Items

In Vego Inventory, Items represent products to be sold. Each Item has a unique SKU and a unique set of UPC values. An Item can have many UPC values, but only one SKU. A Strawberry flavored drink and a Watermelon flavored drink, made by the same company, are two different Items. Items are grouped together by Categories

Accessing Items Settings

1. Navigate to the top right-hand corner of Vego Inventory, and click on the small circle with your initials

2. Click on “Organization Settings”

3. Navigate to the left-hand side of the screen and click “Items”

Understanding UPC’s

A UPC is a Universal Product Code. A UPC consists of a number and a barcode that uniquely identifies a product for sale. UPC codes are on nearly every product, and they are what get scanned at grocery stores when checking out.

One Item can have many UPC values. Because of this, Vego Inventory asks the user to denote one as the Default UPC. The Default UPC is what will appear when creating a purchase order, as seen below

Bulk UPC vs Individual UPC

Bulk UPC is a UPC code that can be found on the outside of cases of product.

Individual UPC is a UPC code that can be found on the outside of individual units of product.

Example: A case of bottled water is received. The Bulk UPC can be found on the outside of the case. Individual UPC codes can be found on the individual water bottles

Proper Unit Cost Calculation

Unit cost is calculated by dividing the Case Cost by the Default UPC’s quantity. Because of this, the Default UPC must be a bulk UPC

Understanding SKUs

A SKU, or Stock Keeping Unit, is a static value that is assigned to an item and never changes. A SKU is generally a value that is not defined by the manufacturer, but instead by the distributor or wholesaler. This is the value that they utilize to identify a product throughout their systems.

In Vego Inventory, a SKU is utilized mainly for purchase order creation and sending. This ensures the end user knows exactly what items are being purchased.

If an item is being added to Vego Inventory but the SKU of the item is unknown, it is recommended to contact the vendor to receive this information.

Adding Items

1. Access Items Settings. View instructions here

2. Navigate to the upper right-hand corner of the menu, and click the “Add Item” button

3. In the pop-up menu, fill in all the details associated with the new item.

4. Once you have filled in all the fields, click Save

5. You have now successfully added an Item

Editing Items

1. Access Items Settings. View instructions here

2. Find the Item you would like to edit, and click the pencil icon on the left hand side of the menu.

3. In the menu that pops up, make the changes you would like, and then click “Save”

4. You have now successfully edited an Item

Adding UPCs to an Item

1. Access Items Settings. View instructions here

2. Find the Item you would like to edit, and click the pencil icon on the left hand side of the menu.

3. In the menu that pops up, click Add UPCs

4. A blank UPC field will appear. Enter in the UPC value and quantity

a. UPC values can often be found underneath 1D barcodes. As seen below

b. Quantity is how many units came within that packaging. So if the UPC is found on a case of product, this is known as a bulk UPC, the quantity will be however many units are found within the case. If the UPC is found on an individual product, like a single bottle of water the quantity is 1.

5. Click Save

Merging Items

Merging Items combines the UPC’s, and stock levels, of two items together, and assigns them to one Item. If Drink1’s UPC is 123, and Drink2’s UPC is 456 and they are merged into Drink1, both 123 and 456 will now correspond to Drink1. The stock levels of Drink2 will be combined with the stock levels of Drink1. After all the data from Drink2 is transferred over to Drink1, Drink2 is deleted.

Source Item: The Source Item’s UPCs, stock levels, and history will be added to the Destination Item. All other data relating to the Source Item will be deleted after a Merge. In the scenario above, Drink2 is the Source Item

Destination Item: After a Merge, the Destination Item will be updated with the new UPCs, stock levels, and history from the Source Item. In the Scenario above, Drink 1 is the Destination Item

Why is Merging Helpful?

Merging is Helpful because manufacturers regularly change the UPCs on their products. A manufacturer could have been using the UPC 123 for a bottle of water for years, and suddenly they change the UPC to 234 without warning to any customers.

When Vego Inventory encounters a UPC that is not already in the system, it creates a new Item. In the case of changing UPCs, this means there are two Items in Vego Inventory that represent the same bottled water, and potentially have the same name. A Merge is used to rectify this problem.

To Merge Items:

1. Access Items Settings. View instructions here

2. In the upper right hand corner of the menu, click “Merge”

3. In the pop up menu, select the Items you would like to Merge

4. You have now successfully Merged two Items

Troubleshooting “Items”

Item UPCs are Scanning with Incorrect Values

1. Access Item Settings. View instructions here

2. Find the Item you would like to edit, and click the pencil icon on the left hand side of the menu.

3. In the menu that pops up, verify the QUANTITY value for each UPC

4. If the UPC quantities are correct, and the values are still scanning incorrectly, contact Vego Inventory Technical Support for assistance.