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Inventory. Overview:. Every inventory item consists of 3 records: • Master • Store • Vendor. This PowerPoint will demonstrate how to build each of the above records for a new inventory item. INVENTORY MASTER. To access the inventory master file, select: Inventory Menu

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Overview:

Every inventory item consists of 3 records:

• Master

• Store

• Vendor

This PowerPoint will demonstrate how to build each of the above records for a new inventory item.



To access the inventory master file, select:

Inventory Menu

# 2 File Maintenance

# 20 Inventory Master


Or, you may enter the ‘dot jump code’ .IM at any selection line within the system.


MASTER

Inventory Item #: To create a ‘new’ inventory item, enter an alphanumeric item number 1-16 characters in length. The word ‘New!’ is displayed, confirming that this item does not already exist in the master file.

To recall a previously entered item, enter the item number directly or perform an inventory search.


To perform an inventory search, enter the ‘dot jump code’ .W, the following window will appear:

Search Options:

Query Thru All Items - allows a look-up by item number. You must enter a starting item number or sequence number to display all items in sequential order. An item may be recalled by selecting it from the list.


Alpha Search for an Item code’ - allows entry of a search key 1-10 characters in length. The search key may be any part of the first or second description. It may also be (starting with the first character) part of the item number, alpha sort key, vendor number, vendor’s item number or bar code/UPC. All items found matching that criteria are displayed (ex. CLIP). An item may be recalled by selecting it from the list.

You have the option to display 4 more characters of the second description in place of the unit of measure and/or display the alpha sort key in place of the quantity and price, as follows:


To set the parameters controlling the information displayed in the search window, select:

Inventory Menu

- type .SSIP at the selection line

- select Table # 5

- ensure the following feature is set accordingly

- select Table # 8

- ensure the following feature is set accordingly


Description 1 & 2: in the search window, select:1-25 characters each. Used for item searches, printing on reports/forms, displaying in inquiries and transaction entry screens.

NOTE: The following function may be run to populate the ‘Search Key’ from the first 10 characters of the items first description, or the item number. Select: Inventory Menu

# 10 Utilities

# 32 Rebuild Inventory Alpha Sort Key


You have the option of displaying the second description in the Inventory Quantity Inquiry and whether it prints on the Purchase Order form or not.

Inventory Quantity Inquiry:

Select: Inventory Menu

- type .SSIP at the selection line

- select Table # 3

- ensure the following option is set accordingly

0 = No, do not display second description

1 = Yes, display second description, left justified

2 = Yes, display second description, right justified

Purchase Order Form:

Select: Inventory Menu

- type .POP at the selection line

- ensure the following option is set accordingly


Unit of Measure: the Inventory Quantity Inquiry and whether it prints on the Purchase Order form or not. 1-3 digits (numeric), mandatory. Represents the unit of measure this item is ‘stocked’ in. Codes must be previously defined in the Unit of Measure Table.


To access the Unit of Measure Table, select: the Inventory Quantity Inquiry and whether it prints on the Purchase Order form or not.

Inventory Menu

# 3 Miscellaneous Maintenance

# 22 Add/Change Tables

Table ID = UM-TAB


Item Type: the Inventory Quantity Inquiry and whether it prints on the Purchase Order form or not.1 digit. There are six possible ‘types’ of items. Each ‘type’ handles pricing and ordering at sales order entry differently.

0 = Regular – (typically used) The quantity sold through sales orders is relieved

from the on-hand quantity of the item.

1 = Tally Item – Used only in Lumber Industries.

2 = Summary Bill of Material – A “kit” made up of a fixed combination of items.

The components and quantities can not be changed at sales order entry.


3 = Lineal Foot Tally the Inventory Quantity Inquiry and whether it prints on the Purchase Order form or not. – Used only in Lumber Industries.

4 = Detail Bill of Material – A “kit” made up of a combination of other

items. The components, quantities and prices may be changed at sales

order entry.

5 = Hardwood Tally – Used only in Lumber Industries.


Sequence Number: the Inventory Quantity Inquiry and whether it prints on the Purchase Order form or not.6 digits. May be manually or systematically assigned to each item. Used for sorting purposes on reports and inquiries, as well as establishing the Forward and Backward links. It is recommended that the first 3 digits represent the product category and the last 3 digits represent the alphabetical sequence of the item within that product category.


Mark Up/Down Code: the Inventory Quantity Inquiry and whether it prints on the Purchase Order form or not.1 digit. There are 7 possible codes. This code interfaces with the customer price code in the Customer Master for determining price or percent levels.

0 = Markup from Cost – Uses the cost method in the main parameter and

marks it up by the percentage in the appropriate price level, located

within the inventory store record. The price code in the customer master

determines the appropriate price level to use.


1 = Markdown from Retail the Inventory Quantity Inquiry and whether it prints on the Purchase Order form or not. – Uses the retail price entered in price level 8,

located within the inventory store record, and marks it down by the

percentage in the appropriate price level (1-7). The price code in the

customer master determines the appropriate price level to use.

2 = Fixed Price – Dollar amounts (prices) are entered in each price

level within the inventory store record. The price level used for this

item/customer is determined by the price code in the customer master.

3 = Markup to Retail less Discount %’s – Uses the cost method in the main

parameter and marks it up by the percentage entered in the ‘Markup to

Retail’ field, located within the inventory store record. This amount is

then marked down by the percentage in the appropriate price level. The

price code in the customer master determines the appropriate price level

to use.


4 = Markup from Standard Cost the Inventory Quantity Inquiry and whether it prints on the Purchase Order form or not. – Uses the standard cost entered in the

inventory store record and marks it up by the percentage in the

appropriate price level. The price code in the customer master

determines the appropriate price level to use.

5 = Product Category Costing – The price is manually entered by the clerk

at sales order entry. The system then calculates a cost using the

percentage in the ‘Markup to Retail’ field, located within the inventory

store record. The item is then marked down by the percentage in the

appropriate price level. The price code in the customer master

determines the appropriate price level to use. This code is generally used

for items that are not tracked in inventory.

6 = Manual Price/Cost – The price and cost are manually entered by the

clerk at sales order entry. The item is then marked down by the

percentage in the appropriate price level. The price code in the customer

master determines the appropriate price level to use. This code is

generally used for non-stock items that you wish to have sales analysis

tracked.


Product Category: the Inventory Quantity Inquiry and whether it prints on the Purchase Order form or not.3 digits, numeric. It is recommended to first setup product categories in Product Category Maintenance, however the system does not check for a valid entry.

To access Product Category Maintenance, select:

Inventory Menu

# 3 Miscellaneous Maintenance

# 21 Product Category Maintenance


Within Product Category Maintenance, you have the ability to enter a 2 line message, 50 characters each, for the clerk to see at sales order entry every time an item is sold from this product category.


A cross reference may also be attached to each product category and used in inventory reports. 1-10 characters.


A margin % can be attached to each product category, which is the default ‘desired margin’ for new items setup within this product category. It may still be edited per item in the inventory master record.


Maximum Tally Size: is the default ‘desired margin’ for new items setup within this product category. It may still be edited per item in the inventory master record. Used only in Lumber Industries.


Desired Margin %: is the default ‘desired margin’ for new items setup within this product category. It may still be edited per item in the inventory master record. 999.99 is the maximum % that may be entered.

Ex. 40.00 = 40%. The desired margin can be manually entered or default from Product Category Maintenance.If an item is sold below its desired margin, a message will display for the clerk at sales order entry. It will also print on the Exception Report during dayend.

Formula = (Sale – Cost) / Sale = Margin %


Desired Commission %: is the default ‘desired margin’ for new items setup within this product category. It may still be edited per item in the inventory master record.If a commission percentage is entered on the item master, it will override the commission percentage on the salesman/clerk master. If no percentage is entered, the system will use the commission percentage from the salesman/clerk master. If 999.999 is entered, no commission will be calculated on this item.

Please refer to the “Commissions” PowerPoint for further details.


Conversion Factor: is the default ‘desired margin’ for new items setup within this product category. It may still be edited per item in the inventory master record. 999.000000 is the maximum amount that may be entered. A conversion factor is necessary if you cost an item in a different unit of measure than you stock it. It tells the system how many purchasing units equal stocking units. (Typically set to 1.000000 for no conversion)


Taxable Code: is the default ‘desired margin’ for new items setup within this product category. It may still be edited per item in the inventory master record. 1 digit. Determines the taxable status of the item.

0 = Non-taxable 1 = Sales Tax Only (PST)

2 = Tax 2 Only (GST) 3 = Both Taxes (PST & GST) (default)

9 = Allows entry of the tax code at sales order entry.

NOTE: Regardless of the tax code on the item, the actual tax is calculated based upon the customers tax status. Ex. If a customer is setup with a tax status of PST only, and the item is setup for GST only, no taxes will be charged.


3 Decimal Price: is the default ‘desired margin’ for new items setup within this product category. It may still be edited per item in the inventory master record. 1 digit. Determines if pricing is displayed and used in calculations as 2 or 3 decimal pricing.

N = 2 decimals

Y = 3 decimals


Catalog Number: is the default ‘desired margin’ for new items setup within this product category. It may still be edited per item in the inventory master record. 4 digits. Memo field which can be used for reporting purposes.


Page Number: is the default ‘desired margin’ for new items setup within this product category. It may still be edited per item in the inventory master record. 4 digits. Memo field which can be used for reporting purposes.


Volume Factor: is the default ‘desired margin’ for new items setup within this product category. It may still be edited per item in the inventory master record. 9999.9999 is the maximum amount that may be entered. Used in purchase orders to determine how much space is required for delivery by multiplying this figure by the quantity ordered.


Lot Size 1 & 2: is the default ‘desired margin’ for new items setup within this product category. It may still be edited per item in the inventory master record. 1-6 digits each. Allows items to be sold in standard quantity sizes. The system allows for 2 different sizes per item. Primarily used by brick and block distributors to sell items by the pallet as opposed to selling by the piece.

The ‘Lot Sizing’ parameter must also be activated. Select:

Inventory Menu

- type .MP at the selection line

- ensure the following option is set to ‘Y’


Weight: is the default ‘desired margin’ for new items setup within this product category. It may still be edited per item in the inventory master record. 999999.99 is the maximum amount that may be entered. Used in the purchase order system to control freight and weight charges.


Thickness: is the default ‘desired margin’ for new items setup within this product category. It may still be edited per item in the inventory master record. 9.999 is the maximum amount that may be entered. Used in conjunction with a hardwood tally item. Used only in Lumber Industries.


Discontinued/Sellable: is the default ‘desired margin’ for new items setup within this product category. It may still be edited per item in the inventory master record.6 valid options are as follows:

Blank – regular item, discountable, may be sold and purchased as normal.

20 – net item, non-discountable, may be sold and purchased as normal.

40 – discontinued item, discountable, may be sold and purchased as normal,

however system prompts that it is discontinued. Typically used for

items that you still have quantities to sell but you will no longer stock.


60 is the default ‘desired margin’ for new items setup within this product category. It may still be edited per item in the inventory master record. – discontinued net item, non-discountable, may be sold and purchased as

normal, however system prompts that it is discontinued. Used for items

that you still have quantities to sell but you will no longer stock.

80 – discontinued item, non-sellable, may not be sold or purchased. Used for

obsolete items.

ADD – allows an item to be linked to another item for automatic sale. The word

‘ADD’ must be entered in this field, and the item number to be linked entered

in the following field at ‘Sub Item #’. The system uses the ordered quantity

from the original item to determine the ordered quantity of the linked item.

This linkage is also used in purchase orders and quotations.

IMPORTANT: For history purposes, we do not recommend deleting inventory masters. We recommend flagging obsolete items as ‘80’ for ‘discontinued/non-sellable’.


These items may also be excluded from the inventory search feature. Select:

Inventory Menu

- type .SSIP at the selection line

- select Table # 8

- ensure the following option is set accordingly

0 = No – Do not exclude any items.

1 = Yes – Exclude all items flagged as ‘80’.

2 = Yes – Exclude all items flagged as ‘40’, ‘60’, or ‘80’.


Substitute Item: feature. Select: Must be a valid item number. If the available quantity of the original item is less than the ordered quantity, the system will prompt to use the substitute item.

The following parameter, which verifies available quantities for cash sales, should be turned on if substitute items are to be used for cash sales.

Select: Inventory Menu

- type .MP at the selection line

- ensure the following option is set to ‘Y’


Forward & Backward Links: feature. Select: These fields are systematically updated by the Rebuild Master Chain function. These links allow you to scroll through the inventory, item by item, in a sequential order.


On Hand: feature. Select:Displays the total on-hand quantity for this item. For multi- location companies, this field represents the quantity of all store locations. It is updated by sales orders, purchase orders, bill of materials and inventory transactions, may not be manually edited.


Committed: feature. Select:Displays the total committed quantity for this item. Represents the quantity of all store locations. This field is updated by sales orders, bill of materials and inventory transactions.

From time-to-time you may need the system to recalculate this quantity.

Select: Inventory Menu

# 3 Miscellaneous Maintenance

# 23 Recalculate Committed Quantities

For single companies, answer Yes to ‘Clear Inventory Qty’s First’, for multi-companies, sharing the same inventory, answer No, and run it in both companies.


On Order: feature. Select:Displays the total on order quantity for this item. Represents the quantity of all store locations. This field is updated by purchase orders, bill of materials and inventory transactions.

From time-to-time you may need the system to recalculate this quantity.

Select: Purchase Order Menu

# 3 Miscellaneous Maintenance

# 22 Reset Qty On Order in Inventory

For single companies, answer Yes to ‘Clear Inventory Qty’s First’, for multi-companies, sharing the same inventory, answer No, and run it in both companies.


Direct On Order: feature. Select:Displays the total quantity for this item existing on outstanding direct ship purchase orders. Represents the quantity of all store locations. They will have no effect on the on-hand quantity and will decrease once the purchase order is invoiced.


Transfer Quantity: feature. Select:Displays the total quantity of this item existing on open transfers.


Beginning Quantity: feature. Select:This field is systematically updated by the Inventory Turnover Report. The Beginning Quantity is set to the current On-Hand Quantity and used for reporting purposes.


Search Key: feature. Select:1-10 characters. Used by the inventory search feature.

THE INVENTORY MASTER SETUP IS NOW COMPLETE


Additional Features: feature. Select:

The following options exist at the bottom of the screen once an inventory master is created or recalled.

To expand these options, enter ‘?’ at the selection line.


E = Edit feature. Select: – Allows you to edit the information entered for the item currently displayed.

N = Next – Clears the screen and allows entry of another item number. If the Auto Display feature is on, the next item in sequence will be displayed.

U = Units/Sales – Displays the MTD, YTD and LYTD unit sales, dollar sales and costs for this item.

S = Store – Displays the inventory store record for the current item.

P = Print – Prints the item master record currently displayed.

A = Auto Display Forward – Activates the auto display feature. The ‘Forward Link’ field is highlighted to indicate ‘Forward’ mode. The ‘N’ for Next can be entered to display the next inventory item in the chain.


B = Auto Display Backward feature. Select: – Activates the auto display feature. The ‘Back. Link’ field is highlighted to indicate ‘Backward’ mode. The ‘N’ for Next can be entered to display the previous inventory item in the chain.

F = Finish Auto Display – Stops the auto display feature for both Forward and Backward modes.

M = Miscellaneous Flags – Opens the Miscellaneous Flags window as follows:

O = Other Information – Allows entry of a Cost Type. Works in conjunction with the Job Cost module.

C = Copy Item – Allows you to copy an items master & store information to a new item number.


Miscellaneous Flags: feature. Select:

Price Label: Determines if price labels print for this item.

Y = Yes

N = No


Bar Code: feature. Select:If printing bar code labels from your item numbers, this field determines the type of bar code label to be printed for this item.

0 =Don’t print bar code labels

1 =Print UPC Type A labels (item number must be a 12 digit numeric)

2 = Print Code 3 of 9 labels (item number may be alphanumeric)


Hist P/O: feature. Select: Determines if and how much purchase history is tracked for this item.

0 = Don’t track purchase history

1 = Track summary purchase history (MTD, YTD & LYTD totals)

2 - 99 = # of detail records to keep track (order detail)

(99 is recommended)


Hist 24M: feature. Select: Determines if 24 month history is tracked for this item.

0 = No history tracked

1 = Sales history only

2 = Purchase history only

3 = Both sales and purchase history (recommended)


Serial #: feature. Select: Determines if this item is a serialized item.

Y = Yes

N = No


BOM Print Flags on Purchase Orders: feature. Select:For future use. Will be used to control how much detail prints on purchase orders when a Bill of Material item is purchased.


BOM Print Flags on Yard Order: feature. Select:Controls how much detail is printed on yard orders when a Bill of Material item is sold.

0 = the BOM item will print with the total price

1 = the components, along with the BOM item will print with the total price

2 = the components of the BOM will print with their individual prices


BOM Print Flags on Invoice: feature. Select:Controls how much detail is printed on invoices when a Bill of Material item is sold.

0 = the BOM item will print with the total price

1 = the components, along with the BOM item will print with the total price

2 = the components of the BOM will print with their individual prices


Dot Hazard: feature. Select: For future use. Will be used to classify hazardous materials.


Warranty Day: feature. Select: For future use. Will be used for warranty purposes.


Converted Quantity: feature. Select:Used only for items that do not have the conversion factor set to ‘1’ in the inventory master record.

Ex: Lumber


Ledger Flag: feature. Select:Determines if ledger activity is tracked for this item.

NOTE: Inventory Ledger is not tracked for items with a Mark Up/Down code of 5 or 6, since these items are considered non-inventory.


BOM Discount Item: feature. Select:This is the ‘key’ component in a Detailed Bill of Material. All items in the BOM will be discounted or priced the same as this item, and the total price of the BOM will be reflected accordingly.


Discount Code: feature. Select: Used only with Detail Bill of Material items. Requires setup of tables in Discount Code Maintenance.


Standard Purchase Discount: feature. Select:Represents a standard discount received from the vendor. Used in conjunction with the Discount Code.


INVENTORY STORE feature. Select:


To access the inventory store file, select: feature. Select:

Inventory Menu

# 2 File Maintenance

# 21 Inventory Store


Or, you may enter the ‘dot jump code’ feature. Select:.IS at any selection line within the system.

You may also access the store record from within the inventory master record by entering ‘S’ at the selection line.


STORE feature. Select:

Inventory Item #: To recall an item, enter the item number directly or perform an inventory search. The item number must be previously setup in the inventory master.

Every inventory item setup with a master record must be setup with a corresponding store record.

If accessing the store record from the master record, the item number and description will default.


Store #: feature. Select:Valid store codes are 1 – 99. Store locations must be previously defined in Location Description Maintenance. If the system is setup as a single location company, it will automatically default.

To access Location Description Maintenance, select:

Inventory Menu

# 3 Miscellaneous Maintenance

# 20 Location Description Maintenance


A system parameter may be set for multi-location companies to have store location #1 automatically default.

Select: Inventory Menu

- type .SSIP at the selection line

- select Table # 3

- ensure the following prompt is set to ‘1’


Description 1 & 2: to have store location #1 automatically default.Will automatically default from the master record, may not be edited here.


Bin Location 1 & 2: to have store location #1 automatically default.1-10 characters each. User defined, may be alpha or numeric. Used for sorting purposes on reports, pick slips and physical inventory count sheets. May be displayed in inquiries and printed on shelf/price labels.


G/L Code: to have store location #1 automatically default.4 digits, mandatory. The first 2 digits represent the store location. The last 2 digits represent the GL Code. GL Codes determine which Inventory, COGS and Sales accounts are to be updated in GL at month end. All item sales/purchases are updated daily to accrual accounts. GL codes must be previously setup in the GL Code file.

Select: Customers & Statements Menu

# 2 File Maintenance

# 24 G/L Code File


Last Unit Cost: to have store location #1 automatically default. 999999.999 is the maximum amount that may be entered. Represents the last cost you paid for this item. The system may be setup to use the last cost for cost of sales and pricing (if markup from cost). It is updated from purchase order receiving and/or invoicing, as well as inventory transactions.


A system parameter may be set to include freight and adder charges (miscellaneous charges) into the average cost. It may be distributed by weight or dollar amount. To set these parameters, select:

Inventory Menu

- type .POP at the selection line

- ensure the following fields are setup accordingly

Average Unit Cost: 999999.999 is the maximum amount that may be entered. Represents the weighted average cost you pay for this item. The system may be setup to use the average cost for cost of sales and pricing (if markup from cost). It is updated from purchase order receiving and/or invoicing.


Average Cost Calculation: charges (miscellaneous charges) into the average cost. It may be distributed by weight or dollar amount. To set these parameters, select:

1. New Qty Purchased X New Cost = A

2. Old Qty On Hand X Old Cost = B

3. A + B = C

4. Old Qty + New Qty = D

5. C  D = **New Average Cost**

Example:

1. 10 X 5.00 = 50.00

2. 20 X 4.75 = 95.00

3. 50.00 + 95.00 = 145.00

4. 20 + 10 = 30

5. 145.00  30 = **4.83**


Standard Unit Cost: charges (miscellaneous charges) into the average cost. It may be distributed by weight or dollar amount. To set these parameters, select: 999999.999 is the maximum amount that may be entered. This cost is manually updated by the user. The system may be setup to use the standard cost for cost of sales and pricing (if markup from cost). It is also used in conjunction with the Mark Up/Down code 4.


Costing Method: charges (miscellaneous charges) into the average cost. It may be distributed by weight or dollar amount. To set these parameters, select:

To set the costing method to be used by the system for cost of sales and pricing (if markup from cost ), select:

Inventory Menu

- type .MP at the selection line

- ensure the following option is set accordingly

0 = Last Cost

1 = Average Cost (typically used)

2 = Standard Cost


Markup to Retail: charges (miscellaneous charges) into the average cost. It may be distributed by weight or dollar amount. To set these parameters, select: 999.99 is the maximum amount that may be entered. Used in conjunction with the Mark Up/Down codes 3 & 5.

If Mark U/D code 3 is being used, this is the % the system uses to markup the cost, prior to markdown by the appropriate price level. The price code in the customer master determines the appropriate price level to use.

If Mark U/D code 5 is being used, this is the % the system uses to calculate a cost for the item, based upon the price entered at sales order entry.


Department: charges (miscellaneous charges) into the average cost. It may be distributed by weight or dollar amount. To set these parameters, select: User assigned memo field, may be used for reporting purposes.


Auto Quick-Buy: charges (miscellaneous charges) into the average cost. It may be distributed by weight or dollar amount. To set these parameters, select:Used for our automated ordering process. Determines which type of purchase order is auto- created when item is backordered.

0 = No purchase order auto-created for this item

1 = Direct purchase order auto-created

2 = Special purchase order auto-created

Please refer to the “Auto Quick-Buy” PowerPoint for further details.


Estimated Add-On & Waste Factors: charges (miscellaneous charges) into the average cost. It may be distributed by weight or dollar amount. To set these parameters, select:For future use.


Short & Long Term Stock Factors: charges (miscellaneous charges) into the average cost. It may be distributed by weight or dollar amount. To set these parameters, select:Represents the number of weeks in which available inventory (on-hand less committed plus on-order) should meet projected sales. This is a forecasting tool that uses historical sales information. Used for the Stock Requirements Analysis Report.


Price / % (Price Levels): charges (miscellaneous charges) into the average cost. It may be distributed by weight or dollar amount. To set these parameters, select:There are 8 price levels available. 999999.999 is the maximum amount that may be entered per price level. They may contain a dollar amount or a percentage, depending upon the Mark Up/Down code in the master record.

If using Mark U/D codes0, 1, 3, 4, 5 or 6 the price levels should contain %’s. NOTE: Price level 8 is reserved for the ‘retail’ price if using Mark U/D code1.

If using Mark U/D code2 the price levels should contain dollar amounts.

These price levels are linked to the price codes in the customer masters.


Price level 7 charges (miscellaneous charges) into the average cost. It may be distributed by weight or dollar amount. To set these parameters, select: may be reserved for selling at ‘cost’. This allows you to maintain an overall ‘retail’ environment, yet selectively, by item or customer, sell at cost or cost plus a percentage.

The ‘Quantity Break’ on price level7 must be set to ‘99’ and the ‘Price / %’ left at ‘0’ (zero), as in the example above. The customer master would then be assigned price code7 (if this customer is to receive all items coded with ‘99’ at cost) and a cost plus % (if selling at cost ‘plus’ a percentage to this customer).

NOTE: If using price levels 1-6, the ‘Quantity Break’ on price level6 must be set to ‘999999’, which tells the system not to read further to price level 7.

NOTE: If you require ‘all’ or a ‘product category’ of inventory items to use this feature, contact the support department to aid in programmatically adjusting the ‘quantity breaks’ in levels 6 & 7, rather than manually adjusting each item.


In the above example, the charges (miscellaneous charges) into the average cost. It may be distributed by weight or dollar amount. To set these parameters, select:Mark U/D code is set to ‘1’ (markdown from retail) in the inventory master.

The retail price is entered in price level 8 as $4.95.

The price levels represent the discount %’s for all customers. Retail customers would be assigned price code 1, meaning they do not receive any discounts off this item. Customers assigned price code 2 would receive a 5% discount, customers assigned price code 3 would receive a 10% discount, etc.


Quantity Breaks: charges (miscellaneous charges) into the average cost. It may be distributed by weight or dollar amount. To set these parameters, select: There are 7 quantity breaks available (if level 7 is not reserved for cost). 999999 is the maximum amount that may be entered per quantity break. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.

In the above example, a ‘retail’ customer (assigned price code 1), would receive a 5% discount when they purchase a quantity equal to 10 through 19. They would receive a 10% discount when they purchase a quantity equal to 20 through 29, etc.

It is important to ‘end’ the quantity breaks with ‘999999’, which tells the system not to try and read further.


Example of price levels when the charges (miscellaneous charges) into the average cost. It may be distributed by weight or dollar amount. To set these parameters, select:Mark U/D code is set to ‘0’ (markup from cost).

The system calculates a retail price by marking up the last, average or standard cost by the appropriate price level percentage. The price code in the customer master determines what price level is used. The cost to be marked up is controlled by a system parameter. If it’s set to markup the last or average cost, the system can compare the 2 costs (last & average) and markup the highest.

Retail customers would be assigned price code 1, meaning they receive the highest markup. Customers assigned price code 2 would receive a 229% markup, customers assigned price code 3 would receive a 211% markup, etc.

Quantity breaks may also be used as in the previous example. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.


Example of price levels when the charges (miscellaneous charges) into the average cost. It may be distributed by weight or dollar amount. To set these parameters, select:Mark U/D code is set to ‘2’ (fixed price).

The retail prices are entered directly into each price level. The system determines which price to use based on the price code in the customer master.

Retail customers would be assigned price code 1, meaning they receive the highest price. Customers assigned price code 2 would receive a price of $4.70, customers assigned price code 3 would receive a price of $4.45, etc.

Quantity breaks may also be used as in the previous examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.


Example of price levels when the charges (miscellaneous charges) into the average cost. It may be distributed by weight or dollar amount. To set these parameters, select:Mark U/D code is set to ‘3’ (markup to retail, less discount %’s).

The system calculates a retail price by marking up the last, average or standard cost by the percentage in the ‘Markup to Retail’ field. The cost to be marked up is controlled by a system parameter. If it’s set to markup the last or average cost, the system can compare the 2 costs (last & average) and markup the highest.

The retail price is then discounted by the percentage in the appropriate price level. The price code in the customer master determines what price level is used. Retail customers would be assigned price code 1, meaning they do not receive any discounts. Customers assigned price code 2 would receive 5% off this item, etc.

Quantity breaks may also be used as in the previous examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.


Example of price levels when the charges (miscellaneous charges) into the average cost. It may be distributed by weight or dollar amount. To set these parameters, select:Mark U/D code is set to ‘4’ (markup from standard cost).

The system calculates a retail price by marking up the standard cost by the appropriate price level percentage. The price code in the customer master determines what price level is used. Regardless of which cost the system parameter is set to, the system will always markup the standard cost on this item.

Retail customers would be assigned price code 1, meaning they receive the highest markup. Customers assigned price code 2 would receive a 229% markup, customers assigned price code 3 would receive a 211% markup, etc.

Quantity breaks may also be used as in the previous examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.


Example of price levels when the charges (miscellaneous charges) into the average cost. It may be distributed by weight or dollar amount. To set these parameters, select:Mark U/D code is set to ‘5’ (product category costing).

The system calculates a cost based on the percentage in the ‘Markup to Retail’ field and the retail price entered by the clerk at point of sale. The retail price is then discounted by the percentage in the appropriate price level. The price code in the customer master determines what price level is used. Retail customers would be assigned price code 1, meaning they do not receive any discounts. Customers assigned price code 2 would receive a 5% discount, customers assigned price code 3 would receive a 10% discount, etc.

Quantity breaks may also be used as in the previous examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.


Quantity breaks may also be used as in the previous examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.

Example of price levels when the Mark U/D code is set to ‘6’ (manual price/cost).

The clerk manually enters the retail price and cost at point of sale.

The retail price is then discounted by the percentage in the appropriate price level. The price code in the customer master determines what price level is used. Retail customers would be assigned price code 1, meaning they do not receive any discounts. Customers assigned price code 2 would receive a 5% discount, customers assigned price code 3 would receive a 10% discount, etc.


On Hand: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.Displays the total on-hand quantity for this item at this location. For single location companies, this quantity will balance with the on-hand quantity in the master record. It is updated by sales orders, purchase orders, bill of materials and inventory transactions, may not be manually edited.


Committed: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.Displays the total committed quantity for this item at this location. This field is updated by sales orders, bill of materials and inventory transactions.


On Order: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.Displays the total on order quantity for this item at this location. This field is updated by purchase orders, bill of materials and inventory transactions.


Direct On Order: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.Displays the total quantity for this item existing on outstanding direct ship purchase orders at this location. They will have no effect on the on-hand quantity and will decrease once the purchase order is invoiced.


Transfer: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.Displays the total quantity of this item existing on open transfers at this location.


Quoted: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.Displays the total quantity of this item existing on open quotes at this location. This quantity will reduce once the quote has been accepted.


Minimum: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.Represents the minimum quantity you desire to have available (on-hand less committed) at anytime. This is used in conjunction with the Inventory Alert Report and Auto- Purchasing.


Maximum: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.Represents the maximum quantity you desire to have available (on-hand less committed) at anytime. This is used in conjunction with the Inventory Alert Report and Auto- Purchasing.

NOTE: Both the minimum and maximum quantities may be adjusted by a percentage using the Seasonal Stock Adjustment function.


Re-order: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.Represents the quantity in which this item must be ordered. The system will order as many of the ‘re-order’ quantities as required without going over the maximum. This is used in conjunction with the Inventory Alert Report and Auto-Purchasing.


Beginning: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break. Automatically updated when the ‘Inventory Turnover Report’ is run and ‘Update Beginning Balances’ is selected. The Beginning Quantity is set to the current On-Hand Quantity and used for reporting purposes..


Next Date Expected: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break. Automatically updated by the receipt date of the last purchase order or inventory transaction (order) entered for this item.


Last Sale Date: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break. Automatically updated with the order date of the last verified sales order for this item.

THE INVENTORY STORE SETUP IS NOW COMPLETE


Additional Features: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.

The following options exist at the bottom of the screen once an inventory store record is created or recalled.

To expand these options, enter ‘?’ at the selection line.


E = Edit examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break. – Allows you to edit the information entered for the item currently displayed.

N = Next – Clears the screen and allows entry of another item number. If the Auto Display feature is on, the next item in sequence will be displayed.

S = Store – Cursor jumps directly to the store number field. Information for the current item may be displayed for another store.

U = Units/Sales – Displays the MTD, YTD and LYTD unit sales, dollar sales and costs for this item at this location.

V = Vendor – Opens the Vendor Information window.

CS = Create Store – Allows creation of a new store record for the current item. Information from the current store record is copied to the new store, excluding quantities. The vendor information may also be copied. If the store record already exists, you have a further option to update the costs, price levels and quantity breaks from the current location.


M = Master examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break. – displays the inventory master record for the current item.

C = Customer U/M’s – allows access into the special pricing table for alternate selling units of measure. This table is setup for specific customers. Please refer to the ‘Pricing’ PowerPoint for further details.

O = Purchasing U/M’s – allows access into the special pricing table for alternate purchasing units of measure. This table is setup for specific vendors. Please refer to the ‘Pricing’ PowerPoint for further details.

L = Price Level U/M’s – allows access into the special pricing table for alternate selling units of measure. This table is setup for customer price codes. Please refer to the ‘Pricing’ PowerPoint for further details.

T = Cust Type U/M’s – allows access into the special pricing table for alternate selling units of measure. This table is setup for customer types. Please refer to the ‘Pricing’ PowerPoint for further details


A = Auto Display Forward examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break. – Activates the auto forward display feature. ‘Auto-On By Store’ is highlighted if the system is set for multi-location. This causes the auto feature to display each item per location in sequence, when ‘N’ for Next is selected. The auto forward display feature may also be set to display by item for the current location only. By entering another ‘A’ the ‘Auto-On By Item’ will be activated. This is the default for single location companies.

B = Auto Display Backward – Activates the auto backward display feature. ‘Back-On by Store’ is highlighted if the system is set for multi-location. This causes the system to display each item per location in reverse sequence, when ‘N’ for Next is selected. The auto backward display feature may also be set to display by item for the current location only. By entering another ‘B’ the ‘Back-On By Item’ will be activated. This is the default for single location companies.


F = Finish Auto Display examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break. – Stops the auto display feature for both Forward and Backward modes.

P = Print – Prints the item store record currently displayed.

X = Expand Options – Offers 5 further options as follows:

AI = Advanced Inventory Report – Requires the Advanced Inventory module.

AU = Advanced Inventory Usage – Requires the Advanced Inventory module.


NT = Notes examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break. – Allows entry of 4 different types of item notes. Each note may contain up to 2 lines of 75 characters each.

O = Sales Order – note will display at sales order entry only.

I = Invoice – note will print on invoice, pick slip and backorder immediately following item.

P = Purchasing – note will display at purchase order entry only.

X = Obsolete – used to flag an item as obsolete. Has been replace by setting the ‘Disc/Sell’ field ‘80’.

Z = Retail Price – Displays the retail price in price level 8 for items coded with a Mark U/D code of ‘3’ (Markup to retail).

R = Return – Returns to previous options.


INVENTORY VENDOR examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.


To access the vendor information window, select examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.‘V’ for Vendor from within the inventory store record. The following window appears at the bottom of the screen.

Vendor #: You may attach up to 3 vendors to each item (primary, secondary and third). The vendor # must be a valid vendor previously setup in Accounts Payable. At least one vendor must be entered here if Auto-Generate Purchase Orders is to be used. The vendor number may also be used as a cross- reference to the item.


Vendor Item Number: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.1-16 characters each. Enter vendor’s item number if different from computer’s item number. This can be used as a cross-reference to the item. You also have the choice of printing the vendor’s item number and/or the computer’s item number on purchase orders.


Bar Code: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.1-16 characters each. Required for scanning capabilities and for printing bar code labels. The bar code may also be used as a cross-reference to the item.

Please refer to the ‘Bar Codes’ PowerPoint for further details.


Bar Code Type: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.Select one of the following:

0 = None – No bar code

1 = UPC Type A – Bar code must be a 12 digit numeric industry standard UPC (this is most commonly used)

2 = Code 3 of 9 – Bar code can be a random length alphanumeric (only use if bar code is not the typical 12 digit UPC)


Unit of Measure: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.1-3 characters. Represents purchasing unit of measure for this vendor.


Conversion Factor: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.If the purchasing unit of measure equals the stocking unit of measure, the conversion factor would be 1.00000. If the purchasing u/m differs from the stocking u/m, the appropriate conversion factor must be entered. This represents how many stocking units are in one purchasing unit. For example: if an item is purchased by the BX and stocked by the EA (1 bx = 12 ea) the conversion factor would be 12.00000. If an item is purchased by the EA and stocked by the BX (12 ea = 1 bx) the conversion factor would be 0.08333.

THE INVENTORY VENDOR SETUP IS NOW COMPLETE


Deleting Inventory Items: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.

Although we do not recommend it, you may delete inventory items that have zero quantities on hand, on order, committed and no outstanding activity. The inventory delete function checks all necessary files, so that items with quantities are not deleted. The inventory master, store and vendor records are all deleted for single location companies. For multi-location companies there is an option to delete items from a specific location only. Up to 10 items may be deleted at one time. If you delete an inventory item that has invoice history activity and then try to re-print or lookup an invoice, the system won’t be able to find the proper information to print/display. It will display NOT ON FILE as the item’s description. Therefore, we recommend flagging inactive items with a ‘Disc/Sell’ code of ‘80’(discontinued/non-sellable). These items can then be excluded from reports, inquiries and rebuilds, but are still available for history purposes. The only we would support the deletion of an item is if there is no history activity linked to it. For example: if an item was never purchased or sold.


To delete an inventory item, select: examples. Once a quantity break is met or exceeded, the customer will receive the price level following that quantity break.

Inventory Menu

# 2 File Maintenance

# 22 Inventory Delete

NOTE: Inventory items may also be deleted by an entire product category.

Select: Inventory Menu

# 10 Utilities

# 27 Delete Inv by Product Category


After creating new inventory items or deleting old ones, the following functions/rebuilds should be run.

a) Select: Inventory Menu

# 10 Utilities

# 26 Sequence Number Conversion

Sequence numbers are a means of assigning a logical order to your inventory items within each product category. They control the layout of reports and the order in which the items display during inquiries. Sequence numbers may be assigned manually or by running this function. They are also used as a cross-reference to the item number and control the order in which items display when the auto forward/backward feature is used.


b) following functions/rebuilds should be run. Select: Inventory Menu

# 3 Miscellaneous Maintenance

# 24 Rebuild Inventory Cross Reference

This function rebuilds the cross references between the item number and it’s description, sequence number, search key, vendor number, vendor item number, and bar code. It is necessary to be able to search for an item by any one of these cross-references. It may be run at any time but may take some time depending upon the number of items currently on file.

c) Select: Inventory Menu

# 3 Miscellaneous Maintenance

# 25 Rebuild Vendor Cross Reference

This function rebuilds the cross references between the item number and the bar code. It is necessary to be able to scan bar codes at point for sale. It may be run at any time but may take some time depending upon the number of items currently on file.


d) following functions/rebuilds should be run. Select: Inventory Menu

# 3 Miscellaneous Maintenance

# 26 Rebuild Master Chain

This function is necessary to create the auto forward/backward linkage between item numbers. It is dependant upon the cross reference of item number to sequence number, therefore, the Sequence Number Conversion and Rebuild Inventory Cross Reference functions must be performed first. This is a STAND ALONE function and should be run on USER 0 in order to process faster and without causing slowness for other users.


Common UPC Code (Alias) File following functions/rebuilds should be run.

Common UPC Code Maintenance allows the user to attach as many cross references to an item as necessary. This is commonly used for products that have unique item numbers and UPC codes, but are actually the same product, with identical costs and selling prices. (ex. Beanie Babies – instead of having an inventory master and store record setup for each individual Beanie Baby, you could simply enter each UPC code into this file under one item number).

This file may contain other alphanumeric cross references, not only bar codes. (ex. your in-house coding system, or a completely different item number that a staff member uses to reference your computer item number). Once a cross reference is entered into this file, it is immediately written to the vendor cross reference file, therefore, it can be scanned or entered at point of sale without running any rebuilds. However, if a cross reference is deleted, it will remain in the vendor cross reference file until the following rebuild is run.

Select: Inventory Menu

# 3 Miscellaneous Maintenance

# 25 Rebuild Vendor Cross Reference


To manually enter a cross reference into the Common UPC Code file:

Select: Inventory Menu

# 3 Miscellaneous Maintenance

# 33 Common UPC Code Mtce

You may have up to 99 sequences per item with 15 cross references per sequence. Therefore, this maintenance screen allows for 1485 cross references per item.


Change Inventory Item Number: file:

You have the ability to change an existing item number to a new item number.

Please refer to the ‘Batch Item Number Change’ PowerPoint for further details.


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