Inventory Rules
Applicable information to each
inventory type will be shown on the entry screen for that type.
Fill in all of the required information and any of the optional
information that you wish to have shown for the item.
Note that you may choose to pre-price services or
enter the price at the time of sale. To pre-price services
check the box "Use
Service Pricing Tables" on the Policies Tab in
Preferences. We strongly suggest that all services be
pre-priced. If left unchecked staff must add the price of
the service at time of sale bringing the potential for error to the
sale. As well some of the expanded features of system may not
function as expected in all cases. See more on setting
preferences.
Information descriptions and rules that
may apply are shown below. While this may look complicated is is
not once you have entered a few items.
-
Supplier # or Code: type in the code
for the vendor you purchase the product from. These are the numbers
which were assigned to the vendors when you entered them.
-
Supplier Product Code: type in the
vendor's code number for the product, this field is optional but will be
included on purchase orders for the vendor's reference.
-
Type Codes: There are 3 types of
product inventory, retail, consigned and back bar. You do
not normally enter these codes manually but you may switch
products among the types by using the change type to.. button.
-
Our code: This code is your
identifier for all of your products and services, you may select
any alpha-numeric codes that you wish, remembering that the
products are sorted by this code and will appear in lists in the
order sorted. Service inventories require a "." in
front of the code. The system will place the period there if
you do not. This insures that service codes always sort to
the start of the lists. Other rules related to service code
entries are as follows and are used to show the staff the
inventory type in lists.
-
.GIFTxxxxxxx for Gift
Certificates
-
.SPAxxxxxxxx for Spa inventory
-
.TANxxxxxxxx for tanning
inventory
-
.ROA for returned on account
-
.TIP for staff tips
-
.UND for undefined inventory
which is named and priced at time of sale
Where there are "xxxxx" shown above you may
have multiple entries of these types defined by text in place of the
"xxxxx".
Retail, back bar and consigned inventory may use
any alpha-numeric coding that you wish or the product's UPC coding
for scanning. You may place a period"." in the code
but not in the leading position. You may set the length of
this field to either 10, 12 or 14 characters in Preferences.
This is usually done to match your UPC code length for fast
automatic entry when scanning.
Note that the first 12 entries in your inventory
list after sorting the inventory will map to the 12 function keys on
your keyboard for fast selection at time of sale. As such this
is another reason for selecting your most important and most used
services to sort first in the list.
- Product/Service Name: the manufacturer's
or your name for the product or service
- Description: type in a description
for the product (optional)
- Category: a 3 character code which may be
used during reporting to split up products or services into
specific categories of your choice (optional)
- Size and Units of Measure: type in the size
and unit of measure of the product. For example: 8 [OZ] (optional)
- Reorder at: this quantity is the
minimum number you would want the inventory item to fall to before
reordering and is used by the purchase order features (optional)
- Duration: this item is applicable to
service, tan and spa inventory entries only. When using the
appointment (schedule) module you will set the normal duration of
a typical appointment in your shop at say 15 min or 30 min,
etc. The duration setting defaults to one (1) which means
the service will normally take a normal duration. You may
set the duration at 2, 3, 4, 5, etc to double or triple the time
setting in appointments that the service will set itself to when
selected. See appointments for more
information on duration settings
- Normal Order Quantity: this is the
quantity of the product you would normally order and is used by the
purchase order feature (optional)
- Cost: the cost of the product from the
vendor. This item should be manually entered for new products and
will be entered or updated from the receiving module. (Not
required for services)
- Mark Up: expressed in percent (%) and is
used to calculate the price from the product cost. (Not
required for services)
- Price: the price of the product or service
and is used by the system at the time of sale
Tools available for setting and adjusting
quantities and prices are described below.
- Tax Code: this code sets the Tax 1
and/or Tax 2 percentages to be used for the sale of the item. After a
few entries the system will remember your settings and default to the last used
code for the type
- Application Code: this code
determines if the taxes are to be calculated separately or tax on tax.
Taxes are calculated separately in most jurisdictions today so the
default value is 0
Tax codes used by the system are shown below. Tax
rates and names are set up in Preferences. Each tax may have two
different rates if required in your area. For example in Canada there is a federal sales tax called
GST and a provincial tax called PST. As well these taxes are
harmonized in some provinces to a single tax called HST. You would
set up what ever system your federal and state/provincial systems
require.
- Code 0 No Tax 1 or Tax 2
- Code 1 Tax 1 only at rate 1
- Code 2 Tax 1 only at rate 2
- Code 3 Tax 2 only at rate 1
- Code 4 Tax 2 only at rate 2
- Code 5 Tax 1 and Tax 2 at rate 1
- Code 6 Tax 1 and Tax 2 at rate 2
- Code 7 Tax 2 at rate 1 and Tax 1 at
rate 2
- Code 8 Tax 2 at rate 2 and Tax 1 at
rate 1
Application code are as
follows:
- Code 0: Tax 1 and Tax 2 calculated
separately
- Code 1: Tax 1 calculated then Tax 2 applied on the
total of the price plus tax 1.
Pricing and quantity setting tools.
Price Setting Tool
Quantity Adjustment Tool
Note that in each case pressing the Apply button will make the change.
You must save the
changed record for the adjustments to be permanent.
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