Inventory Database

Inventory Database

The Inventory Database is used to record supplies used by the training room.

Inventory Database: Listing Screen

The Inventory Listing Screen includes the following columns: Item, Units, School, Vendor1, On Hand Quantity, Order Quantity, Bid Quantity.

 

Inventory Database: Input Screen

The Input Screen has the following tabs: General, Attachments, Audit, and Notes.

Inventory Database: General Tab

 

Item

Field

Description

Item

The equipment item.

Units

The units of measure (single, case, gallon).

Cost

The unit cost.

Group

The group, used by trainers who track inventory for separate groups.

Planning

Item

Description

Bid, Date

The quantity and expected delivery date for vendors to bid on. Use the Report, Inventory, Bid List command to print a bid list for the vendors.

Order, Date

The order quantity and expected delivery date for purchase orders. Use the Report, Inventory, Order command to print orders for the vendors.

Vendor

Item

Description

Preferred (Vendor 1/2/3)

Click radio button for the preferred vendor for the item. The Inventory Order report prints the items based on the preferred vendor.

Vendor 1/2/3

Select vendor from the pull-down to match up with Vendor 1, 2 or 3.

Product Code

The vendor’s internal product number.

Usage

Item

Description

Count, Date

The quantity and date the inventory was counted.

Receipt, Date

The quantity received and date the order was received.

On Hand

The quantity on-hand. This is updated automatically when changes to the Count or Receipt are entered; however you can modify the On Hand directly.

From, To, Used, Cost

The quantity used and cost based on the current price. This is updated automatically when the count is updated.

Inventory Database: Attachments Tab

Allows you to attach any type of file to an Inventory Record.

Inventory Database: Audit Tab

The Audit Tab records each time a record is edited. The Audit Listing Screen shows who accessed the record (determined by the user log-in), the date and time, and what information was edited.

Inventory Database: Notes Tab

The Notes you see in the Inventory Record.

Inventory Database: Actions

Inventory Database: Count an Item

  1. Enter the new count and the date the Item was counted.
  2. Click the Save button to save your changes.
  3. SWOL adds a new row to the Usage Table. The usage is the previous Quantity on Hand minus the new Count. SWOL then sets the Quantity On Hand to the new count.

Inventory Database: Enter a Bid

  1. Enter the amount you want your Vendors to bid on and the date.

Inventory Database: Order Items

  1. Enter the amount ordered and the date.

Inventory Database: Receive Orders

  1. Enter the amount received and the date.
  2. Click the Enter button to save your changes.
  3. SWOL adds received amount to the Quantity On Hand.

Inventory Database: Actions

Inventory Database: Add a New Record

To add a new record to the Inventory Database:

  1. Click the Inventory Database button to access the Inventory Database.
  2. Click the Add button to add a new Inventory Record.
  3. Enter the Inventory information.
  4. Click the Save button to save the new injury.

Inventory Database: Update a Record

To update an Inventory Record:

  1. Click Inventory Database button to access the Inventory Database.
  2. If the Current Inventory Items is not correct, use the Select an Item Filter the top left corner of the Inventory Listing Screen to Find an Item.
  3. Select the desired Inventory Record from the Inventory Listing Screen.
  4. Single-click the Update button. SWOL will open the Inventory Record.
  5. Update the Inventory Record with the new information.
  6. Click the Save button to save the change to the Inventory Record, or click the Cancel button to cancel your changes.

Inventory Database: Delete a Record

To delete an Inventory Record:

  1. Click Inventory Database button to access the Inventory Database.
  2. If the Current Athlete is not correct, use the Select an Item Filter the top left corner of the Inventory Listing Screen to Find an Item.
  3. Select the desired Inventory Record from the Inventory Listing Screen.
  4. Click the Delete button. SWOL will ask you to confirm the deletion.
  5. Click the Yes button to delete the record, or the Cancel button to cancel the deletion and leave the record in the database.

Inventory Database: Print a Record

  1. Click Inventory Database icon to access the Inventory Database.
  2. Select the Inventory Record from the Inventory Listing Screen.
  3. Click the Print button.

Inventory Database: Assign a Task

SWOL includes the ability to send a request to another User to view a record. We call this Task. For example if you wanted an associate to review an Inventory Record you would mark the record with a Task, assign it to someone to review, include a subject, due date, and reason. When someone logs on to SWOL they would see the Task on their Dashboard and could jump to the record by clicking on the link. This procedure is described in detail in the Athlete Database Section