Defining an item, Part 3: Advanced data fields


Expand the system’s functionality for your business with these enhanced options for items.

What you’ll learn in Defining an item, Part 3: Advanced data fields

  • Become familiar with the item page data fields that provide advanced capabilities in SOS Inventory

Video Transcript

This video is the last in the three-part series, Defining an item. The focus of this presentation will be on item data field options that offer enhanced inventory management capabilities. All data fields described here are available on the Plus and Pro plans. If you are a Companion plan customer, you have access only to those which pertaining to the shopping cart integrations that your company has chosen to implement.

Advanced data fields

The advanced data fields options covered in this presentation are: Has Variants, Track Serial Numbers, Track Lot Numbers, Barcode, Warranty, Default Bin, Update Inventory in Shopify and Update Inventory in BigCommerce. The last three on the list are shown in blue because they will appear on an item page only if you have enabled bins or set up SOS Inventory’s Shopify or BigCommerce integrations.

It is important to note that ALL advanced data fields work in conjunction with other system settings and features that must be enabled or defined in the system. The scope of this video addresses these advanced capabilities of SOS Inventory as they pertain to item data fields only. Please consult the SOS Inventory User Guide for comprehensive coverage of these topics.

Let’s begin by opening a new item edit page.

SOS Inventory supports item variants, which are versions of a product that have different sizes, colors, or other attributes. If you are adding an item that will serve as the master upon which the variants are based, check the Has Variants box. When that box is checked, the system will hide the Starting Inventory fields, as a master item has no stock, does not sync to QuickBooks Online, and cannot be used on transactions.

If your company uses serial or lot tracking, enable the appropriate feature here. Please note that SOS Inventory allows you to track the item by serial number, by lot number, or both. It is important to note that once you have established an item as serial or lot tracked—or as NOT serial or lot tracked—you must use a specific set of procedures to change it, as outlined in the user guide. You cannot simply check or uncheck a box to enable or disable serial and lot tracking for an existing item.

The Starting Inventory fields must be left blank for serial and lot items, as numbers must be assigned to each serial unit or lot via a transaction. Item receipts are required for serial items, while inventory for lots may be added with either an item receipt or an adjustment transaction.

Barcode scanning is supported by SOS Inventory. If you type the code number in the Barcode field—or place the cursor in the field and scan the code from an existing label—SOS Inventory will recognize the item by its barcode as well as the item name.

The system’s warranty feature enables you to issue and maintain warranty information on items that you sell but has the most potential with serialized items. If you want to attach a warranty to an item, select the appropriate one from the Warranty dropdown list. Please note that the warranty must be defined in SOS Inventory before it will appear in the dropdown.

For an item that will be stored at a bin-tracked location, you may choose from the Default Bin dropdown list the bin in which the item typically will be stored. If no bins are in the dropdown, it is because none have been defined in the system.

If you have multiple bin-tracked locations at which the item will be housed, you may prefer to leave this field blank and use Location Settings instead. Available in the Actions Menu dropdown of an item record, Location Settings allows you to assign the item to different bins at different locations.

The last fields we will cover on the item edit page are Update Inventory in Shopify and Update Inventory in BigCommerce. If you are using the Shopify or Big Commerce cart integrations, checking the box will automatically update the item’s quantity in Shopify or BigCommerce as sales are received, adjusting the available-for-sale numbers.

This concludes Part 3 of Defining an item. Thank you for watching this presentation!


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