1. User Guide
  2. Administration
  3. Booking Administration
  4. Resource Management
  5. Configuring Item Inventory

Configuring Item Inventory

Prerequisites for Configuring Item Inventory

Inventory items or simply “items” include any equipment, products, supplies, or services that can be rented or sold to a catering customer or guest as part of a catering function or reservation add-on. For example, you can configure audio visual equipment, bartenders, extra beds, golf carts, and so on as inventory items to facilitate their management. When the Reservation Item Inventory OPERA Controls is active, items can also be configured and attached to reservations for equipment such as, rollaway beds and cribs.

Adding an Item

  1. From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.

  2. Click New and complete the following:

    1. Item Class: Select the appropriate value from the list. Associating an item to an item class allows for easier searching when adding an item to an event for grouping items when printing them on the Banquet Event Order (BEO).

    2. Revenue Types: Select the appropriate value from the list. The revenue generated for this item will be attributed to the revenue type.

    3. Name: Enter a Description of the item, such as a flip chart with easel. This is what will print for this item in external reporting, for example, in the BEO or contract.

    4. Manage Translations: Select to open the multi-language descriptions screen and configure a translated descriptions for each language.

    5. Description: If the item requires more details than what the Name provides, enter it here.

    6. Quick Insert Premium badge.: Enter a shortcut for the item to make regularly used items easier to recall. If not entered, a code is automatically assigned  when the inventory item saved. Available when the Quick Insert OPERA Control is active.

    7. Sequence: Enter a number that controls the position of this code in listings. Codes without a sequence number assigned are listed in alphabetical order following codes with a sequence assigned.

    8. Event Types: Select the appropriate value(s) for the item you are configuring. The values available for selection are limited by those selected on the item class that are associated with this item. Associating event types with an item streamlines the filtering when attaching them to an event.

    9. Available From / Available To: If the item is available for a certain period of time each day, enter the start time and end time in these fields.

    10. Departments: Select the departments that will most likely be responsible for providing servicing of the item. The departments listed are limited to those selected on the item class selected for this item.

    11. Setup Time: Enter the number of minutes required to set up this item, if applicable.

    12. Tear Down Time: Enter the number of minutes required to tear down this item, if applicable.

    13. Default Quantity: Enter the quantity that should default when this item is selected to be added to an event, if applicable.

    14. Quantity in Stock: If you have a specific physical inventory quantity of this item in stock, enter the quantity here.

    15. Cost: Enter the item cost amount to provide the item. (Available when the Resource Cost OPERA Control is active).

    16. Print: Select this check box if the item should be printed on internal and external reports. If the check box is not selected, the item will not print on external reports (BEO, Contracts).

    17. Critical: Select this check box if the application should track the availability of this item. If the quantity requested exceeds the availability, a message warns that there is insufficient inventory available and the additional items will be marked for external order.

    18. Discountable: Select this check box if the item is eligible for discounting when attached to an event. This field is only available when the items are attached to an item class with the Events check box selected.

    19. Sell Separate: Select this check box if this item can be attached to a reservation. Typically, items that are not Sell Separate would be included as part of a package attached to a rate code. When adding a new item, the Sell Separate check box is selected by default. Items not marked as Sell Separate are still visible in the Inventory Item Availability screen, however, because they are not marked as Sell Separate, you cannot select them for association with a reservation.

    20. Sell Control: Available when the Sell Control Items OPERA Control is on. Select this check box to enable a check of item inventory availability. If the item is not available for any or all of the dates chosen, an "Insufficient inventory" message appears. Users with the Override Item Sell Control task assigned to their role(s) can book items when there is no inventory available for the selected dates.

    21. Outside of Stay Dates: Available when the Allow Inventory Items Outside of Stay Dates OPERA Control is active. Select this check box when the Item can be selected for a reservation outside of the stay dates.

    22. Trace Text: Enter a trace text for the Department(s) selected. When a trace text is added for an item and the item is selected for a reservation a trace with the trace text will be added to the reservation for the selected department(s). For more information, see Managing Reservation Traces.

      1. Click Insert Quick Text to select from pre-configured trace texts for the selected department. For more information, see Configuring Trace Texts.

    23. Welcome Offer: Select this check box if the item is eligible for selection in the Welcome Offer alert configuration.

  3. Click Save and Go To Presentation to save and open the presentation so that you can complete the configuration of the item.

Editing an Item

  1. From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.

  2. Enter search criteria and click Search.

  3. In the search results, select the code, click the vertical ellipsis, and select Edit.

  4. Scroll to the panel you want to edit and click Edit.

  5. Make the required changes.

  6. Click Save.

Deleting an Item

  1. From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.

  2. Enter search criteria and click Search.

  3. Select the appropriate item, click the vertical ellipsis, and select Delete.

  4. Click Delete to confirm.

Copying an Item

  1. From the Administration menu, select Booking, select Resource Management, and then select Item Inventory.

  2. Click the vertical ellipsis at the top of the page and select Copy.

  3. On the Copy Item(s) screen, complete the fields in each panel:

    1. Source Property. This is the property where the item currently exists.

    2. Item Codes. Select the item code to copy and then click the appropriate check box for copying the Attributes, Rates, or Vendors from the source items to the new items.

    3. Target Properties. Select one or several properties. The item codes you selected will copy to the target properties.

  4. Click Save.

  5. In the Review and Copy Codes panel, complete the following fields:

    1. Copy Name As. Enter a name for the new item.

    2. Copy Quick Insert As. Enter a quick insert for the new item.

  6. Click Copy and Continue.

Adding Item Attributes

Item Attributes provide additional details that further describe the item, for example, the linen color, additional markers for an easel, the location of a registration table, and so on. This functionality is only available for items marked for events or for events and reservations.

  1. Click New in the Attributes panel and complete the following fields:

    1. Name. Enter the additional detail for this attribute, for example, if the Item is Table Linen, the Attributes might be White Tablecloth and Red Napkins, or Gold Tablecloth and Gold Napkins.

    2. Manage Translations. Select to open the multi-language descriptions screen and configure a translated descriptions for each language.

    3. From. Enter the start time for this event.

    4. Setup Time. Enter the number of minutes required to set up this item, if applicable.

    5. Tear Down Time. Enter the number of minutes required to tear down this item, if applicable.

    6. Default. Select this check box if this Attribute should be automatically selected when this item is added to an event. You can select only one attribute per item as the default.

  2. Click Save to save and close, or click Save and Continue to save and create another record.

Editing Item Attributes

  1. In the Events panel, select the appropriate attribute, click the vertical ellipsis, and select Edit.

  2. Make the required changes.

  3. Click Save.

Deleting Item Attributes

  1. In the Events panel, search and select the appropriate attribute, click the vertical ellipsis, and click Delete.

  2. Click Delete to confirm.

Adding Item Pricing

You can set item rates in various increments, for example by the day or hour. You can determine the rates individually for each customer at the time the item is booked (custom rates); or possibly, you might provide an item without charge (complimentary). This functionality is only available for items marked for events or for events and reservations.

  1. In the Pricing panel, click New and complete the following fields:

    1. Item Rate. Select the appropriate value from the list. For more information, see Configuring Item Rate Rules.

    2. Price. Enter the amount that should be charged for this item and rate.

    3. Hourly. Select this check box if the price you entered should be charged for each hour the item is booked.

    4. Default. Select this check box if this rate should be automatically selected when this item is added to an event. You can select only one rate per item as the default.

  2. Click Save to save and close or click Save and Continue to save and create another record.

Editing Item Pricing

  1. In the Pricing panel, select the appropriate rate, click the vertical ellipsis, and select Edit.

  2. Make the required changes.

  3. Click Save.

Deleting Item Pricing

An Item Rate can only be deleted if it has not been associated with an event.

  1. In the Pricing panel, select the appropriate attribute, click the vertical ellipsis, and select Delete.

  2. Click Delete to confirm.

Adding an Item Vendor

You can link vendors to items so that you can easily identify where to order them if you have none in house. This functionality is only available for items marked for events or for events and reservations.

  1. In the Vendors panel, click New and complete the following fields:

    1. Select a Profile. Select the magnifying glass to open to Manage Profile where you can search and select the Company profile. If the profile does not yet exist in the system, use the Create Company Profile link to create the profile.

    2. Priority. Enter a number in this field to identify the order in which to display the vendor attached to the item.

    3. Lead Time. Enter text indicating the length of time needed for ordering this item from this vendor.

    4. Purchase Price. Enter the value that this vendor charges for the item.

  2. Click Save to save and close or click Save and Continue to save and create another record.

Editing an Item Vendor

  1. In the Vendors panel, select the vendor, click the vertical ellipsis, and select Edit.

  2. Make the required changes.

  3. Click Save .

Deleting an Item Vendor

  1. In the Vendors panel, select the vendor, click the vertical ellipsis, and select Delete.

  2. Click Delete to confirm.

Parent topic: Resource Management