Updating Inventory

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General Tab




Item Code: Enter the Code to use for this item. If the item has a code generated by the manufacturer, use this code.

If this is a labor code that you are creating, use a code that will be simple, yet descriptive so it is easy to remember.

Example: You are creating a Labor Code for Resurfacing Brake Rotors. One suggestion might be RR for Resurface

Rotors. RD might be for Resurface Drums. Parts would normally be the Manufacturer's item code, an example may be

PH8A for a Fram Oil Filter. It is easy to make up a default Labor Rate Code, just create an item with an Item code

of say DL which would stand for Default Labor. The Description might be Labor, allowing you to articulate the

description in Point of Sale, to make it more descriptive for the actual labor being performed on each Work Order.

The Pricing Tab would contain your default labor rate. Each time you enter DL with the detail for a work order,

The default Labor description would be brought into the work order along with 1 Hour at your default labor rate,

with description of Labor which can be changed at runtime to let's say Labor to install Vacuum Brake Unit.

You can also change the default 1 hour labor time to whatever the actual time to do the installation would be.


Description: Enter a description for the Item. You can enter up to 5 lines of description for each item.

The descriptions can also be changed at runtime. The first description is also used as a sort field when

Browsing Products.

Description sorting examples: Tires: Description might be: BF Goodrich 205/75R14.

This would sort all the BF Goodrich items and then sub sort them by size when using the Description sort tab.

Oil: Description might be Oil 10w30 This would group the oils together and sub sort by weight.


Location: Press the F2 Key to select a location where the part is stored if applicable.


Dept: Press the F2 Key to select the department to sort and track sales to. Dept can also be used to sort

Products Table. It is important that you set up your dept's properly. Give them some thought.


Tracking Code: If this a Part or Labor that falls under One of the Nine Customer Reminder Tracking codes,

Press the F2 Key to select a tracking code.


Service Group: Press the F2 Key to select a Service Group for this item. Every item can be part of a service group,

but it is not required. The advantage of Service Groups, is the ability to search vehicle repair history to find out

when any parts or service were performed on any particular service group. You can enter an unlimited number

of service groups. Service Groups allow you to attach a group code (You can define as many as you like) to any

Stocking Inventory or Part Item. This will allow you to recall any service group items ever installed on a customers vehicle at any time. Service Groups have nothing to do with Tracking Codes

Example: Service Group - Tune up will allow you to recall every occurrence in invoice history of a tune up service

on a particular customers vehicle. You can see how valuable this can be and you should give careful thought on setting

up these Service groups. You can become quite finite using Service Groups. Another example would be including front

End Parts in a group called FrontEndWork -- You can now search a vehicles service group history and view any and

all parts and services that involves front End work.


OEM Code: Is normally use for the OEM Paint Code


Color: The color of the OEM Paint Code


User Defined Sort: Press the F2 Key to select from a list of unlimited sort descriptions.

This allows you to sort the products file by any user defined sort description when browsing products table.


Type: Click the option that describes whether the item is a Part, Labor, Sublet, Kit or Package

          Click here See more on Kits and Packages.

Part is: Click the appropriate option.


Has Sub Items: If this item contains Sub Items, Check this box to activate the Sub Item Tab.


Stocking Item Check Box By UnChecking Stocking Item, only the sales qty and sales dollars will be tracked for this item

- Qty On-Hand will not be tracked or updated. This is ideal for items you never stock, but need to be able to recall them

from Point of Sale. Items in the Non Stocking file that you sell many of, but never stock are good candidates for

converting to the inventory file, and UnChecking Stocking Item.


HazMat: If this item is considered hazardous Material, and needs to be reported to State or Federal authorities,

check this box.


Sales Tax: Check the appropriate boxes that item is taxable in.


Pricing and Quantities




Preferred Vendor: Use the F2 Key to select the vendor you normally buy this item from.


Core and Core Cost: Check and enter core cost if this item requires you to return a core.

The cores will be tracked automatically to verify credit.


Manufacturer: Use the F2 Key to select a manufacturer for this product.


Qty on Hand: Enter the actual qty you have on hand in Sell Units


Normal Qty in Stock: Enter the ideal qty that would want to keep in stock.


Minimum Qty: Enter the qty that would trigger a re order if the qty on hand falls below this level.


Qty On Order: Enter the qty you have on order. This field is normally maintained by the system.


Purchase Cost: Enter the cost of this item based on how you buy it. Ea. Case Drum etc.


Re Order Qty: If your required to order in certain quantities, like cases, drum etc. Enter it here.

Normally this would be left at Zero (0).


Buy Sell Conversion: How many sell units are in a purchase unit - Normally one (1)


Default Qty: This qty will be used when Item is entered in a work order by default. If no qty is input, then

work order qty will default to 1


Fixed Qty to Price: If this box is Checked, Item will not calculate Price X Qty in work order.

Example: You charge a Flat Rate for Oil Change service of 10.00 and you allow 2/10 of an hour for this service (.02).

When you enter this item in a work order, the price will always be 10.00 and .02 for Qty/Time


Markup Type: Choose which Mark Type you want to use for this item. be sure you have set up your Default

Markup types in Global Configuration. More info on Matrix Pricing


Profit Calculator: Click the Up and Down scroll button to change the profit on the item.

If the Item is already on file, the Profit calculator will show the existing Profit.

Note: The Profit Calculator will calculate the actual Profit on each item -- NOT THE MARKUP

You need to make a Profit on the items you sell to stay in business.  Parts houses will try to convince you to

just Mark Up your items off of Cost -- That way you make less money, and they can keep there prices high.

If you Mark up your prices off of Cost, a 40 % Mark Up is actually only a 28 % Profit. The Profit calculator

will also let you calculate profit On - The - Fly in Point of Sale. You can set your Markup using either of two

methods shown


Price Levels: There are 5 Price Levels available for each item in inventory, Parts or Labor.

Theses price levels are accessed from point of Sale Work Orders, by setting each customer's price level to the

desired Level. An example of Price Levels might be. All new customers will default to price level 1

Price 1 -- Normal Retail Price

Price 2 -- Senior Citizen Price

Price 3 -- Dealer Price

Price 4 -- Wholesale Price

Price 5 -- Some Discount Level


Price Levels 2 thru 5 can be automatically set in Global Configuration from the Products tab. A percentage

discount off of Price 1 can be entered for each price level, and the system will automatically change prices to

appropriate levels, using the mass Change Button in Global Config, or when entering a new item, the system

will automatically use the discount levels you have entered in Global Config.


Sub Items Tab



 Allows entry of other items that will be brought into a work order automatically when the parent item is entered.

These are called Kits and Packages.

Click Here to see more on Kits and Packages


Other Vendors



This tab is used to track costs when purchased from vendor other then the preferred vendor.


History Tab



Displays This Year, Last Year sale figures for each item. You can print the page by clicking the  Print Button.


Labor Skill Rates




Click on the Skill Rate that this job will charge out. Price 1 - 5 will adjust automatically based on Skill Rate selected.

Skill rates are defined in Inventory > Pricing Strategies, see Skill Rates