Computer Generated Descriptions (I)
Price Update Code (&) (I) (B) (O)
MSR MANUFACTURES SUGGESTED RETAIL
Freight & Other Adjustments (I)
Revision Maintenance and Auto-Ordering (I)
How to Setup Inventory Items (I)
Paying Bills by Serial Number (I)
Generating a Series of Inventory Codes (I)
Data Management Utilities for Inventory (I)
go to item # <Alt 3> Customer Order Detail <C> run macro <F4> Purchase History <P>
INVENTORY SCREEN EDIT HELP
<Ctrl A> Add a blank line at the cursor, pushing down any
lines that are below. This only works in repeating fields.
<Ctrl Z> Undo present changes to line cursor is on.
<Crtl Home> Moves the cursor to the beginning field on the screen from any location.
<Ctrl End> Moves the cursor to the ending (non-repeating) field on the screen from any location.
<Alt 3> Goes to first available item # and vendor.
INVENTORY SCREEN FILE HELP
<Ctrl N> Clear the screen, without saving or unsaving the
current record, and set the reference number to the next
available number.
<F5> exit lookup <Shift F5> close all lookups
<F6> open lookup <Shift F6> alterate lookup
<F9> save record <Shift F9> delete record
<F10> selection screen <Shift F10> go to menu bar
<Esc> Exit one level <Alt-F4> exit ABC
INVENTORY SCREEN LOAD HELP
<F7> open/load previous record
<F8> open/load next record
<Shift F7> When the cursor is on an indexed field, press
<Shift F8> When the cursor is on an indexed field, press
INVENTORY SCREEN REPORTS HELP
<A> Display all serial numbers for the currently loaded
item.
<C> Inventory customer order detail. This will list all
customer orders that include the currently loaded item
with the item quantity.
<I> Display inventory adjustments that were made on the
Inventory Stock Adjustments screen (=) for the currently
loaded inventory item.
<M> ABC JOB COSTING MODULE - Display Material detail
from the Job Materials Entry screen for the currently
loaded item. You are given the options, U for Unbilled, T
for Billed Time & Material or C for Billed Contract.
<N> Display serial # on hand for currently loaded
inventory item.
<P> Display purchase history for the currently loaded
item.
<S> Display inventory sales history for the currently
loaded item.
<T> Display Receiving or Shipping Ticket detail for the
currently loaded item.
<V> Display Purchase and Vender Order detail for the
currently loaded item.
INVENTORY SCREEN TOOLS HELP
<Ctrl J> This gives you a notepad to keep on file anything
that you want to remember about this inventory item.
<Ctrl W> Puts the inventory code on a Word processor list.
To see the list, press F10, W, Ctrl N (to clear screen)
and then type ILABELS. To learn more, press <W> .
<Alt G> Generate inventory code. Press <S> for more
information on "Generating a Series of Codes." The same
information is found by pressing <Shift F1>, selecting
Questions, and then option S.
<Alt K> Uses multiplier from the inventory file (I) to
calculate Book Price from List Price. If nothing is
entered in the Multiplier field on the Inventory file (I),
it uses the List Price Multiplier on the System Setup
Screen 2 (&).
<Alt L> Uses multiplier from the inventory file (I) to
calculate List Price from Book Price. If nothing is
entered in the Multiplier field on the Inventory file (I),
it uses the List Price Multiplier on the System Setup
Screen 2 (&).
<Alt Q> Goes to next UE, (used equipment) item.
<Alt U> Use the code that was just entered, instead of the
partial match which the computer found. For example, if
you enter ABC for the item code and the computer finds
ABC2, you can press
<F4> Start macro from the line the cursor is on. Press <Shift F4> Record macro. Press <Shift F3> calculator. Use + to add and total and - to
subtract. Use / to divide and * to multiply. Use ) to
clear and ( for off. Use = or
Inventory Item# (I)
If a digitizer is used for entering items, item codes
beginning with a one (1) may not be used. (A digitizer is
a pad with an electronic pen).
Some items may have been pre-entered for your convenience,
for example:
See "Default Record Setup", <D>, to save time when you are
entering many items. The same information is found by
pressing <Shift F1>, selecting Questions, and then option
D.
Description Field (I)
You can page through your inventory file by
using
Computer Generated Descriptions (I)
1. Make default record with (") to start item#. Enter
basic description. Enter capital letter in the Remark
field. Press 2. Make linking record with (#) and that same capital
letter to start an item#. Enter more description. Enter
number or symbol in Remark as command. Press
The following is a summary of the Remark commands:
For more detail on the above commands, see the following
pages.
Description Generator Commands:
0 - The commands following zero are optional.
1 - The one number entered in the item# will be printed as
a one-digit number in the description.
2 - The two numbers entered in the item# will be printed
as a two-digit number in the description.
3 - The three numbers entered in the item# will be printed
as a three-digit number in the description.
8 - The two numbers entered in the item# will be printed
as a one-digit whole number and a fraction with a
denominator of 8. For a denominator of 16, in the item#
enter * and the number of sixteenths needed.
Example: *5 in the item#, would be 5/16 in the item
description. These are used for various sizes of
lumber, pipe fittings, etc.
$ - A 3-digit number in the item# will be printed as money
in the description.
Example: 155 in the item# makes 1.55 in the
description.
* - A one-digit number in the item# will be followed by a
zero when printed in the description.
_ - An underline before another command makes a space in
the description.
< - A description preceded by a < will be placed to the
left in the item description.
DESCRIPTION GENERATOR EXAMPLES - You sell Eversharp
Ballpoint Pens by the pack, various quantities per pack.
First set up a default record. Enter "E" as the item#.
Enter Eversharp for description. This means the item#
starts with E and the item description with Eversharp.
Enter B in the Remark field. Save Next set up that linking record. Enter #BBP as the item#.
Enter Ballpoint Pens as the description. (The first
character after the # will not be part of the final item#.
It is only the link between the default record and the #
record. So, it must match the one entered in Remark on the
default record.) Enter the commands _2 in the Remark
field. Save
Try this: change the _2 in your #BBP record to C. Save.
Make another linking record with #CGN as the item#, Green
as description and _2 as Remark. Save.
The commands must be on the last linking (#) records of
the sequences.
You can enter multiple commands in the Remark field of the
last # record. The commands 1, 2, or 3 are carried out and
the results separated by an x.
If we have 203 in remark, we must have either a 2 or
5-digit number in item #. A 0 means the following commands
are optional; we may or may not use them.
Using the above example, change _23 to _203 on the #CCD
linking record.
To eliminate the default description from the item
description, place an asterisk (*) at the beginning of the
description on your # record.
Placing a (<) at the beginning of the (#) description,
moves it to the left in the final item description.
Try this: (using items set up in earlier examples)
Enter: Item# - #CY Description - yellow Remark - _*
Result: Item# - EBPY3 Description - 30 Eversharp
Ballpoint Pens yellow
Now, on the #CY record, change description to Enter: Item# - #CCR Description - <" carriage Remark -
82, Save.
Sale G/L (I)
Our standard G/L account number for Sales is 501, and the
A/P G/L Adder (on the "&" screen) is 100.
The Sale G/L# is also used by Report # 1-7 INVENTORY VALUE
when posting to General Ledger.
Inventory can be sorted by this field, using Report # 1-1
INVENTORY LISTING. Select "G" to sort by G/L#.
Tax (I)
If this item is not normally taxable, enter "E" for
exempt. If this field is left blank, the computer will
automatically calculate sales tax on the item.
An "X" in this field specifies that this record is a Sales
Tax record.
An "S" (Sometimes) may be entered to calculate tax on this
item manually. Using an "S", also gives you the option to
indicate on the (C)ustomer screen, in the Tax Code # field
whether a customer (A)lways pays tax on this item, usually
pays (T)ax on this item, or is usually (E)xempt from tax.
(T) or (E) will be the defaults when the item is entered
on a Receivable Invoice. (Do not enter the A, T, or E
here.)
<PgDn> for information on setting up <Multiple Tax Codes.>
The same information is found by pressing <Shift F1>,
selecting Questions, and then option M.
Multiple Tax Codes (I)
A. Set up a Tax Code in the Inventory File, using a % in
the Unit field, the rate of tax in the List Price and an X
in the Tax field. (This is the same as a single tax rate.)
B. Any group of items which is ALWAYS exempt from this
tax, is identified with a single character in the Buy
Description field. This character can be anything except
*,E,M,S,T,U and X.
C. Any group of items which is SOMETIMES exempt from this
tax is identified with a single character in the P/O
Message field. Again, this character can be anything
except *,E,M,S,T,U and X.
D. Inventory items are put in a tax group by placing a
character in the Tax field on the Inventory File of the
inventory item. Use any character except *,E,M,S,T,U and X.
Multiple Tax Codes (C) (R)
If more than one tax code applies to a Customer, enter the
tax codes, separated by commas, in the Tax Status field on
the Customer File. A blank field means exempt from all
sales tax. Or you may use the "/" option to track
tax-exempt sales as explained below.
Multiple tax codes may also be entered on an order or
invoice in the Tax field. Enter the same way as Tax Status
on the Customer File.
A customer or invoice may be exempt under a certain tax
code, but you may need to track tax-exempt sales for that
tax code. To do this, enter the tax code followed by a
slash (/). Here are a few examples (where TX and DA are
tax codes for Texas and Dallas sales tax).
TX,DA Subject to Texas and Dallas tax
TX/,DA/ Exempt from Texas and Dallas tax, but included in
Texas and Dallas nontaxable sales
TX,DA/ Subject to Texas tax, exempt from Dallas tax, but
included in Dallas nontaxable sales
TX Subject to Texas tax and not included in Dallas
sales
TX/ Exempt from Texas tax but included in Texas non-
taxable sales, and not included in Dallas sales
Any codes you use, with or without a slash, must be set up
in the Inventory file WITHOUT the slash. For this example,
set up TX and DA, but not TX/ and DA/.
Shortcut: if the Tax field (R) already has one or more tax
codes, you can make the order/invoice tax-exempt by just
entering a "/". This will attach a "/" to each tax code.
You can also do this on the Tax Status field (C).
For a report of sales and sales tax for multiple tax codes
use Report 3-5, Multi-Code Sales Tax.
Multiple Tax Codes (R)
The characters E,M,S,T,U and X have various effects as
explained on the following pages.
Use Tax (I)
The items to be tracked for Use Tax must be listed on
separate A/R Invoices. (No other items but Use Tax items
should be on the invoice). Use the Use Tax Code, (for
example PAU) in the Tax field (beside the Terms field) on
the invoice.
The Use Tax is NOT added to the invoice.
To see the total cost of Use Tax items, run report # 3 -
5, Multi-Code Sales Tax. Note that the report lists the
total COST of the Use Tax items but does not calculate the
Use Tax.
Multiplier (I)
If you use a discount from list price, subtract the
discount percent from 100 to get the Multiplier. For
example, if the discount is 30%, the Multiplier is 70. If
you are working with a markup over cost, you can use this
table to find the Multiplier. For example, if the markup
is 25%, the Multiplier is 80.
The computer uses the following formula to find the List
Price: List Price = Book Price / Multiplier x 100 x Unit.
For example, if book price is 1.50, and multiplier is 60,
and unit is 12, then the list price per dozen would be
30.00. (1.50 / 60 =.025 x 100 = 2.5 x 12 = 30)
If you want the list price to be a fixed amount over cost,
enter the amount here, followed by F. For example, 5F
means that the list price will be $5.00 more than Book
Price plus Freight and Adjustments. This fixed multiplier
works differently from a percentage multiplier. With a
fixed multiplier, the List updates immediately whenever
you enter the Book or the Multiplier. Unlike a percentage
multiplier, a fixed multiplier does not work with
When setting up a sales tax item, the Multiplier can be
used to select the method of rounding sales tax. For more
info see "Sales Tax Setup and Usage" or press < S >.
List Price (I)
This field, as well as Book Price, Date List Changed, and
Date Book Changed, may be updated automatically, based on
Accounts Payable Bills (B), by Report # 2-10, INVENTORY
PRICE UPDATE.
Date List Price Changed (I)
Book Price (I)
EXCEPTION: The Ton unit (T or O) is designed to be used
with cost per ton, not per pound, in Book Price.
If you buy the item by the case, enter the cost each, not
the case price, in Book. Enter the number per case in Buy
Quantity/Case.
Date Book Price Changed (I)
Vendor (I)
Print Code (I)
Report# 1-14, INVENTORY PRICE LIST BY PRINT CODE, can be run
for a certain print code or for all print codes.
You can also use Print Code to make subtotals appear on
report # 1-7, INVENTORY VALUE. For each subtotal you want,
bring up the last item# in the section to be subtotaled, and
enter a "T" in the Print Code.
Maximum (I)
Periods may be set up to accomodate seasonal items by
entering more than one maximum, separated by commas. These
periods can be for any length of time you choose. Report #
1-11, INVENTORY ORDER ADVISORY will ask which period
number to use. The period number indicates which maximum
to use, counting from left to right. If the indicated
maximum is blank, or if no period number is specified, the
computer will use the maximum for Period 1.
Minimum (I)
An "N" entered here prevents the INVENTORY ORDER ADVISORY
from suggesting an order for this item, and disables
out-of-stock error messages on the Receivable Invoice
screen (R) for this item. Use this feature for items that
are never stocked, such as discounts or delivery charges.
The "N" may be followed by other characters, as in "N20",
without affecting its function.
An "I" entered here means that this is an Inactive item.
This item will not show up on most inventory reports nor
on the Lookup screen (F6).
ABC VERSION 7.00 - An "O" entered here prevents the
INVENTORY ORDER ADVISORY from suggesting an order for this
item, and removes it from the V9+ An "S" Special order removes the item from lookup when
the available stock is zero.
Discount Setup (I),(Q)
DISCOUNT SETUP - If you enter a number here, the computer
deducts that percent off the List Price. Example: 10 will
give the customer 10% off List Price.
Enter a number followed by L to give a fixed dollar
discount off the List Price. Example: 1.25L will give the
customer $1.25 off List Price.
You can also enter special prices in these fields. Follow
a special price by a dollar sign ($). Example: If you wish
to sell this item for $5.00 enter 5.00$.
To calculate prices as a certain percent over Book Price,
enter E followed by a number. For example, E20 means that
prices will be calculated as 20% over Book Price (cost).
To calculate prices a certain amount over Book Price,
enter E followed by the amount with an F following the
amount. For example, E10F means that the price will be
$10.00 over cost.
QUANTITY DISCOUNTS:
Example: 3,5*10,100*20,500*25/500,1000*30/M
The number to the left of the asterisk (*) (in this case
read "at") is the start quantity for the discount, and the
number to the right of the * is the discount. A comma
divides the discounts. In the above example, a quantity of
0 to 4 receives 3% discount, 5 to 99 receives a 10%
discount, 100 to 499 a 20% discount, etc. The quantity
refers to the absolute value (the total number of pieces,
such as 12 in a dozen or 50 in a case) of the Order Quan-
tity or Ship Quantity, whichever is greater. Characters or
numbers after a "/" specify the unit upon which the Sell
Price is based and are put into Unit on the invoice. The
last two discounts of the example mean that a quantity of
500 to 999 receives a 25% discount priced per 500, and
1000 or more a 30% discount priced per M (1000).
Other options after the slash (/) are:
You may combine a number and a letter. Example: 5M means
priced per 5000.
If the first item in a string is a quantity, it must begin
with a comma (,). You do not need to begin with a comma
when you begin with a discount. For example, 10,100*12 may
be used instead of ,0*10,100*12. (This means 10% off for
quantities under 100, and 12% off for 100 and up.)
Special quantity pricing may also be entered here.
Example: ,12*.60$/12,50*2.90$/C. This means a quantity of
0 to 11 will be sold at regular price, a quantity of 12 to
49 will be priced at $.60 per twelve, and a quantity of 50
and up will be priced at $2.90 per C (100). A dollar sign
($) behind the number indicates it is a price instead of a
discount.
Discount Level E can not be used for quantity pricing.
Group Code (I)
Inventory can be sorted by this code, using Report
# 1-1 INVENTORY LISTING. Select "C" to sort by
Group Code.
Location (I)
Inventory can be sorted by this code, using Report # 1-1
INVENTORY LISTING. When you select this report, you will be
prompted with various options for sorting the listing. Press
"L" for Location.
You can also use Location to put the items in the order you
want for taking physical inventory. Use report #1-35,
PHYSICAL INVENTORY LISTING, and sort by location. When you
enter the count quantities into the computer, using the
Inventory Stock Adjustments screen (=), select "L" to
automatically load items by Location.
You can page through your inventory file by Location, using
Price Update Code (&) (I) (B) (O)
The update code is found on the (&) Set Up A/P & A/R, (I)
Inventory, (B) Bill and (O) Purchase Order creen. It is
automatically set on the (B) Bill and (O) Purchase Order
screen from the (I) Inventory or if none on inventory from
the (&) Set Up A/P & A/R, but may be changed.
Here are some possible entries:
A - Always update the cost (Book price) and the list
price.
B - Update the cost (Book price) if it increased.
D - Always update the cost (Book price).
I - Always update the cost (Book). Update the list price
if it increased.
L - Update the cost (Book) if it increased. Update the
list if it increased.
N - No price update.
F - Freight or Other Adjustment items (sales tax &
discount). Press <F> for more information. The same
information is found by pressing <Shift F1>, selecting
Questions, and then option F.
G - G/L Distributions. Press <L> to see information on
"G/L Distribution." Or press <Shift F1>, select Questions
and then option L.
O - Omit Purchase Order posting. (Don't post this item to
purchase order)
P - Bring up List price instead of Book when entering item
on Bill.
S - Skip Quantity & Price and go to Amount.
Q - Stock Quantity and pricing are not changed by Unit
when purchasing. This is generally used when a number
followed by # is used in Unit. (Q must be the LAST letter
used in the Update Code field.)
Q - Stock Quantity and pricing are not changed by Unit
when purchasing. This is generally used when a number
followed by # is used in Unit. (Q must be the LAST letter
used in the Update Code field.)
$ - Do not apply cash discount to this item. Use this with
items that are not discounted, such as sales tax and
freight. This code may be combined with another function;
example: F$.
Z - Show zero amount on Report # 1-7, INVENTORY VALUE.
(Normally, this report ignores zero purchases. A "Z"
forces the zero value to appear.)
Q - Stock Quantity and pricing are not changed by Unit
when purchasing. This is generally used when a number
followed by # is used in Unit. (Q must be the LAST letter
used in the Update Code field.)
$ - Do not apply cash discount to this item. Use this with
items that are not discounted, such as sales tax and
freight. This code may be combined with another function;
example: F$.
G/L Distributions (I)
Example: 20%1580,30%2580 would divide the entered amount
20% to account 1580 and 30% to account 2580, leaving the
remaining 50% where the amount was entered.
This is used for payments, such as electric bills, that
you want to split between several businesses or persons.
Additional Description (I)
Remark (I)
This field is also used for generating inventory
descriptions. Press <G> for information on "Generating
Descriptions." The same information is found by pressing
<Shift F1>, selecting Questions, and then option G.
When a G is entered in the Update field, the Remark field
is used to specify the distribution percent and the
Account # for automatically dividing an account to
multiple accounts. Press <L> to see information on "G/L
Distributions." The same information is found by pressing
<Shift F1>, selecting Questions, and then option L.
P/O Message (I)
Labor Category (I)
If this field is blank, the computer will consider
this item a material item.
Job Class (I)
If this item is not a job cost item, but you want to enter
it on Bills along with items that are job cost items, enter
a dash (-) here. When you enter this item on a Bill (B), it
will not be included in the cost posted to the job. This is
used, sometimes, for freight, tax or discounts.
MSR MANUFACTURES SUGGESTED RETAIL
Freight & Other Adjustments (I)
Press <F> to see "Freight & Other Adjustments" for
information on how this is calculated. The same
information is found by pressing <Shift F1>,
selecting Questions, and then option F.
Buy Quantity/Case (I)
Restriction (I)
Customer Types are setup on the Y screen.
If the Privilege Code on the Y screen of Customer
Type "A", matches the Restriction code on the
Inventory file, that item can be invoiced to any
customer whose type is "A".
If you try to load the same item on an invoice for
a customer who is not type "A", the computer does
not allow you to. The message, "Item is restricted
for the customer," displays on the screen.
Quantity Per Label (I)
This field can also be used with Report # 2-26,
A/P INVENTORY LABELS. In this case, Qty Per Label
determines how many labels will be printed for
items on an A/P Bill (B). For example, if you
store the item in boxes of 10, you would enter 10
in Qty Per Label to generate a label for each box.
Core/Revision (I)
For more information, from the Shift F1 screen, select
Q Question and then one of the following options:
Core Charges - Setup (I)
In this example, you would set up separate items for the
stove and the installation charge. On the Inventory screen
(I), bring up the stove item and enter an asterisk (*) in
*Core/Revision. Move to the Code field (below Activity
Location) and enter the item# for the corresponding
installation charge. Save the item. Now whenever you enter
the stove item on an order or invoice, the computer will
ask you if you want a core charge. If you press "Y" for
yes, the installation charge item will automatically be
added below the stove item.
Revision Maintenance and Auto-Ordering (I)
For example, suppose you sell educational materials. When
a customer orders a textbook, you want him to receive the
latest revision of the corresponding answer key, if he
hasn't already. To set this up, follow these steps.
(1) Bring up the answer key item on the Inventory file
(I). In the *Core/Revision field enter the revision number
of the answer key. This may be any one-digit number,
letter, or symbol other than an asterisk (*).
(2) Enter the Activity Location, which may be anything
from A1 to T255. (See help for Activity Location). Save
the item.
(3) Bring up the textbook item. In the Code field (below
Activity Location), enter the item# for the answer key.
Save the item.
Now whenever a customer orders the textbook, the computer
will check which version of the answer key the customer
has. If he does not have the latest, you will
automatically be given the option of adding it to the
order. (This works only on orders, not on invoices).
Activity Location (I)
For more information, from the Shift F1 screen, select
Questions and then option A.
To view the revision matrix, use the Activity Grid screen
('x). This screen shows only the first 78 columns, and has
the delete and save functions disabled.
Code (I)
For more information, from the Shift F1 screen, choose
Questions and then the following options:
Commission (I)
Comment (I)
Stock (I)
Buy Description (I)
Item# and Vendor (I)
Enter the vendor's item# first, then a space, and
then the vendor code as set up on the Vendor file
(V).
You can page through your inventory file by Item#
and Vendor, using When entering a purchase order for this item, you
may press
New Item# (I)
1. Re-enter the item under its new item#, as if it were a
brand new item.
(You may be able to use 2. Bring up the old item, go to the New Item# field, enter
the new item# there, and save the item.
Now when you enter A/R Invoices (R) or A/P Bills (B), you
can enter the old item#, and the computer will
automatically use the new item# instead. If the old item
still has a Stock Quantity, the computer will ask if you
want to use the old item or the new one.
You can page through your inventory file by New Item#,
using Note: An item referenced by a New Item# may in turn
reference another New Item#, up to 20 levels deep. When
you enter one of the old item numbers on a bill or
invoice, the computer will start with that item and go
through the chain in the direction of newer items. If any
of the old items is in stock, the computer will give the
option to select old or new item in each case. Circular
references will trigger an error and terminate at the
maximum number of levels.
Weight (I)
This is used in calculating the total weight on Purchase
Orders.
In some customized versions, Weight is used to calculate
discounts or freight charges on A/R Invoices (R).
ABC SCHEDULING MODULE - Enter daily load capacity for this
item. See<Scheduling>
Track Serial # (I)
When you enter an Accounts Payable Bill (B), you will be
asked to enter the serial numbers for each item you are
tracking. This automatically puts those serial numbers on
stock. Then when you enter an Accounts Receivable Invoice
(R), you will be asked to enter the serial numbers for the
items you sold. Those serial numbers will then be taken
out of stock, so that you cannot sell the same serial
number twice. You will be alerted with a message if you
enter the serial number incorrectly.
These serial numbers will be printed on various reports,
such as Report # 1-5, INVENTORY PURCHASE HISTORY and
Report # 1-19, INVENTORY SALES HISTORY.
You may quit tracking serial numbers on a certain item at
any time by typing an "N" in this field, and saving it.
If the field is blank, it will be treated like an "N".
Serial# tracking is not allowed on an item that contains a
slash (/) in the item code.
"L" Lot post total qty to S/N File
"B" Allows more Information but doesn't Post to S/N.
Discount - Special (I)
This discount overrides all other discounts, unless
another discount is greater than that listed here. See
"Discount - A, B, C or D" for help on how to enter
discounts. On the Inventory screen, place the cursor on
the Discount A field and press F1 for Field help.
Lead Time for P/O (I)
Tracking Used Equipment (I)
The used equipment should be assigned distinctive
inventory codes. Our standard prefix is "UE-" followed by
an assigned number. If you use "UE-", then when you are
entering a new item, by pressing Setup a Sale G/L # for used equipment. ABC's standard
number is 595.
If the used equipment is traded in, list it on the invoice
when you sell the new equipment, using the assigned
inventory code with a negative 1 in the quantity. This
puts the item into inventory. Sell price should be the
credit amount that you are allowing for the used
equipment. Your cost can be found by pressing If you are not tracking the trade-in of the equipment,
bring it into inventory by putting it on an adjustment
bill on the B screen, using a positive 1. Your cost can be
found by pressing When you begin repairing the equipment, track the parts
used and labor on a customer order. Put yourself as the
customer on the order. On the first line of the order, put
the used equipment code with nothing in quantity.
When the repairs are done, invoice the order to yourself.
Discount the invoice 100% using the used equipment Sale
G/L #. Add the order total to the trade-in cost that you
had entered in the Book price field on the Inventory
screen.
How to Setup Inventory Items (I)
1. The first field is Item #. Type in the Item# you want
to use for the Item. (You may use letters, numbers or
other symbols.) If there was an item# already in the
field, type right over top of it. Press 2. Type in the desired description and press
3. Press 4. Press the 5. If you do not have a Sale G/L number entered, the
computer beeps and gives this message, "G/L # must be
specified". Press
Paying Bills by Serial Number (I)
2. When the item is entered into the computer on the Bill
Entry screen (B), a unique serial # needs to be assigned
to each one purchased.
3. The Terms for the Bill must have a "Y" in the Pay by
S/N field.
4. On the Check Writing Screen (/), choose Option 1. Press
5. To select for payment, all serial # items on A/R
invoices and all due bills, press "+" on the top line of
the checkwriting screen. To select ALL serial # items,
invoiced or not, and all open bills, press "*" on the top
line. To select by vendor, press "+" or "*" on the line
that has the vendor's name. To select by A/P bill, press
"+" or "*" on the line that has the bill number. To select
individual serial# items, press "+" or "*" on the item
line.
6. When you are finished with your selections, press
Inventory Posted Fields (I)
These fields are updated upon entry of a receivable
invoice or a payable invoice. The Post Date tells when the
last transaction was posted, and indicates which month is
represented in the month-to-date figures.
Inventory Rebate Tracking (I)
The tracking of rebates ties in with the tracking of
serial numbers; therefore, you must track serial numbers
on all items on which you want to give rebates.
A rebate item gets set up on the Inventory file (I) just
like any other serial numbered inventory item, using a Y
in the Track Serial# field. A separate record must then be
set up in the Inventory file (I) for the rebate itself,
also using a Y in the Track Serial# field.
The Item Code for a rebate must be the Item Code of the
rebate item with one of the following characters attached
on the end, which specifies this item as a rebate:
Ampersand (&), Asterisk (*), or Dollar Sign ($).
The Item Description should also specify that this is a
rebate.
You may enter the amount of the rebate in the List Price
field as a negative figure.
When you enter an invoice for a rebate item, you will need
to enter the serial number, as well. The computer
automatically takes this specific serial number off stock
so that you cannot invoice the same serial number twice.
To give the rebate to the customer, you must enter the
rebate on the Receivable Invoice screen (R). This may be
done on the original invoice, AFTER the invoice has been
saved, or it may be entered on a separate invoice if the
rebate is sent in after the original purchase. Either way,
enter the Item Code for the rebate as you had set it up in
the Inventory file (I). Enter the Quantity as a positive
figure and the Amount as a negative figure. When you enter
the Quantity the computer will ask for the serial number.
Enter the serial number of the item for which the rebate
is being given. The computer will check to make sure than
no rebate was given for this specific serial number
before; it will not allow you to give more than one rebate
for one item.
The status and location of items with serial numbers may
be viewed on the Inventory Serial # file ('F).
Generating a Series of Inventory Codes (I)
1. Enter the Item code PNRP. Enter the description PENS,
RITEPOINT.
2. Press
3. Type in the 2nd suffixes, RG,FN,TH,XF,XT, separated by
commas. Press 4. Type Y twice to confirm the first and second suffixes.
5. The computer generates 45 codes and descriptions,
beginning with PNRPBLKFN and ending with PNRPYELXT. Any
information entered with the original code in step # 1,
such as G/L # and Sale Price will also be in each of the
45 records.
<Alt K> Uses multiplier from the inventory file (I) to
calculate Book Price from List Price. If nothing is
entered in the Multiplier field on the Inventory file (I),
it uses the List Price Multiplier on the System Setup
Screen 2 (&).
<Alt L> Uses multiplier from the inventory file (I) to
calculate List Price from Book Price. If nothing is
entered in the Multiplier field on the Inventory file (I),
it uses the List Price Multiplier on the System Setup
Screen 2 (&).
<Shift Up-Arrow> Move cursor to Track Serial#
field, last field on screen.
<Alt 3> Goes to first available item # and vendor.
Data Management Utilities for Inventory (I)
<Alt E> Erase item & load the next one (This is handy
when deleting a series of items. Computer will ask for
verification, and will not delete an item with history.)
<Alt G> Generate new items, with specified suffixes
(Bring up the item; press
<Alt Z> Change Code (Type the new Code and use
<Ctrl D> If you want to enter the same, or almost the same
customer information under a different code, type in the
new code and press
NOTE: The on-screen reports are shown in reverse. For
example,
<Ctrl G> You will receive a message telling you what entry
location and field number your cursor is at. Type in the
number of the entry location you want your cursor to be
moved to and press enter, and your cursor will be moved to
that location.
Enter the code you will use to reference the item. Item
numbers ending with a period (.) are not allowed because
they are used to indicate a remark on the A/R Invoice
screen (R) and the A/P Bill screen (B). Also, do not use a
forward slash (/) in your Item code if you will be
tracking serial numbers on this item. Note: Item codes
ending with &, $ or * should be used for setting up rebate
items Press <R> to see "Tracking Inventory Rebates." The
same information is found by pressing <Shift F1>,
selecting Questions, and then option R.
D for Discount PA for Sales Tax (A/R)
F for Freight PB for Prior Balance
T for Sales Tax FC for Finance Charge
Type the description as it should appear on the
Receivable Invoice.
When you are entering a new item, the computer can
automatically generate the description, based on the
characters in the Item #. Here is a brief summary of the
setup. See the examples following for detailed help.
0 - what follows is optional
1 - one digit number
2 - two digit number
3 - three digit number
8 - two digits in item# printed as whole number &
fraction of eighths (* indicates sixteenths)
$ - three digits printed as money
* - one digit number followed by zero
< - put this description on left
_ - an underline, used before another command, inserts a
space
Result: EBP20 as item#, 20 Eversharp Ballpoint Pens is
description.
EBP50 as item#, 50 Eversharp Ballpoint Pens is .
description
Result: EBPGN40 as item#, 40 Eversharp Ballpoint Pens
Green is description.
Try this: enter #CRD as item#, Red as description and _2
as Remark. Save.
Result: EBPRD12 as item#, 12 Eversharp Ballpoint Pens Red
is description.
Try this: Item# - "P Description - plywood Remark - C
Save.
Item# - #CCD Description - cedar sheets .
Remark - _23 Save.
Result: PCD12400 as item#, 12x400 plywood cedar sheets, is
description.
(We had to use 5 digits at the end of the item# because of
the 23).
Result: PCD12 as item#, 12 plywood cedar sheets, is
description.
PCD24120 as item#, 24x120 plywood cedar sheets, is
description.
Try this: Item# - "OB Description - oil burner Remark - B
Save.
Item# - #BNA Description - *a burner nozzle Remark - _$*
Save.
Result: Item# - OBNA1234 Description - 1.23x40 a burner
nozzle.
(Placing an * in the beginning of the description on the
linking (#) record told the computer not to use the
description on the default (") record.)
Result: Item# - BLCR0204 Description - 1/4x4" carriage
bolt
Result: Item# - BLCR0606 Description - 3/4x6" carriage
bolt
Result: Item# - BLCR0505 Description - 5/8x5" carriage
bolt
Result: Item# - BLCR2303 Description - 2 3/8x3" carriage
bolt
Result: Item# - BLCR*703 Description - 7/16x3" carriage
bolt
Enter the G/L account number of the sales category for this
item. When this item is entered on an A/R Invoice (R), the
Sale G/L# will automatically carry across. When the item is
entered on an A/P Bill (B), the Purchase G/L# will
automatically fill in. The Purchase G/L# is computed by
taking the Sale G/L# and adding the A/P G/L Adder from the
System Setup Screen 2 (&).
If you have more than one sales tax that applies to items
that you sell, you can set them up by using the following
steps.
A single character Tax Group Code can be used in the Tax
field near the end of each item line of an invoice. This
specifies to which Tax Group the item belongs on the
current invoice. If the item has a Tax Group Code that is
"sometimes" taxable under one or more tax codes on that
invoice, you are asked if it's taxable under any of them.
If not, it will be exempt under the "sometimes" codes. If
it is taxable under one of the invoice tax codes, it will
be taxed under all the tax codes on that invoice.
To track items that need to have Use Tax paid on them,
setup Use Tax in the Inventory file. For example, you
could use the code PAU for PA Use Tax. Put a % in the Unit
field. Put the tax rate in the List Price field. Put a U
in the Tax field.
Entering a Multiplier here, Report #2-10, INVENTORY PRICE
UPDATE automatically updates the List Price. You can also
use Multiplier to calculate the Book Price or List Price
using 1%=99.01 19%=84.03 37%=72.99 75%=57.14
2%=98.04 20%=83.33 38%=72.46 80%=55.56
3%=97.09 21%=82.64 39%=71.94 85%=54.05
4%=96.15 22%=81.97 40%=71.43 90%=52.63
5%=95.24 23%=81.30 41%=70.92 95%=51.28
6%=94.34 24%=80.65 42%=70.43 100%=50
7%=93.46 25%=80 43%=69.93 110%=47.62
8%=92.59 26%=79.37 44%=69.44 120%=45.45
9%=91.74 27%=78.74 45%=68.97 130%=43.48
10%=90.91 28%=78.13 46%=68.49 140%=41.67
11%=90.09 29%=77.52 47%=68.03 150%=40
12%=89.29 30%=76.92 48%=67.57 160%=38.46
13%=88.50 31%=76.34 49%=67.11 170%=37.04
14%=87.72 32%=75.76 50%=66.67 180%=35.71
15%=86.96 33%=75.19 55%=64.52 190%=34.48
16%=86.21 34%=74.63 60%=62.50 200%=33.33
17%=85.47 35%=74.07 65%=60.61
18%=84.75 36%=73.53 70%=58.82
Enter the list price (selling price) in dollars and cents
for the unit quantity of this item. This means the price per
dozen, case, hundred, etc.
Enter the date the List Price was last changed.
The computer will update this field whenever it
updates the List Price when using Report # 2-10,
INVENTORY PRICE UPDATE.
Enter the cost of each item. This is a floating point
field which may have up to six decimal places. Notice that
Book Price is the cost each, whereas List Price is based
on the Unit. For example, if you sell the item by the
hundred, enter C in Unit, enter the sell price per hundred
in List, and enter the purchase price per each in Book.
Enter the date the Book Price was last changed.
The computer will update this field whenever it
updates the Book Price when using Report #
2-10, INVENTORY PRICE UPDATE.
If you are using Accounts Payable, enter the
code of the vendor from whom you normally buy
this item. Certain inventory reports print this
code, and some can be sorted by it. It is also
used when generating automatic purchase orders
with Report # 1-11, INVENTORY ORDER ADVISORY.
This field can be used to sort the Inventory file in special
ways, using Report # 1-1, INVENTORY LISTING. For example,
you could use Print Code "A" for a select group of your
inventory. Then when you run Report # 1-1, you could press
P, to sort by print code. Choosing print code "A" would give
you a list of only the A items.
Enter the maximum quantity you wish to have on hand. This
field determines suggested order quantities on the
Inventory Order Advisory report, # 1-11.
Enter the minimum stock quantity you wish to have on hand.
Report # 1-11, INVENTORY ORDER ADVISORY, will suggest
reordering the item when stock quantity falls below this
amount. Periods may be set up to accomodate seasonal items
by entering more than one minimum, separated by commas.
These periods can be for any length of time you choose.
They should correspond to the time periods setup in the
Maximum field.
DISCOUNTS A TO D - This allows the calculation of four
different prices per inventory item. The entry (A B C or
D) in the Discount Level field on the Customer file (C)
specifies which discount that customer gets when invoiced.
If no Discount Level is specified, Discount A will be
used.
C - priced per 100 M - priced per 1000
G - priced per 100 gallons T - priced per 2000 (Ton)
The Group Code field is used for quoted group
pricing of Inventory items, allowing you to
discount a certain group of items to a customer
rather than entering a separate quoted price for
each item you wish to discount to a certain
customer. Use ONLY a SINGLE letter or number for
the Group Code. Put the same letter or number in
the Group Code field of each Inventory item in the
group.
Specify the physical location of the item.
The update code determine how prices for this item
will be updated by report # 2-10 INVENTORY PRICE UPDATE.
Alternatively, you can select certain features of A/P Bill
(B) entry and not use the line in calculating discounts.
An item can be set up so that when it is used on an A/P
Bill (B), the amount is automatically distributed to
multiple G/L accounts. To set up such an item, enter a "G"
in the Update field, and use Remark to specify the
distribution percents and account numbers. Enter the
percentage followed by the percent sign (%) and G/L
account number. Use a comma (,) to separate additional
distributions.
Enter any additional description you want for this
item. This additional description appears on the
printed receivable orders and invoices. It does
not show on the computer screen when you are ent-
ering an Invoice.
Enter any information you wish to keep in reference to
this item.
Enter any special message in relation to this item
as you want it to appear on purchase orders.
ABC JOB COSTING MODULE - Enter the Labor Category
if this is a labor item, which means you want to
use it on Time cards (T). The code you enter here
must be set up on the Category file (K). (See help
for that screen.)
ABC JOB COSTING MODULE - You may enter a code here to
specify which job class this item is in. This code must be
set up on the Job Class file ('J). It will automatically
carry across to job transactions such as Bills (B) and
Material entries (M).
MSR stores the Manufactures Sugested Retail. It
is loaded with parts and image importing.
WRLISTPRICE uses it to calculate list price.
This is a per-each cost, such as freight, that is
in addition to the Book Price. It is automatically
updated from the Bill Entry screen when Report #
2-10 INVENTORY PRICE UPDATE, is run. You may enter
information manually.
If you buy this item in cases, but sell it by the piece,
enter the quantity per case here. When you enter the item on
a Bill (B) or Purchase Order (O), the case price will come
up intead of the each price, and you can enter the number of
cases instead of the unit quantity. When the bill or
purchase order is posted to the item, the computer will
calculate the unit quantity to post to fields such as Stock
Qty and Vendor Order Qty. Also, if you run report # 2-10,
INVENTORY PRICE UPDATE, the computer will calculate the cost
each to update the Book price.
If this field is blank, all customers will have
access to this item. A single character entered in
this field requires the customer to have a type
that allows the customer to buy this item.
This field is used with Report # 3-7, SHIPPING
LABELS FROM ORDERS, to determine the number of
shipping labels to print. The quantity ordered,
divided by this field, is added together for each
line on the order to give the number of packages
needed to ship the order. A label is printed for
each package.
This field has two different uses, both affecting A/R
Invoices and Orders (R). You can use it for (1) automatic
core charges or (2) revision tracking and auto-ordering.
See "Core Charges - Setup" and "Revision Maintenance and
Auto Ordering" for an explanation.
C - Core Charges - Setup
R - Revision Maintenance/Auto-Ordering
Use the core charge option for items you sell that often
have an additional charge associated with them. For
example, suppose you sell stoves, and you charge extra for
installation, which is optional.
Revision Maintenance is used to track which revision a
customer has of a certain item. This information can be
used to automatically order the latest revision of that
item when the customer orders a corresponding item.
This is used with Revision Maintenance and Auto-Ordering.
The computer can maintain revisions on up to 5100 items on
a per-customer basis. To do this, it uses a revision
cross- reference file. This file consists of a matrix with
rows lettered from A to T, and columns from 1 to 255. To
track revisions for a certain item, you need to assign it
a position in this matrix. This position may be anything
from A1 to T255. This is called the Activity Location.
This field has two different uses, both affecting A/R
Invoices and Orders (R). You can use it for (1) automatic
core charges or (2) revision tracking and auto-ordering.
See "Core Charges - Setup" and "Revision Maintenance and
Auto Ordering" for an explanation.
C - Core Charges - Setup
A - Revision Maintenance and Auto-Ordering
Use a letter from A to L to specify what rate of
commission the salesman gets for selling this
item. These codes must be set up on the Salesman
file (S). Commissions are calculated by Report #
3-42, CALCULATE SALESMAN COMMISSION.
This is an information field for your
convenience.
This is an information field, sometimes used with
special programming.
Enter the description you want to appear on
Purchase Orders for this item. If there is nothing
entered here, the computer will use the
information entered in the Description field.
Three fields are provided: Item# and Vendor 1, 2,
and 3, so you can enter the item numbers of your
three major suppliers of this item.
Use this field when the item# for an item changes; for
example, when a supplier changes his parts numbers. To use
this feature, follow these steps:
Enter the weight of the item in pounds per each. (You may
use hundredths of a pound.)
Enter a "Y" here if you wish to track serial numbers on
this item.
This field is used for short-term, special discounts.
This is an information field. Enter the time (in
days) that it takes from ordering to receiving
from your vendor.
Here are instructions on how to track costs, inventory
quantities and inventory value of used equipment that you
repair for resale.
To go to the Inventory file, press
1. The item must be setup on the Inventory file (I) with a
"Y" in the Track Serial # field, close to the bottom
right-hand corner of the screen.
The following fields are restricted and are maintained by
the computer: Post Date, Month-to-Date Buy Amount, Prior
Buy Amount, Month-to-Date Sell Amount, Prior Sell Amount,
Month-to-Date Sell Cost, Month-to-Date Buy Quantity, Prior
Buy Quantity, Month-to-Date Sell Quantity, Prior Sell
Quantity, Month-to-Date Sample Quantity, Prior Sample
Quantity, Sample Quantity 1 Year Ago, Sample Quantity 2
Years Ago, Sell Quantity 1 Year Ago and Sell Quantity 2
Years Ago.
The Inventory file (I) has accommodations for tracking
rebates given to customers after they purchased a rebate
item.
Sometimes you may have inventory codes to setup that begin
the same and have a set of letters or numbers at the end
to make them distinctive. For example, using the code PNRP
(for Pens, Ritepoint) and adding the suffixes, WHT, BRN,
BLK, GRN, YEL, GRY, ORG, BLU and RED to indicate the
available colors. After the color code you want the
suffixes RG, FN, TH, XF, XT to indicate the type of point
available.
Following are a few special keyboard functions you may
need occasionally.