Inventory Items (Inventory Maintenance)

The Room Inventory Items Maintenance command and the Inventory Items command allow you to perform basic information maintenance on the Inventory Items available for guests at your property. The Room Inventory Items Maintenance area allows you to identify items that are or can be added to the Room Inventory Items list. This can be equipment that you have on site, or items that you rent from an outside vendor. These Room Inventory Items can be added to a guests stay and placed in the guests room during their stay. They can be items with a charge associated with them, or not.

Inventory items can include things like cribs, rollaway beds, whiteboards, televisions, refrigerators, or beverage items such as beer or soda. They should NOT include anything normally available in ALL rooms.

Inventory Maintenance should contain all of the items that can be placed in a sleeping room as requested by the guest, such as "Crib", "Microwave", "Refrigerator", etc.

This is part of the OPTIONAL configuration for Skyware Systems. You may edit the configuration to suit your property at any time if you have the appropriate access/authorization.

This selection is part of the Property and System Configuration area of Skyware.

 

 

Select Managers Screen from the Quick Menu on the left side of the screen, then select Configuration > Room Inventory Items Maintenance.

Quick Menu with Manager's Screen option selected

Select Manager's Screen to be taken to the MANAGER'S COMMANDS screen.

Manager's Commands Menu

Select Configuration to be taken to the PROPERTY AND SYSTEM CONFIGURATION screen.

Manager's Commands Menu with Configuration option selected

Alternately, you may also be able to select Configuration directly from the Quick Menu, if the menu has been set up to include the Configuration option.

This will take you to The Property System Configuration Menu.

Property and System Configuraion Menu

The list of property configuration options are divided into four sections, which are Required Configuration, Optional Configuration, Locales/Dates and Sub-Systems.

Select Room Inventory Items Maintenance from the Optional Configuration section.

Optional Configuration section of the Property and System Configuration Menu with Room Inventory Items Maintenance option selected

 

You can also reach the Room Inventory Items Maintenance screen from the Housekeeping menu, via the command Inventory Items:

 

Depending on your Skyware Systems set-up, you may or may not have a quick menu option for Housekeeping.

If you can, Select Housekeeping => from the Quick Menu on the left side of the screen, to open the Housekeeping Menu screen.

Or you can reach the Housekeeping Menu using the Full Menu.

Click the icon on the left for the Full menu.

Full Menu Icon

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

Full Menu Table

From the Other Section, select Housekeeping =>.

Other Section of Full Menu with Houskeeping option selected

The Housekeeping Menu screen will open when accessed.

Housekeeping Menu

The Housekeeping Menu has two sections, Housekeeping Menu 1 and Housekeeping Menu 2. The Inventory Items command is in Housekeeping Menu 2.

Housekeeping Menu 2 section of Housekeeping Menu with Inventory Items option selected

 

Whether you reach it using the Room Inventory Items Maintenance command or the Inventory Items command, the Room Inventory Items Maintenance screen will be the same.

Room Inventory Items Maintenance screen

The display is split into two frames, with the left side of the screen lists the Inventory Items currently configured as available for the property and the right side of the screen shows the detailed information about the selected item type, including a description of the item, the location, the total quantity available, cost for use, and the posting type to be used when charging the item to a room, and contains the fields you need to complete in order to add or edit an Inventory Item for your property. Any changes made on the right, once saved, will be updated in the listings to the left.

 

 

The currently configured options are displayed by:

Order: List Order of the Inventory Item. If there is no list order number, the Inventory Item will be displayed alphabetically.

Code: The Code name of the Inventory Item or how you wish to refer to it.

Description: The description of the Inventory Item.

 

Selecting any Inventory Item on the left will display the details on the right.

Your options include the following:

Generate a new entry:

Click the NewGenerate New Entry button button from the toolbar to add a new Inventory Item.

Complete the fields described below.

OR:

Select an existing Inventory Item from the list on the left, and click the ReplicateReplicate Current Entry button button from the toolbar. Then change the field information as described below.

Edit the current selection:

Change the field information described below.

Room Item Inventory Maintenance screen right side detail for editing purposes

Code: Enter the code for the Inventory Item. This is how the item is stored within Skyware Systems. This is the short form of how it will display in the Inventory Item for use by your staff, so should be easily recognizable

This field is required.

List Order: Enter the desired List Order for this Inventory Item (the order it will appear in the list of items). If there is no list order number, the Inventory Item will be displayed alphabetically .

Description: This is the description of the Inventory Item. You should enter the full description here.

This field is required.

Location: This is where the Inventory Item is stored when not in use (if applicable). Enter the location here for your staff to be able to easily retrieve the item when needed.

Total Quantity: This is how many of the Inventory Item your Property has on hand.

Track Quantity: This is a check box; if you wish to track quantity you should check this box to keep track of how many of this Inventory Items are currently in use (and therefore not available for other guests).

Price: If there is a charge associated with the use of this Inventory Item, complete this field.

Posting Type: This is a drop-down menu of available options to which the revenue should be attributed. If there is a charge associated with this item, you will need to select a posting type to associate with the charge. Choose one.

Not Active?: This box may be checked or unchecked. By default, it is unchecked.

It should only be checked if the Inventory Item is currently not in use.

If an option is currently not active (for example seasonal options, or perhaps you now have a TV in every room) this box may be checked.

Once an Inventory Item has been added to the list on the left, it will remain in the list (cannot be deleted) if there has been any usage/revenue associated with it. Once a usage/revenue is created, it exists in several places in the system, and therefore there cannot be a usage/revenue for something that does not exist.

When you are finished adding or editing any Inventory Items, click the SaveSave button button to save the changes.

To view any changes made, click the Activity logActivity Log button button in the local tool bar.

 

Date Updated February 18, 2021