Phase 3 - Session 2 Homework: Warehouse & Inventory – Print Reach Help Center

Please review these On-Your-Own Topics and mark the associated GUIDEcx task as Complete before Session 3. These topics are intended for self-study and are generally not covered in detail during implementation sessions.

We highly recommend having Midnight open while reviewing the material and locating each topic within your system. Becoming familiar with the navigation, screens, and settings ahead of time will help you gain a better understanding of the platform and make future implementation sessions more productive.

Tip: As you review these topics, make note of any questions and add them to the Items to Discuss section of the related GUIDEcx task so they can be addressed during a future implementation session if needed.

The Admin Settings panel can be accessed by clicking the gear icon in the upper-right corner of the Home screen.

Tip: In most Administration setup screens, you can add a new record by selecting the blank gray row at the bottom of the list, entering the required information, and clicking Save (disk icon).

To modify an existing record, click the Edit icon (pencil), make your changes, and then click Save.
If a record is no longer needed, it can be deactivated by clearing the Active checkbox and saving the record.
To view inactive records, use the Active filter and select Unchecked.

Admin → Print → Paper Finish

The Paper Finish table maintains the paper finish options available within the system. Common finish classifications include Coated and Uncoated paper stocks. More specific finish types may include Offset, Dull, Matte, Gloss, Satin, or other finish options used by an organization.

Paper Finishes are used in warehouse inventory items to identify the surface characteristics of a paper stock.

Admin → Print → Paper Grade

The Paper Grade table contains the paper grades available for use within the system.

The following fields are available:

Name – The name of the paper grade.
Active – Indicates whether the grade is available for use.

Paper Grades are used to classify paper stocks referenced in an inventory item.

Admin → Warehouse

The Warehouse section contains the administrative tables and tools used to define warehouse locations, inventory storage structures, warehouses, and inventory management settings.

Admin → Warehouse → Bay

A Bay represents a single racking section within a warehouse row or storage area. Bays are used as a location component when defining warehouse locations and help identify where inventory is physically stored within the warehouse.

Bays can be added, edited, or deactivated as needed.

Admin → Warehouse → Location

The Location screen contains the warehouse locations available within your organization. Locations define the physical storage areas where inventory is stored and can be used to track inventory movements, on-hand quantities, and inventory transactions.

Locations can be added, edited, or deactivated as needed.

Admin → Warehouse → Location Type

A Location Type is used to classify and organize warehouse storage areas. Location Types help identify the purpose or structure of a storage location, such as racks, bins, shelves, floor storage, staging areas, or bulk storage locations.

Location Types can be added, edited, or deactivated as needed.

Admin → Warehouse → Section

A Section represents a subdivision within a warehouse and is used when defining warehouse locations. Sections help organize larger warehouse areas into smaller, more manageable storage zones.

Sections can be added, edited, or deactivated as needed.

Admin → Warehouse → Size

Location Size defines the physical size classification of a warehouse location. Size classifications can be used to organize storage areas and help determine appropriate inventory placement based on the dimensions or capacity of the storage location.

Location Sizes can be added, edited, or deactivated as needed.

Admin → Warehouse → Slot / Shelf

A Slot or Shelf represents an individual storage position within a warehouse location. Slots and shelves provide additional detail when defining warehouse locations, allowing inventory to be tracked at a more specific storage level.

Slot/Shelf records can be added, edited, or deactivated as needed.

Admin → Warehouse → Unit Conversion

Unit Conversion allows Midnight to convert inventory quantities between different Units of Measure (UOM). This is useful when inventory is purchased, stocked, and consumed using different units.

For example, paper may be:

Purchased by the pallet
Stocked by the carton
Consumed by the ream or sheet

Unit Conversions help ensure inventory quantities, purchasing, receiving, usage, and reporting remain accurate regardless of the unit being used in a transaction.

Unit Conversions can be added, edited, or deactivated as needed.

Admin → Warehouse → Warehouse

The Warehouse screen is used to manage the warehouses within Midnight. Warehouses represent the physical locations where inventory is stored and tracked.

Warehouses can be added, edited, or deactivated as needed.

Administrators can also define a Default Receiving Location in Global Settings which determines where inventory is placed when items are received into the warehouse. This location is automatically used during receiving transactions unless another location is specified.

Inventory

Midnight's Inventory Management capabilities allow you to accurately track, store, and manage both company and customer inventory. Proper warehouse setup is essential for maintaining accurate inventory counts, tracking material locations, and supporting purchasing, fulfillment, and production workflows.

Before utilizing the Inventory module, your warehouse structure should be configured within the Administration menu, as shown above. This includes setting up warehouses, sections, bays, slots/shelves, location types, location sizes, and other location identifiers that will be used to organize and track inventory throughout the system. A well-defined warehouse structure helps ensure accurate inventory storage, receiving, movement, and reporting.

The Inventory Search screen serves as a central hub for warehouse and inventory personnel, providing quick access to inventory information and common inventory management functions.

Users can search for inventory items using the search criteria located at the top of the screen. Search options allow users to quickly locate specific inventory items, review stock levels, and access item details. Users can search by entering values such as the Item Code, Item ID, Item Name, or Description to quickly locate a specific inventory item.

Once an item has been located, users can click on the Item Code, Item ID, Item Name, or Description in the search results to open the inventory record and view additional details.

The green action buttons located on the right side of the screen provide access to various inventory operations, such as receiving inventory and creating new inventory items.

The following search fields are available on the Inventory Search screen and can be used individually or in combination to locate inventory records:

Customer Name: The name of the customer associated with the inventory item.
Item Code: The inventory item's code as defined in Midnight.
Item ID: The unique system-generated identifier for the inventory item.
Item Name: The name of the inventory item.
Description: A description of the inventory item.
Item Type: The category or classification assigned to the inventory item.
Customer Part #: The customer's part number associated with the inventory item, if applicable.
Quantity: The quantity currently available On Hand.
Active: Indicates whether the inventory item is active and available for use within the system.

Receive Item

The Receive Item button is used to record inventory that has been received into the warehouse.

When inventory is received from a vendor, the Receive Item function allows users to enter the receipt and update inventory quantities accordingly. This process increases the item's On Hand quantity and records the inventory transaction within Midnight.

The first step when receiving inventory is to select the Customer that owns the inventory and the Vendor from whom the inventory is being received. If the inventory is associated with a Purchase Order, you can also select the appropriate Purchase Order from the list of open purchase orders for that vendor. Additionally, you may assign a specific Order # if the inventory is being received for a particular customer order.

After selecting the customer, vendor, and any applicable Purchase Order or Order #, complete the receiving information based on the materials being received.

The available fields include:

Delivered By: The carrier, delivery service, vendor, or printer that delivered the materials.
Date In: The date the materials were received. This field defaults to the current date but can be modified if needed.
Bill of Lading #: The Bill of Lading (BOL) number associated with the shipment. This reference number can be used to track the shipment and verify receipt of materials from the carrier or vendor.
Comments: Used to record any notes, special instructions, receiving discrepancies, or other information related to the receipt.

Once the receipt information has been entered, select the inventory item being received.

Adding a New Inventory Item During Receiving

If the item does not already exist in Midnight, you can create it directly from the Receive Item screen.

To add a new inventory item:

Click the Add button in the Items section at the bottom of the screen.
Enter the required item information.
Save the item record.
Continue entering the receipt details.

This allows warehouse staff to create and receive new inventory items without leaving the receiving screen, helping ensure materials are entered into inventory and available for use immediately upon receipt.

To add a new item:

Click the Add button in the Items section at the bottom of the receipt screen.
Enter the basic item information in the Quick Add window.
Save the new item record.

Once saved, the item will automatically be added to the current receipt, allowing you to continue the receiving process without leaving the screen.

Note: The Quick Add feature is intended for creating basic inventory items. If the item requires more detailed setup information, it is recommended to use the New Inventory Item button available from the Inventory module's home screen.

New Inventory Item

The New Inventory Item button allows users to create a new inventory item that does not yet exist in Midnight. Unlike the Quick Add feature available during receiving, the New Inventory Item screen provides additional fields and configuration options for setting up inventory items in greater detail.

The available fields include:

Item Type: The category or classification assigned to the inventory item.
Item Code: A unique identifier used to track and manage the inventory item within Midnight. For consistency and ease of reordering, it is helpful to use the vendor's item or reorder number combined with a vendor-specific prefix. This makes it easier for purchasing staff to quickly identify products and place replenishment orders with the correct supplier. Using a standardized item code format helps improve inventory organization, simplifies vendor communication, and reduces purchasing errors when reordering materials.
- Examples:
  - MAC-44521 (Mac Papers item #44521)
  - LIN-123456 (Lindenmeyr Munroe item #123456)
  - VER-987654 (Veritiv item #987654)
Item Name: The name of the inventory item.
Description: A detailed description of the item.
Customer Part #: The customer's part number or identifier for the item.
Create Date: The date the item record was created. This field defaults to the current date.
Version: The version number associated with the item, if applicable.
Lot: Select this option if the item should be lot tracked.
Expiration Date: The expiration date of the item, if applicable.
Active: Indicates whether the inventory item is active and available for use within Midnight. Inactive items remain in the database for historical reporting purposes.
Global: Determines whether the inventory item is available to all customers or restricted to a specific customer. Global items can be used across multiple customer records and are commonly used for standard stock items such as paper, envelopes, ink, and production supplies. Customer-specific items should typically remain non-global to ensure they are only associated with the appropriate customer's inventory.

Extended Search

The Extended Search action button provides additional search options beyond the standard Inventory Search criteria, allowing users to perform more targeted inventory inquiries.

Using Extended Search, you can search by:

Customer Code
Location
User Defined Fields (UDFs)
Value

These fields can be used individually or combined to narrow search results. For example, you can search for inventory items assigned to a specific customer within a specific warehouse location.

Once you have entered the desired search criteria, click Submit to display the matching inventory records.

The Inventory Item header contains the primary information and status indicators for the inventory record. This section displays basic item details, inventory quantities, and quick access to common inventory management actions.

Available Fields

Customer: The customer associated with the inventory item.
Item Type: The inventory category assigned to the item (pre-defined in Warehouse / Item Types).
Item Code: The unique code used to identify the inventory item.
Item Name: The name of the inventory item.
Description: A detailed description of the inventory item.
Customer Part #: An optional customer-specific part number.
Create Date: The date and time the inventory item was created.
Version #: The current version number of the inventory record.
Expiration Date: The date the inventory item expires, if applicable.
Lot: The lot number associated with the inventory item.
Active: Indicates whether the inventory item is available for use.
Global: Indicates the inventory item is available across the system rather than being restricted to a specific customer.
Kit: Identifies the item as a kit inventory item. Please Note: This is a legacy feature and is no longer actively developed. It is expected to be removed or hidden in a future release of Midnight.
Discontinued: Indicates the inventory item is no longer being actively used. Please Note: This is a legacy feature and is no longer actively developed. It is expected to be removed or hidden in a future release of Midnight.
On Hand: The total quantity currently in inventory.
Reserved: The quantity currently reserved for orders or inventory allocations.
Available: The quantity available for use after reserved quantities are deducted.
On Order: The quantity currently on open Purchase Orders that has not yet been received.
Item ID: The system-generated unique identifier for the inventory item.

Inventory Item Details

A a series of tabs is displayed below the Inventory Item header. These tabs provide additional information about the selected item, including inventory history, warehouse activity, paper specifications, and transaction records.

The available tabs are:

Details

Contains general information and settings related to the inventory item, including unit value, BUM, and reorder point information.

UPC Code: The Universal Product Code (UPC) associated with the inventory item.
Unit Value: The cost assigned to a single unit of the inventory item. This value is used to calculate inventory costs, paper costs within the Print Calculator, and material costs in select job costing reports.
Base Unit of Measure (BUM): The primary unit of measure used to track inventory quantities.
Display Unit of Measure: The unit of measure displayed to users throughout Midnight. This allows inventory to be viewed in a more user-friendly unit while maintaining accurate inventory quantities behind the scenes.
PO Unit of Measure: The unit of measure used when purchasing the inventory item. This is typically the quantity or packaging unit in which the vendor sells the item, such as cartons, cases, boxes, or pallets.
Reorder Point: The inventory quantity threshold that triggers a low-stock notification. When the available inventory reaches or falls below this level, Midnight can generate reorder point alerts based on your inventory notification settings.
Reorder Quantity: The recommended quantity to purchase when an item reaches its Reorder Point.
Reorder Point Email: Specifies additional email address(es) that will receive notifications when the inventory item reaches its Reorder Point. This field supplements any reorder point notification recipients configured in Global Settings → Inventory.

For this field to function, the Add Inventory Reorder Point Custom Email option must be enabled in Global Settings → Inventory.

Multiple email addresses can be specified by separating each address with a comma and no spaces.

Example Use Case: You may wish to notify a customer when one of their customer-owned inventory items falls below the Reorder Point. By entering the customer's email address in this field, the customer can automatically receive a notification that the item needs to be replenished.

Lead Time (Days): The typical number of days required to receive the inventory item after placing a purchase order.
# Per Container: Specifies the number of individual units contained within a single purchasing or inventory container.
PO Item: Indicates that the inventory item can be purchased and included on Purchase Orders.

Please Note: The following fields are a legacy feature and are no longer actively developed. These are expected to be removed or hidden in a future release of Midnight.

Print on Demand: Identifies the inventory item as a Print-on-Demand product.
Digital Asset: Indicates that the inventory item represents a digital file or electronic asset rather than a physical inventory item.
Fulfillment Item: Identifies the item as a fulfillment-related product that may be stored, managed, picked, packed, and shipped as part of a fulfillment workflow.
Serialized: Enables serial number tracking for the inventory item.

Paper Details

Contains paper-specific specifications including sheet size, weight, finish, caliper, brightness, grain direction, vendor information, and costing details. Most of this information is available from your paper supplier.

Vendor: The vendor or supplier associated with the paper stock.
Color: Identifies the paper color.
Material Type: Specifies whether the inventory item is stored and used as a Sheet or Roll. This setting is tied directly to Press Standards. For example, if Sheet is selected, the inventory item will only be available when using a press configured with a Sheet material type.
Unit Cost: The cost of a single unit based on the item's Base Unit of Measure.
Finish: Describes the paper surface finish, such as Gloss, Matte, Silk, or Uncoated. Available options are user-defined.
Opacity: Indicates how much light passes through the paper.
Brightness: Indicates the paper's reflectivity and perceived whiteness.
Coated: Indicates whether the paper contains a coated surface.
Parent Sheet Length: The length of the parent sheet used for paper calculations and imposition.
Parent Sheet Width: The width of the parent sheet used for paper calculations and imposition.
Basis Weight: The standard weight measurement assigned to the paper, typically expressed in pounds.
M Weight: The weight of 1,000 sheets of the stock.
Caliper: The thickness of the paper stock. This field is required when using Pre-Cut or Finish-Cut functionality within a Print Item.
GSM (Grams per Square Meter): An industry-standard metric measurement used to describe paper weight.
Grade: Identifies the paper grade classification, such as Offset, Cover, Text, Tag, Index, or other user-defined values.
Run Rate Factor %: A percentage multiplier used to adjust press run rate calculations. Higher percentages increase productivity assumptions, while lower percentages reduce them.

MATERIAL TYPE = SHEET

Cost Per M Sheets: Calculates and stores the cost per 1,000 sheets. This field is only available when Material Type = Sheet.
Weight Per SqFt: The weight of the paper per square foot. This field is only available when Material Type = Sheet.
Cost Per SqFt: The calculated cost of the paper per square foot. This field is only available when Material Type = Sheet.
Paper Weight: The paper weight classification displayed within the Print Calculator and related workflows.
Paper Markup: The markup percentage applied to the paper cost when calculating selling prices.
Cover: Identifies the stock as a Cover paper grade.
Text: Identifies the stock as a Text paper grade.

MATERIAL TYPE = ROLL

Cost Per Cwt: The cost of the paper per hundredweight (100 pounds).
Cost Per Roll: The calculated cost of a single roll of paper.
Cost Per Foot: The calculated cost per linear foot of the paper roll.
Cost Per SqFt: The calculated cost per square foot of the paper.
Paper Weight: The paper weight classification displayed within the Print Calculator and related workflows.
Paper Markup: The markup percentage applied to the paper cost when calculating selling prices.
Cover: Identifies the stock as a Cover paper grade.
Text: Identifies the stock as a Text paper grade.
Cost Per Pound: The calculated cost of the paper per pound.

Orders: Displays all orders associated with this inventory item, including Quantity Needed and Quantity Pulled.

Purchase Orders: Displays all Purchase Orders associated with the inventory item. By default, only open or partially received Purchase Orders are displayed. Enable Include Fully Received Purchase Orders to also display Purchase Orders that have been completely received and closed.

Warehouse: Displays the item's warehouse locations along with the current inventory quantities, including On Hand, Reserved, and Available quantities.

Locations: Shows the warehouse locations where the item is currently stored along with the On Hand quantity.

Receipts: Provides a history of all inventory receipts recorded for the item.

Transactions: Displays a complete history of inventory transactions, including transfers, adjustments, and other inventory movements.

Substitutes: Allows users to specify alternate inventory items that may be used if the primary item is unavailable.

Lots: Displays all lot records associated with the inventory item. Users can create new lots and view existing lots.

Add Inventory

Clicking the Add Inventory action button opens the Inventory Transaction - Add screen, where inventory can be received into a warehouse location.

In this screen the Item Code and Item Name are auto populated.

Available fields are:

To Location: Select the warehouse location where the inventory will be received. Locations are selected from previously defined warehouse locations.
Lot #: Select the applicable lot number. Available options are based on previously defined lot records.
Order: Optionally associate the inventory transaction with a specific order.
Quantity: Enter the quantity to be added to inventory.
Comment: Enter notes or comments related to the inventory transaction.

CURRENT INVENTORY LOCATIONS

On the right side of the screen, Midnight displays the existing locations for the inventory item, including: Warehouse, Description, Lot #, Quantity.

Once the transaction has been entered and saved, the inventory quantity is immediately updated and the transaction is recorded in the item's Transactions history for future reference and reporting.

Move Inventory

Clicking the Move Inventory action button opens the Inventory Transaction - Move screen, where inventory can be transferred from one warehouse location to another.

Custom Inventory

The Custom Paper feature allows you to use a one-time or customer-supplied paper stock on an Estimate or Order without creating a permanent inventory item.

Related Article: Custom Inventory (Paper) in the Print Calculator

Inventory Import Tool

The Inventory Import Tool allows users to import large numbers of inventory items through a single CSV file import rather than entering each item manually. This tool is commonly used during initial inventory setup, inventory migrations, or when adding large quantities of new inventory records. Using the Inventory Import Tool helps improve consistency, reduce data entry time, and minimize manual entry errors.

The Inventory Import Tool is located under:

Tools → Data Import → Inventory Import

Important: Always validate your import file before processing the import. This allows Midnight to identify missing information, incorrect values, and formatting issues before inventory records are created.

Process for Inventory Import

Download the example CSV template provided by Midnight.
Populate the template with your inventory data.
Review the file carefully and ensure all required fields have been completed.
Save the completed file in CSV format.
Navigate to the Inventory Import Tool.
Select CSV Inventory Import.
Click Choose File and select the CSV file.
Upload the file.
Click Validate to identify any errors, missing data, or formatting issues.
Correct any validation errors as needed.
Click Import to create the inventory records.
Review the import results and confirm the inventory items were added successfully.

BEST PRACTICE: Before importing a large inventory file, test the import with a small number of inventory records. This helps verify field mappings, units of measure, item types, and inventory settings before importing your complete inventory database.

Inventory Update Tool

The Inventory Update Tool allows users to update existing inventory records in bulk using a CSV file. This is useful when making large-scale changes to inventory data such as pricing, reorder points, vendor information, units of measure, or other inventory attributes.

The Inventory Update Tool is located under:

Tools → Data Import → Inventory Import → CSV Inventory Update

Important: The Inventory Update Tool is designed to update existing inventory records only. Inventory items must already exist in Midnight before they can be updated through this process. Inventory updates are matched and processed using the system-generated Inventory ID, not the Item Code or Item Name. For this reason, it is critical that the Inventory ID column remains unchanged when preparing your update file. Modifying, deleting, or rearranging this column may prevent records from updating correctly.

Process for Inventory Update

Run the Inventory: Detail Export Report from the Reports module.

Export the report to Microsoft Excel format. In the export settings window, scroll to the right until you see the "Microsoft Excel - Export Settings" section. Set the Bands Filter option to Data and Headers, then proceed with the export.

Review and update the inventory data as needed. Do not move, delete, rename, or rearrange any columns in the exported file.
Save the updated file in CSV format.
Navigate to the Inventory Update Tool.
Select CSV Inventory Update.
Click Choose File and select the updated CSV file.
Upload the file.
Click Validate to identify any errors, missing data, or formatting issues.
Correct any validation errors as needed.
Click Import to process the updates.
Review the import results and confirm the inventory records were updated successfully.

Additional Resources

Midnight Knowledge Base Articles: Inventory Module
Midnight Webinar: Receiving Inventory Against Purchase Orders

Phase 3 - Session 2 Homework: Warehouse & Inventory Follow