Creating new inventory items (Raw Material, WIP, Finished Goods)

Before you can track, control, and trace inventory. You need to create or enter details about each of the items you keep in inventory. You will need to create or import part information for

  • Raw Materials
  • Product Packaging
  • Sub Assemblies (Inventoried WIP)
  • Finished Goods


Just Remember

If you regularly will care to know the inventory for it, then it needs a unique part number in DataNinja

Adding Parts

The Parts page is where you will add and configure part-specific settings. Once you are up and running it will be a central location to monitor real-time inventory levels.


Click on the Parts Page to get started.

Near the top left of the page click on the button that says Add New Part.

Below is an explanation of each field in the "Add New Part" aside.

Part Number

A unique code that identifies the item in place of it's description


Full text human readable definition/name of the part.

UPC (Optional)

Usually only used for capturing the SKU of sell-able parts. Can be left blank and/or edited at any time.

Unit Set

How will the inventory quantity be described? Choose a unit of measure set that fits best. If the part is a Raw Material or Sub Assembly, choose a unit set that matches how you most often USE the inventory. If the part is a Finished Good, choose a unit set that fits based on how you usually sell it. Requires support assistance to change.

Tracking Type

Tracking Type is where you select HOW you want DataNinja to track inventory for this item.
Part - Item Quantity( in UOM) and location only - Most common for things like master case boxes.
Batch - Item Quantity, Expiration Date, Quality Control Status, Identifier (Lot Number) BY LOCATION
Sublot - Item Quantity, Expiration Date, Quality Control Status, Identifier (Lot Number), Location BY CONTAINER


Sublot is usually best!

Sublot is more powerful. Combined with License Plating it is usually better than Batch Tracking for most processes where traceability is required. When in doubt go with Sublot.

Check Boxes (Optional)

Most of these checkboxes should remain unchecked. By default only "Allow decimal quantities" is marked true. Each of the checkboxes is explained below:

Revision Required Approval - Checking this box enables revision tracking with esignature approvals at revision changes.

Requires Mfg Lot Number - Makes the Mfg Lot Number field at Receiving required.

Allow Decimal Quantities -When checked inventory for this part can be transacted in fractional quantities.

User Generated Identifier - Forces manual, custom entry of inventory identifiers. Not recommended.

Allow Serial Numbers - Check if this part will be transacted serially via API. Not common.


Is this item something that can expire? If yes enter the number of days after initial inventory receipt or production date before expiration. Don't worry, this is just a default you can enter exact dates of expiration when inventory is made (Finished goods and Sub Assemblies) or when inventory is received (Raw Materials).

Reorder Point and Reorder Qty (Optional)

Reorder Point - Threshold quantity in Part's unit set base unit of measure at which order more should be triggered. When global inventory quantity dips below this level the part will be flagged "Low Stock".

Reorder Quantity- When the reorder point is reached, how much should be ordered?

Purchasing Class (Optional)

Class fields are used to "tag" parts into strata for sorting, grouping, and reporting. Leave blank if you don't yet have a need to segregate parts by how they are sourced.

Standard Cost

Your cost to purchase or produce quantity one of the part's Unit Set base unit of measure. Actual costing activates when purchase orders and production signatures are live. Having a standard cost entry is best practice for reporting and go-live phase purposes.

Receiving Location

When new inventory for this part is recognized (either through a raw material receipt or as the result of a production run) Where should DataNinja record the inventory's location?


Locations not setup yet? No problem go with STOCK for now.

its common to not have locations configured at the beginning. We will get to that soon after this step and we can bulk adjust this setting later. Go with the default for now.

Sales Class (Optional)

Class fields are used to "tag" parts into strata for sorting, grouping, and reporting. Leave blank if you don't yet have a need to segregate parts by how they are sold. If inventory for this part is customer owned, or tracked for a single customer, assign the customer name as the part's Sales Class.

Standard Price (Optional)

The most common price your customer pays to buy inventory of this part from you. Leave blank or 0 for any part that is never sold to customers.

Life Cycle (Optional)

Used to control which transactions are allowed on this part's inventory. Advanced. Leave as Initialized unless confident you want to restrict transaction types.

Part Class

Class fields are used to "tag" parts into strata for sorting, grouping, and reporting. Used to group parts by category i.e. Bottles, Labels, Cold Storage, Dry Goods, Flavors etc.

Part Type

Is this something that you buy? -> Raw Material
Is this something that you make and then use in another step? -> Sub Assembly
Is this something that you sell? -> Finished Good

Default Status (Optional)

If you are adding more than 20 parts, it will be faster to use an upload spreadsheet. Ask your account executive to help you get started with the upload.