Inventory

This document provides technical guidance for users interacting with the Inventory module within the FLEX system. The Inventory module is designed to manage and track various physical items such as money orders, Traveler’s Checks, and amusement park tickets. The system automatically updates and tracks inventory items upon sale through the use of an OP code.

1. Inventory Module Overview

The Inventory module is accessible via the main navigation under Operations > Inventory. It comprises several key functionalities:

Reports: Access various reports related to inventory items.
Build/Send Inventory Money Orders: Used for credit unions utilizing third-party money order providers.
Inventory Maintenance: Manage and view individual inventory items.
Packet Type Maintenance: Define and manage categories of inventory items.
Purge Inventory File: Remove outdated inventory records.

2. Packet Type Maintenance

Packet types are foundational for adding inventory items. They define the different kinds of items held in inventory and store their associated values.

2.1. Accessing Packet Type Maintenance

Navigate to Operations > Inventory > Packet Type Maintenance.

2.2. Managing Existing Packet Types

The screen displays all previously configured packet types.
Edit: Select an existing type to modify its details.
Delete: Remove an existing packet type.

2.3. Adding a New Packet Type

Click the Add button on the Packet Type Maintenance screen.
Packet Type: Enter a unique 3-digit number to identify the packet.
Description: Provide a descriptive name for the packet type (e.g., “SIX FLAGS REG”).
Number of Items in Packet: Specify the quantity of items contained within this packet type.
Amount of Each Item: Enter the monetary value of each individual item.
- Note: If the amount can vary, leave this field blank.

3. Inventory Maintenance

The Inventory Maintenance screen allows users to manage individual inventory items.

3.1. Accessing Inventory Maintenance

Navigate to Operations > Inventory > Inventory Maintenance.

3.2. Searching and Filtering Inventory Items

The screen is initially blank until search or filter criteria are applied.
Search:
- Enter criteria in Prefix, Serial Number, and Date Sold fields.
- Click Search to display selected items.
Filter:
- Click Filter for advanced search options.
Item Status: Inventory items will display with one of the following statuses:
- Sold
- Available
- Paid
- Void

3.3. Changing Branch for Inventory Items

Change Branch: This function reassigns one or more selected inventory items to a different branch.
1. Select the items to be reassigned.
2. Click Change Branch.
3. Choose the target branch from the dropdown menu.

3.4. Adding a New Inventory Item(s)

Once a packet type has been created, individual inventory items can be added.

Click the Add button on the Inventory Maintenance screen.
Prefix: Enter the item’s prefix, if applicable.
Serial Number (From / To):
- Enter the beginning and ending serial numbers for a group of items.
- FLEX will generate an item for each serial number within the specified range, based on the “Number of Items in Packet” defined in the packet type.
Type: Select the item type from available options:
- Travelers Checks
- Money Order
- Other
Vendor: Input the abbreviated name of the item’s supplier.
Date Received: Enter the date the item(s) were received.
Branch: Select the branch to which the item(s) should be assigned, if applicable.
Packet Type: Choose the relevant packet type for the items being added (pre-defined in Packet Type Maintenance).

3.5. Editing an Inventory Item

When an inventory item is selected for editing, both pre-sale and post-sale information are displayed.

Pre-sale Information:
- Prefix
- Serial Number
- Type
- Status
- Vendor
- Received Date
- Packet Type
- Branch
Post-sale Information:
- Amount
- Date Sold
- Date Voided
- Date Paid To Vendor
- Account (displays if sold from an account)
- Purchaser’s Name (displays if sold from an account)
- Teller
- Note: If cash was applied directly to the OP Code during the transaction, account and purchaser information may not be automatically known but can be manually entered.

4. Additional Inventory Options

4.1. Build/Send Inventory Money Orders

This option is for credit unions that use a third-party money order provider requiring notification of sold items.
Action: Contact FLEX support for assistance with the initial setup of this feature.

4.2. Purge Inventory File

Allows the credit union to remove old inventory items from the system.
Access: Navigate to Operations > Inventory > Purge Inventory File.
Selection Filters: Enter applicable information to select inventory to be purged based on:
- Prefix
- Serial Number (From / To)
- Inventory Item Type (M for Money Order, O for Other, T for Travelers Checks)
- Inventory Status Code (V for Void, P for Paid, S for Sold, A for Available)
- Inventory Sold Date (From / To – CCYY/MM/DD format)
- Inventory Voided Date (From / To – CCYY/MM/DD format)
- Branch Code
Action: Press Enter after completing the fields to initiate the purge.

5. OP Code – Inventory Item Integration

FLEX automatically updates and tracks inventory items as sold when purchased through the use of an OP Code.

5.1. Enabling Inventory Tracking via OP Code

To enable inventory tracking for an OP Code, the Inventory Item checkbox must be selected within the OP Code configuration.
Refer to the “OP Code Configuration” documentation for detailed instructions on setting up OP Codes.

5.2. Selling an Inventory Item through Transaction Entry/Inquiry

Transaction Entry Line:
- Enter the applicable suffix using a valid transaction code for the OP Code.
- The Amount field can be left blank if multiple inventory items or fees are associated with the OP Code.
Inventory Item Entry Screen:
- Once the transaction entry line is initiated, an “Inventory” screen will appear.
- Enter the Prefix, Serial Number, and Amount.
- Multiple Items: For multiple items, a range can be entered in Serial Number From and Serial Number To.
- Add Items: Select Add Items to include additional items not within a continuous range.
- Service Fee: If a service fee is defined in the OP Code configuration, it will display. Manually adjust this amount if charging a service fee for multiple inventory items.
Posting Transaction: After the transaction is posted, the item’s status in Inventory Maintenance will change to “Sold”.

6. Inventory Reports

The Inventory module offers various reports to track and analyze inventory data.

6.1. Inventory Information Report

Purpose: Creates a list of inventory items based on specified filter criteria.
Filter Criteria:
- Prefix
- Serial Number
- Type
- Status
- Vendor
- Packet Type
- Amount
- Account Number
- Teller
- Received Date Range
- Sold Date Range
- Void Date Range
- Paid to Vendor Date Range
- Branch Code
Report Includes: Prefix, serial number, type, status, vendor, packet type, value, sold date, void date, paid date, member name, member account number, and teller.

6.2. Travelers Checks Reports

These reports generate immediately upon selection.

TrChecks By Serial Number:
- Includes: Packet type, packet description, prefix, serial number, date received, date sold, purchaser’s name, account number, amount, teller, date paid, and date voided.
TrChecks By Date Received:
- Includes: Packet type, packet description, prefix, serial number, date received, date sold, purchaser’s name, account number, amount, teller, date paid, and date voided.
TrChecks By Date Sold:
- Includes: Packet type, packet description, prefix, serial number, date received, date sold, purchaser’s name, account number, amount, teller, date paid, and date voided.

6.3. Money Order Reports