Item Management

Inventory Items are tangible Items with which you track the quantities you have on hand at physical locations. These Items are generally ordered from Vendors, delivered, and then later counted and stocked. To begin utilizing this functionality, first you need to add an Inventory Item via the Items List. Once on the Add Item page, select Inventory as the Item Type. Once selected, more options will be presented to you which we’ll discuss further. Located below is a screenshot of an Inventory Item and details on what you can configure there.

Inventory Locations

As discussed above, Inventory Items are stocked in physical locations, referred to in Striven as Inventory Locations. Inventory Locations will allow you to allocate Inventory when purchasing and relinquishing stock when selling them. This is not to be confused with Company Locations, which cannot hold Items in stock and are used for different functions in Striven. Inventory Locations will also come into play when creating Inventory Adjustments and Transferring Inventory between Locations. Below is a screenshot demonstrating how Inventory Locations appear. To view Inventory Locations use the following steps below:

Company → Settings → Accounting → Inventory → Locations

Inventory Transfers

Inventory Transfers allow you to move stocks of the chosen Inventory Item(s) from one existing active Inventory Location to another in order to reflect where physical stock is located. From the Inventory Transfers List, you can View, Edit, existing transfers or Add new Inventory Transfers using the Add button. Below is a screenshot displaying how Inventory Transfers appear with details about what can be accomplished there. To view Inventory Transfers, use the following steps below:

Accounting → Inventory → Transfers

Inventory Adjustments

Inventory Adjustments are used to either increase or decrease the quantity on hand for Inventory Items to reflect accurate quantities. Inventory Adjustments can help reflect Item quantities that have been lost to damages and theft in order to reflect accurate totals. Using the Inventory Adjustments List you can View, Edit, or Add new Inventory Adjustments. Below is a screenshot exhibiting how adding an Inventory Adjustment appears and details on what you can accomplish there. To view Inventory Adjustments use the following steps below:

Accounting → Inventory → Adjustments

Please review our Performing Inventory Adjustments Community Post for further details.

Manufactured Items are comprised of a Bill of Materials or other individual Items that are constructed into one finished Item which can then be sold at a later date. To create Manufactured Items and create a positive quantity on hand, you need to create an Item Build which we will discuss in further detail later in this guide. Once you have built the Manufactured Items, they act much like Inventory Items. Striven allocates them to an Inventory Location and relinquishes them from the Location when they are sold.

To begin unlocking this functionality, first you need to add a Manufactured Item via the Items List. Once on the Add Item page, choose Manufactured as the Item Type. Once selected, you will be presented with more options, which we will discuss further. Located below is a screenshot of an Inventory Item and details of what you can configure there.

As discussed above, Item Builds in Striven will enable you to build Manufactured Items and allocate stock on hand after the selected quantities are built. Here you can choose from the list of existing Manufactured Items you would like to build. Once an Item is chosen, the Bill of Materials will be displayed along with each Item amount that makes up the Manufactured Item. If there are Inventory Items in your Build, Inventory Locations can be chosen to relinquish stock from in order to build the Manufactured Item. Below is a screenshot featuring how Builds appear and list describing what can be accomplished there. To view Builds in Striven, use the following steps below:

Accounting → Inventory → Builds

Build Statuses

Striven has 4 Build Statuses available for use when working with Inventory Builds in the system. These statuses are listed below with details related to their use:

Editing Item Builds

A Manufactured Item’s Bill of Materials (BoM) can be edited when creating an Item Build in the event that an Item needs to be replaced or removed from the original list of components.

Users must have the permission “Item Builds – Edit Items/BoM” added to their user role in order to edit the Item components for a Manufactured Item.

Once the Item Build has been saved, it can continue to be edited while in the statuses of Incomplete and Pending. Once the Build is Finalized, the components can no longer be edited.

Save Options for Item Builds

When creating a new Item Build, you will have multiple options for saving your progress. The Save, Save & Close, and Save & Add New buttons will all save your Build in an Incomplete status. The Save as Pending button will save your Build in a pending status, as long as you enter a Qty to Build.

Classes for Item Builds

While adding an Item Build to the system, you can select a Class which will apply to both Manufacturing Items and BOM Items.

The History page will also track and display any changes to the Class being selected while the Build is editable.

Item Groups are composed of multiple Items hidden underneath one name and can include any type of Item. When Item Groups are added to Orders and transactions, you can configure the individual Item’s pricing and quantities that belong to the group. Once updated, the Line Item will have the sum price of the group of Items, while hiding all the details from the Customer.

As discussed above, once Item Groups are created you can configure the pricing at the Order and transaction level by selecting the Configure on the line item. The Configuration window allows you to view details such as Item Name, Description, Location, Cost, Markup, and Price.
Below is a screenshot of an Order to illustrate how you can Configure Item Groups.

Fixed Assets are tangible, meaning they have a physical existence, but also generate revenue for your Company. Fixed Assets are generally pieces of property that are considered long-term, meaning the Company will use them for an extended period of time. When adding a Fixed Asset Item, you can also relate a Company Asset to the Item as well to purchase maintenance or labor for the Asset.

Let’s look at an example: A bakery has an oven, and that oven bakes the products, which generate revenue. The oven is an example of a Fixed Asset and can be recorded on the Balance Sheet with the GL Account and a Company Asset of the Oven can be related at the Item level. Below is a screenshot illustrating how adding Fixed Assets appear.

There are two other types of Items that you can utilize within Striven that serve separate purposes, but use much of the same accounting principles. Both Item Types require one Income and one Expense Account to post to when the Items are sold or purchased. These Item Types are Service and Non-Inventory Items, and each is briefly described below:

Service Items are intangibles your Company provides for Customers such as labor or maintenance. Below is a screenshot of a Service Item and what you can configure there:

Non-Inventory Items are products that are sold or purchased and no quantities are tracked for these Items. Below is a screenshot of a Non-Inventory Item and what you can configure there:

As discussed above, there are two set types with which you can create a new Unit of Measure Set. One type that you can utilize to create a new set is Count. Count has a base unit (generally the smallest unit) of each, but the set can be configured to have multiple UOM to fit different Item measurements such as package, case, etc. After adding a new UOM, you can select Count from the drop-down menu. After count is selected, a few Related Units will populate below such as dozen (12), package (8), box (16), and case (80). Each of these can be edited to fit your needs, but you can also add more measurements if desired. The measurements selected for these Related Units can be less than one. Below is a screenshot demonstrating how the Set Info appears and details on what you can accomplish there.

As discussed above there are two set types with which you can create a new Unit of Measure Set. One type you can utilize to create a new set is Length. Length has a base unit of a millimeter, but the set can be configured to have multiple UOM to fit different Item measurements such as centimeter, inch, decimeter, etc. As previously mentioned, the additional UoM may have values smaller than the base unit. After adding a new UOM, you can select Length from the drop-down menu. After length is selected, a few example measurements will populate below such as centimeter (10), inch (25.4), decimeter (100), foot (304.8), etc. Each of these can be edited to fit your needs, but you can also add more measurements if desired. Below is a screenshot exhibiting how the Set Info appears and details on what you can accomplish there.

Having the ability to remove Component Items from Item Groups or Manufactured Items can make things easier when you encounter changes to stock or Item availability, discontinued Items, or upgraded Items. Using Striven’s Item Import feature will make these changes seamless and in bulk to save you time while using Striven.

• Note: The Update Matching Data checkbox will need to be selected when performing the import to remove Component Items.

To make this process easier, there are two (2) Report Builder Datasets that can be used to identify Items and assist when using this feature. The Builds Details Dataset and the Item Components Dataset can be utilized to create custom reports that will help expedite and simplify the exporting/importing process when Deleting Component Items.

Select the Add button from the top of the Reference Material List page to begin creating a new Reference Material. The Add Reference Material page allows you to enter the following information:

Item Reference Materials can be associated at the Item level, ensuring that the Reference Materials are easily accessible. Once an Item with associated Reference Materials has been added to a Sales Order, the Reference Materials may be viewed from within your system, or the Customer Portal. To associate Reference Materials, navigate to the Item – Info page of the selected Item. Select the Reference Materials tab which is available from the Item Menu Bar.

If no Reference Materials have been associated with the Item, the Item – Reference Materials page will display no results. Select the Associate Reference Materials button to choose the Reference Materials relevant to the Item.

A window will appear stating the name of the selected Item, and allows you various options regarding the Reference Materials available.

After you have associated your Reference Materials to the Item, they will display on the Item – Reference Materials page. You may select the Trashcan icon to remove the Reference Material’s association to the Item, if necessary.

When viewing a Sales Order containing an Item with associated Reference Materials, you may select the Reference Materials option from the Sales Order Menu Bar. The number located next to the Reference Materials text will indicate how many Item Reference Materials are available for viewing.

Once you have selected the Reference Materials option, you are able to view the Reference Materials pop-up window. The name and Reference Material type will be listed. If you would like to view the Item Reference Materials, you may do so by selecting the hyperlinked Reference Material Name.

If a Sales Order contains Item Reference Materials, they may be viewed through the Customer Portal. To view the Reference Materials, select the View Item Reference Materials button located on the Sales Order Information page. Selecting this option will prompt a pop-up Item Reference Materials window, which allows you to view the Reference Material Name, and Type. The Reference Materials may be opened for viewing by clicking the hyperlinked Reference Material Name.

The Income by Item Report allows you to see how much income is being made for the Company broken down by Item. This will indicate which Items are sold the most, or are the most profitable based on transactions that have been created with the selected Item. Below is an example of the Income by Item Report in Striven and where it is located in Striven:

Reports → Income & Receivables → Item

The Inventory Stock Status Report is a useful report for determining which Items your Company needs to reorder. This report lists each Inventory Item along with its Category and amount on hand. If there are any Items on Purchase Orders, Sales Orders, and/or in Pending Builds, those numbers will also reflect on the report. Any Items on Sales Orders will be deducted from the On Hand value for that Item to show the Item quantity available for sale.

You can also set a Reorder Point for each Item by selecting the value in the row associated with that Item. The reorder quantity will let you know how much of each Item you will need to order to satisfy the Reorder Point set for that Item. Negative numbers in the reorder column indicate how much stock you have until you reach the Reorder Point. Positive numbers indicate how much you would need to order to satisfy the Reorder Point listed for that Item.

In addition to the Reorder Point field, there is a Reorder Amount field located on the Item Info page for Inventory Items that will enable you to designate a set amount for when a particular Item is reordered, instead of just using the existing reorder formula in the report.

You can export this report to an Excel or .CSV file. There are also many filters available to help you drill down to view particular Items, Categories, Locations, and Items above or below a desired available quantity.

Reports → Purchases & Payables → Stock Status

Create Purchase Order from Stock Status Report

One of the great features on this report is the ability to create Purchase Orders directly from the report to avoid manually creating them separately. You can select the Items you wish to reorder from the report and click on the Create PO button on the bottom of the page.

• Note: Filtering your report results by Preferred Vendor will also help by pre-populating the Vendor when creating a Purchase Order from the report.

The Inventory Valuation Report is a useful report for determining the current quantities and values of your Inventory Items. The report lists each Inventory Item with the columns to the right displaying information related to each Item. These columns include Quantity on Hand, Asset Value, and % of Total Asset. The Quantity on Hand column displays the current quantity on hand in real-time. Each quantity is displayed as a hyperlink, which when clicked will present you with a transaction history to display how the Item’s quantity arrived at the current number on hand. The Asset Value displays the total value of the Inventory Item listed. The % of Total Asset displays how much the Inventory Item’s total value makes up your Inventory Asset Account’s total balance. Using this report, you can get a detailed look at your Company’s inventory status as of a chosen date. This report also provides you with the ability to export into an Excel spreadsheet to share or print as desired. Below is an example of the Inventory Valuation Report and where it is located in Striven.

Reports → Purchases & Payables → Inventory Valuation

If you have enabled Lot Number Tracking, you can view the Lot Numbers by Location report. Items, their Lot Numbers, the location at which they are stored, and the current Quanitity on Hand can be viewed using this report. You may use the Search options at the top of the page to search for specific Items, Lot Numbers, Locations, and more. Selecting the hyperlinked Item Name will direct you to the Item Info page for that Item. If you would like a quick overview of the transactions leading to the current on hand quantity, you can select the hyperlinked QTY on Hand value.

You can view the Lot Numbers by Location by navigating Reports → Purchases & Payables → Lot Numbers by Location.