Home > Counter Control Help Documentation > Menu Selections > File > Inventory Maintenance > Inventory

Inventory


Due to the different inventory record formats, the fields for this table will be listed in alphabetical order.

 

Allow Zero Sell: Set to Yes to allow an item to sold at a price of $0.00. This is often used to include an item on a ticket at no charge.

Alternate Part Number: Enter the alternate number used for this item that is recommended by the manufacturer. Can go to the alternate part number by using Ctrl-l or View Menu | Go to Alternate Item.

Bin Number:   Enter the stock location for this item.

Catalog Number:  Enter the catalog number for this part.

Category: Select a code here to group similar goods or services together for the purpose of sales and inventory tracking and reporting. Some examples of Categories might be tires, batteries, brakes, accessories, and fluids. These codes are defined in Tools/System Tables/Category Code.

Code: Enter a code here to assign to the item for reporting purposes only. The system does not keep track of valid codes, therefore, we recommend that you keep a list of all codes that you establish and what they represent.

Core Category: Select a code here to group similar goods or services together for the purpose of sales and inventory tracking and reporting. Some examples of Categories might be tires, batteries, brakes, accessories, and fluids. These codes are defined in Tools/System Tables/Category Code.

Core Cost:  If this part has a core, enter the dollar amount of the actual cost of the core.

Core Deposit: If this part has a core, enter the dollar amount required for a core deposit. This deposit is specific to this part.

Cost: Enter the dollar amount for the cost on this part. (This price does not include core cost.)

Date In System: This field will be automatically populated by the application when the screen information is saved. This date can be manually overridden, if necessary.

Date Last Count:  Select or enter the date of the last physical inventory count for this part.

Date Last Ordered:  This field will be automatically populated by the Purchase Order program. This date can be manually overridden, if necessary.

Date Last Price Change: Select or enter the date of the most current price change.

Date Last Received: This field will be automatically populated by the Receiving program. This date can be manually overridden, if necessary.

Date Last Sold: This field will be automatically populated by the Point Of Sale program. This date can be manually overridden, if necessary.

Date Sale End:  Enter the ending date for the system to stop using the sale price.

Date Sale Start:  Enter the starting date for the system to start using the sale price.

Dealer: Enter the dealer price. This price level can be linked with an individual customer or account as the default-selling price.

Default Sell Qty: For parts that must be sold in sets, enter the quantity needed per vehicle. (i.e. Brake Pads.) The default quantity sold at POS is based on the value entered in this field for all inventory items except tires. If this field is blank, or a non-stocked item is sold, the system will default the quantity field to 1. (Note: Inventory records with a detail type of Tire or Used Tire, will base the default sell quantity from the Tire shop setting ‘Default QTY’.)

Note: Inventory records with a detail type of Tire Service, Extended Warranty, Tire Parts, & Wheel will base the default sell quantity on the number of tires included on the ticket.; if a tire/used tire inventory record is not included on the ticket, the Default Sell Qty will be used.

Deposit Required Code: Select $ or % to calculate the deposit required for this special order.

Deposit Required Value: Enter the value for the required deposit. For example, if the value of 10 is entered it will require and $10 deposit or 10% deposit depending on the Deposit Req Code value selected.

Description:  Enter a description of the item.

Detail Sub Type: Select a sub-type value to categorize inventory items. The sub-type values are created by the user in: Tools/System Tables/Inventory Detail Sub Types.

 

Detail Type: Select the inventory item type value described below. (Note: these values are loaded in the system and are not user defined.)

Estimated Job Length: Enter the estimated time this job will take to complete.

Ext Warranty % of Item Sell Price:  When an extended warranty for a part is sold, the system determines the optimal selling price of the extended warranty by comparing the selling price on the extended warranty inventory record to the system calculated selling price. The system calculated selling price is based on the inventory record parameter “Ext Warranty % of Item Sell Price”. If a value is not specified for the inventory record parameter, the system calculated selling price is then based on POS Setting parameter Percent of Item Sell Price, rounding to the value specified in the POS Setting parameter Rounded to. The system then compares the selling price from the extended warranty inventory record to the system calculated selling price and uses the higher price when selling the extended warranty.

Example:

Tire Inventory record ‘TIR1’

Selling price $35.00

                   Extended Warranty Inventory record ‘EXT1’

Selling price $4.95

Detail Type = Extended Warranty

Ext Warranty % of Item Sell Price: 10%

System calculated selling price parameters for price comparison:

Ext Warranty % of Item Sell Price: Determine the system calculated selling price based on the percent value entered and the associated item’s selling price.

Value of 10%: 10% of $35.00 (associated item ‘TIR1’ selling price of $35.00) = $3.50

System compares the extended warranty selling price of $4.95 to system calculated selling price of $3.50 and uses the higher price of $4.95 for the extended warranty selling price.

Note: An extended warranty can be set up as a related sales message and linked to an inventory record. If an extended warranty is not set up as a related sales message and instead sold as an individual part on a ticket, the system will prompt the user to identify the line item on the ticket to apply the extended warranty to. In addition, the price of the line item identified will be used in the system calculated selling price for the optimal price comparison.

FET: Enter the Federal Excise Tax.

Fixed Price Job: Select Yes if the job can be set as a fixed price, regardless of what vehicle the job is performed on. Enter No if the price of the job will vary from vehicle to vehicle.

Good/Better/Best: Select the best description of the item’s condition. This is for the user’s use only and will not be used by the application.

Inspection Item: Select Yes to have this item added to your inspection process.

Jobber: Enter the jobber price. This price level can be linked with an individual customer or account as the default-selling price.

Limit To Inv Suppliers:  Select Yes to limit the drop down list on the POS special order screen to only display the suppliers listed on the inventory record, or NO to display all suppliers.

List: Enter the list price. This price level can be linked with an individual customer or account as the default-selling price.

Mandatory S.O. Flag: Select Yes if this is a non-stocked part and will always need to be special ordered. Select No if this is a stocked part.

Manufacturer Part #:  Enter the actual item number used by the manufacturer.

MFG:  Enter the three-digit alphanumeric code for this manufacturer.

Min Sell Price:  Enter the minimum price this item can be sold at, if applicable.

More Info URL: Enter the web address to be used to obtain more information about the item, if available.

Moving Average Cost: This field is recalculated from the Purchase Order Package program and displays the average cost of the item based on the purchase cost of the items ordered from the supplier. The field can be manually overridden, if necessary.

Next High Pack Part #: If applicable, enter the part number of the next highest package. This is used for an item that can be sold in different formats. Although the item is the same, each format can be given it’s own item number. For example, sand paper is purchased in a box of packs and each pack contains 10 sheets. Therefore, it can be sold as an entire box, a pack of 10 sheets, or as individual sheets. (Note: this is not applicable to most items.)

Part Discount Flag: Select Yes to allow discounts on this part; select No to not allow any discounts.

Part Number:  Enter the part number assigned by the manufacturer. Can go to another part number for the Manufacturer listed by using Ctrl-F5 or View Menu | Lookup w/ Tab.

Picture ID: If applicable, enter the path location of the picture for this part.

Price Sale:  Enter the sale price, if you are having a sale on this part.

Pricing Category: Select a code here to group similar goods or services together for the purpose of sales and inventory tracking and reporting. Some examples of Categories might be tires, batteries, brakes, accessories, and fluids. These codes are defined in Tools/System Tables/Category Code.

Qty Customer B/O: This field will be automatically adjusted by the Point Of Sale program and will display the quantity of this item that has been ordered from the supplier for the customer. The quantity can be manually overridden, if necessary.

Qty Lost Sales: This field will be automatically adjusted populated by the Point Of Sale program and will display the number of sales lost for this particular item due to not being in stock at the time of purchase in Point of Sale.

Qty Price Break: Enter the minimum quantity that must be sold to be eligible for the discount. When using multiple Qty Price Break fields, the lowest quantity must be entered in the Qty1 field.

Note: Both the Qty Discount Allowed on the Account Record and the Part Disc Flag on the Inventory Record must be set to Yes to use quantity discount pricing.

Qty Price Def Code: Select $, %, or A (fixed value) to calculate the discount for this item.

Qty Price Value: For $ and %, enter a negative value to discount the price by; for A (fixed value), enter the actual discounted selling price. The resulting discounted selling price is based on the Qty Price Def Code ($, %, A) selected above and the Qty Price Value entered here. For example, if the value of -10 is entered, the resulting discounted selling prices are:

Qty Returns: This field will be automatically populated by the transactions in Point Of Sale and will display the quantity of this item that has been returned because they were defective.

Quantity On Back Order: This field will be automatically adjusted by the Purchase Order program and will display the quantity of this item that is on back order from the supplier. The quantity can be manually overridden, if necessary.

Quantity On Hand: This field will be automatically adjusted by the Point Of Sale program and will display the quantity on hand of this item. The quantity can be manually overridden, if necessary.

Quantity On Order: This field will be automatically populated by the Purchase Order program and will display the quantity of this item that is on order from the supplier. This field can NOT be manually overridden.

Quick Reference: Enter any alternate name that can be used to call up the part. This alternate name can be entered in POS instead of entering the actual item number. This is often used to quickly retrieve an inventory item by an abbreviated part number or name.

Rank: This field can be automatically populated with the ranking report status when an Inventory Ranking report is run with the Ranking Field To Update parameter set to the field Rank. This field can also be manually overridden by entering an A,B,C, or D to represent the ranking status of the item.

Note: If the Ranking Field To Update parameter is set to another field on the inventory record, the ranking status will then populate that selected field, and not the Rank field.

Remarks: Enter a comment for the part, if applicable. Note: this field is for the user and will not be used by the application.

Reorder Flag:  Enter a N to prevent re-ordering of this item.

Reorder Level: Enter a value for the minimum quantity level this part should reach before it is re-ordered. When the quantity on hand of this item goes below this value, this item will be automatically added when creating your next System Suggested Purchase Order.

Ret To Sup: This field will be automatically populated by the Return To Supplier program and will display the quantity of this item that has been returned to the supplier.

Sales Category: Select a code here to group similar goods or services together for the purpose of sales and inventory tracking and reporting. Some examples of Categories might be tires, batteries, brakes, accessories, and fluids. These codes are defined in Tools/System Tables/Category Code.


Sales History By Month: This section will automatically display monthly sales history.
  • Sales LYQ1,2,3,4: This field is populated by the Point Of Sale program and will reflect the previous year sales for this item by quarter.
  • Sales Prior Year: This field is populated by the Point Of Sale program and will reflect the previous year total sales for this item.

Serial Numbered: Select Yes to add a prompt in the POS screen for the serial number to be entered when the item is sold. 

SKU:  Enter the Stock Keeping Unit. 

Special Fee 1: Select an applicable special fee to be applied when the item is sold. (i.e. Disposal fee) These special fees are defined in the Tools/System Tables/Special Fees.

Special Fee 2: Select an applicable special fee to be applied when the item is sold. (i.e. Disposal fee) These special fees are defined in the Tools/System Tables/Special Fees. 

Spiff Code:   Select $,% or A (fixed value) to calculate the spiff (bonus) commission for this item.

Spiff Value:  For $ and %, enter a positive or negative value to adjust the price by; for A (fixed value), enter the actual value of the spiff commission. The resulting spiff commission is based on the Spiff Code ($, %, A) selected above and the Spiff Value entered here. For example, if the value of 5 is entered, the resulting spiff commissions are:

Spiff Start Date:   Enter the first date to begin applying a spiff commission.

Spiff End Date:   Enter the last date to apply a spiff commission.  

Spiff Min Sell Amount:  Enter the minimum price this item can be sold at for spiff commissions to apply.

Standard Package Flag: Select the package type the item is sold in (i.e. Box, Ea, Pk, Roll, Sleeve).

Standard Package Qty: Enter the total number of pieces included the package.

Stocking Dealer: Enter the stocking dealer price. This price level can be linked with an individual customer or account as the default-selling price.

Superceded Number:  (For future use.)

Supplier Code:  Select the supplier code from the drop down list. If using the Validate Supplier option for a Purchase Order, all valid suppliers must be listed here
Supplier Part Number:  Enter the part number used by the supplier.
Taxable flag: Inventory items that are purchased to be re-sold are not charged tax; tax will be charged when the item is sold to the consumer as a consumable item. Inventory items that are purchased by the end user are considered consumable items and are always taxed.

Since the tax rate charged is generally based on the customer (account) who is purchasing the item, most items will not have a Taxable Flag set and the system will apply the tax rate selected in the Tax Rate 1 field on the Account Record. (For most accounts, the Tax Rate 1 field is the exempt rate and the Tax Rate 2 field is the taxable rate.) 

The Taxable Flag should be used to identify any consumable items that should always be taxed, regardless of who is purchasing the item. In addition, the Taxable Flag should also be used to identify any items that should never be taxed according to the state law.

Do not set the Taxable Flag (leave blank) for any item that should default to the customer (account) tax rate as defined in Tax Rate 1 field in the Account Record.

Set the Taxable Flag to Y for any item that should always be taxed and apply the tax rate as defined in Tax Rate 2 field in the Account Record.

Set the Taxable Flag to N for any item that should never be taxed and apply the system tax rate of 0.00 (Never Taxed). Note: This will take precedence over a tax rate defined in the account record.

Note: Labor, Labor-Diagnostic, Freight, and Tire Service inventory record’s Taxable Flag setting will be overridden by the ‘Sales Tax Rates’ defined in the General tab in POS Settings.

Tire Specifications: Enter the applicable tire information

UPC Num:  Enter the UPC code listed on the package barcode.

Vehicle Required Flag: Select Yes to require a vehicle to be selected when selling an item via Point Of Sale.

Visual Verify: Select Yes to require the price to be displayed and verified each time an item is sold at POS.

Walk-In: Enter the walk-in price. This price level can be linked with an individual customer or account as the default-selling price.

Warranty Code: Select the warranty code for this part from the ProRated Warranty Configuration table, if applicable.

Weight/Cubic:  Enter the weight or cubic feet of the item, if applicable.

Wheel Specifications:  Enter the applicable wheel information.



See also

Inventory (View Only)
Inventory Alternate Items
Inventory Assignment
Build-A-Part
Inventory Count
Inventory Qty Adjustment
On Hand History
Sales History
Inventory Update
Inventory Price Level Calculation Overview
Inventory Related Center
Recreate INV Sort Order
Create Lookup from Stripped Part Number
INV Duplicate Keys
Bar Codes
Supplier Cost Update
INV Supplier Information Update
Non Stocked Pricing (NSP)
NSP Update
NSP to INV POS Mapping