Configuring Inventory Items

Prerequisites for Configuring Item Inventory

Inventory items or simply "items" include any equipment, products, supplies, or services that can be rented or sold to a catering customer as part of a catering function. For example, you can configure audio visual equipment, bartenders, extra beds, golf carts, and so on as inventory items to facilitate their management.

When the Item Inventory OPERA Control is active, items can be configured for guest room equipment such as, rollaway beds, cribs, toasters and other electrical items, for selection in blocks and reservations.

Adding Inventory Items

From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.
Click New and complete the following:
1. Item Class: Select the appropriate value from the list. Associating an item to an item class allows for easier searching when adding an item to an event for grouping items when printing them on the Banquet Event Order (BEO). When the Item Inventory OPERA Control is active, a reservation items class can be selected to configure items for selection in blocks and reservations.
2. Revenue Types: Select the appropriate value from the list. The revenue generated for this item will be attributed to the revenue type.
3. Name: Enter a Description of the item, such as a flip chart with easel. This is what will print for this item in external reporting, for example, in the BEO or contract.
4. Manage Translation: Click link to configure localized descriptions. For more information, see Configuring Localized Code Descriptions. (Available when the Multi Language OPERA Control is active.).
5. Description: If the item requires more details than what the Name provides, enter it here.
6. Quick Insert : Enter a shortcut for the item to make regularly used items easier to recall. If not entered, a code is automatically assigned when the inventory item saved. Available when the Quick Insert OPERA Control is active.
7. Sequence: Enter a number that controls the position of this code in listings. Codes without a sequence number assigned are listed in alphabetical order following codes with a sequence assigned.
8. Event Types: Select the appropriate value(s) for the item you are configuring. The values available for selection are limited by those selected on the item class that are associated with this item. Associating event types with an item streamlines the filtering when attaching them to an event.
9. Available From / Available To: If the item is available for a certain period of time each day, enter the start time and end time in these fields.
10. Departments: Select the departments that will most likely be responsible for providing servicing of the item. The departments listed are limited to those selected on the item class selected for this item.
11. Setup Time: Enter the number of minutes required to set up this item, if applicable.
12. Tear Down Time: Enter the number of minutes required to tear down this item, if applicable.
13. Default Quantity: Enter the quantity that should default when this item is selected to be added to an event, if applicable.
14. Quantity in Stock: If you have a specific physical inventory quantity of this item in stock, enter the quantity here. You can also configure the daily availability of inventory items. For more information, see Configuring Inventory Item Daily Quantities.
15. Cost: Enter the item cost amount to provide the item. (Available when the Resource Cost OPERA Control is active).
16. Print: Select this check box if the item should be printed on internal and external reports. If the check box is not selected, the item will not print on external reports (BEO, Contracts).
17. Critical: Select check box to track the availability of this item. If the quantity requested exceeds the availability, a message warns that there is insufficient inventory available and the additional items will be marked for external order. (Available when the Item Inventory Warning OPERA Control is active).
18. Discountable: Select this check box if the item is eligible for discounting when attached to an event. This field is only available when the items are attached to an item class with the Events check box selected.
19. Sell Separate: Select this check box if this item can be attached to a reservation. Typically, items that are not Sell Separate would be included as part of a package attached to a rate code. When adding a new item, the Sell Separate check box is selected by default. Items not marked as Sell Separate are still visible in the Inventory Item Availability screen, however, because they are not marked as Sell Separate, you cannot select them for association with a reservation.
20. Sell Control: Select check box to enable a check of item inventory availability. If the item is not available for any or all of the dates chosen, an "Insufficient inventory" message appears. Users with the Override Item Sell Control task assigned to their role(s) can book items when there is no inventory available for the selected dates. (Available when the Sell Control Items OPERA Control is active).
21. Outside of Stay Dates: Select this check box when the Item can be selected for a reservation outside of the stay dates. (Available when the Allow Inventory Items Outside of Stay Dates OPERA Control is active).
22. Configure Traces for All Inventory Days: Select check box to create reservation traces for all Item Inventory days for a reservation.
23. Trace Text: Enter a trace text for the Department(s) selected. When a trace text is added for an item and the item is selected for a reservation a trace with the trace text will be added to the reservation for the selected department(s). To create multiple traces, use a semi-colon (;) as a separator.
  
  Note:
  The item inventory quantity attached to the reservation will be displayed in the trace text. For more information, see Managing Reservation Traces.
  1. Click Insert Quick Text to select from pre-configured trace texts for the selected department. For more information, see Configuring Trace Texts.
24. Welcome Offer: Select this check box if the item is eligible for selection in the Welcome Offer alert configuration. For more information, see Configuring Welcome Offer Alerts Rules.
Click Save and Go To Presentation to save and open the presentation so that you can complete the configuration of the item. For more information, see Item Inventory Detail Links table.

Editing Inventory Items

From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.
Enter search criteria and click Search.
In the search results, select the item, then click the vertical ellipsis Actions menu, and select Edit.

Table 14-2 Item Inventory Detail Links

Basic Information

Additional Information

Deleting Inventory Items

From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.
Enter search criteria and click Search.
In the search results, select the item, then click the vertical ellipsis Actions menu, and select Delete.

Copying Inventory Items

From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.
Enter search criteria and click Search.
Click the vertical ellipsis at the top of the panel and select Copy.
For more information, see Copying Configuration Codes to Multiple Properties.

Parent topic: Resource Management

Editing Item Inventory Basic Information

From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.
Enter search criteria and click Search.
Select the item in the search result, then click the vertical ellipsis Actions menu and select Edit.
Click Basic Information.
1. Click Edit.
2. Update the details. For more information, see Configuring Item Inventory.
3. Click Save.

Parent topic: Configuring Inventory Items

Editing Item Inventory Additional Information

From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.
Enter search criteria and click Search.
Select the item in the search result, then click the vertical ellipsis Actions menu and select Edit.
Click Additional Information.
1. Click Edit.
2. Update the details. For more information, see Configuring Item Inventory.
3. Click Save.

Parent topic: Configuring Inventory Items

Configuring Inventory Item Attributes

Item attributes can be used to provide additional details that further describe the item. For example, linen color, additional markers for an easel, or location of a registration table that further describes the item. This functionality is only available for items marked for events or events and reservations.

Adding Inventory Item Attributes

From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.
Enter search criteria and click Search.
Select the item in the search result, then click the vertical ellipsis Actions menu, and select Edit.
Click Attributes.
1. Click New in the Attributes panel and complete the following fields:
  1. Name: Enter the additional detail for this attribute.
    1. Manage Translation: Click link to configure localized descriptions. For more information, see Configuring Localized Code Descriptions. (Available when the Multi Language OPERA Control is active.).
  2. Setup Time: Enter the number of minutes required to setup this item, attribute.
  3. Tear Down Time: Enter the number of minutes required to tear down this item attribute.
  4. Default: Select check box if this Attribute should be automatically selected when this item is added to an event. Only one attribute per item can be selected as the default.
  5. Click Save to save or click Save and Continue to save and add another.

Editing Inventory Item Attributes

From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.
Enter search criteria and click Search.
Select the item in the search result, then click the vertical ellipsis Actions menu, and select Edit.
Click Attributes.
1. Select the attribute then click the vertical ellipsis Actions menu and select Edit.
2. Make the required changes.
3. Click Save.

Deleting Inventory Item Attributes

From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.
Enter search criteria and click Search.
Select the item in the search result, then click the vertical ellipsis Actions menu, and select Edit.
Click Attributes.
1. Select the attribute then click the vertical ellipsis Actions menu and select Delete.
2. Select Delete to confirm.

Parent topic: Configuring Inventory Items

Configuring Inventory Item Notes

Adding Inventory Item Notes

From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.
Enter search criteria and click Search.
Select the item in the search result, then click the vertical ellipsis Actions menu, and select Edit.
Click Notes.
1. Click New complete the following:
  1. Title: Enter a title for the note.
  2. Internal: Select check box to mark the note as internal; internal notes are excluded from output on client correspondence by default.
  3. Comment: Enter or paste the note details; a maximum of 2000 characters (single byte) is supported.
  4. Sequence: Select a display sequence for the note.
  5. Click Save or click Save and Continue to save and add another.

Editing Inventory Item Notes

From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.
Enter search criteria and click Search.
Select the item in the search result, then click the vertical ellipsis Actions menu, and select Edit.
Click Notes.
1. Select the note then click the vertical ellipsis Actions menu and select Edit.
2. Make the required changes.
3. Click Save.

Deleting Inventory Item Notes

From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.
Enter search criteria and click Search.
Select the item in the search result, then click the vertical ellipsis Actions menu, and select Edit.
Click Notes.
1. Select the note then click the vertical ellipsis Actions menu and select Delete.
2. Select Delete to confirm.

Parent topic: Configuring Inventory Items

Configuring Inventory Item Pricing

You can set item rates in various increments, for example by the day or hour. You can determine the rates individually for each customer at the time the item is booked (custom rates); or possibly, you might provide an item without charge (complimentary). This functionality is only available for items marked for events or for events and reservations.

Adding Inventory Item Pricing

From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.
Enter search criteria and click Search.
Select the item in the search result, then click the vertical ellipsis Actions menu, and select Edit.
Click Pricing.
1. Click New and complete the following:
2. Item Rate: Select the appropriate value from the list. For more information, see Configuring Item Rate Rules.
3. Price: Enter the amount that should be charged for this item and rate.
4. Hourly: Select check box if the price you entered should be charged for each hour the item is booked.
5. Default: Select check box if this rate should be automatically selected when this item is added to an event. You can select only one rate per item as the default.
6. Click Save or click Save and Continue to save and add another.

Editing Inventory Item Pricing

From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.
Enter search criteria and click Search.
Select the item in the search result, then click the vertical ellipsis Actions menu, and select Edit.
Click Pricing.
1. Select the item rate, then click the vertical ellipsis Actions menu, and select Edit.
2. Make the required changes.
3. Click Save.

Deleting Inventory Item Pricing

From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.
Enter search criteria and click Search.
Select the item in the search result, then click the vertical ellipsis Actions menu, and select Edit.
Click Pricing.
1. Select the item rate, then click the vertical ellipsis Actions menu, and select Delete.
2. Select Delete to confirm.

Parent topic: Configuring Inventory Items

Configuring Inventory Item Vendors

Adding Inventory Item Vendors

From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.
Enter search criteria and click Search.
Select the item in the search result, then click the vertical ellipsis Actions menu, and select Edit.
Click Vendors.
1. Click New complete the following :
2. Select a Profile. Click to open to Manage Profile to search and select the Company profile. If the profile does not yet exist in the system, use the Create Company Profile link to create the profile.
3. Priority: Enter a number in this field to identify the order in which to display the vendor attached to the item.
4. Lead Time: Enter text indicating the length of time needed for ordering this item from this vendor.
5. Purchase Price: Enter the value that this vendor charges for the item.
6. Click Save or click Save and Continue to save and add another.

Editing Inventory Item Vendors

From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.
Enter search criteria and click Search.
Select the item in the search result, then click the vertical ellipsis Actions menu, and select Edit.
Click Vendors.
1. Select the vendor, then click the vertical ellipsis Actions menu and select Edit.
2. Make the required changes.
3. Click Save.

Deleting Inventory Item Vendors

From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.
Enter search criteria and click Search.
Select the item in the search result, then click the vertical ellipsis Actions menu, and select Edit.
Click Vendors.
1. Select the vendor, then click the vertical ellipsis Actions menu and select Delete.
2. Select Delete to confirm.

Parent topic: Configuring Inventory Items

Configuring Inventory Item Daily Quantities

Quantity in Stock is specified in the Additional Details panel, but you can modify the Quantity in Stock value on a daily basis.

Editing Inventory Item Daily Inventory

Note:

You can also select an item in the search result, then click the vertical ellipsis Actions menu, and select Daily Inventory.

From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.
Enter search criteria and click Search.
Select Daily Inventory.
1. Enter search criteria and click Search.
2. Quantity in Stock: Enter a quantity for each date displayed in the grid.
3. Click Save.

Parent topic: Configuring Inventory Items