This article covers creating a new Purchased Item using the New Smart Ops Purchased Item Record form. To read about adding a new Purchased Item using the Classic Purchased Item Record, click here. 


There are three ways to add a new Purchased Item in R365: click '+Create' from the Items page, copy an existing Purchased Item, or import new Purchased Item information using the Import Tool.


The fields required to create a new Item are the same fields editable in the Purchased Item Record Settings tab. To read more about the Settings Tab, click here.

Create a Purchased Item


Purchased Items can be created using the following methods in R365:
  • Manually - First, navigate to Smart Ops. From the left navigation, click 'Items' under 'Food Admin' to open the Items page.


    From the Item (Classic) page, click the '+Create' button to create a new Purchased Item.


  • Copying from an existing Purchased Item - Use the 'Copy Purchased Item' option found in the drop menuof an existing Purchased Item



  • Via the Import Tool - Items can be added to a template and imported into R365 in bulk. To read more about importing Items, click here


New Purchase Item Form


The New Purchase Item Form is made up of the following editable sections:

General 



Enter the following General information: 

  • Item Categories 
  • Name of the Item 
  • Identifying Number for the Item 
  • Description of the Item

Make the following selections:

  • Activate or Deactivate an Item in the system
  • Make an Item a Key Item 
  • Switch to Actual Usage for this Item in place of Theoretical Usage in the AvT Report


Item Accounts 



Make selections for the following Accounts:

  • Cost Account -  The GL Account where the Costs associated with this Purchased Item will be recorded  
  • Inventory Account - The GL Account where the Inventory Asset Value associated with this Purchased Item will be recorded  
  • Waste Account - The GL Account that you want to Debit upon entering a Waste Log 

Note: This section is only available when Accounting is on. 

 

Units of Measure



Adjust the following Unit of Measure settings:

  • Measure Type
    • Important Note: Ensure that the Measure Type is entered correctly because once the Item record is saved, the Measure Type will be locked and unchangeable.
  • Change the Reporting U of M
  • Select and edit Inventory U of M 1, 2, & 3
  • Toggle Measurement Conversions on or off
  • Edit Measurement Conversion information
    • Note: Measurement Conversion must be toggled on to edit

Cost Method



Select a Cost Update Method to calculate the Inventory Cost value for each item.

Location Groups
 


Adjust the Location Groups groups toggle:

  • - Toggle on to make the item available to all locations
  • - Toggle off to select specific Location Groups



Location Specific Settings 


Add any Location Specific settings by clicking '+Add Location.' This section must be toggled on to edit. 


This section should be toggled on when Locations that have different Inventory U of Ms, Selling U of Ms, or Selling Price Types need to be added.


To add to the list, click the '+Add Location' button. In some cases, Users may need to scroll to the bottom of the list to locate this button. 




Edit the Information in the table.



Users should include the following: 

  • Location 
  • Inventory U of M 
  • Count U of M 2
  • Count U of M 3 


Note: Only Locations that have different Inventory U of Ms, Selling U of Ms, or Selling Price Types need to be added.

Sales



Toggle this section on to make this Purchased Item a Sales Item that will be available on the AR Invoice. To read more about creating a Sales Item, click here. 


Note: This Section is only available when Accounting is on. 

Catering




Toggle this section on to make this Purchased Item a Catering Item that will make this Item available for sale on Catering Menus in the Catering Module. Click here for more information on how to setup Purchased Items as Catering Items.

This article was updated in Q1 2023. To read about adding a new Classic Purchased Item Record, click here.