This article is part of part of items and covers the items grid in Smart Ops.
The items grid lists all purchased items. Purchased items, along with Recipe Items and Sales Items, make up the Inventory in R365. Purchased items are created by R365 users, and when creating items, users should account for every item used in the restaurant. R365 recommends creating an individual Purchased Item Record for each item used throughout Restaurants. Items may include ingredients, spices, supplies, paper, packaging and so on.
Once an item has been created, it can be counted on inventory counts, used as Ingredients in recipes, and reported on in My Reports. The R365 Ops Team is available to help during the setup the initial Inventory Database in R365.
Once created, existing purchased items can be viewed in Smart Ops on the Items page. Here, users can view items, edit item details, and assign items to location groups.
Location groups are used to define which items can be used by each location. By assigning location groups to items, users will only be able to view and edit items that are associated with the location(s) they have access to. Learn more about location groups in Smart Ops here.
View a PDF tour of the Items page here.
This article covers the following topics:
Items Grid
The Items grid has the following columns of information available:
| Column | Description |
| Name | The name of the purchased item. Clicking the purchased item will open the purchased item record. |
| Avg Cost | The average cost of the item. |
| Reporting UofM | The reporting unit of measure assigned to the item. |
| Min Cost | The minimum cost of the item. |
| Max Cost | The maximum cost of the item. |
| Inventory UofM | The inventory unit of measure of the item. |
| Inventory UofM2 | The secondary inventory unit of measure of the item. |
| Inventory UofM3 | The tertiary inventory unit of measure of the item. |
| Category 1 | The item category 1 assigned to the item. This field can be edited in-grid. |
| Category 2 | The item category 2 assigned to the item. This field can be edited in-grid. |
| Category 3 | The item category 3 assigned to the item. This field can be edited in-grid. |
| Barcodes | All the barcodes associated with the item. Barcodes can be edited or added in-grid by clicking the Edit Barcodes button from the drop down. |
| Cost Account | The cost account that the item is associated with. This field can be edited in-grid. |
| Inventory Account | The inventory account that the item is associated with. This field can be edited in-grid. |
| Waste Account | The waste account that the item is associated with. This field can be edited in-grid. |
| Donation Account | The donation account that the item is associated with. This field can be edited in-grid. |
| Key Item | The key item toggle. When this is toggled on, the item is marked as a key item. Key items can be enabled on inventory reports for more efficient review of important inventory items. |
| Location Group | The location group(s) that this item is part of. |
| Number | The assigned identifying number. |
| Description | The description of the purchased item. |
| Cost Update Method | The cost updated method assigned to the item. |
| Active | The active toggle. When checked, this item will be available in item selectors throughout R365. When unchecked, this item will be unavailable for use. |
| Weight Qty | The number of weight units. |
| Weight UofM | Any weight unit of measure assigned to the item. |
| Volume Qty | The number of volume units. |
| Volume UofM | Any volume unit of measure assigned to the item. |
| Each Qty | The number if each units. |
| Each UofM | Any each unit of measure assigned to the item. |
| Measure Type | The assigned measure type of the item. |
| Created By/Created On | The user that created the item and the date it was created. |
| Modified By/Modified On | The user that last modified the item and the date that it was last modified. |
Purchased Item Record
Individual purchased item records can be opened by clicking a purchased item from the list. To read more about the purchased item record, click here.
Item Location Groups
From the items page, users can assign items to location groups using the Item Location Groups button. Read more about configuring location groups, here.
Items Grid Inline Editing
The following fields within the Item table can be edited directly on the page without opening the Item form:
- Item Category 1
- Item Category 2
- Item Category 3
- Cost Account
- Inventory Account
- Waste Account
- Active
- Cost Update Method
Activating and Deactivating Items
Items can be activated or deactivated directly on the page by toggling the 'Active' toggle switch.
'On' indicates that the Item is active
'Off' indicates that the Item is not active
Changes are automatically saved.
Inline Editing Item Details
To edit an Item's details, hover over the desired field to open the inline editing entry box. Once the box is visible, it can be clicked to open the drop-down menu of all available options.
The drop-down list can be searched by entering two or more characters. Once text is entered, the drop-down list will be filtered for options that contain the search entered.
Select the desired option from the drop-down list. The field will briefly refresh as the change is automatically saved.
- Note: Only options available in the drop-down can be assigned. New Item Categories and GL Accounts can not be created on this page.
To remove the current assignment, hover over the desired field to open the inline editing entry box. Once the box is visible, click the 'X' to remove the current assignment. The field will briefly refresh as the change is automatically saved.
Items Grid Bulk Edit
The following fields can be edited through the Bulk Edit menu:
- Location Group
- Active
- Key Item
- Item Categories
- Category 1
- Category 2
- Category 3
- GL Accounts
- Inventory Account
- Cost Account
- Waste Account
To Bulk Edit Items, check the checkbox for one or more Items to open the Bulk Edit menu.
Once all of the desired Items are selected, click the pencil 
icon. The Bulk Edit form will open.
Select the Attribute to edit, then enter the Value that should be assigned to the selected Item(s).
- Note: The Value options are dependent on the Attribute selected.
Click 
to save the changes to all of the selected Item(s), or click
to close without saving.
Attributes & Values
Location Group - Select Location Group(s) by checking the corresponding checkbox(es). Learn more about Location Groups here.
- Note: Only Location Groups that have been allowed for Operations will be listed.
Active - Select from 'Yes' and 'No'. 'Yes' indicates that the Item is active; 'No' indicates that the Item is inactive.
Key Item - Select from 'Yes' and 'No'. 'Yes' indicates that the Item is a Key Item; 'No' indicates that the Item is not a Key Item.
Item Categories - Select the appropriate option for each Category by using the drop-down menu
GL Accounts - Select the appropriate option for each GL Account by using the drop-down menu. The drop-down list can be filtered by entering part or all of a GL Account's number or name.
