INVENTORY FIELDS (Stk-T #1)

Once an understanding of the Line Code and part number format has been established the next fields available for Inventory items are all important, some fields will work together to create automated ordering or more concise reporting tools, none of the fields are required but each one is important. This section will focus on using Stock Type #1 (Inventory Items).

 

Item Number Part number proceeded by a three-character line code - [Edit Item] button is to edit part number only (use caution editing a part number as the system will prompt to change the history

UPC Number UPC Number used for bar coding and labeling

Description Description of item, only the first portion of the description will print on most reports, sales and purchase orders due to limited space. Use an * as the first character on description to cause the part to prompt for details at the time of sale.

ApplicationUp to 18 characters used to describe the application, for which the part is used, be consistent use the same abbreviations and characters as used when setting up customers units to allow the application to tie in with several special search options and sales

Interchange The item set to interchange with this number see INVENTORY INTERCHANGES for more details

Qty Quantity in stock, which may show as decimals for measured items - use the [Qty] button to view the current year transactions even manual adjustments to the quantity

Open Number of units placed for sale on open unclosed sales - use the [Open] button to view open sales

Measure Multiplier of quantities and divider of prices. Used to sell portions of bulk items such as hose, oil, etc… see Dimentioned and Measured items section

Uom Unit of Measure; use up to five characters to identify the Unit of Measure used to set the measure multiplier (Foot, Inch, Liter, Meter…etc…)

Net-qty Quantity in stock minus the Open quantity is the Net Quantity in stock

Minimum  Minimum quantity stocked before prompted to order more for Stock

Maximum  Maximum quantity the system will prompt the order amount to, which is in standard package increments refer to Purchase Quantities for details on using  Minimum, Maximum, Stdpkg, Supply and Popularity / Priority

Stdpkg Standard Package; how the item is typically packaged and ordered (ex: twenty four in a package)

Case Case works with the Standard Package (such as 2 cases or 3 cases), case will show as the quantity to order in the Purchase Orders and will multiply the Standard Package by the cost to show the cost per case. Case does not require a Maximum order quantity to be set, only Minimum.

Weight Shipping weight.

Supply Supplier/Vendor identification code, use [F10] in this field to search the Vendors already setup, also use the mouse to line up on this field to view the contact information setup on the selected vendor

Memo  The memo codes are used to affect the characteristics of an item at point of sale and in purchase orders. (see the section on INVENTORY MEMOS for more information on all available memos)

Pop Popularity of an item, this affects how the item works with the Minimum and Maximum quantities for automatic ordering

GL# To specify a unique General Ledger Account assigned to the item (leave blank to use the default Inventory account)

Tax Allows the item to be set as taxable or non-taxable, certain Memo’s can also affect the Tax status of an item. See INVENTORY MEMOS for further options on setting up tax status.

Class Class Code field, if class codes have been setup the [F10] search option in this field will display a list of the class codes available

Bin 1 Bin location 1 for the item, the first Bin Location is the main one used

Bin 2 Bin location 2 for the item

Bin 3 Bin location 3 for the item

Force Force Y or N works with Kits to identify a forced kit

ProfitsGross Profit on this part "year-to-date"; system generated.

Core If this part has a core charge from the manufacturer, the cost of that core charge is entered on this line, any time an amount is added to this field the system will prompt to build a core part number

Costs Actual cost of item (without core charges)

Wholesale Enter the price of goods to be sold as wholesale

Fleet Enter the price of goods to be sold as fleet

Retail Enter the price of goods to be sold at retail

List Enter the list price of goods

Frt Cst Cost of Freight added to cost of item

Stk-T Stock Type (1 = parts, 2 = Labor , 3 = VSM )

Whsl Margin Gross margin to be set for all wholesale business on this part.

Fleet Margin Gross margin to be set for all fleet business on this part.

Retail Margin Gross margin to be set for all retail business on this part (normal default).

List Margin Gross Margin to be set for list customers.

Qty Onord Quantity on backorder shows both the parts that need to be ordered and those ordered. Right above a small dialog box shows the PO number or Open if items not assigned a PO number yet.

Qty Sold The total sales Year-to-Date; system generated.

Lost Items quoted on a sale that did not result in closed sales

Lost Date Date of last lost sale.

Special % If a special percentage is setup it will work with the next field titled Qty to sell the item out at that percentage discount until the Qty is met

Qty Quantity set for the special discount percentage offered, the system will only sell the item at the discounted percentage until the Qty is zero

Key The Key can be used like a promotional code with the Special % and Qty on the special discount, if a key is setup the system will prompt for the key at point of sale to verify that the customer can have the discount

Sold Date Views the date of the last time this record was sold, this date will update with each sale

Category The Category options are setup under [F6] Options, Category Setup: This field can be tied in with an inventory asset General Ledger account (for use with Consignment Inventory). Examples of basic Categories would be ELECTRICAL, CONSUMABLE, DRIVELINE, ect… Category can be setup as an additional field when doing basic inventory search. Reports and analysis can be done by Category also.

Department The department is the default General Ledger Revenue Departments. Departments are setup in Accounting under D. Chart of Accounts. The list available in the Inventory field called Department will only see the Revenue Departments available. The Department does not connect the item to a General Ledger account, only to a Department, and is used for searching and reporting.