ITrack/Enterprise/Collections

ITrack Enterprise has 4 normal types of collections:

Assembly

An assembly is a master part that is composed of one or more sub-parts (components), which become available only by doing additional work on the assembly (through a process called Breakdown). Items assigned to an assembly are left at quantity 0, but are searchable so you know they're potentially available. When selling an assembly, you may be asked to choose which child parts are still available (in case you partially broke down the assembly) and to change cost allocation.

Creating an Assembly

On the Link tab of the parts screen, select "This part is a collection," and select "Assembly" from the Type dropdown list. When you do this, a second dropdown list of Template becomes active. Templates can be created under Edit >>> Inventory >>> Assembly Templates, and are linked to the Assembly via the part type. Selecting a Template populates the fields in "Members in this Collection." Click the "Add Existing" button to associate an existing item with the Assembly. The "New Item" button allows you to create a new part specifically for this Assembly. If you add an item by mistake, or want to change the Members, you can click the Remove button at the bottom of the screen to delete a Member from the list. Newly created component inventory records will be created with 0 on hand quantity, but status A to make them searchable.

Each item in an assembly will have a "Quantity" (which can be defaulted using the template) which represents how many of that item is found in each of the assembly items. So if a particular component will have 8 copies in each of the parent record's quantity, then set this to 8 (when breaking down an assembly you can always override this if some were 'bad' or unusable).

Each item in an assembly will also have a Cost Factor (which can be defaulted using the template). This is just a number assigned to each item to signify how much of an assembly's cost each component should 'get'. So if you assign component A a ratio of 15, and component B a ratio of 5, A will get 75% of the cost, and B will get the other 25%. These numbers don't have to 'add up' to anything in particular (they'll be used as a ratio) but many users find it most satisfying to make them add up to 100. However, on any given breakdown, some items being taken out of an assembly may not be in good condition, so the cost will be recomputed based on what is actually being created.

Each item can also have an Integral flag set (which can be defaulted using the template). Integral components are those where "if someone takes this out of the assembly, the entire item needs to be turned into components". This will be covered more in the Breakdown section.

Ordering an Assembly

In a Purchase Order, you can use the lookup function to look up the name of the Collection. The Collection name will be visible on the PO. Receiving those items updates stock on hand for the Collection.

Selling an Assembly

On a Sales Order, use the lookup function to look up the name of the Collection. The Collection name will be visible on the SO/Invoice. This sale will adjust Stock on Hand for the Collection.

Kit

A kit is a collection of items that is sold under the alias of a particular inventory item called the "master" item. When a kit is sold, quantity from each item in the kit is removed from inventory however sales history is only attributed to the kit "master" item itself. The assumption of the kit is that it is assembled in-house. A kit is a collection of items that is sold under the alias of a particular inventory item called the "master" item. When a kit is sold, quantity from each item in the kit is removed from inventory however sales history is only attributed to the kit "master" item itself. Kits allow you to add existing items to them. Sales do not affect QOH for the Master item, but does on the sub-items.

Creating a Kit

On the Link tab, select "This is part of a collection," and select "Kit" from the Type dropdown list. Under "Members in this Collection," there is an "Add Existing" button, signifying only existing parts in the system can be added to a template. If you add an item by mistake, or want to change the Members, you can click the Remove button at the bottom of the screen to delete a Member from the list.

Ordering a Kit

Kits cannot be added to a Purchase Order, but their Members can if you search for the individual Members. Receiving those items updates stock on hand for the Members, not the Collection.

Selling a Kit

On a Sales Order, use the lookup function to look up the name of the Collection. This will enter the Collection name in black and the Members in grey to the SO. This gives the customer a list of the component parts of the Kit (Collection), but not pick and choose between the Members. You can adjust the prices of the Collection and the Members. Keep in mind, adding a price for a Member will add that amount to the price of the SO. If you have a standard price for the Collection and a customer wants that price broken down by Members, set the Collection line price field to zero first, then change the Member line prices. this will keep you from accidentally over charging your customer. This sale will adjust Stock on Hand for the Members, not the Collection itself.

Ordered Kit

The assumption of the ordered kit is that it is ordered from a vendor. A kit is a collection of items that is sold under the alias of a particular inventory item called the "master" item. When a kit is sold, quantity from each item in the kit is removed from inventory however sales history is only attributed to the kit "master" item itself. Sub-items are not listed on the invoice. Sales do not affect QOH for sub-items.

Creating an Ordered Kit

On the Link tab, select "This is part of a collection," and select "Ordered Kit" from the Type dropdown list. Under "Members in this Collection," there is an "Add Existing" button, signifying only existing parts in the system can be added to a template. If you add an item by mistake, or want to change the Members, you can click the Remove button at the bottom of the screen to delete a Member from the list.

Ordering an Ordered Kit

In a Purchase Order, you can use the lookup function to look up the name of the Collection. This will enter the Collection to the Purchase Order (the Member names will NOT be visible on the PO). Receiving those items updates stock on hand for the Collection, not the Members.

Selling an Ordered Kit

On a Sales Order, use the lookup function to look up the name of the Collection. This will enter the Collection to the SO (the Member names will NOT be visible on the SO/Invoice). This sale will adjust Stock on Hand for the Collection, not the Members.

Template

A collection of parts under a single name. These can be used to group multiple parts together so that they can be used as a group. For example, there might be a template called "Winter Special" which would include a windshield scraper, a bottle of cold starting fluid, and a few gallons of anti-ice wiper fluid. Templates offer a convenient way to work with several commonly grouped items at once. A collection of parts under a single name. These can be used to group multiple parts together so that they can be used as a group. For example, there might be a template called "Winter Special" which would include a windshield scraper, a bottle of cold starting fluid, and a few gallons of anti-ice wiper fluid. Templates offer a convenient way to work with several commonly grouped items at once.

Creating a Template

On the Link tab, select "This is part of a collection," and select "Template" from the Type dropdown list. Under "Members in this Collection," there is an "Add Existing" button, signifying only existing parts in the system can be added to a template. If you add an item by mistake, or want to change the Members, you can click the Remove button at the bottom of the screen to delete a Member from the list.

Ordering a Template

In a Purchase Order, you can use the lookup function to look up the name of the Collection. This will enter the Members to the Purchase Order (the Collection name will NOT be visible on the PO). You can remove any of the detail items from the order and individually edit their order quantities. Receiving those items updates stock on hand for the Members, not the Collection.

Selling a Template

On a Sales Order, use the lookup function to look up the name of the Collection. This will enter the Members to the SO (the Collection name will NOT be visible on the SO/Invoice). You can remove any Member from the SO, if a customer chooses not to buy it. This sale will adjust Stock on Hand for the Members, not the Collection itself.