Purchase Order Menu -> Purchase Orders -> Purchase Orders details -> Our Product # window -> Product Selection -> Add Sales Part
Utilities Menu -> Inventory Control -> Clone Rental or Sales Products -> New Product # window -> Add Sales Part
Use this program to enter Sales merchandise and parts, including
serialized and non serialized sales items, and bulk sales
stock.
Changes can be made to existing products in Sales Inventory.
Alternatively, Clone Rental or Sales Products may be used to copy equipment already setup.
Operators with permission can add new sales products by clicking on the ADD button in Sales Inventory or by adding products on-the-fly in the P.O. and Warehouse Receiving programs.
The system allows for two product numbers for the same item -
Our Product #, and the Vendor's Product #.
The vendor's product number is used on Purchase Orders when
purchasing more inventory, and is also used when entering Invoices
from your suppliers. Our Product # is 12 characters long and the
vendor's product number is 20 characters long.
Multiple Barcodes can be assigned to each product number.
Because barcodes can be used to identify or enter products manually
or via scanner on a document, it is important that barcodes numbers
are unique and are not assigned to other products as a product
number or barcode number.
A flag in the Barcode Parameters settings of the Company Inventory Parameters can be set, causing a barcode to automatically be generated matching the Product Number and a second barcode to automatically be generated matching the Vendor Product#, for any product newly added to the inventory file.
Our Product # and the Vendor's Product # can be the same or they can be different.
Use the Vendor's Product number as Our Product # for items that
are always ordered from the same vendor.
This is especially helpful, if the vendor has already put his
number on the outside of the product. This helps when re-ordering
the product.
Assign your own independent product # if an item can be
purchased from several different suppliers.
Different costs for the same items from different vendors can be
setup in Alternate Vendor Purchasing.
For sales inventory that is displayed in a showroom, such as
party disposables, a price sticker may be needed on the
product.
If so, purchase a 2 line pricing gun that prints the product number
on line 1 and the price on line 2. Based on the limitations of the
pricing gun, restrict your product numbering to the number of
characters (may be numbers only) which the pricing gun can
print.
For sales inventory that is displayed in a showroom such as
furniture or computers, tie-on price tags could be used.
Price labels can then be printed that would be suitable to attach
to the tags, so the product numbering is not restricted here.
Parts inventory should always use the vendor's product number as
our part number, except where the vendor's part number is longer
than 12 characters.
In these cases, shorten the vendor's part number. Refer to Parts - Setup for further suggestions.
When assigning your own product numbers, it is ok to leave gaps
between the numbers.
Use Find Product Numbers to determine if a
gap has been left, that can be filled later as required.
Make sure staff is consistent with the numbering.
Make a policy about using dashes or spaces, as numbers such as
123-344 and 123 344 and 123334 as three different product
numbers.
When first loading the sales inventory, concentrate on entering this basic product information: product #, description, Product Class, cost & list price. If your firm does not have an official price list, the software can be set to calculate the List Price based on a markup percentage while the products are being loaded.
Suggestions to find the basic inventory information:
Your firm should establish a policy on how product descriptions should be entered, in order to ensure consistency. To keep your products organized, describe similar items in the same manner.
For example, CANDLE RED 10" would result in all candles listing together, then all red candles, then the different sizes of red candles listing. If 10" RED CANDLE was used instead, your price list would have all 10" items listing together, i.e. 10" RED CANDLE mixed in with the 10" BIRTHDAY GREETING and 10" PARTY HATS.
When the Alternative Language feature, is activated in the Company Miscellaneous Parameters, relevant customers can be flagged in Customer Information to receive documents in the alternate language. Alternate language product descriptions will print instead of the standard descriptions on all reservations, contracts and invoices for that customer.
Note: Inventory search cannot be done by the alternate language description. This is just a printing feature for the contracts and invoices.
Add Sales Parts
To add new Sales Inventory, the prompts are:
To manually assign a product number without using the Product Mask click CANCEL to exit this Assign Product Number window, and manually enter the product number in the Product Number field.
The product number can always be manually entered if required up to a maximum of 12 characters.
Because barcodes can also be used to identify or enter products manually or via scanner on a document, the product number cannot be the same as the barcode for any other product in the system.
Note: When iRely is enabled in the ERP Integration configuration then the standard 'Sales Product Mask' defined in the Company Inventory Parameters does not apply and instead the product# is assigned from an external REST iRely API which cannot be over-typed.
Note: The product description can always be over-typed on the document.
A flag in the Barcode Parameters settings of the Company Inventory Parameters can be set, causing a barcode to automatically be generated matching the Product Number and a second barcode to automatically be generated matching the Vendor Product#, for any product newly added to the inventory file.
Note: When the SmartEquip feature is activated in the Software Integration, each Sales part in a Group used by SmartEquip should have a unique Vendor Product #, because the "Group" or "Stock Class" is associated directly with a single Vendor.
Check this box to track the serial #'s for each item.
When the quantity is entered on the locations later, a serial
number for each item will be required. When a serialized sale item
is sold, a specific serial number must be selected, which prints on
the invoice. After the product has been setup, use Change Serial# Flag to access this field.
Check this box if this serialized sales part is used on Non-Bulk
Metered Rental products and the usage should be tracked.
Uncheck this box if usage tracking is not required.
The tracking flag and any meter tracking details can be viewed
in Inventory Inquiry.
Serialized Sales Meter Usage can be used
to report the usage tracking details and to evaluate the life
expectancy of a serialized sales part.
Meter history can be viewed for specific serialized parts in the
Serial Numbers window for the product as outlined in
Meter History on Serialized Sales
Part.
Product Total Average Cost = Division Cost Calc Qty * Division Average Cost
------------------------------------------------
Total Division Cost Calc Qty
Check this box if the item is part of your inventory.
Uncheck this box if the item is not part of inventory (re-rental
items or other generic items).
The item will not be included as part of the total value when the
Inventory Value Report is printed.
Select Zero Cost when the cost of the item should post as
zero.
This applies when the merchandise has already been expensed, and no
"Average Cost Each" is required.
Select % of Sale to calculate the cost as a percentage of
the selling price for that invoice.
Enter the percent to be used in the Cost% field below.
Select Prompt if the cost for this product varies and needs to be entered each time the part is sold, either in the Daily Close 2 posting process, or in the Invoice detail.
The ability to enter a cost on the invoice is controlled by operator Security Role as flagged in the "Miscellaneous" window of Role Permissions.
A window then opens in the Invoice so the correct cost can be
entered for this part.
If the Cost is not entered in the Invoice, the cost must be entered
in the Daily Close process prior to posting..
Note: When a Sales part has a Cost Type other than
"Average" assigned, and any Average Cost Each is also
entered, it is the Cost Type that is used in the inventory postings
to determine on how the cost should be posted to the General
Ledger, and the 'Average Cost Each' value is ignored.
e.g. If the cost % was set to 70.000, then if the selling price was $10.00 the cost would be $7.00.
Note: List Price Matrix Exceptions can be run to identify products that do not utilize matrix price updates.
Alternatively, use the Markup Based on Margin Calculator window to calculate the Markup% from a margin amount.
Over-typing the List Price will not cause the markup % to recalculate. Once the List Price is accepted, changing the markup % will not automatically recalculate the List Price.
Note: To force the List Price to be recalculated based on the current markup, first reset the List Price to zero. Then reset the Markup% to the new percent value.
The Portal can be configured to display either the standard or Alternate List per the Presentation Themes.
e.g. If 3 cases are always ordered regardless of the quantity on
hand, then the re-order multiple is 3 and the Order Unit of
Measure is CASE.
It is sometimes necessary to exceed the Maximum Inventory quantity
on the re-order report, to allow for the Re-Order Multiple.
If inventory ordering is controlled by location, this becomes the default Re-Order Multiple for the locations.
Check this box if this sales part is ordered by individual location quantities, and record the re-order requirements for this Sales part as outlined in Re-Order Information by Location configuration window.
If the primary company level order quantities or re-order multiple is changed for the product, the option to also update the Order by Location values is provided in the window as outlined in Update Re-Order by Locations.
Sale versus Order Conversion Examples
Example 1: Nails purchased by the case (with 10 boxes per case), are sold by the box (EA). Purchasing one case puts 10 boxes into inventory:
ORDER UOM CS ORDER CONVERSION 10.000
SALE UOM EA SALE CONVERSION 1.000
Example 2: Glasses are purchased by the dozen & are listed as
$24.00 per dozen or $2.00 each.
ORDER UOM DOZ ORDER CONVERSION 12.000
SALE UOM DOZ SALE CONVERSION 12.000
Note: Sale UOM and Sale Conversion values can be set
in the "Additional Information" window for the product.Alternate pricing for this and other suppliers can be setup in Alternate Vendor Purchasing, with varying Order Conversions and UOM.
The Re-Order pricing is used as the Order Cost when
entering a Purchase Order.
If a new Order Cost is entered on a P.O., the operator is prompted
whether to Update Re-Order Cost? This helps to keeps pricing
current.
If the flag in the Company Inventory Parameters is set to display the weight, the total weight of rental and sales products is displayed in the Totals window on each counter document including Contracts, Invoices, Quotes, and Reservations. The weight total is also displayed on the screen in P.O.s, and Orders, and when inventory is shipped in Record Quantity Shipped By Transfer, and the total shipment weight prints on the packing slip.
Note: If no Order Codes are entered for the specific product, then Group Order Codes entered for this product's Groups will apply.
Uncheck this box if this sales product should never be cycle
billed.
These items are not reflected in Unbilled
Revenue Report as they are not invoiced until the contract is
returned.
Check this box if this item should be invoiced on a cycle billing invoice.
LOCATIONS Window:
Skip this window if the quantity on hand is zero, or use this
window to capture the inventory quantity on hand for each
location.
The sum of all the locations will be displayed automatically in the
Quantity On Hand field.
Alternatively, use Product Quantity Adjustment or Update On Hand Quantity by Product# to add the quantity on location later.
Security and Audit Controls:
The prompts in the inventory location records include:
SERIAL NUMBERS Window:
This window is only active if the sales parts is flagged to be
tracked by individual serial number.
Refer to Serial Numbers for details.
An existing non-serialized sales item can be changed to become a serialized sales item, by resetting the flag in Change Serial# Flag.
SAFETY NOTES Window:
Skip this window if the safety notes do not apply, or use this
window to define safety notes as outlined in Safety Notes.
Any existing safety notes for the product Group are also included for the new sales part.
ADDITIONAL DESCRIPTIONS
Additional product descriptions for product search and for printing
purposes can be set up in the window as follows:
This field can be used to set the alternate language description for this product.
Note: The inventory search does not use the alternate language description. This is just a printing feature for the reservations, contracts and invoices.
Any existing alternate descriptions for the product Group are also included for the new sales part.
EQUIPMENT SPECIFICATIONS Window:
Skip this window if the specifications do not apply, or use this
window to define specs for this product as outlined in Equipment Specifications.
Any existing specifications for the product Group are also included for the new sales part.
BARCODES Window:
Skip this window if your firm does not use barcodes on this
product, or use this window to setup barcodes for the product as
outlined in Barcodes.
ADDITIONAL INFORMATION Window:
Create Barcode Error:
A warning is displayed if barcodes are being created automatically
per the Barcode Parameters setting in the Company Inventory Parameters to match the Product
Number and the Vendor Product#, but the new barcode
would be a duplicate of an existing Barcode, Product# or Vendor
Product#.
To avoid duplication the barcode is not created.
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