|
2.3 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.
2.3.1 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.
Vendor Manager
Double click on an existing vendor file
or click on the new vendor button.
Vendor Information Screen
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.
2.3.2
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
-
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 or 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 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.
2.3.3
Inventory Information and 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.
2.3.4 Inventory Notes
The Sales Manager will also
map the 12 function keys on the keyboard to the first 20 entries in your
inventory. This is a fast way for your staff to select a
particular item and speeds a sale. The key mapping is called Salon
& Spa QuickKeys. You may check the current function key assignments by selecting
"Quick Key Assignments" from the Tools Menu on the sales
screen. Note that if you do not have 20 service entries the system
will map to retail inventory.
Salon & Spa QuickKeys
You may add new inventory or modify existing inventory
records at any time. Remember to sort the inventory using the sort
tool following changes.
Inventory Manager Tools Menu
For more information on managing
inventory and monitoring inventory.
|
