Overview
Unit of Measure allows Enterprise customers to buy parts in bulk through our purchasing system, and stock them in smaller units to use in tasks.
With this feature, you'll select a stock unit for each part to show how it's stocked and used in tasks. Then, you can create purchasables to buy them in bulk from vendors.
Once your order is received, Limble handles the math of converting between them so you don't have to!
Here's a look at the workflow:
Step | Action | User |
1 | Enable the feature and set up units for your account. | Super User |
2 | Enable feature-related permissions for relevant users | Super User |
3 | Configure stock units to define how parts are stocked and used in tasks. | Permissioned User |
4 | Create purchasables to buy parts in bulk. | Permissioned User |
5 | Use purchasables in POs to order parts in bulk from your vendors.
Once items are received, Limble automatically does the math to restock the parts in stock units. | Permissioned User |
Read on or watch this video to learn how to use Unit of Measure through every step of the workflow.
(Note: Since Unit of Measure is an entirely new feature, this article is longer than usual to provide all relevant info. In each section, we've included collapsible subsections for easier reading and navigation.)
Table of Contents
Enabling & Disabling Unit of Measure
Enabling & Disabling Unit of Measure
Only Super Users can enable or disable Unit of Measure for your account in Settings > Part Settings.
To enable Unit of Measure, click the checkbox next to "Use Unit of Measure."
Confirm your choice in the new window by clicking the checkbox and "Enable Unit of Measure."
Unit of Measure is enabled. What happens?
Unit of Measure is enabled. What happens?
When Unit of Measure is enabled, it impacts your account in the following ways:
Unit of Measure will be enabled at all locations in your account. You can choose to ignore the functionality or disable feature-related permissions at locations where you won't use it.
Limble provides some common units, which can only be accessed by Super Users in Settings > Part Settings. From here, Super Users can create additional custom units and change the abbreviation of the provided units.
Stock units can be set for each part and will appear as labels next to all parts throughout the account. Stock units will default to "each," with the abbreviation "ea." These are configured at the location level.
Purchasables can be created to buy parts in bulk or different units than stock units. These are created and configured at the location level.
Limble will automatically convert received purchasables back into stock units for streamlined inventory tracking.
To disable Unit of Measure, repeat these steps.
Unit of Measure is disabled. What happens?
Unit of Measure is disabled. What happens?
When Unit of Measure is disabled, it impacts your account in the following ways:
The feature will be disabled at all locations in your account.
In Settings > Part Settings, the list of provided units and the ability to add new custom units will be hidden.
Stock units will no longer be visible.
Purchasables will no longer be visible in the Purchasing tab of the part card. They cannot be edited or added to new POs or PO items; but will remain visible where they're used in open and closed POs.
Limble will no longer convert received PO items for inventory restocking.
If you enable Unit of Measure again, your feature-related data will be restored. This includes any custom units and purchasables you created, and stock units you've configured for your parts.
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Creating Units in Settings
Creating Units in Settings
When Unit of Measure is enabled, Super Users will set up the units used to configure stock units and create purchasables across your account.
By default, Limble provides a list of common units. These include standard units, such as meter and gallon; and non-standard units, such as case or each.
Super Users can create additional custom units. Custom units are always considered non-standard.
Each unit has a name, abbreviation, and category.
(Note: If some users have different language settings, keep in mind that only provided unit names will be translated. Abbreviations and custom unit names will not be translated.)
Making Changes to Provided Units
Making Changes to Provided Units
Provided units are included with the feature by default.
Provided units fall into 1 of 4 categories: count, length, weight, volume. You cannot make changes to a provided unit's name or category.
While you cannot change the unit name or category, you can change the abbreviation. To do this, click the pencil icon in the unit's row.
In the new window, update the abbreviation as desired. Abbreviations must be no more than 6 characters. Then, click "Save."
You can change the abbreviation again at any time, even if a unit is being used.
Creating a Custom Unit
Creating a Custom Unit
To create a custom unit, click "Add a Unit."
In the new window, enter a unit name and abbreviation in the provided fields. Abbreviations must be no more than 6 characters.
Once you've filled out these fields, click "Add."
The new unit will show in your list of units.
The category for a custom unit will always be "custom," even if you are creating a standard unit.
If you need to make changes to the unit name and abbreviation again, click the pencil icon in the unit's row. You can do this again at any time, even if a unit is being used.
To delete a custom unit, click the trash can icon. You will only be able to delete custom units that are not being used at the location level.
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Configuring Stock Units
Configuring Stock Units
Once a Super User has set up units in Settings > Part Settings, users with permission #207 'Change Part Stock Unit' can configure stock units at the location level.
The stock unit will be visible throughout the app wherever a part is referenced, including tasks, so technicians have a better understanding of how a part should be consumed.
Navigate to Locations > Manage Parts. Click on the part card of the desired part. In the Info tab, and navigate to the Qty section.
Stock units for all parts will default to "each," with the abbreviation "ea." To change this, click the dropdown.
Units will appear by full name and abbreviation. You can use the search bar to quickly find a unit.
Click on the desired unit for your part. You will be taken to a new window to confirm your choice. Click the checkbox and "Change Unit."
Your newly selected stock unit will now appear as a label for the part, and can be used
to create purchasables.
Bulk Importing & Updating Stock Units
Bulk Importing & Updating Stock Units
Our bulk import and update systems allow you to configure several stock units at a time.
Please read the following sections carefully before performing bulk imports and updates.
Bulk Importing
Bulk Importing
Users need permissions #207 'Change Part Stock Unit' and permission #172 'Import Parts' to perform a bulk import with stock units.
Download the sample import file and the list of units to refer to your available units.
In the sample import file, you'll see a new optional column for "Stock Unit."
If you want to configure a stock unit, enter the unit abbreviation in the row.
If you don't want to configure a stock unit, either leave the row blank for some parts or delete the entire column. Blank entries will use the default "ea" (each).
Once you have filled out the file, proceed with your import.
Bulk Updating
Bulk Updating
Users need permissions #207 'Change Part Stock Unit' and permission #172 'Import Parts' to bulk update stock units.
Download your list of parts and the list of units to refer to your available units.
In your export, you'll see a new column for "Stock Unit."
If you want to change a stock unit, enter the unit abbreviation in the row.
If you don't want to change a stock unit, do not change the entries or delete the entire column. Blank entries will also be ignored and keep the current stock unit.
If you attempt to change a stock unit that's locked or the abbreviation does not exist, the entry will be skipped and the part will keep its current stock unit.
Once you have made your changes, proceed with your update.
Unlocking a Stock Unit
Unlocking a Stock Unit
As a general rule, a stock unit will lock and cannot be changed once there is a purchasable or PO item that uses the stock unit. To change a stock unit, you would need to:
Delete all purchasables created for that part
Delete all PO items where the stock unit is used, including those in completed POs.
However, there are two exceptions where a stock unit will not be locked:
If the stock unit is the default “each,” and there are no purchasables or open POs associated with your part, you can change the stock unit without needing to delete closed POs.
PO items and POs created before you had access to Unit of Measure will not reference stock units or interfere with changing a stock unit.
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Creating Purchasables
Creating Purchasables
After the stock unit is configured, you can create purchasables and use them in Limble's purchasing system for bulk ordering.
Users with permission #208 'Create and Edit Purchasables' can create purchasables.
In the part card, go to the Purchasing tab. Once there, click "Add a Purchasable."
You will be taken to a new window to create a purchasable.
The workflow to create a purchasable is dependent on if the stock unit and purchasable are standard (like gallon or meter) or non-standard units (like case or each).
Scenarios include:
The stock unit and purchasable are both standard units in the same category. For example, the stock unit is in "feet" and the purchasable is in "meters." Both are standard units in the "length" category.
The stock unit and purchasable are both non-standard units. For example, the stock unit is "boxes" and the purchasable is "cases." Both are non-standard units.
The stock unit is a standard unit and the purchasable is a non-standard unit. For example, the stock unit is "liters" and the purchasable is "bottles."
Scenario 1: stock unit and purchasable are both standard units
Scenario 1: stock unit and purchasable are both standard units
Enter a name in the field under "Purchasable Name." When naming your purchasable, keep in mind that this is the name your vendor will see when they receive the PO.
Next, select the purchasable unit from the dropdown under "Order Unit."
If the stock unit is a standard unit and the purchasable is a standard unit, you will only be able to choose from units in the same category. For example, you cannot select a purchasable unit from the "volume" category if the stock unit is in the "weight" category.
Once the purchasable unit is selected, the conversion will automatically generate between the stock unit and purchasable unit. Then, click "Add."
Scenario 2: stock unit and purchasable are both non-standard units
Scenario 2: stock unit and purchasable are both non-standard units
Enter a name in the field under "Purchasable Name." When naming your purchasable, keep in mind that this is the name your vendor will see when they receive the PO.
Next, select the purchasable unit from the dropdown under "Order Unit."
A new section will appear for the purchasable size. This acts as the "conversion" to establish how many parts (in stock units) are within a purchasable.
For example, a part that is stocked and consumed by the bottle may be purchased in a case that contains 24. In this scenario, you'd enter "24" in the field.
Enter a value in the field under "Purchasable Size." Then, click "Add."
Scenario 3: stock unit is a standard unit, purchasable is a non-standard unit
Scenario 3: stock unit is a standard unit, purchasable is a non-standard unit
Enter a name in the field under "Purchasable Name." When naming your purchasable, keep in mind that this is the name your vendor will see when they receive the PO.
Next, select the purchasable unit from the dropdown under "Order Unit."
A new section will appear for the purchasable size. This acts as the "conversion" to establish how many parts (in stock units) are within a purchasable.
For example, a part that is stocked and consumed in liters may be purchased by the drum.
Since the stock unit is a standard unit, you will need to complete two actions:
Enter a value in the field. This is the amount of parts that you will get in the purchasable.
Select a unit from the dropdown. By default, this will be the same as your stock unit. You can leave this as is, or choose another standard unit in the same category.
For example, a part may be stocked and consumed in liters, but is purchased in 55 gallon drums. In this scenario, you'd enter "55" in the field and select "gallon" from the dropdown.
If the purchasable size unit differs from the stock unit, the conversion will automatically generate. Finally, click "Add."
Users with permission #208 'Create and Edit Purchasables' can edit purchasables. They must also have permission #210 'Delete Purchasables' to delete them.
Editing and Deleting Purchasables
Editing and Deleting Purchasables
A purchasable can only be edited or deleted if it is not being used in an open PO. This includes any PO that does not have a status of "Closed."
If you edit or delete a PO, closed POs will maintain their history and are not impacted.
To make changes, navigate to Purchasing tab of the part card.
Editing Purchasables
Editing Purchasables
To edit a purchasable, click the pencil icon in its row.
In the new window, make your desired changes and click "Save."
Deleting Purchasables
Deleting Purchasables
To delete a purchasable, click the trash can icon in its row.
A new window will appear to let you know the following actions will occur:
The purchasable will be permanently deleted and cannot be used in new POs.
Closed POs will maintain their history.
Confirm your choice by clicking the checkbox and "Yes."
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Using Purchasables in POs
Using Purchasables in POs
Once a purchasable is created, it's ready to be used in POs.
Expand the sections below to learn how purchasables are used throughout the PO process.
Adding Purchasables in PO Setup
Adding Purchasables in PO Setup
Users with permission #151 'Change PO Items' will be able to select a purchasable.
First, start a PO. Select the vendor, budget, user assignment and fill out PO details as desired.
When a PO item is added, a dropdown with the stock unit will appear below the part name. The field will default to that part’s stock unit, and the dropdown list will include all purchasables created for that part. Click on the desired purchasable.
When a purchasable is selected, Limble will generate the conversion to stock units below the Qty field.
Once a purchasable is selected, Limble resets the quantity to "1" and does not make changes to the rate. Make sure to update the quantity and rate in the provided fields.
Fill out the rest of the PO as desired and send it to the next step.
Receiving PO Items with Purchasables
Receiving PO Items with Purchasables
After a PO has gone through the approval process, PO items will be received in the same unit (purchasable or stock unit) chosen in PO setup.
In other words, if you ordered a part using a purchasable, it will be received as that purchasable.
Receive items as desired and click "Submit."
When an item is marked as received, Limble will automatically restock the part quantity in the stock unit using the conversion you created with your purchasable.
For example, if you purchased two cases of 24 bottles from a vendor, when you receive the cases, Limble will automatically add 48 bottles to the part's inventory.
Within the part card in the Price section, the price for the part will be shown per stock unit, not the purchasable.
For example, a case of 24 bottles cost $96. If two cases were purchased, it will show 48 bottles at $4 per bottle.
How Purchasables are Shown in Bills
How Purchasables are Shown in Bills
From the Bills page, PO items will be shown using the same unit it was ordered and received in.
Within the individual bill, Limble will display the conversion in stock units below the Qty field.
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Unit of Measure Permissions
Unit of Measure Permissions
With this feature, we've created four new permissions and updated three existing permissions to account for new functionality.
All new permissions are turned on by default for the Manager role when Unit of Measure is enabled. Be sure to turn these permissions on for other default and custom roles that may apply.
Click on the permission to expand the description.
New Permissions
Change Part Stock Unit (#207)
Change Part Stock Unit (#207)
What it does: This allows a user to change a part's stock unit.
This permission does not allow a user to create new stock units. Only Super Users can create and configure units in account settings.
Dependencies: Unit of Measure must be enabled in your account to use stock units. Default Roles: Manager
Create and Edit Purchasables (#208)
Create and Edit Purchasables (#208)
What it does: This allows a user to create and edit purchasables.
Dependencies: 'View Purchase Order Page (#143)' and the Unit of Measure feature must be enabled in your account to use purchasables.
Default Roles: Manager
Import Purchasables (#209)
Import Purchasables (#209)
What it does: This allows a user to import and bulk update purchasables.
Dependencies: 'View Purchase Order Page (#143),' 'Import Parts (#172),' 'Create and Edit Purchasables (#208),' and the Unit of Measure feature must be enabled in your account to use purchasables.
Default Roles: Manager
Delete Purchasables (#210)
Delete Purchasables (#210)
What it does: This allows a user to delete purchasables.
Use caution when enabling this permission: once a purchasable is deleted, it cannot be restored.
Dependencies: The Unit of Measure feature must be enabled in your account to use purchasables.
Default Roles: Manager
Updated Permissions
Import Parts (#172)
Import Parts (#172)
What it does: This allows a user to import parts.
Use caution when enabling this permission: when done improperly, bulk updates can be tedious and time-consuming to fix.
Dependencies: None
Default Roles: Manager
View Purchase Order (PO) Page (#143)
View Purchase Order (PO) Page (#143)
What it does: This allows a user to access the ‘Purchase Order’ page, view all POs, and view purchasables* from the purchasing tab in the part card. If permission #143 is disabled, they will still be able to look at POs linked to their assigned tasks and parts.
Dependencies: *Unit of Measure must be enabled in your account to use purchasables.
Default Roles: Manager, View Only
Change PO Items (#151)
Change PO Items (#151)
What it does: This allows a user to change items in a PO, including:
Name
Description
Quantity
Rate
Tax
Discount
Shipping
Purchasables (Unit of Measure)*
This does not include the PO general ledger, which can be enabled using ‘Set PO’s General Ledger (154).’
Users who do not have this permission can still change the items of POs assigned to them if the PO is in set-up mode.
Dependencies: 'Edit and Complete My POs (#184)' or 'Edit and Complete Any POs (#185)' must be enabled for this permission to work. *Unit of Measure must be enabled in your account to use purchasables.
Default Roles: Manager
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Glossary of Terms
Every parts and purchasing system defines units a little differently. The table below includes Limble's terms and definitions.
Term | Definition |
Stock Unit | A stock unit is a label that defines how a part is stocked and consumed. |
Purchasable | A purchasable is an item available for purchase from a vendor. This is usually a bulk item or different unit than your stock unit. |
Provided Unit | A provided unit is one that Limble includes with the Unit of Measure feature by default. These include standard units, such as meter and gallon, and non-standard units, such as case and each. |
Custom Unit | A custom unit is one that is created by a Super User. |
Standard Unit | A standard unit is measured by a tool or instrument. These are universally accepted measurements, such as a meter or gallon. |
Non-Standard Unit | A non-standard unit is measured by a count. These are defined in context on an individual basis. Examples include each, case, or box. |
Category | A category groups a unit based on how an item is measured. Provided units fall into 1 of 4 categories: count, length, weight, volume. The category for custom units will always be custom, even if you are creating a standard unit. |
Abbreviation | An abbreviation is the shortened version of a unit name. This will show next to the part quantity and purchasable quantity. For example, the abbreviation of "kilogram" is "kg." |
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