InventoryManagement UOM
iVend POS – Managing Inventory in Multiple Units of Measurement (UoM)
With the introduction of the option to define multiple Units of Measurement (UoM) for a single product, the user now has the flexibility to maintain inventory in their choice of UoM, (also known as the Base UoM) and at the same time will be able to sell the product in different UoM defined for the item. Going further, the user can define different pricing based on the UoM.
For example, Product X comes as single piece and also in a pack of six. With the UoM based pricing, the user can sell a single piece for $10 and then if the user was selling the product in a six pack, the system would normally have calculated the price at $60. Instead, with the UoM functionality, the system allows the user to define a different price such as $55 for the six pack. Therefore, depending on the UoM selected at POS, the system will then automatically resolve the pricing.
How to define UoM?
1.Log into the iVend Management Console and navigate to: Operations > Inventory > Unit of Measure
2.On the UoM screen, the user will be able to see the list of UoM that have already been created. To create a new UoM click the [F3 New] button.
3. On the UoM definition screen, complete the following:
a. Id: Create a unique Id for the UoM
b. Description: Enter a description for the UoM.
4.Click the [Ok] button to save the changes made and to add the new UoM to the list of available UoM in the system. The user can create as many UoM as needed. They can also select an existing UoM and copy it to quickly generate new UoM.
How to define the UoM Group?
The UoM Group contains the list of UoM with their conversion factor defined against the base UoM. The user can define as many UoM Groups as they need to meet their business requirements.
To create a new UoM Group, log into the iVend Management Console and navigate to: Operations > Inventory Unit of Measure Group
On the UoM Group screen, the user is able to see a list of UoM Groups that have already been created.
To create new UoM Group, click the [F3 New] button. On the UoM Group definition screen. Complete the following:
1. Code: Enter a code for the UoM Group to be defined.
2. Description: Enter the description for the UoM Group to be created.
3. Base UoM: Select a base UoM for the current Group being defined. On selecting this field, a line with details for the base UoM gets automatically added to the lower half of the screen. The user cannot edit the first line added by the system. The quantity is already set as one (1) because the user needs to define the conversion quantity for all UoM in the Group against base UoM. In this case, one quantity of Base UoM is equal to one of UoM defined.
To add additional UoM to the Group, follow the steps below:
1. Click the [Add Row] button. A blank row is added to the table, under the system defined UoM line.
2. In the UoM field select a UoM from the available list, then enter the quantity in the Base Quantity field. This value defines how much quantity of Base UoM is contained in the selected UoM.
3. The Base UoM is automatically populated based on the values selected in the header. The value entered in the Base Quantity field specifies the quantity that is contained in one (1) value of the Quantity field. As per the example in the below image, the value entered in quantity field is one (1) for a Carton UoM and the value in the Base Quantity is set as fifty (50). This indicates that one(1) Carton contains 50 units of the Base UoM. Similarly, user can define all the related UoMs under the Group as desired.
4. If the user wants to delete a UoM line, all they have to do is select a row and then click the [Remove Row] button.
5. Clicking on the [Ok] button saves the changes made and exits the UoM Group window.
To create similar types of UoM Groups, the user can click copy an existing UoM Group. All the information is copied to the new UoM Group screen – All that is required is to give the new UoM Group a unique code and it is advised to also provide a different description and then press the [Ok] button to save the changes and to create a new UoM Group based on the existing one that you have just copied from.
Attaching a UoM Group to an Item:
Once the UoM and UoM Group have been defined, the user can attach the UoM Group to a new item.
To attach the UoM Group, in the Management Console, go to: Operations > Inventory > Product
A UoM Group can only be attached to a new product at the time it is being created – you cannot add a UoM Group or change the Group once the product has been saved to the system in iVend.
In the Product master setup window, the user can click on the UoM Group field to search and select a UoM Group to attach to the product.
Defining pricing for multiple UoM:
The multiple UoM functionality allows the user to define pricing for the various UoM defined for an item. If the pricing is not set then the system will automatically calculate the UoM values based on the price of the Base UoM.
To set the prices for the UoM, in the Management Console, go to: Operations > Pricing and Promotions > Price List
Select the item for which prices need to be entered. The system will initially list all the UoM defined in UoM Group that are attached to the product and calculate the price for each UoM based on the price of the Base UoM multiplied by the quantity that is in each different UoM – refer to the above screen image as an example.
The following fields are visible in the sub table:
1. UoM: This lists all of the UoM based on UoM Group attached to item.
2. Base Price: The system displays the calculated value by multiplying the price of the item with the quantity in each UoM. For example, if the base price for the item is entered as $24.95, the system will automatically calculate $1,247.50 for the Carton UoM as it contains fifty (50) quantity of the Base UoM.
3. Price: By default, the Price is copied from Base Price column. The user has the option to change the value in this column as desired. For example, the Base UoM is valued as $24.95 and the system calculates the Carton Price as $1,247.50 because it contains a quantity of fifty (50) base UoM however, the user can override this and set it to whatever they wish and in our example above, we have set this to $1,000.00.
4. Clicking the [Ok] button will save the changes made and will close the Price List window.
Creation and editing of UoM, UoM Groups and Price Lists is usually only available in iVend unplugged. In the scenarios where iVend is integrated to an ERP such as SAP Business One, then these options are not available and can be viewed only. All changes that need to be made are usually performed in the ERP and are then integrated to iVend.
Inventory Transactions with Multiple UoM
With the introduction of Multiple UoM functionality, iVend provides flexibility to perform inventory movements in the UoM attached to the items, such as Purchasing, Receipting, Stock Transfers, etc.
For example, if an item has Each has the Base UoM with a quantity of one (1) and is additionally defined as a Carton that contains fifty (50) of the Base UoM, the user can perform an inventory transaction such as a Goods Receipt, using the Carton UoM. The system automatically converts the received quantity into the Base UoM quantity and saves the information in iVend – See in the screen images below that we have receipted in the product using the Carton UoM, which the system automatically calculates as 500 Base UoM. Further, the system has also picked up the price that we have defined earlier for the Carton UoM as $1,000.00 from Price List 01.
Inventory Counting with UoM
In addition to controlling movements of inventory in multiple UoM, the system also allows the user to perform Inventory Counts for same item in the required UoM. This eliminates the additional effort that would normally be needed to first check and convert items stored in the Carton UoM into the Base UoM. All the user needs to do is count the cartons and the system will automatically convert them into the Base UoM from the quantities defined in the UoM Group setup.
Bonus Buys and Promotions based on UoM
Going further, the user can now run promotions based on the different UoM.
For example, “Buy 1 Carton of the product and Get a Case of the product free”. In this scenario, even if one Carton containing 50 quantities of the Base UoM (Each) was available, user still needed to enter 50 as the quantity in earlier versions of iVend before Multiple UoM was available. Now, with the introduction of Multiple UoM, the user can simply define one (1) Carton instead of 50 Each as the promotional item.
This also helps when different promotions run on different packaging sizes of the same product, such as we see for the Get Products in this example, i.e. the Case UoM contains six (6) Base UoM quantities and all the user needs to enter is one (1) Case UoM and not six (6) Each Base UoM.
Selling Items with Multiple UoM at the POS
With the option to maintain inventory in Multiple UoM, the user can also sell the same item at POS in different UoM.
For example, if the UoM Group linked to a Product contains Each, Pair, Dozen, Box, Carton and Case as UoM, the user can select any one of them at the POS at the time of selling. When an item is first scanned at POS, it gets added to the transaction with the Base UoM defined for the item, which in our example is Each – refer to the following screen image as a guide.
If the user wants to sell the item in the Carton UoM, they can simply click on the ‘UoM’ field to view the available UoM for the particular product, then they can select any of the available UoM attached to the item as defined in its UoM Group – refer to the following screen image as a guide.
Select any one of the available UoM such as the Carton and click [Ok]. The UoM selected will then display on POS screen in the transaction. You will notice that the price also changes with selection of different UoM. The setting of different prices for the UoM was covered earlier in this article – refer to the following screen image as a guide
The user can now complete the sale of the item in the newly selected UoM by processing a payment in the normal manner.
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