Entering Inventory
It is important that the service inventory coding
scheme that you develop puts the most important of your services to
the first part of the list. This makes it easier to find these
most important and most used services. As well they will
be the 20 upon which individual commissions can be calculated.
The inventory is sorted alpha-numerically to set the positions in the
list. (numbers before capital letters and capital letters before small
letters). When using numbers make sure there are leading 0's to
make your numeric system all the same length. Product inventory is also sorted, so
selecting a coding scheme for products, can make it easier. As
well the product UPC coding can be used and must be used if you intend
to scan the manufacturer's product barcode.
Entering
Your Vendors
The system keeps a file for each of your
vendors. This file is used to organize the inventory, prepare purchase
orders, cost of inventory reports and will give you a record of your
vendors, key information about them and purchase history reports.
Select the Vendor Manager from the File menu of the
Inventory manager Module.
Double click on an existing vendor file to edit the
information
or click on the new vendor button to start a new file.
Type in your vendor's (supplier) information in the
appropriate lines.
A vendor code number will be assigned when you save the
information. You may change the supplier code by selecting
the Supplier code box and changing the number, but remember not to have
two supplier numbers the same. Supplier numbers are used to index
products to the supplier and to retain purchase histories. Do
not change the code numbers once you start to use the system or the
record indexing will be lost. If they must be changed do it following a
year end procedure before you begin to use the system in the new year.
Enter as
much information as you have for each vendor but you may add or change
information later. When you finish entering the supplier information, it
is saved when you click on the save/modify button.
Enter an e-mail address and contact name if you wish
to use the purchase order e-mail features of the inventory modules.
To print a supplier list
click on the Print List Button.
Entering Your Inventory
Select the Inventory Module from the
Sales Module menu.
Inventory Manager - Service Tab
The inventory manager has 8 tabs to split
the inventory into different sections. At a minimum you will
require service (services that your salon or spa provides) and retail
(products that you sell to the client).
The other inventory types are described
below:
-
Back bar inventory are for the
tracking, ordering and receiving of products used by the business
but not normally sold to the client on a retail basis
-
Consigned inventory allows the
retail sale of products that are owned by others but sold by your
business. These products while stocked are not purchased
until after they are sold. The cost of these products are
not calculated in your inventory value
-
Tan Packages are sold on a single
use, minute, session or monthly unlimited basis. They need
only to be set up if you offer tanning services. See more on
setting up and using
tanning services.
-
Gift Certificates allows the use of
detailed gift certificate program management. You must set
the use of detailed gift certificate management to on in
Preferences. Certificates may be sold for fixed dollar amounts of
for specific services. The program will be managed for use
of the certificate and allows partial redemption. Once sold
certificates are a valid tender and the system will not allow them
to be overused. See more on client loyalty programs
including Gift Certificates and
Gift Cash Cards.
-
Spa packages can be sold as single
or multiple use, multiple usage is tracked by the system. See more
on Spa Service Inventory.
-
Note that inventory code .98 is
reserved for the system, do not enter an item with that code.
-
When using numeric codes for
either services or product inventory, please make sure that all
numeric codes are the same length so they will sort correctly.
For example if you intend to use numbers between 100 and 999
then 1 should be entered as 001 and 10 should be entered as 010.
-
Other inventory is for system
designated codes for received on account, tips, and undefined
inventory.
To add a new service click on the new
service button. To modify a current service double click on it in
the list.
Service Inventory Entry / Edit Screen
The service entry/edit screen is
typical of all of the entry screens. Required entries are
noted. Other information is optional. See more on the
required information and inventory rules.
Select the inventory manage retail tab
to enter/edit retail products.
Inventory Manager - Retail Tab
Again clicking on the Add New Retail button will allow a new item to be
entered or double clicking on an item in the list will allow editing of
the item.
Product Entry/Edit Screen
The product entry/edit screen is
typical of all of the entry screens. Required entries are
noted. Other information is optional. You may delete,
restore, save changes, reset prices and reset quantities on this
screen. See more on the required information and
inventory
rules.
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