Overview
Managing inventory is a an important part of maintaining your business operations, with Rx-Inventory you . You have ease of access to all kinds of different tools , and functions to help you better manage your frames, frame parts, and miscellaneous items.
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The main window used to mange your inventory can be found by navigating to the following: Rx-Inventory → SKUs
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Relevant Permissions
When it comes to frame inventory items there are many relevant permissions that need to be granted in order to properly manage the inventory. Below you’ll find the list of relevant permissions.
All permissions can be found by navigating to Rx-Hub → Roles → (Select Relevant Role) → Rx-Inventory Section
SKU
This part of the permissions allows control over creating, updating, viewing, deleting, and mass updating inventory items.
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Filtering/Sorting Items
Navigating and finding specific inventory items is a fundamental part of managing your inventory. We can easily find the desired item by using the provided filtering and sorting tools on the SKU page.
We can filter our inventory item by using the two menu bars displayed at the top of the SKU page.
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The top most topmost section defines what status we wish to view (You can view what each status means in the Item Category Definitions section). The second section displayed above allows you to filter what item type you wish to see. By using both of these tools together you can easily narrow down the list items displayed on screen.
Creating New Items
Creating new inventory items is an easy task. To start, navigate to the appropriate SKU page Rx-Inventory → SKUs. From here to start the process we simply need to click on the Create button located near the top of the page
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Note Not all fields are required to complete the creation process, the fields that must be present are denoted with relevant error text below the field box. |
Other Details
Aside from the general frame-specific fields, you can also manage other details about the frame item in the Other Details section. In this area, you are able to set details such as status, trace reorder method, and more. You can also see a preview of the shape of the trace. Additionally, if a trace is selected, the A, B, and ED will be populated with values from the trace and these fields become uneditable.
To search for a trace shape from your Rx-Universe system you would need to start typing the name of the trace and all the related traces will start populating in the dropdown.
See the definition of these columns here.
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Generating UPC
You are able to generate a UPC when creating or updating an SKU. You can set up the starting sequence in the Settings → Configuration page.
To generate a UPC, you can just click on the barcode icon on the right side of the UPC field.
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Updating Existing Items
To update the fields on an existing item we simply have to navigate to the SKU page (Rx-Inventory → SKUs) and click on the line item (or the pencil on the right hand side of the line) to open up the modification menu.
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Once we’re in the SKU item modification page, we can make any changes we need to by simple clicking on the field and changing its values. Once we’ve made all our modifications simply click the Update button located at the bottom of the page.
Frame Associations Section
When viewing an inventory item you’ll find a list of important information about Warehouses, Purchase Orders, Vendor Returns, Transactions, Price List, and any User Defined Field the item is part of.
You can find this section by navigating to Rx-Inventory → SKUs → Selecting any Item, the section will be located at the bottom of the page. By changing the menu selected at the top we can view different pieces of information.
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Warehouse
The Warehouses section displays all warehouse warehouses the item belongs to. This has important information about the quantities you have on hand, the cost of the item, the vendor, and more.
Add to Warehouse
Adding inventory items to the warehouse is an easy task. To begin the process, ensure you have the Warehouse Tab selected at the bottom of the page, and simply click the Add to Warehouse Buttonbutton
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Once you’ve clicked the Add to Warehouse button, you’ll notice a menu open. Select a warehouse and fill in all the required fields with the appropriate information. You can set ordering and stocking information of the invengtory item in the warehouse. The final step is to click the Submit button located at the bottom and you’ll have successfully added the item to your warehouse!
Stock
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Adjustments
Adjusting warehouse stock can be done by navigating to Rx-Inventory → Manage Inventory → Adjust Quantities. We can easily navigate there from the SKUs page by clicking the +/- symbol located on the right-hand side of the desired warehouse, this will redirect us to the Adjust Quantity page with details pre-populated with the frame item information.
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Update Frame-Warehouse Information
Updating the frame warehouse information can easily be done. From the SKUs Warehouse section simply click the Edit symbol on the right-hand side of the warehouse you which to make modifications.
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From here you’ll notice a new menu is displayed on screen. You can make all the modifications you wish, once you’ve done so simply click the Submit button located at the bottom of the menu, this will finalize and save all your changes.
Setting Ordering and Stocking Details
In the SKU → Warehouse field, you can configure relevant settings for the ordering and stocking of the item. This includes Vendor, Lead days, Stock status, Min/Max. These details are then used when generating the purchase order to replenish the quantity depending on the reordering method selected for the frame item. You can also set the Cost From Frame flag which, if on, uses the Standard Cost of the item as the Standard Cost in the warehouse.
Purchase Orders
The Purchase Order section displays all orders, that currently have the selected item part of the order. We can Export, Release, and View the order from this section as well by simply selecting the line we wish to view.
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Vendor Returns
The Vendor Returns section displays all returns that currently have the selected item part of the return. We can Export, Release, and View the order from this section as well by simply selecting the line we wish to view.
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Transactions
The Transactions section displays all transactions that have occurred on the selected item. This includes stock adjustments from varying sources, vendor returns, purchase orders, and more. The adjustment type is displayed, along with the adjustment date, and the change in quantity that was applied to the item.
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Price Lists
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Use Defined Fields
The price list section shows all price list that include the selected item. From this view you can see the name of the price list, the price assigned to the item, and the warehouse it belongs to.
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User Defined Fields
The user defined fields is a section that allows you to define your own unique fields and give them a value. This is used when an item is added to an Rx-Order. To create a new field simply click the Create button, provide a unique field name and value, and hit the Create button.
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Definitions
In this section, you can find descriptions of all the relevant fields and statuses associated to with an inventory item.
Item Status Definitions
Each inventory item has one of the following categories associated to with it.
Category | Description |
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Usable | A usable item is any active item, or any item with a quantity in a warehouse (including backordered quantities) |
Un-Usable | Un-usable items are discontinued, on order, or inactive items, as well as any item that isn’t part of a warehouse |
Active | Active items have their status marked as active. This means these items are available and still in use in production. |
Inactive | Inactive items have their status marked as inactive. This means these items are no longer used in production. |
Discontinued | Discontinued items have their status marked as discontinued. This means these items typically are no longer manufacturer by the suppliers. |
On Order | On Order items have their status marked as on order. This means there is currently an active purchase order/transfer that includes this item. |
Back Ordered | Back Ordered items have their status marked as backordered. This means these items are on order but are temporarily unavailable from the supplier. |
Recalled | Recalled items have their status marked as recalled. This means these items have been request to be returned to their suppliers. (Typically these items are on a Vendor Return) |
Item Fields Definitions
Below you can find the fields associated to with an inventory item and its description.
Field | Description |
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Part Type | This field defines the type of item. (Whole, Front, Temple, Bridge, Clip, Side Shield, Miscellaneous) |
Name | The name associated to the item |
Manufacturer | The manufacturer that makes the item |
Gender | The gender the item was designed to be worn by |
Collection | The collection the item belongs to |
Brand | The brand of the item |
Model | The model of the item |
Class | The class of the item (Standard or Safety) |
Print Sticker Template | The template used when printing the SKU label (The template must be an XML file and saved on the RX-XML folder in your Rx-Universe directory |
Material | The material the item is made of |
Color | The color of the item |
Edge Type | The edge type of the frame. (This is provided by the LMS)Rx-Universe) |
Eye | The eye measurement. It only accepts whole number |
Temple | The temple measurement. It only accepts whole number |
Bridge | The bridge measurement. It only accepts whole number |
A | The horizontal width of each lens at its widest point of the lens within the frame. This commonly has the same value as the eye |
B | The vertical height of the lenses at the widest point of the lens within the frame |
ED | The longest diagonal distance inside the frame edges in mm |
REQ BC | The requested base curve for the item |
Min BC | The smallest accepted base curve that will fit in the frame |
UPC | The universal product code Universal Product Code for the item. This is the most common frame identifier and is the code printed on the barcode sticker label. |
Manufacturer UPC | This is the univesal product code used by the manufacturer to identify this item |
Cost | The cost of item charged by the supplier |
MSRP | The minimum price Manufacturer Suggested Retail Price of the item should be sold at |
Suggested Retail Price | The suggested retail price by for the supplierframe |
Price Group | The price group that the frame is a member of |
Trace | The trace of the frame. The options that show on this field comes from Rx-Universe |
Status | The status on the item in the inventory |
Reorder Method | The method used to reorder this item. There are Min/Max - Based on the set minimum or maximum quantity available in the warehouse. If an inventory item is below the set minimum, it will be flagged as needs replenishment. Quantity Replenishment - Dynamic - Vendor Default - Based on the set reorder method on the vendor profile of the item |
Dynamic Days | The number of days after item creation to switch from min/max to usage history reorder method |
Description | An optional freetext description of the item |
Source | How the item was imported into the system |
Vision Star Item Number | Primarily used when importing from Vision Star. This is used for the “CODE” field of the frame extract file that is sent to AcuityLogic. |
Created | The date and time the item was created in the system |
Date Last Used | The date when the frame was most recently used |
Date Last Modified | The date when a change was most recently made to this item, it's associated categories, or it's value on a price list |
Back Order Date | The date the item is expected to be available again. This is only availale if the frame has “Back Ordered” status |
Web? | This flag tracks if the frame is displayed on the lab's website, if applicable |
Frame - Warehouse Fields Definitions
Below you can find the fields associated with the frame warehouse page and its description.
Column/Field Name | Description |
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Quantity in Warehouse | The total stock in the warehouse. This will include stocks that are allocated and in process. |
Quantity Available | The total stock available for new orders/transactions. This is total stock in warehouse less allocated and in process stocks (Qty Available = Qty In Warehouse - In Process - Allocated ). This quantity is used when generating the purchase order depending on the reordering method of the inventory item. |
Quantity Allocated | The total stock allocated for jobs |
Quantity In Process | The total stock picked for jobs. If Rx-Universe is set to update inventory on Order Entry, this items can still be on shelf. |
Quantity On Order | The total on open/released Purchase Orders |
Used since last PO | The quantity allocated since last PO |
Vendor | The name of the Vendor that supplies the item |
Lead Days | The number of lead days to use in the EOQ calculation |
Last Ordered PO | The number of the last Purchase Order released that included this record |
Last Ordered Date | The date the Last Ordered PO was released |
Cost | The cost of the frame at this warehouse |
Average Cost | The average cost of acquisition from the vendor (computed when receiving Purchase Orders) |
Stock Status | Whether or not the item should be kept on hand (stocked) or ordered when required (special) |
Bin | The bin this item is stocked in |
Min | The smallest amount of stock that should be kept on hand |
Max | The largest amount of stock that should be kept on hand |
Safety Stock | The safety stock to use in the EOQ calculation |