating an item, copying an item

The easiest way to create a similar item to some previous item - for example, a one-off product - is to copy the original and modify it.

For duplicating an existing item with all its details, incl. Purchase Terms, Bills of Materials, and Routings:

  1. Start adding a new item. 
    - The item can be added from within any other workflow, e.g. from the Customer Order page, by choosing Add a new product from the product choice field.
    - Or the item can be created at Stock -> Items.
  2. Choose the item you wish to duplicate in the Copy item field.
  3. Edit any of the details.
  4. Save.
  5. Edit the Purchase Terms, Bills of Materials, or Routings.

Creating subcontracted items and products

A subcontracted item is an item that is fully produced by an outside subcontractor from materials that are provided by your company.

To configure a subcontracted item:

  1. Save the Subcontractor as a Vendor at Procurement -> Vendors.
  2. Add a Bill of Materials to the product with a list of the items that will be issued to the subcontractor per product.
  3. Check This is a procured item option for the item.
  4. Create Purchase Terms for the item.

Read more: how to order products and free issue stock to subcontractors? 
Read more: How to add subcontracted operations to the Manufacturing Order?

To be able to manage subcontracted items, the Subcontracting functionality must be turned on at Settings -> System settings -> Professional functions -> Subcontracting: Yes.

Creating kits, bundles, auto-assembly products

A kit is a product that consists of several other products that are sold together.

Such a kit item:

  • Must only have a BOM, no Routing.
  • Must not be configured as a procured item ("This is a procured item: No").
  • Must be assembled by creating a Manufacturing Order for it. The MO for it will not be a multi-level MO.
  • Is automatically assembled, when all parts are received for the Manufacturing Order. MO is automatically finished.

Assembling a kit, kitting:

  1. Create a Manufacturing Order. Manually, or automatically from a Customer Order.
  2. The kit is automatically assembled, and MO is finished, when all parts have been received into stock.

Selling bundles or kits:

  1. Create a Customer Order.
  2. Book the items: How to check stock and book the products for the order?
    a) If Manufacturing Orderss have been created earlier, book the kits.
    b) If kits are not pre-assembled:
    - automatically create MOs, or
    - create demand and use Stock -> Critical on-hand report to create MOs, e.g. to supply several Customer Orders at once.
  3. Kits become "Ready for shipment" when MOs are finished, which are finished automatically when parts become available in stock.
  4. Continue with shipping.
Creating kits of parts, phantom BOM, phantom assembly

A phantom BOM is a collection of parts, which are used together in a multi-level Manufacturing Order.

A kit of parts could be pre-assembled, or it may be a virtual kit - a phantom BOM - for a better organization of parts in a product.

The item for it is set up identically to a kit (bundle) of products for selling. But instead of selling it to a customer, it is used as an assembly in another product.

To pre-assemble the kit of parts to stock:

  • A Manufacturing Order should be made for it separately.
  • The MO will be single-level and auto-assembled once all parts are in stock. (Identical to a kit of products for selling.)

If the kit of parts is not in stock, and Manufacturing Order is made for its parent product, then:

  • A multi-level MO will be made.
  • All the parts of the kit will be included in the MO.
  • No operations will be required to assemble the kit.
  • If the kit contains other manufactured items, then operations and materials may be included to manufacture these items.

Document system, attachments

To each stock item, among other documents in MRPeasy, it possible to attach files (e.g. documents, drawings, specifications, blueprints), which can be accessed from various locations inside the software (e.g. in Manufacturing Orders, by the worker in "My production plan", included on POs, etc.).

For attaching documents to items:

  1. Upload it to cloud storage (see External Files documentation), or to your local file server.
  2. Attach it to the article at Stock -> Stock lots -> Article at the Files section from the cloud storage, or by using a direct link.

If images are attached (PNG, JPG, GIF, SVG):

  • a button Show images is displayed on the right side of the screen.
  • When this button is clicked, an area with attached images is expanded. This area can be moved to a new location or resized by dragging the borders. The last setting for displaying images will be saved and used for the same user.

Viewing 3D CAD models inside MRPeasy:

  • 3D models are displayed in MRPeasy, if the attached models are in Collada (.DAE) or XML3D format and if your browser supports WebGL (Google Chrome, probably Safari and Internet Explorer 11, and maybe Firefox).
  • Most 3D CAD software packages can export models to Collada format.

In addition, the files attached to stock items:

  • Can automatically be added as links to Purchase Orders, when this item is procured. For this, the PO checkbox must be selected for the file.
  • Can be displayed as Icons on Invoices, Order confirmations, and Quotations. For this, the Icon checkbox must be selected for the file.

Showing icons in quotation, invoice and order confirmation PDFs

Stock item icons can be displayed on a quotation, invoice, and order confirmation PDFs. To add an image to PDF, please do the following:

  1. attach an image (GIF, JPEG or PNG up to 50 KB) to a stock item,
  2. for this file, mark the checkbox in the column Icon,
  3. if not done earlier, go to Settings -> System Settings -> PDF Editor -> Layouts -> Invoice, and turn the column Icon ON.

The size of the icon on the screen and PDF is 9x7 mm. The preferred size of the file is 160x120 px for the best visual and printing quality.

Batch inventory traceability, recording stock lots, batches

Batch traceability is always enabled in MRPeasy by default, and works for all items all the time, except for non-inventory items. In MRPeasy, this is known as "Stock lot tracking".

The unique stock lots are always automatically generated and kept track of, and each can be seen in section Stock -> Stock lots.

Read: What are stock lots? How does stock lot tracking work in MRPeasy?
Read: How is an item's cost calculated?

Tracking items by Serial numbers

If each piece of an item is tracked by a serial number, then the Serial numbers checkbox must be checked in the item's details.

If serial numbers are enabled for an item, then the following functionality will be available for the item:

  1. If the Item is procured, the serial numbers for each item can be specified when it arrives in stock.
    Read: How to enter batch and serial numbers when receiving goods?
  2. If the Item is produced, the serial numbers for each item can be specified during production.
    Read: How to record serial numbers in production?
  3. If parts with serial numbers are used during production, it is possible to specify which parts are used in which product.
  4. The history of serial numbers can be seen in the Reports of the Item.
  5. In all cases, the software makes sure that the serial numbers entered for every piece are unique for this item.

To use this functionality, the functionality of the Serial number must be turned on at Settings -> System Settings -> Professional functions -> Serial numbers: Yes.

Products with parameters, configurations, Matrix BOM

With the Matrix BOM functionality, it is easier to enter families of products so that it is not necessary to enter different BOMs and items for each combination. For example

  • Products with variations, e.g. garments which have variations in size and color.
  • Products with configurations, e.g. electronics which uses a few different parts based on the setup.
  • Products in different packages, e.g. food, ice-cream which is produced in bulk and then packaged into many different standard packages; or fasteners, nails which are produced thousands at a time, but then packaged into different boxes in different quantities.
  • Etc.

Read: The detailed description and see the setup demonstration video and examples.

To use this functionality, the BOM with Parameters functionality must be turned on at Settings -> System Settings -> Professional functions -> Matrix BOM: Yes.

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