Inventory Master Lists are lists of storeroom products associated with Storeroom Locations and are denoted by the prefix IV_. These lists are set up once Storeroom Locations are available, and are used by a Storeroom Manager to manage par levels. Inventory Master Lists are generally sorted and organized to match the layout of the products in the physical storerooms. An Inventory Master List can only be associated with one Storeroom Location, however one Storeroom Location can have many Inventory Master Lists. Typically hotels will have one Inventory Master List for each Storeroom for simplicity purposes. For example a Storeroom Manager may create the Food Storeroom Inventory Master List and associate it with the Food Storeroom Location. Any Outlets which have been set up as Storeroom Locations should also have a corresponding Inventory Master List consisting of all Beer, Wine, and Liquor products they need to take inventory on at the end of the reporting period. There are two ways to create Inventory Master Lists in BirchStreet: (a) create a new Inventory Master List on the Inventory Tab or (b) import a new Inventory Master List using a template called the Part Number Template. The benefit of creating an Inventory Master List using the Inventory Tab is that the Inventory Master List will be available immediately. From the Inventory Tab select the Create Master button Enter the Master Name, click the radio button next to Inventory and select the Storeroom Location then click OK. Note: To make the Inventory Master OG available to other users (Shared OG), make sure to precede the name with an asterisk (*). Click OK
Once done click Save to update your entry. Warning: If you receive the following prompt, it means there is a UOM discrepancy. Your Supplier Item Order UOM is not the same as your Inv count UOM and you have indicated an Items per Order UOM of 1. For example, 1 EA = 1 BAG. This may actually be correct in some instances, however since the system detects two different UOM codes, it will at least warn you that you should confirm your codes and your Items per Order UOM. A conversion as follows would clearly be incorrect: 1 BTL = 1 CS. In such an instance, you would correct the Items per Order UOM to indicate how many bottles are actually in the case. Acceptable UOM Discrepancy Scenario with a Warning In this example, you may have intended for an Each to be a Bag so the units of measure actually are the same. Unacceptable UOM Discrepancy Scenario with a Warning Once you click OK to the pop-up, your screen will refresh. If you have an incorrect UOM discrepancy situation, you will need to locate the Supplier Item with the linked Part Number using the Search link and fix the problem. When the screen refreshes, the Part Number and Supplier Items are now linked together and will be represented by a visible part number with a plus (+) sign to the left of it. In addition, the supplier item will no longer be listed with the remaining un-linked supplier items at the bottom of the screen. Click on the plus (+) sign to expand it. Note that the supplier’s item will appear below. If an item is purchased from more than one supplier, link the additional Supplier’s Item to the same Part Number. The expanded view of a part number linked to multiple supplier items is shown below.