Resource Information and Control Corporation


Inventory Control

Getting There: Accessing this application is done by double clicking on either the Inventory Control icon in the ConCentRICs Main Menu or the Food Inventory icon in the Food Administration Main Menu.



Purpose: Inventory Control is used to track all of the consumable inventory items for a facility . Consumable inventory items are those items that do not normally fall into the fixed assets category. This module will keep track of how many items are currently on hand, how many are on order and where the items went that were issued from inventory. Inventory Control also has a second purpose and that is to keep supplemental information about vendors.

(NOTE: All options in the Food Inventory application are identical to those found in the Inventory Control application. Inventory Control is made available as a separate application for anyone who needs the specific functions covered here but otherwise do not have a requirement to purchase the Food Administration application.)

HINT: You can position your mouse pointer over any of the icons below to see a brief text-only description on that application.

Issue Items Return Items Vendor Inquiry Inventory Card Item Usage Inventory Lists Vendor Lists Inventory Shortage Inventory Process Item Labels Report Wizard Vendor Wizard Inventory Control

Inventory Control Modules Overview



Issue Items is used to track inventory items that are removed from inventory.
Security Level: To access and use - Normal. To delete a transaction from the receipt - Manager.

Double clicking on the Issue Items icon will bring up the Issue Items dialog box.

The following is a break down of the dialog box:

  • The Issue Type: combo box indicates why an item has been removed from inventory.
  • The To Location: combo box will only be active with an Issue Type of Transfer Out. It will list all locations available for storage.
  • The Select Person's Name button is used to assign the person who received the item(s) from inventory. You must indicate the person so responsiblity for the items can be tracked.
  • The Control Numbers button is used to set various control numbers for the issued transactions.
  • The Inventory Items list box will show all of the inventory items selected for the current issue.
  • The Select Inventory Item button is used to add a new inventory item to the current issue.
  • The Quantity: field is used to indicate the number of items left.
  • The Unit Cost: field is dim with an issue transaction and can not be changed. The system will show an approximate unit cost but it won't be actually determined until the item is actually issued.
  • The Unit of Measure: combo box will list all the valid Unit of Measures allowed for the current item.
  • The From Location: combo box will only be active if the selected inventory item can be found in different locations.

    • Once you select a person and an account number, click on the button and a receipt will be issued.




    Return Items is used to put an inventory item or items back into the inventory system after they have been issued.
    Security Level: To access and use - Normal. To delete a transaction from the receipt - Manager.

    Double clicking on the Return Items icon will bring up the Return Items dialog box.

    The following is a break down of the dialog box:

  • The Return Type: combo box indicates why an item has been added to inventory.
  • The From Location: combo box will only be active with a Return Type of Transfer In. It will list all locations available for storage.
  • The Select Person's Name button is used to indicate the person who returned the item(s) to inventory. You must indicate the person so responsiblity for the items can be tracked.
  • The Control Numbers button is used to set various control numbers for the returned transactions.
  • The Inventory Items list box will show all of the inventory items selected for the current return.
  • The Select Inventory Item button is used to add a new inventory item to the current return process.
  • The Quantity: field is used to change the quantity to the actual number of items being returned.
  • The Unit Cost: field is used to override unit prices as necessary.
  • The Unit of Measure: combo box will list all the valid Unit of Measures allowed for the current item.
  • The To Location: combo box will only be active if the selected inventory item can be found in different locations.

    • Once you select a person and an account number, click on the button and a receipt will be issued.




    Vendor Inquiry is used to show all activity for any company in the current fund.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Vendor Inquiry icon will bring up the Name and Address Selection dialog box.

    To get a Vendor Inquiry Report on a company, you can either highlight the company name on the list and click on the OK button or simply double click on the name.







    The report will list all activity for the selected vendor.









    Inventory Card is used to show the transaction details for one or more inventory items.
    Security Level: To view - Read Only. To perform maintenance - Normal.

    Double clicking on the Inventory Card icon will bring up the Inventory Card dialog box.


    The following is a break down of the dialog box:

  • The Extended View check box, if checked, will show you the additional fields on an inventory transaction and the fields that the system maintains behind the scenes.
  • The 9 Show.... check boxes indicate each of the transaction types that may appear on an Inventory Card. If a box is checked, then that transaction type will be included.
  • The Part Card Columns button is used to pick which fields will appear and in what order.
  • The Sort Selection button is used to set the sort selection for the order the Inventory Cards will be displayed.
  • The Item Selection button is used to set the record selection to use for the report.
  • The Locations: combo box will show all defined storage locations.
  • The Transaction Sort section is used to select which order the detail transactions will be listed. Chronological Order will list oldest to latest. Reverse Order will list the most recent transactions first and the oldest transaction will be listed last.

    • Click on the button and the Inventory Card report selected will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]







    The Inventory Cards will be listed in two sections. The top of the Inventory Card will indicate data about the inventory item itself.



















    The bottom part will show the transaction details that have occured for the inventory item.













    Item Usage is used to generate reports about inventory activities.
    Security Level: To view - Read Only. To perform maintenance - Normal.

    Double clicking on the Item Usage icon will bring up the Item Usage dialog box.


    The following is a break down of the dialog box:

  • You must enter a First and Last Transaction date for the report.
  • The Issues by Item option is used to determine which inventory items are being used.
  • The Issues by Person option is used to determine which inventory items each person is using.
  • The Issue Comparison by Year option is used to analyze the inventory usage over the past three years.
  • The Transaction Activity report option is used to poduce a transaction audit for the specified date range.
  • The Items Not Used option is used to determine the items you have in inventory that are not being used.
  • The Inventory Exceptions option will show only those items that had inventory quantities higher or lower than the quantity that the system thought should have been there.
  • The Inventory by Location option will show you the inventory in all locations for any given period of time.
  • The Locations: combo box will show all defined storage locations.
  • The Sort Selection button is used to set the default sort selection for the report.
  • The Item Selection button is used to set the record selection to use for the report.
  • The Select Person's Name button will only be active with the Issues by Person report. It defaults to all people in the transaction period.

    • Click on the button and the report type selected will appear on the screen.




    Inventory Lists is used to generate a pre-defined report.
    Security Level: To view - Read Only. To perform maintenance - Normal.

    Double clicking on the Inventory Lists icon will bring up the Inventory Lists dialog box.


    The following is a break down of the dialog box:

  • The list box will show each of the reports pre-defined for Inventory Items.
  • The Change Title button is used to change the default title for the report.
  • The Item Selection button is used to review the default record selection for the report.
  • The Sort Selection button is used to review the default sort selection for the report.
  • The Rebuild the Report after Maintenance check box will only appear if you have the necessary security level to perform maintenance. If checked, the report wil be regenerated every time the maintenance activity is performed. If unchecked, then the records will be updated in place.
  • The Item per Page check box will only be active for Form Reports. If checked, a new page will be started each time there is a new item on the report. If unchecked, then the next item on the report will start immediately after the last item.
  • The Report Description button is used to view a description on the report.

    • Click on the button and the report type selected will appear on the screen.




    Vendor Lists is used to generate a report of vendor information.
    Security Level: To view - Read Only. To perform maintenance - Normal.

    Double clicking on the Vendor Lists icon will bring up the Vendor Lists dialog box.


    The following is a break down of the dialog box:

  • The list box will show each of the reports pre-defined for Vendors.
  • The Change Title button is used to change the default title for the report.
  • The Item Selection button is used to review the default record selection for the report.
  • The Sort Selection button is used to review the default sort selection for the report.
  • The Rebuild the Report after Maintenance check box will only appear if you have the necessary security level to perform maintenance. If checked, the report wil be regenerated every time the maintenance activity is performed. If unchecked, then the records will be updated in place.
  • The Item per Page check box will only be active for Form Reports. If checked, a new page will be started each time there is a new vendor on the report. If unchecked, then the next vendor on the report will start immediately after the last vendor.
  • The Report Description button is used to view a description on the report.

    • Click on the button and the report type selected will appear on the screen.




    Inventory Shortage is used to identify those items that are in short supply and may need to be reordered.
    Security Level: To view - Read Only. To generate a purchase requisition - Normal.

    Double clicking on the Inventory Shortage icon will bring up the Inventory Shortage dialog box.


    The following is a break down of the dialog box:

    This report does not have many options.

  • The Sort Selection button is used to set the sort selection for the order the items will be listed on the shortage report.
  • The Item Selection button is used to set a limit on the items that would be searched. If this button is not used, then all items will be reviewed.

    • Click on the button and the Inventory Shortage report will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]




    The report will list each item that matched the selection criteria and also matched the shortage criteria.





















    Inventory Process is used to process inventory transactions from an outside source and can perform manual procedures for an annual inventory.
    Security Level: To access and use - Advanced.

    Double clicking on the Inventory Process icon will bring up the Inventory Process dialog box.


    The following is a break down of the dialog box:

    NOTE: The default here is to process an external file and those controls will be active (as shown in the graphic). If you wish to change modes and perform a manual inventory then check the Perform Inventory check box when you begin.

  • The list box will show all of the External Files that are defined to the Inventory Control system.
  • The Perform Inventory check box is used to change modes for performing a manual inventory.
  • The Inventory Date: field will only be active for a manual inventory and is used to set the date for the current inventory process.
  • The Item Selection button will only be active for a manual inventory and is used to set the default record selection for the report.
  • The Sort Selection button will only be active for a manual inventory and is used to set the default sort selection for the report.
  • The Edit External File button is used to edit the external file definition that is highlighted in the list box.
  • The New External File button is used to define a new external file to the Inventory Control system.
  • The Reset Part Card Details button is used to delete and reenter details on an individual part.

    • Click on the button and the External File Processdialog box will appear on the screen.




    Item Labels is used to generate inventory data so that it can be printed in a label format.
    Security Level: To view - Read Only. To perform maintenance - Normal.

    Double clicking on the Item Labels icon will bring up the Item Labels dialog box.


    The following is a break down of the dialog box:

  • The list box will show all of the labels pre-defined for Inventory Items.
  • The Change Title button is used to change the default title for the labels.
  • The Item Selection button is used to set the default record selection for this label set.
  • The Sort Selection button is used to set the default sort selection for this set of labels.
  • The Rebuild the Report after Maintenance check box will be active only if you have the necessary security level to perform maintenance. If checked, the labels wil be regenerated every time the maintenance activity is performed. If unchecked, then the records will be updated in place.
  • The Item per Page check box will always be inactive for labels.
  • The Report Description button is used to view a description on the label.

    • Click on the button and the Item Labels report will appear on the screen.

    NOTE: This is one of the few reports in the system that is not WYSIWYG (What You See Is What You Get). When you print the report it will not print as displayed, but will print in the full label format.




    Report Wizard is used to pre-define the reports that will be used for the items in the inventory system.
    Security Level: To view - Read Only. To add or change a report - Normal. To delete a report - System.

    Double clicking on the Report Wizard icon will bring up the current Report Wizard list.

    This will list every predefined report created with Report Wizard.

    If you wanted to add a report, click on the blue button and that will bring up the Report Wizard dialog box.


    Each option in this dialog box represents each of the different possible types of reports.

    The Copy Report option is used for creating a new report from an existing one.















    Vendor Wizard is used to pre-define reports that will be used in the Inventory Control application for vendor information. It is also used to define reports used with the Minority Business option in the Month End application.
    Security Level: To view - Read Only. To add or change a report - Normal. To delete a report - System.

    Double clicking on the Vendor Wizard icon will bring up the current Vendor Wizard list.

    If you wanted to add a report, click on the blue button and that will bring up the Report Wizard dialog box.


    Each option in this dialog box represents each of the different possible types of reports.

    The Copy Report option is used for creating a new report from an existing one.

    The Minority Business Report check box is used if you are defining reports that will appear in the Minority Business option in the Accounting-Month End application.











    Inventory Control is used to set the overall parameters of the inventory and vendor items. It is also used to determine the Table Fields and the Name and Address fields that will be included in the data entry of an Inventory or vendor item and to define what is shown on the inventory card.
    Security Level: To access and use - Manager.

    Double clicking on the Inventory Control icon will bring up the Inventory Control dialog box.



    The following is a break down of the dialog box:

  • The Inventory Table Fields button controls which ConCentRICs tables may be used as data fields for the Inventory items.
  • The Inventory Name Fields button controls which ConCentRICs Name and Address categories may be used as data fields with the Inventory items.
  • The Inventory Default Values button is used to set any inventory item field with a default value.
  • The Vendor Table Fields button controls which ConCentRICs tables may be used as data fields for the Vendor supplemental information.
  • The Vendor Name Fields button controls which ConCentRICs Name and Address categories may be used as data fields with the Vendor supplemental information.
  • The Vendor Default Values button is used to set any vendor field with a default value.
  • The Vendors per item field is used to set the number of vendors that will be tracked per item.
  • The Substitute Items field is to set the maximum number of substitute items that will be tracked for each inventory item.
  • The Define Inventory Card button is used to define or change the top of the Inventory Card for the current organization.
  • The Recalculate Running Totals button is used to clear out running totals, then read each detail transaction and recalculate each of the totals.
  • The Delete History button is used to delete historical transactions.


    • Back to ConCentRICs .Net Product Demo

    RIC Corp Main Page

    ConCentRICs is a trademark of Resource Information and Control Corporation (RIC Corp). All other products mentioned are registered trademarks or trade marks of their respective companies.

    Questions or problems regarding this web site should be directed to tech_support@riccorp.com or you can contact RIC Corp directly at:

    RIC Corp
    6215 Constitution Drive
    Fort Wayne, Indiana 46804-1517
    Phone: (260) 432-0799
    Fax: (260) 432-9155
    Email: sales@riccorp.com

    Copyright 2010 Resource Information and Control Corporation. All rights reserved.

    Last Modified: Saturday, January 02, 2010 at 12:00 AM.