Inventory Items

Keep track of inventory items, such as books or calculators, by setting up the fee as an Inventory Item.  Each time the Inventory Item is assessed to a registrant, the system decrements the number on hand. When the stock gets down to the amount set as the order point, a message will pop-up on the screen, during the Registration routine, telling you it's time to re-order.

Adding Inventory Codes

Inventory Items must be added to the following Code Areas before they can be set up in a course record.

• COURSE: Inventory Items - set up the Inventory code, # on Hand and Order Point.
• FEES: Course Additional/Optional Fee Descriptions - set up the Fee Description used when adding the inventory item to the course.

Adding Inventory Item to Course

To add an inventory item to a course:

1. Open the Course record.
2. Select the Fees tab.
3. Click the Add Other Fee Button.
4. Select the fee description you added in step 2 above:

5. Enter the Amount.
6. Select Inventory from the Type drop down list.
7. Enter the Inventory Item code (as set up in the COURSE: Inventory Items) in the Coupon/Inv. Code field.

8. Save the Course record.

When staff members assess the fee to a registration, the system decrements the # on Hand set up on the COURSE: Inventory Items code record. When # on Hand reaches the Order Point, the system notifies the staff member it's time to reorder:

ACEweb Users

• When a student enrolls in a course with an inventory item, they enter how many they want to purchase:

The amount for the inventory items is added to the registration total:

and the inventory items purchased are added to the Additional Charges window in Student Manager:

• If you have emailing enabled for ACEweb, and you are using the Notify Office option, ACEweb will email an Inventory Level Notice to staff when the # on Hand reaches the Order Point.