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learning center  >  EQUIPMENT  >  Creating Your On-Shelf Inventory

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Equipment

Topics Discussed Below

Adding an Equipment Item

Deleting an Equipment Item

Viewing Equipment Item History

On-Shelf Inventory

A few things about your on-shelf inventory, you have already started to create your inventory when you added the first equipment item.  You can continue to add items in either bulk meaning that you have 1 item listed with a large quantity.  Or you can add individual items each with a serial number.  Here are a few handy hints:

·         The most commonly used inventory policy is Manage Total Quantity, this allows you to enter in one equipment item with a large quantity. 

·         If you want to track individual items with serial numbers, Use the Restrict by Total Quantity inventory policy. 

·         You can use a bar scanner to quickly scan your items into the database.  You simply access the items and start scanning, CAIRS will do the rest!

·         No bar scanner, use our import tool!  If you have a spreadsheet with your equipment, we can help you to import in into your databas

·         Stock Levels – If you want to be notified that inventory is running low make sure your put a value in the Medium and Low Safety Stock Levels. CAIRS will notify users that the inventory level is running low.

Adding More Equipment Items

Based on your inventory policy, you may have already added an equipment item.  Below are the steps to add more items. 

1.       Click Equipment/Services from the menu.

2.       Within the Navigation pane, click Equipment.

3.       Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type any portion of the record and then click the magnifying glass.

·         Click the Show All button.

4.   A list of equipment items displays. Within the list, double-click the equipment item that you want to assign pieces to. The Equipment window opens.

5.   Within the Show ribbon group, click the Items button.

6.   The window changes to the Items view. Click the top line marked with an asterisk (*), to add new items. Complete the following equipment information (required fields are marked with an asterisk (*)):

·         Warehouse Name – click the dropdown arrow to access a list and from the list select the warehouse name of where the equipment item is stored. 

·         Vendor Name – click the dropdown arrow to access a list and from the list select the vendor name

·         Serial Number – type the serial number, if applicable. If no serial numbers are present, CAIRS automatically enters “none.”

·         Purchase Order Number – type the purchase order for the equipment item

·         Site – click the dropdown arrow to access a list and select the site. The site dropdown list displays the bottom-most site first. After the ~~ is the complete path to the site. In the example below, we selected the Henderson site, which is a child to Las Vegas. Each site level is separated by a >.

·         Item Status* – click the field to access a dropdown list and select whether the item is Existing (in stock) or Unavailable (out-or-stock).

·         Total Quantity Available – type the total quantity available for this serial number, the field defaults to one (1). If a minus sign appears before the number that means that you have assigned more items then were available in your total quantity available. 

·         Total Quantity Used – this field automatically populates when an equipment item is in use

·         Assigned – this field defaults to no until the equipment item is assigned to a component, once assigned the field automatically populates with yes. 

·         Rack, Shelf, and Bin – type the rack, shelf and bin name or number to provide the location of the equipment item within the warehouse.

·         Item Information 1 – 4 – use these fields to type any additional information regarding the equipment item. 

7.   To add another piece of equipment, click the Save & New button within the Actions ribbon group and repeat step #7.

8.   Within the Actions ribbon group, click Save (to save and stay) to continue working with equipment types or Save & Close (to save and exit) to return to the Equipment list.

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Deleting an Equipment Item

1.       Click Equipment/Services from the menu.

2.       Within the Navigation pane, click Equipment.

3.       Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type any portion of the record and then click the magnifying glass.

·         Click the Show All button.

4.   Within the list, double-click the Equipment item.

5.   The Equipment window opens. Within the Show ribbon group, click the Items button.

6.   The screen changes to display all the associated pieces of equipment. Within the list, right-click the piece of equipment to delete and select Delete.

7.   Once you click Delete, a message box appears verifying that you really want to delete the piece of equipment. Click Yes within the box to continue or No to cancel the operation.

Once selected, CAIRS draws a line through the item allowing you to delete multiple pieces of equipment at once.

8.   If you do not want to delete the piece of equipment, right-click the record to access a pop-up menu. Click Undelete.

9.   Once you select Undelete, a message box appears verifying that you really want to undelete the type. Click Yes within the box to continue or No to cancel the operation.

10. Within the Actions ribbon group, click Save (to save and stay) to continue working with equipment or Save & Close (to save and exit) to return to the Equipment list.

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Viewing Equipment Item History

Please see Common Elements -> History to learn more. 

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