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4.0 Managing Inventory
Periodically during the year you will
need to add new products, delete products, edit the product information,
change prices, order products and enter orders received from your
vendors. See more on monitoring your inventory.
4.0.1
Maintaining Supplier Records
Open the inventory manager from the sales module
menu.
Sales Module
Menu
Inventory
Manager Retail Products
Select the Vendor manager from the Tools Menu.
Vendor/Supplier Screen
Double click on a vendor to edit the record or add a
new vendor as required. In each case click on the save button to
save your changes,
Vendor Enter/Edit Screen
4.0.2 Maintaining
Inventory Records
Inventory
Manager showing Products (typical)
Select the service or product tab that you wish to
work with and double click on a product to open the editor tool.
Click on Add New to add an item. For more information on adding
and setting types and prices.
Entry/edit Tool (typical)
To delete an item click on the delete
button and the item will be marked for deletion. Note that the item will
not be removed from the file until the file is reorganized. You may
reorganize the file by selecting Reorganize from the tools
menu. You may return the item to active inventory by clicking on the
restore
button. Note do not delete items which you have
sold until after you have completed year end or some reports will be
missing key information on sales during the year.
To edit the item change the fields you wish and click on the save
icon.
If the on order box is checked then the item has been
ordered using the purchase order feature but has not yet been received
using the order entry manager. Un-check the box to cancel the order
manually if you wish.
Adjust your inventory quantities by
clicking on the Quantity icon, fill in the areas needing
adjustment and click on Accept. Remember to click on the Save icon after
making the changes.
Quantity
Adjustment Tool
Adjust the item price by selecting the price icon , enter the new information and click
on apply. Remember to click on the Save icon after making the
changes.
Cost, Markup and/or Price
Adjustment Tool
You should sort your inventory after
adding items or making changes.
4.0.3
Using Purchase Orders
You may use a purchase order to obtain a
list of products to order from a particular vendor. When inventory was
entered you set your vendor code, re-order minimum and your normal order amount. A
purchase order will give you a list of all items from the vendor which
have current amounts at or below the minimum.
From the tools menu select Create a purchase order.
Inventory Tools Menu
Purchase Order Tool
Select the Supplier from the list, the
vendor name will be shown.
Click on the List Products button to the right of the
vendor name and all products meeting the criteria noted above will be
listed.
The estimated cost per unit is the amount
shown for cost in the inventory, usually your last purchase price.
The units are the amount you have set in inventory for your usual order
quantity.
Click on the product row in the order
column if you wish to order the item and the column will show as
yes. Click on the same column again to cancel the selection.
To change the quantity to be ordered
click on the quantity and you may change the number in the text box at
the bottom right of the screen. The amount in the table will change with
it.
Continue until all products that you wish
to order are marked "Yes".
Click on the Update Estimated Cost button
to see what the order is estimated to cost less any taxes.
If you wish to e-mail the order to the supplier click
on the e-mail order button and the e-mail will be prepared. Note,
to e-mail you must do this before you print and save the order.
Typical e-mail completed and signed
Click on send to finish the order to
the supplier. Note that you need to have an e-mail client set up
on the computer and a high speed internet connection to use the e-mail
feature. An email address must be entered into the vendor file.
To complete the order click on
"Print/Save". To abandon the order click on "Abandon".
Click on the "Close" button or
press ESC to return to the Inventory manager.
4.0.4 Using Order Management
The Order Entry tool is used to receive stock
into the salon. It can be accessed from the tools menu of sales manager. Note that this tool is a taskbar item and may be left
open during the day to be worked on as you get time. The current and
purchased inventory amounts will be updated during the process.
After selecting the vendor from the list and
entering the invoice number select the item from inventory, enter the
amount received and the cost from the invoice then press ENTER.
The system will calculate the extensions and subtotals. This is
a quick way to check the math on the vendor's invoice.
If the
cost of the product has changed from the old cost you have 2 options for
updating your inventory cost. Select your choice on the buttons at
the lower left of the table. You can set your cost price to the new cost
overwriting the old cost or you can average the cost based upon the
number of items in current stock and the number of items being
received. This will always keep your product costs up to
date. Note that the system will not adjust your selling
price. Instead the markup will be adjusted to the new cost base.
Order
Entry Tool
After entering all of the items on the invoice enter
any discounts, taxes or shipping. The invoice total should match
the vendors invoice. Click on the complete button and the
inventory will be updated, a vendor purchase history will be created for
future reports and the items will be matched to the purchase order files
and order flags reset. Any products not received will be left on
back order until they arrive and are entered.
Please make sure that when shutting down the system you complete order
entry first if you do not you will not be able to shut down Salon &
Spa.
4.0.5 Setting Products on Sale
A discounted selling price may be applied
to individual products or to all products in the salon at once.
Entry/edit Tool (typical)
For an individual product enter a percent off and
click on the Set on Sale button. The product selling price will be
discounted permanently until you stop the sale by resetting the original
price by pressing the button again. The product will be flagged as
on sale on all lists and the clients sales invoice will show both the
regular price and the sale price.
You may also set up a store wide promotion for all
products at a set percentage off. This sale is set up and
discontinued using preferences. Open Preferences and select the
general tab.
Change the storewide sale discount box from 0 to the
percentage you wish say 10.0. click on the save button. All
products will be sold at 10% off until you reset the 0 in the box.
4.0.6
Printing Product Labels
If you wish to label the products with a small label
showing your salon/spa name/ product code, description, size and price
you may print them in a number of ways using the Print inventory labels
tool from the tools menu.
Inventory Tools Menu
Inventory Label Printer
You must use Avery labels 5167 or equivalent and you
should set up the label settings to position the print correctly on
the sheet. Try the default settings first. Save your
settings when they are correct on a test print. We recommend 8 pitch
as the font setting for most printers.
You may select from 5 print options by
selecting an option button and filling in the required information for
the labels to print and the number of each. You must also select the
number of labels to skip if the sheet has been partially printed in the
past. The set up is for the Avery # 05167 label which has 80 labels per
sheet. When you are ready to print click on
Print button at the bottom of the screen.
4.0.7 BackBar Management
(consuming inventory)
As you use up back bar inventory or remove retail inventory from the shelf to use in the
shop and sell as
part of a client service this may cause tax implications. If so do
not adjust your inventory using the Inventory Manager rather use the
Consume Inventory tool. Select the BackBar Maintenance tool from
the menu.
Figure 4.10 Consume
Product Tool
Double click
on the inventory item from the list. Enter the amount used and
click on the Adjust Inventory Now button. Continue until all have
been adjusted then click on close.
For retail
product entries will be made in your sales records for the day recording
the applicable provincial/state taxes owing on the product use. The taxes will be based upon the tax
settings for the various inventory items. The amount will show on
the close register report and in the tax reports.
4.0.8
Find Last Sale of a Product
You may wish to find out the
last time a product was sold in the current year, who it was sold to and
by whom. To find this information select the tool
"Find Last Sale of a Product "from the Sales Screen Tools
Menu.
Sales Tools Menu
Last
Sale Lookup Tool
The above information will
show the date, invoice number, seller and price. Click on the more
info button to open the receipt history screen to the sale for
additional information.
Receipt History
4.0.9
Quick Inventory Value
To determine quickly the
value of the current inventory without running a report select Quick inventory value from the tools menu in Inventory Manager.
Inventory Value
4.0.10
Product Barcode Printing
You may print UPC - A 10
character barcodes if required to add to products without a
manufacturer's barcode. Select print Product and Client Barcodes
from the Sales Tools Menu.
Figure 4.14 Barcode
Printing Tool
Select UPC-A Barcode Inventory Products
on the top left of the screen.
Select the Number System Character. Note the following table for
selecting the Number System Characters.
UPC Version A encodes a
twelve digit number. The first number encoded is the number system
character, the next ten digits are the data characters, and the last
digit is the check character. The system will calculate the check
character. note that to use this barcode printer you must be using
10 character UPC Barcodes. These are the typical barcodes that you
see on products
The number system character is printed in human readable form to the
left of the UPC symbol. Seven of the ten possible numbers have been
assigned.
UPC Number System Characters:
Character Usage
0 Regular UPC Codes
1 Reserved
2 Random weight items which are symbol marked at the store level
3 National Drug Code and National Health related Items Code
4 Use without format restrictions and with check digit protection for in
store marking of non food items.
5 For use on coupons
6 Regular UPC Codes
7 Regular UPC Codes
8 Reserved
9 Reserved
Select the UPC code number
you wish to print and click on the Print Button.
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