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Inventory & Items

Item Management

Support Guide

Table of Contents
Items List Item Types Item Info Inventory Transfers Inventory Adjustments Item Builds Importing Items Recap FAQs

  • Overview

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    Item management functions can be found underneath the accounting tab in Striven. This guide will help you to create and manage Items using these functions within your Striven system and allow you to jump-start your purchasing and ordering process in Striven. Before continuing, please reference our Accounting Setup Guide to ensure you have set up your Chart of Accounts as this is vital to creating Items.

    Read this guide if you are trying to:
    ✔ Understand Item Types within Striven.
    ✔ Create and manage Items within Striven.
    ✔ Setting up financials for Items using GL Accounts in Striven.

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  • Items List

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    The Items list acts as a directory of all Items and Inventory that have been saved within the system. This comprehensive list displays key details for each Item. Users can also manage Items directly from this page, with options to deactivate items or utilize the kebab menu to run an Item Quick Report, copy the item, add a label, or manage a build.

    1. Image: A visual representation of the Item. Clicking on the image here will enlarge the image to view with the option to scroll to view additional images stored with the item.
    2. Name: Lists the name of the Item which is hyperlinked in order to access the Item Info page. If a description has been added for the Item, the text will appear underneath the Item’s name. Any labels applied to the Item will also be shown underneath the name and description with the option to remove the label by using the x located next to the label.
    3. Number: This column displays the Item number if it has been saved on the Item Info page.
    4. Type: The Item Type will be listed here. Item Types include Inventory, Non-Inventory, Service, Item Group, Discount, Fixed Asset, Manufactured, and Deposit.
    5. Category: If a category has been set for the Item it will be listed in this column. Learn more about creating and managing Item Categories by reviewing our Category Management Guide.
    6. Department: The department selected for the Item will be listed in this column. Utilizing the department for Items can help with grouping items on transactions by the department and also extensive reporting options such as the Item Profitability report.
    7. Cost: Displays the cost that is associated with the Item. For Item Groups and Discount type Items an asterisk icon will be displayed in this column as the cost will be determined from the order or transaction.
    8. Price: Displays the price that is associated with the item. For Item Groups and Discount type Items an asterisk icon will appear in this column as the price will be determined on the order or transaction.
    9. Qty on Hand: This column displays the current stock level as a hyperlink for Inventory and Manufactured Item types. Clicking the hyperlinked number opens the Item Quick Report, offering a detailed look into how that total was calculated. For all other item types, this field will remain empty.
    10. Deactivate: Changes the status of the Item to Inactive. To view and reactivate Inactive Items, use the search filters and change the Status filter from Active to Inactive.
    11. Kebab Menu: The following options are listed under the kebab menu for each Item listed in the Items list:
      • Item Quick Report: Navigates to the Item Quick Report to view a history of transactions the Item was included on.
      • Copy: Creates a copy of the Item as a new Item record. The new Item will have the same name with the date it was created appended to the name.
      • Add Label: Opens the Apply Label popup where you can create or select a label to be added to the Item. One or multiple labels can be applied at a time using this window. Labels added to an Item will be displayed underneath the Item name and description in the Items list.
      • Build: The Build option will be available under the kebab menu for Items specifically for Manufactured type Items. This option will open the Add Item Build page with the Manufactured Item preselected in order to easily create new stock for the Item as needed.
    The Columns on the Items List

    Example of the Columns on the Items List

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  • Add Item

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    To begin adding a new Item into Striven, click on the plus icon located at the top of the Items List. This will navigate to the Add Item page which will list required and optional fields to fill out in order to create a new Item for selling and purchasing.

    Another option to add Items into the system is to use the Item Import tool. This tool allows multiple Items to be created at once using a spreadsheet file. This option is ideal when moving an Items list from another system into Striven.

    The Add and Import Items Options from the Items List

    Example of the Add and Import Items Options from the Items List

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  • Items List Search Filters

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    The Items list can be configured to display certain Items based on search filters available to narrow results in the list. To use the search filters on the Items list click on the magnifying glass icon at the top of the page.

    How to Access Search Filters on the Items List

    Example of How to Access Search Filters on the Items List

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    Below is a screenshot illustrating how the Items list search filters appears and a description of what can be accomplished there.

    1. Name: Returns results for the Items list based on the Item name.
    2. Number: Searches through the Items directory and shows Items based on the number listed in the Item.
    3. Type: Filters the list based on the specific type of Items. Item Types include Inventory, Non-Inventory, Service, Item Group, Discount, Fixed Asset, Manufactured, and Deposit.
    4. Category: Narrows results based on the category set on the Items.
    5. Description: Searches through Items based on text included in the description of the Items.
    6. Status: By default the Status filter will be set to Active but can be changed to Inactive in order to view deactivated Items and have the option to reactivate if needed.
    7. Manufacturer: Pulls from the list of Vendors saved in the system and returns results for Items that have the specific Vendor selected as the manufacturer within the Item Info page.
    8. Manufacturer Part #: Returns results of Items that have a manufacturer part number entered into the Item Info page.
    9. Department: Shows Items that have a specific department selected in the Item Info page.
    10. Import Batch #: When Items are imported into the system a batch number will be associated with the import file. These Items can be searched for on the Items list based on the assigned import batch number to easily narrow the list to just those Items.
    11. Labels: Shows results on the Items list based on the assigned label that was added to the Item.
    The Search Filters Available on the Items List

    Example of the Search Filters Available on the Items List

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    Filter by Labels

    A quick and effortless way to filter the Items list by an applied label is by clicking the Filter by Label button at the top of the page. Although label filtering can be found within the standard search filters, this option provides a direct method to adjust the list, allowing you to focus purely on labels without needing to open the main search filters.

    The Filter by Label Option on the Items List

    Example of the Filter by Label Option on the Items List

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  • Items List Default View

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    The Items List Default View serves as the landing page for the Items List and is shown when there are no Items returned from a search, when there are zero records in the system, or when initially navigating to the page. This initial default view appears in order to help guide users on what can be done from the Items list when they first arrive, or when attempting to search and get no results available.

    Note: Once Items have been viewed and accessed from the system this page will not be shown and instead the most recently viewed Items will be displayed in the Items list by default.

    To access the Items Empty State page, navigate to Accounting → Inventory → Items.

    The Default View for the Items List

    Example of the Default View for the Items List

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    The Items list can be accessed from this page by clicking the total count number of items currently in the system to load the full list of active Items. Alternatively, users can click the link to open the search panel and utilize specific filters to search for and access specific Items.

    Search Options from the Items List Default View

    Example of Search Options from the Items List Default View

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    Recently Viewed Items

    Once Items have been added, viewed, or included in orders and transactions, the Items List will display these most recently viewed Items instead of the original default view to streamline management. Items are considered recently viewed if you have accessed an Item Info page or if they were searched for and selected within orders or transactions. This recently viewed list is also accessible when using the Search and Add Items feature or viewing Items in the dedicated section of orders and transactions; however, any default saved search configured by a user will override this recently viewed display in the Items List.

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  • Item Types

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    In Striven, the Item Type will determine what is required with regard to accounting information. For example, a Service Item may need an Expense Account, whereas an Inventory Item will have a COGS Account (Cost of Goods Sold) associated with it. Below details each of the Item Types in Striven.

    • Inventory: Inventory Items are tangible Items with which you track the quantities you have on hand at physical locations. These Items are generally ordered from Vendors, delivered, and then later counted and stocked.
    • Non-Inventory: Non-Inventory Items are products that are sold or purchased and no quantities are tracked for these Items.
    • Service: Service Items are intangibles your Company provides for Customers such as labor or maintenance.
    • Item Groups: Item Groups are composed of multiple Items hidden underneath one name and can include any type of Item. When Item Groups are added to orders and transactions, you can configure the individual Item’s pricing and quantities that belong to the group. Once updated, the Line Item will have the sum price of the group of Items, while hiding all the details from the Customer. Item Groups can be added to Accounts Receivable type transactions and Sales Orders but are not available to select on Accounts Payable type transactions and Purchase Orders.
    • Discount: Discount Items are used to determine how much of a discount can be added to an order or transaction while tracking the discount to a specific GL Account.
    • Fixed Asset: Fixed Assets are tangible, meaning they have a physical existence, but also generate revenue for your Company. Fixed Assets are generally pieces of property that are considered long-term, meaning the Company will use them for an extended period of time. When adding a Fixed Asset Item, you can also relate a Company Asset to the Item as well to purchase maintenance or labor for the Asset.
    • Manufactured: Manufactured Items are comprised of a Bill of Materials or other individual Items that are constructed into one finished Item which can then be sold at a later date. To create Manufactured Items and create a positive quantity on hand, you need to create an Item Build which we will discuss in further detail later in this guide. Once you have built the Manufactured Items, they act much like Inventory Items. Striven allocates them to an Inventory Location and relinquishes them from the Location when they are sold. Manufactured Items can be added to Accounts Receivable type transactions and Sales Orders but are not available to select on Accounts Payable type transactions and Purchase Orders.
    • Deposit: Deposit Items are used to track incoming money being used as a Deposit for a Customer’s order or transaction.
    The Item Types

    Example of the Item Types

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  • Item Info

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    The Item Info page serves as a centralized location to view and manage detailed information about a specific Item, accessible by clicking an Item’s hyperlinked name from areas like the Items List or various reports. On this page, you can configure essential details such as the Item Name, Number, Category, and Max Quantity. It also houses critical financial and purchasing data, including the Item’s Price, Cost, Preferred Vendor, and more.

    Below is a screenshot illustrating how the Item Info page appears and a description of what can be accomplished there.

    1. Waffle Menu: The following navigation options are available under this menu:

      • Info: The initial page that is accessed when viewing an Item. Key information about the Item can be found on this page such as pricing, purchasing information, and shipping information.
      • Reference Materials: Reference Materials, including documents, notes, or external links, can be stored directly within an Item record. Utilizing Reference Materials offers a convenient method for consolidating critical details under the Item Info page. Once added, these materials become accessible via the Reference Materials button on any Purchase Orders or Sales Orders containing that specific Item. Learn more about setting up and using Reference Materials by reviewing the Item Reference Materials section from our Item Setup Guide.
      • Default Tasks: Default Tasks are pre-configured Task templates from your Task Library that are associated with specific products or services at the Item level, allowing you to instantly generate all the necessary fulfillment Tasks directly from a Sales Order’s Actions Menu. Learn more about setting up and using Default Tasks by reviewing the Default Tasks section from our Item Setup Guide.
    2. Actions Menu: The following options are available for the Item’s Action Menu:

      • Actions: From the Actions Menu for the Item, you can create a copy of the Item, access the Stock Status Report for the Item, and view the Item Quick Report by choosing the Transactions option. An additional option for BOM: Update Cost/Price/Weight becomes available if the Item is featured in the list of components for a Manufactured Item, allowing you to update these specific details for the individual Item within that Manufactured Item. If the Item is a Manufactured Item, an additional option to Build will be available to easily begin the Item Build process.
      • Pictures: Gives the options to view uploaded images of the Item along with the configuration of making one of the images the default which will then show on the Item Info page and Items list.
      • Audit Log: Provides access to an Audit Log popup that displays historical configuration adjustments made to the item, noting the date, time, and team member responsible for each revision.
    3. Item Info: This section will house the following information regarding the Item:

      • Item Picture: Displays the default image with an option to View More if the Item has multiple images saved.
      • Type: Item Types include Inventory, Non-Inventory, Service, Item Group, Discount, Fixed Asset, Manufactured, and Deposit. The fields displayed and available for entry may vary depending on the chosen Item type.
      • Name: The Item name appears across multiple sections of the system, including transactions, orders, reports, and the main Items list.
      • Number: Houses the number associated with the Item.
      • UOM Set: If the Item is being sold and purchased through a specific unit of measure then the unit of measure set can be chosen here. To manage the unit of measure sets, use the Manage Sets like next to this field.
      • Category: The category for the Item can be set in this field. Hovering over the Category field will display a plus sign icon which will allow you to add a new category without having to leave the Item Info page.
      • Department: This field will house the department that is associated with the Item. Hovering over the Department field will display a plus sign icon which allows you to add a new department without having to leave the Item Info page.
      • Taxable: A checkbox configuration to determine if the Item will be marked as taxable by default or not when it is added to orders and transactions. Clicking the Configure hyperlink will open the Taxable Configuration popup which includes the following options:
        • Item is taxable for all tax agencies
        • Item is taxable for the following tax agencies
        • Item is taxable for all except the following tax agencies
    4. Labels: This area gives the options to select labels that should be applied to the Item. To create or manage existing Item labels use the Manage Labels hyperlink to access the Manage Labels popup. Learn more about creating and managing Item labels by reviewing Item Labels section from our Item Setup Guide.
    5. Description / Note: The following options are available for this section:

      • Description: The description will be displayed when Items are added to orders or transactions and will also be visible from the Items list. The description is typically written to be customer facing as it can be added to the printable formats as needed for Customer transactions.
      • Internal Note: This note is used more for internal notations about the Item that may be important for the system user to be able to easily reference and review as needed.
    6. Purchasing Info: This section includes configurations related to purchasing the Item from Vendors.

      • Allow Vendor to Include This Item in Bill: Enables the Item to be selected when creating a Vendor bill through the Vendor Portal. Learn more about what features are available with the Vendor Portal by reviewing our guide….
      • Preferred Vendor: Identifies the primary Vendor from whom this Item is regularly purchased.
      • Manufacturer: Specifies the company that produces the Item.
      • Manufacturer Part #: Tracks the unique identifier assigned to this Item by the manufacturer.
      • Reorder Point: Triggers a warning popup if an Item added to an order or transaction drops below this designated level.
      • Reorder Amount: Specifies the recommended quantity to order once the reorder point is reached.
      • Max Quantity: Sets the upper limit for the inventory quantity to be maintained for this Item.
    7. Pricing: This section includes configurations related to the Item’s cost and selling price.

      • Base Cost: The fundamental cost incurred to acquire or manufacture the Item, serving as the starting point for profit calculations. For manufactured type Items an option is available to Calculate from Items which will calculate the cost based on the individual components of the manufactured Item.
      • Markup: The percentage amount added to the base cost to determine the desired profit margin. Setting a markup will automatically calculate what the Price field should be.
      • Base Price: The standard selling price of the Item, which can be automatically calculated based on the cost and markup or manually defined.
    8. Shipping Info: The following information is available for shipping information about the Item.

      • Shipping Required: A checkbox to indicate if this Item is a physical product that must be shipped to the Customer and requires a shipping amount to be paid.
      • Weight: The weight of the Item in pounds, used to calculate shipping costs during order fulfillment.
      • Price: Gives the option of a flat-rate shipping fee or the percentage of the price associated with shipping this specific Item.
    9. Inventory Settings: The following options and requirements can be setup in this section in regards to inventory:

      • Enable Serial Number Tracking: Allows for the tracking of individual units by assigning a unique serial number to each, facilitating warranty support and lifecycle management.
      • Enable Lot Number Tracking: Enables tracking of items by batches or lots, essential for monitoring expiration dates, quality control, and managing product recalls.
      • Advanced Configurations: Grants entry to setup choices tailored for distinct tracking needs, such as mandating the recording of Serial or Lot Numbers when processing Bills, Received Items, Sales Orders, Invoices, Sales Receipts, or Builds.
      • Barcode Value: Defines the unique alphanumeric code associated with the Item’s barcode, enabling efficient scanning for identification during sales or inventory processes.
    10. Accounting: The Accounting section will have the following configurations:

      • GL Accounts: Specifies the General Ledger accounts for tracking income, expenses, and costs associated with this item, ensuring accurate financial reporting. The type of GL Accounts that will be selected here depends on the Item Type.
      • Default Class: Assigns a default class to the item to help categorize revenue and expenses for specific business segments or profit centers.
      • Default Location: Sets the default inventory location or warehouse associated with this item to streamline stock management and tracking.
    The Item Info Page Sections

    Example of the Item Info Page Sections

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  • Item Groups

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    Instead of manually defining the cost, price, and markup for an Item Group, you will choose the specific components that constitute the group. The overall cost, price, and markup are then automatically derived from the individual items included within it. The cost and price can also be configured for the individual pieces of the group while creating an order or transaction. Below is a screenshot illustrating how the Items in Group section appears on the Add Item page and a description of what can be accomplished there.

    1. Item: Within this column, you can choose the specific Items that compose the Item Group. If available, the Item number is displayed alongside its name. Additionally, a Location field appears beneath the name for manufactured and inventory Items.
    2. Qty: Specifies the amount of each component Item to be included upon the sale of the Item Group.
    3. Unit of Measure: If the Item included in the Item Group has the Units of Measure feature enabled, this field can be used to select what unit of measure should be used for the individual item in the Item Group.
    4. Delete: Removes the individual Item from the Item Group.
    The Items in Group Section for an Item Group

    Example of the Items in Group Section for an Item Group

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  • Manufactured Items

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    Instead of manually defining the cost, price, and markup for a Manufactured Item, you will select the specific components that constitute its build. The overall cost, price, and markup are then derived from these individual components. Once the components of the Manufactured Item have been determined through the Item Info page, Item Builds can be used to create physical inventory that will then be ready to sell on Sales Orders and Accounts Receivable type transactions. Below is a screenshot illustrating how the Items section appears on the Add Item page and a description of what can be accomplished there.

    1. Items (Bill of Materials): This column allows you to select the component Items required to build the Manufactured Item. The Item number will be displayed next to its name when available, and a Location field will be shown below the name for inventory and manufactured Items.
    2. Qty: Specifies the amount of each component Item needed to build the Manufactured Item.
    3. Unit of Measure: If the Item included in the Manufactured Item has the Units of Measure feature enabled, this field can be used to select what unit of measure should be used when building the Manufactured Item.
    4. Delete: Removes the individual Item from the Manufactured Item.
    The Items Section for a Manufactured Item

    Example of the Items Section for a Manufactured Item

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  • Item Level Taxable or Non-Taxable Per Tax Agency

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    Items in Striven can be designated as taxable or non-taxable at the Item level, but sometimes that designation will depend on the related Tax Agency.

    This is why Striven has included a Configure option when setting your Item as Taxable to determine for which Tax Agencies the taxable designation is applicable.

    The Configure Option for Taxable Setting on Item Info Page

    Example of the Configure Option for Taxable Setting on Item Info Page

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    From the Item Info page, you can check the box to set an Item as Taxable by default. Clicking on the Configure link will open the Taxable Configuration popup wherein you can specify the following settings:

    • Item is taxable for all Tax Agencies: Designates the Item as taxable by default for all Tax Agencies.
    • Item is taxable for the following Tax Agencies: Provides the ability to select specific Tax Agencies to designate the Item taxable depending on the Ship To Location selected.
      • Note: The appropriate Tax Agencies will need to be entered into your Striven system in order to appear in the list for selection.
    • Item is taxable for all except the following Tax Agencies: Provides the ability to select specific Tax Agencies to exempt the Item from being taxable based on the Ship To Location selected.
    Setting Item as Taxable for Selected Tax Agencies

    Example of Setting Item as Taxable for Selected Tax Agencies

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    The Taxable checkbox is checked on A/R Transactions pages, as well as Sales Order pages, based on the Item only. If the Taxable Configuration is set for an Item, the Taxable checkbox will be checked based on the combination of the Tax Agency and the Item.

    For instance, if a Tax Agency is changed based on the Ship To address on an Invoice or if it is changed manually, you will be prompted to select whether the Taxable box needs to be updated.

    The Prompt when the Ship To Address Changes the Taxable Designation

    Example of the Prompt when the Ship To Address Changes the Taxable Designation

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    • Note: Changing the Taxable Configuration at the Item level will apply to future transactions, and will not affect existing ones already created within your system.
    Copying Taxable Configurations

    You may choose to copy the Tax Configurations from an Item when creating a new one. To copy an Item’s Taxable Configurations, select the Configure option located next to the Taxable checkbox. Within the Taxable Configuration window, you can select the Copy from Item option. Doing so will allow you to search for the Item you would like to copy the Taxable Configurations from.

    The Copy from Item Option

    Example of the Copy from Item Option

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    Once the Item whose settings you would like to copy has been located, you can select the Copy button located to the right of the item name, then select Save.

    Copying an Item's Taxable Configurations

    Example of Copying an Item’s Taxable Configurations

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  • Inventory Transfers

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    Inventory Transfers allow you to move stocks of the chosen Inventory Item(s) from one existing active Inventory Location to another in order to reflect where physical stock is located. From the Inventory Transfers List, you can View, Edit, existing transfers or Add new Inventory Transfers using the Add button. Below is a screenshot displaying how Inventory Transfers appear with details about what can be accomplished there. To view Inventory Transfers, use the following steps below:

    Accounting → Inventory → Transfers

    1. Transfer Date: The date on which the quantities will be transferred.
    2. From Location: Choosing a Location from the drop-down menu here will designate where inventory will be transferred from for all Items selected on the Inventory Transfer.
    3. To Location: Choosing a Location from the drop-down menu here will designate where inventory will be transferred to for all Items selected on the Inventory Transfer.
    4. Item: Lists the Items that will have quantities transferred. A quick add option is available to easily add a new item or search for existing inventory utilizing the barcode feature.
    5. From and To Location: Allows for specific items to be moved from one location to another rather than all items on the transfer going from or to the same place.
    6. Qty on Hand and Qty to Transfer: Displays how much inventory is currently on hand based on the location selected with a field that can be overridden in order to set the amount that needs to be transferred.
    7. From and To Class: Allows for the Class to be set for both the From and To in order to reflect this correctly per GL Class that is being tracked in Striven.
    Example of adding an inventory transfer for a black and white server cabinet

    Example of Adding an Inventory Transfer

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  • Inventory Adjustments

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    Inventory Adjustments are used to either increase or decrease the quantity on hand for Inventory Items to reflect accurate quantities. Inventory Adjustments can help reflect Item quantities that have been lost to damages and theft in order to reflect accurate totals. Using the Inventory Adjustments List you can View, Edit, or Add new Inventory Adjustments. Below is a screenshot exhibiting how adding an Inventory Adjustment appears and details on what you can accomplish there. To view Inventory Adjustments use the following steps below:

    Accounting → Inventory → Adjustments

    1. Type: Allows you to choose the type of adjustment you would like to use including Quantity, Value, or Quantity & Value. As you adjust this field, an explanation will be displayed to the right for each type.

      • Quantity Adjustment: Quantity adjustment is used to increase or decrease the quantity on hand for an item. If quantity is added, the cost of those items is determined based on the most recent cost of the item. If quantity is reduced, the inventory value is reduced based on FIFO costs.
      • Value Adjustment: Value adjustment adjusts the value of the inventory for the existing quantity on hand. The new unit cost determines the new cost of the item for all remaining quantities on hand.
      • Quantity & Value Adjustment: Quantity & Value adjustment is used to increase or decrease both the quantity on hand and adjust its inventory value. The new unit cost determines the new cost for the existing quantity on hand, as well as the cost assigned to any quantity increase.
    2. Account: Allows you to choose what GL Account will be posted to when the adjustment is created.
    3. Adjustment Date: The date on which the Item quantities and/or values will be adjusted.
    4. Memo: A text field to add any additional notes or information to the adjustment.
    5. Find & Select Items: Opens the Find & Select Items popup which allows you to search for Items to add to the adjustment.
    6. Import Adjustments: Initiates a popup from which you can view mapping or download a sample .CSV file. Choosing an Inventory Adjustment Type will change the mapping and download sample accordingly.
    7. Scan Barcode: Clicking into this field allows users to manually type a barcode number and hit enter or use a barcode scanner to quickly add items to the transaction.
    8. Adjusted Item Info: This area is where the Item that is being adjusted will be selected along with the following fields to fill in:

      • Item: The Item being adjusted.
      • Total Qty on Hand: Lists the total quantity that is currently being stored across all inventory locations.
      • New Unit Value: Allows you to enter the new unit value for the Item being adjusted. This will override an Item’s current value one posted.
      • Class: Assigns the adjustment transaction to a specific GL Class. You can apply a single Class to all selected items at the top of the Item section, or assign it on a per-line basis for greater flexibility.
    9. Per Location Info: After selecting an Item, supplementary fields are displayed to capture adjustments for individual locations. You can complete the following details within this section:

      • Location: The location where the adjustment of the Item will take place.
      • Qty On Hand: Lists the Item’s quantity for each Inventory Location.
      • New Quantity: Displays the new amount after a quantity is entered in the Qty Adjustment field for the Item. This sums up the total quantity on hand and the quantity adjustment.
      • Qty Adjustment: Lists the amount that is being adjusted for the Item and at each Inventory Location.
    10. Recent Cost: Lists the current cost of the Item and will show the On Hand Cost History popup when clicked which is a list of transactions that have affected the cost of the Item.
    The Add Inventory Adjustment Page

    Example of the Add Inventory Adjustment Page

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    Please review our Performing Inventory Adjustments Community Post for further details.

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  • Item Builds

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    Item Builds in Striven will enable you to build Manufactured Items and allocate stock on hand after the selected quantities are built. Here you can choose from the list of existing Manufactured Items you would like to build. Once an Item is chosen, the Bill of Materials will be displayed along with each Item amount that makes up the Manufactured Item. If there are Inventory Items in your Build, Inventory Locations can be chosen to relinquish stock from in order to build the Manufactured Item.

  • Item Builds List

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    The Item Builds List serves as a central repository for all past Item Builds, regardless of their current status. It provides a convenient interface for users to review historical build data, track previous activities, and efficiently locate specific records. Furthermore, the list allows users to quickly open these existing builds to make necessary modifications or updates, streamlining inventory management.

    The Item Builds List can be accessed by navigating to Accounting → Inventory → Builds.

    Below is a screenshot illustrating how the Item Builds List appears and a description of what can be accomplished there.

    1. Search Filters: The following search filters can be used to return specific results:
      • Item: Select a specific Manufactured type item to filter the list.
      • Date Range: Choose a start and end date to see builds from a specific timeframe.
      • Status: Filter by the build status, such as Incomplete, Pending, Finalized, or Voided. By default, the Voided status will be toggled off.
      • Created By: Filter the list to show builds created by a specific user.
      • Ref #: Search by the reference number of the build that was entered by the user.
      • Location: Filter by the warehouse or location where the item was built. This location will show where the final built product will reside.
      • Memo: Search by keywords contained in the build’s memo field.
    2. Add: Click this button to access the Add Item Build page.
    3. Ref #: Displays the reference number for each build record.
    4. Item: Shows the name of the Manufactured Item being built.
    5. Date: Indicates the date the build record was created.
    6. Qty Built: Shows the total quantity of Manufactured Items produced in that build.
    7. Location: Displays the warehouse or location associated with the build. This determines where the finished product will reside once the build is finalized.
    8. Memo: Displays any notes or memos added to the build.
    9. Created By: Shows the user who created the build record.
    10. Status: Indicates the current state of the build (e.g., Incomplete or Finalized).
    The Item Builds List

    Example of the Item Builds List

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  • Add Item Builds

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    From the Item Builds List, the Add button can be used to access the Add Item Build page in order to begin creating new finished built Items.Below is a screenshot illustrating how the Add Items Build page appears and a description of what can be accomplished there.

    1. Item: Allows you to choose which Manufactured Item you are going to build.
    2. Qty to Build: The quantity you want to build of the chosen Manufactured Items.
    3. Location: The Location in which the built quantities will be stocked once built.
    4. Class: The Class which the Item Build will be associated with and reported on. The Class field will only be available if Classes have been enabled in the settings.
    5. Date: The date in which the build will take effect. (This affects Inventory Items’ quantities in the Bill of Materials).
    6. Ref #: Used as an alphanumeric identifiable number for the Transaction.
    7. Customer: Associates the Item Build with a specific Customer for traceability.
    8. Sales Order: Associates the Item Build with a Customer’s specific Sales Order. A Customer will first need to be selected to allow a selection of a Sales Order.
    9. Memo: Optional field to add in any note or text regarding the Item Build.
    10. Bill of Materials: The Items that make up the Manufactured Item. The following information will be included in this section:
      • Item: Lists the individual parts or Items that will be used to build the finished product.
      • Description: Describes the individual part or Item that will be used to make the finished product. If the Item has a description saved the text will prepopulate in this field.
      • Type: Lists each Item’s Type in the Bill of Materials.
      • Qty: Lists each Item’s quantity which is designated on the Manufactured Item’s Bill of Materials.
      • Qty on Hand: Shows how much materials you have in Striven for any individual Manufactured or Inventory Items in the Bill of Materials.
      • Qty Needed: Multiplies the Quantity to Build by the Quantity of each Item to show how much of each Item in the Bill of Materials is needed to successfully build the desired amount of the Manufactured Item.
    Creating an Item Build

    Example of Creating an Item Build

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  • Build Statuses

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    Striven has 4 Build Statuses available for use when working with Inventory Builds in the system. These statuses are listed below with details related to their use:

    • Incomplete: A non-posting, non-validating status; basically like a draft. This status would be used when you are not ready to complete the Build as it is missing particular details or information, such as the quantity of Builds needed or Items needed to complete the Build.
    • Pending: A non-posting, but validating status. All quantities will be validated affecting the Qty Available for the Items involved in the Build. This status would be used when you’re ready to submit the Build for assembly.
    • Finalized: A completed Build; posted and validated.
    • Voided: A cancelled Build.
    Item Build Statuses including Incomplete, pending, finalized, and voided

    Example of Build Statuses Available in Striven

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  • Editing Item Builds

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    A Manufactured Item’s Bill of Materials (BoM) can be edited when creating an Item Build in the event that an Item needs to be replaced or removed from the original list of components.

    Users must have the permission “Item Builds – Edit Items/BoM” added to their user role in order to edit the Item components for a Manufactured Item.

    Example of the Permissions needed to edit an item's BoM

    Example of the User Role Permission Needed to Edit the BoM on an Item Build

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    When creating an Item Build, the following options are available to you for editing the Bill of Materials required to complete the Build:

    1. Item: By typing in the Item field, you can replace a listed Item with a different Item in your Items List.
    2. Quantity: You can modify the quantity of an Item needed for the Build using this field.
    3. Delete: Using the Trash Can icon allows you to remove a component from the Item Build.
    4. Search Items: This field allows you to add an Item as a new component of the Build.
    The Editable BoM Fields when Creating an Item Build

    Example of the Editable BoM Fields when Adding an Item Build

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    Once the Item Build has been saved, it can continue to be edited while in the statuses of Incomplete and Pending. Once the Build is Finalized, the components can no longer be edited.

    An Item Build that has been Finalized

    Example of an Item Build that has been Finalized

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  • Save Options for Item Builds

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    When creating a new Item Build, you will have multiple options for saving your progress. The Save, Save & Close, and Save & Add New buttons will all save your Build in an Incomplete status. The Save as Pending button will save your Build in a pending status, as long as you enter a Qty to Build.

    Required Save Options for Builds

    Example of Required Save Options for Builds

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  • Item Build Actions Menu

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    After an Item Build has been saved or created, the Actions Menu at the top of the page will house an array of navigation options and additional tools that can be used when managing Item Builds. Below is a screenshot illustrating how an Item Build Actions Menu appears and a description of what can be accomplished there.

    1. Actions: The following actions are available for the Item Build:
      • Create Build: Allows you to generate a new Item Build for any Manufactured type of Items that are included in the Item Build being viewed.
      • Void Item Build: Enables you to cancel or void the current Item Build record.
    2. Email: Opens the Compose Email popup to send correspondence regarding the current Item Build via email.
    3. Attachments: Opens a popup to view, upload, or manage files attached to the Item Build.
    4. Audit Log: Provides a detailed list view of the history of changes and activities performed on the Item Build.
    5. Posting Journal: Displays the Debits and Credits associated with this Item Build based on the Items included in the build.
    6. History: Shows a visual representation of the modification history of the Item Build.
    7. Share: Allows you to copy a direct link to the Item Build record that can be accessed by Employees logged into the system.
    8. Related To: Lists records or transactions that are associated with or linked to this item build.
    An Item Build Actions Menu

    Example of an Item Build Actions Menu

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  • Item Builds Formats

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    Item Build Printable Formats allow operations and warehouse teams to maintain an offline, clutter-free reference directly at physical workstations without taking up valuable screen real estate. This enables staff to quickly verify bill-of-materials components, assembly order, and inventory codes during packing or manufacturing without toggling away from active software tasks.

    To set up Item Build Printable Formats, navigate to Company → Settings → Accounting → Items → Item Build Formats.

    Item Build Format List

    Below is a screenshot illustrating how the Item Build Format List appears and a description of what can be accomplished there.

    1. Add: Navigates to the Add Item Build Format page in order to begin adding a new printable format.
    2. Name: Lists the name of the existing printable formats that have been added to the system for Item Builds.
    3. Copy: Takes the existing printable format and creates a copy that can then be modified as needed.
    4. Deactivate: Moves the printable format into an Inactive status that can be reactivated by using the search filters to filter for Inactive formats.
    The Item Build Format List

    Example of the Item Build Format List

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    Item Build Format Info Page

    When viewing an Item Build Format Info page key information will be displayed such as the name, if paging is enabled, and what sections have been added to the format. Below is a screenshot illustrating how the Item Build Format Info page appears and a description of what can be accomplished there.

    1. Name: The name of the format will appear when selecting the printable view when on an Item Build Info page.
    2. Enable Page Numbers: Enables page numbers to be displayed on each page that is to be printed with the printable format. Once this option is toggled on additional configuration options will be available to set the color, font, and font size.
    3. Actions: The following actions are available in this area:
      • Edit: Puts the Basic Info section into an edit mode to make necessary changes.
      • Preview: Opens a Format Preview popup with the option to select a recently viewed Item Build in order to see the format on a live example.
    4. Add Section: Gives the option to add a new section to the printable format. Section types for Item Build Formats include Content and Item Columns.
    5. Sections: Lists the existing sections that have been added to the format. Clicking into each section will open the section to make necessary changes. Each section that is listed can be rearranged using the drag and drop feature located to the left of the name. The type of section will also be displayed in a column along with the option to delete the section from the format.
    The Item Builds Info Page

    Example of the Item Builds Info Page

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    Item Build Format Location

    Once you have created Item Build Formats, they can be utilized by clicking the Print button that is located in the Actions Menu on an Item Build. If multiple formats have been created, they will appear in a drop down list in order to choose which one you wish to print. If only one format has been created, the Print button will initiate the generating of the PDF version of the Item Build.

    The Location of the Print Button on an Item Build

    Example of the Location of the Print Button on an Item Build

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  • Importing Items

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    Items can be brought into Striven en masse by utilizing Striven’s Items Import. This can be done for large and small databases to bring in multiple Items at once. When on the Items List, you can click the Import button, which will populate the Items Import page. The Items Import page has tools that you can utilize to better understand how to import and search for a spreadsheet that you can choose to import your Items into Striven. You can bring your data into Striven using either a .TXT file or a .CSV file. Below is a screenshot depicting how an Item Import Page appears and a description of what you can accomplish there:

    1. Generate Sample File: Generates a sample import file, allowing you to select the columns and fill in the information for import.
    2. Get Existing Data: Enables you to create a report to pull specific information from your system to generate a file.
    3. Import History: Directs you to the Import Progress Page where you can filter and search for files previously imported and check the status of those imports.
    4. Select: Allows you to select a file to upload that includes the data you would like to import into Striven.
    5. Update matching data: This checkbox needs to be toggled on in order to update any existing Items in the system that matches data in the spreadsheet being imported. If this checkbox is not toggled, new and possibly duplicate Items will be created in Striven from the information in the spreadsheet selected.
    6. Actions: There are two buttons here which allow you to do different functions:
      • Next: Brings you to the next page in the importing process, which would include mapping the fields in your spreadsheet to the appropriate fields in Striven.
      • Close: Closes the Import Page and brings you back to the selected entity’s list.
    Items Import Page with options for generating a sample file, exporting previous import files, button for import history, upload file, and update matching data

    Example of Item Importing Tool

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  • Deleting Component Items Using the Import Tool

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    Having the ability to remove Component Items from Item Groups or Manufactured Items can make things easier when you encounter changes to stock or Item availability, discontinued Items, or upgraded Items. Using Striven’s Item Import feature will make these changes seamless and in bulk to save you time while using Striven.

    When preparing the Import Mapping for your Import File, you will need to select the Remove Component Item column to use this feature.

    The Data Type for this column is a “Yes/No” field, so if the Item is a component of a Manufactured Item or Item Group, setting this column to “Yes” will remove the Item from the specified Manufactured Item or Item Group that you have selected in the Manufactured Item Name or Item Group Name columns of your import file.

    Columns related to deleting component items from manufactured items and item groups

    Example of the Import File Columns Related to Deleting Component Items

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    • Note: The Update Matching Data checkbox will need to be selected when performing the import to remove Component Items.

    To make this process easier, there are two (2) Report Builder Datasets that can be used to identify Items and assist when using this feature. The Builds Details Dataset and the Item Components Dataset can be utilized to create custom reports that will help expedite and simplify the exporting/importing process when Deleting Component Items.

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  • Recap

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    So with this guide, we’ve discovered how to create and manage all types of Items including Non-Inventory, Service, Fixed Assets, and more to enable you to buy and sell Items in Striven. We’ve also discovered ways to manage inventory by creating Inventory Items, Locations, and Adjustments to manage quantities on hand to ensure accurate counts in Striven. Finally, we’ve discussed creating and configuring Item Groups and creating and building Manufactured Items in Striven to help suit your Company’s Item Management needs.

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FAQs

  • How do I start ordering Inventory Items from my Vendors?

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    Inventory Items can be ordered by using Purchase Orders in Striven which can be billed to Customers if desired. To learn more, please reference our Purchase Order Management Guide.

  • When I go to look at an Item I am unable to make any changes? Why can I view the Item but not make any edits?

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    This may be due to your permissions that you have assigned to your User Role. In order to make edits to an Item you will need to have the “Items – Add/Edit” permission. If you are only able to view the Item without being able to configure the Item Info page, this is most likely due to you having only the permission for “Items – View”.

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