The Inventory Master Record Screen:

Just a reminder:
Your screen may not look exactly as shown due to the large amount of flexibility available to personalize Tracker to best suit your business.

This task enables you to add items to inventory, such as new part numbers.

One of the first tasks you will be required to do after installing your Byte Designs Software System is to enter all your inventory into the System. (Inventory can also be loaded via a pre-load or via importing from a file)

In this section we will restrict explanation to the topic of adding part number records to the inventory master file manually.

When talking about part numbers it means the inventory master record. The part number is most often used to call up the item and its associated information such as description, etc.

This task also enable you to make changes to existing part numbers but details for making changes will be discussed later.

When the program is first loaded, and after each `save' the cursor will be at the Part number prompt.

Type in the part number to be added, followed by pressing the <ENTER> key: DR3054 <ENTER>

The screen will look like this, with the cursor at the Product Group field.

Please note the "NEW Part" announcement in the lower left corner of your screen.

In an effort to get you started with minimum fuss we will discuss fields here very briefly. For additional detail about each Inventory Field please refer to the INVENTORY FIELDS section of this chapter.

We will try to illustrate with suggestions, but please remember that they are only suggestions.

Another reminder - nothing is carved in stone.

If a mistake is made during entry it can usually be easily corrected without having to re-enter the information again.

Information that is not readily available when adding the part number to the Inventory Master File can also be easily added at a later time.

With the cursor at the product group field and the "New Part" announcement shown in the lower left corner of your screen we should first double check to see that the part number was entered correctly.

If the part number was entered incorrectly use the ESC ESC sequence to exit/cancel

If the part number was not entered correctly it is easiest to ESCape back to the part number prompt and to re-enter the number correctly.

Once we have additional information entered we would correct an incorrect part number by `changing' the part number -more on this later.

Part number correct - let's carry on

We must now enter a Product Group code, but first, let's talk a little about the field called Product Group.

What is a Product Group?

The 4 character long Product Group field is used as what could be considered a group identifier.

That means that parts we want to be in the same group would have an identical product group code.

What do we consider to be a group - perhaps we want all ignition parts to be grouped together and all brake parts.

We may carry brake parts for `imports' as well as `domestic' - and we want to know how much volume we are doing separately as well as together.

To subtotal inventory reports by Product Group giving accurate inventory values for each product group.

To print inventory value reports by Product Group and with totals for each Product Group included in the report.

To track sales to Customers by Product Group. (Accounts Receivable module required)

Sales and Profits, Daily, Monthly, Yearly.

A product group code can be 1-4 characters in length. The characters can be letters or numbers.

Selection by Product Group for printing of reports can be made to match 1, 2, 3 or all 4 characters.

When considering assigning a product code to a part number please consider the following.

When selecting product groups for inventory reports the group code has left to right importance.

Lets assume you have part numbers with Product Group codes EADN, ESDN, ESDU, EADU.

The thought behind assigning the codes in this example are:

First digit: Designator for Major Group such as Electrical, Ignition, Brakes, Clutches, etc. For our example the first digit is an E meaning the part number it is assigned to is some kind of Electrical part.

Second digit: Designator of a sub grouping within `Electrical', such as Alternators, Starters, Regulators, etc. Are you starting to `decode' the examples yet?

Third digit: This could be used as a single digit Manufacturers code. D for Delco, B for Blue Streak, etc.

Fourth digit: The digit of least importance. Examples of use are N for New and U for used.

Since the Product Group code does not have to be `keyed in' when calling up part numbers for sale you are totally unrestricted as to product group code design.

With codes as per the examples you can do reports for a `single' Product Group by entering all for digits when selecting a `starting' product group and entering the same 4 digits for `ending' product groups. - These questions will be asked when you do an inventory report.

If the starting and ending codes are different all Product Group codes `between' will also be printed.

If you select fewer digits than your full Product Group the inventory report program will match the digits entered for as many digits as entered. - This means that using our examples: If a report is selected with only `E', all Product Groups starting with `E' will be included in the inventory report giving us a report of all `Electrical' parts.

To limit the report to Electrical, Alternators only you would select `EA'.

While a report can be made for any of the digit positions if the `left to right' rule of importance can be observed your report will print much quicker since an index by product group is maintained for each part number. - This means that no sorting time is required.

Any time you are selecting by other than `left to right' the inventory file is searched sequentially for a match taking somewhat longer than a selection/search by an indexed field such as the Product Group field.

If you are not sure how you want to design Product Group coding best suited for you, may I suggest that you start with a 1 or 2 digit code such as B for brakes, S for starters or H for Honda parts, J for Jaguar, G for GMC, etc.

The Product Group code is easily changed at any time.

Let's continue with additional information for the part number master record.

After the Product Group is entered the cursor will be at the beginning of the Vendor field.

The vendor code can be 1 to 4 digits, numbers or letters.

The vendor field can be used to limit reports, such as suggested order reports, to a particular vendor or supplier.

The contents of the field can be changed at any time, so don't worry if you want to get the inventory in without having all information available.

It is suggested that you make the information entered in this field informative, both for you and your customers.

While the field is 50 characters long, only the first 24 characters of this field are printed as part description on your customers repair/work order invoice or parts invoice.

PLEASE NOTE: While the software now simply `cuts' the description after 24 characters, future releases will give you the option of printing a second line whenever more than 24 characters are used.

To avoid having your description `cut' use only the first 24 characters of Description 1, putting any remaining information in Description 2 or In House fields.

An additional 50 characters of information about the part number, usually used for detail that does not need to appear on the customers invoice.

This field does not display on the `sales screen', It is normally only visible on the Inventory master screen and/or reports. To show this field your counter person's sales screen put a ^ at the beginning or end of the field. The ^ character is commonly called `carat' and is entered with a Shift/6 key.

Example: If you have entered `Fits only 1976, 1978' in the field it would not show on the sales screen. `^Fits only 1976, 1978' or `Fits only 1976, 1978^' would show on the sales screen whenever the part is called up.

Information entered in the `In House' field is displayed on the sales screen whenever the part is called up in `sales'.

If there is a core charge for the item you must indicate this to the System by entering the Core Part Number surrounded by square brackets in the In House field. Example: [DR3054C]

The [CORENUMBER] can be anywhere in the field, that is to say the In House field is not only used for core part numbers but rather as a place to put information about the part that the sales person needs but not the customer.

About Cores

The Byte Designs Software System handles cores as individual Part Numbers. The Part Number is created in the same manner as any other with the exception of a `this part number is a core' indicator, the C in the Misc field.

You have the same pricing levels as with e regular parts so that you can have different core charges for `walk-in' versus `dealer' pricing.

Cores are not discountable by the product code discounting feature of the System. Any discounting would have to be done manually at the time of sale.

The Part number to which a core charge applies has the core part number in the In house field surrounded by square brackets. Whether each part has its own core assigned or similar part have the same core assigned is personal preference dependant on your business.

Cores are tracked when sold on a core part number basis. The core part number is called up automatically in sales, immediately following the item part number.

FOR THE `REBUILDER': You will be able to assign `families' to the core number allowing for tracking by core part number as well as core `family'. (Optional `rebuilder' software module required).

A 5 digit alphanumeric code used to indicate where the part is located. This field can be `indexed' meaning that reports, etc. can be printed by location.

This `miscellaneous' field is used to give the System certain information. Single letters are used to tell the System that this part number is a `core' or a `kit', etc. Letters are added to the field as required. The order of entry does not matter.

Y Charge state/provincial tax on this item. (This is the `default'. Unless the letter N is entered in this field tax will be charged on the item).

Of course it the customer is `tax exempt' tax will not be charged even if the field contains the Y.

N Do not charge tax for this item on a normally taxable sale. As an example: if magazines are not normally taxed in your area put an N in the `misc' field.

If the part number is actually a core a Y or N is not required. The C used indicate that `this is a core' has special meaning.

C Put a C in the `misc' field to tell the System that the part number is a `core'. Depending on how you `personalized' your System during installation tax will or will not be charged on cores.

S Means that the item is `serialized', that is to say it has a serial number associated with it. (Optional `serial number' module adds serial number tracking feature).

K Means the part number is a `kit'. That is to say whenever a `kit' is sold inventory of each kit component as defined in the Kit Add/Edit task. SEE: Inventory Sub-menu.

Fields you may want to fill in later

The next few fields can easily be `skipped' during the initial inventory load and `filled in' later. For information on fields such as Fob cost, buy and sell units, etc. please see the section INVENTORY FIELDS.

Enter the cost of the item.

If you have personalized your Byte Designs Software System with Add-Mode on the System will place the decimal point for you. 123 will be 1.23, 100 will be 1.00. You could also enter 1.<<ENTER>> to make 1.00.

If you don't have an accurate cost available you may want to estimate your cost for the interim. Cost is used when calculating profits by Product Group, profits by Repair/Work order invoice, parts invoice, etc.

If you want the System to `calculate' cost then leave cost zero (0.00) by pressing the <<ENTER>> key to continue to the next field, the Desired Margin field.

The first field on the line titled "List" is actually Desired Margin as indicated by the heading "DM%".

The Desired Margin field can be used to calculate the Selling Price or Cost.

If the Cost field has an amount in it the value entered in the DM field will be used to calculate the Selling Price.

The calculated Selling Price will be displayed in the Selling Price field as a `suggested' amount. To accept it press <<ENTER>>

If the Cost field is zero the value entered in the DM field will be used as a discount to calculate cost from the amount entered in the first Selling Price field.

First Selling Price is the field with the heading of "Price" on the line titled "List".

It is suggested that you arrive at the Selling Price through the calculation based on cost and dm.

This means that the Selling Price is calculated for you and `suggested' in the Selling Price field. It it's ok simply press the <<ENTER>> key. If not, you can over type the `suggested' with the amount you want - or - use the UP ARROW to return to the DM field to enter another value to use to calculate a new Selling Price.

As a Selling Price is calculated or entered the `actual' gross margin is calculated and displayed in the field immediately to the right of the Selling Price.

This field is not accessible to input. It is always calculated as a Selling Price or the Cost changes.

Enter the remaining Selling Prices as required, by entering a value in each DM field.

Whether the remaining Selling Prices are based on Cost or List is dependent on how you personalised your Software System. If your System calculates the remaining prices based on a discount off List, the value entered in each DM is actually a discount.

Enter the quantity on hand for this part number.

If you don't have an accurate inventory account available, don't let it keep you from using your computer.

Let the quantity go `minus' as you sell parts the System doesn't think you have. - Then when you have time take physical inventory, perhaps a Product Group at a time.

Even though you couldn't check stock for `on hand' until the inventory is accurate, you are collecting sales history.

Enter the quantity at which you want to reorder.

A suggestion is to enter a minimum of at least 1 if want be reminded to reorder before `running out'.

Enter the maximum quantity you want on your shelves.

The System will suggest to reorder when the Minimum is reached and will suggest to reorder sufficient quantity to reach Maximum.

Press the F2 key to save the part number just entered and you will be back at the part number prompt, ready to enter the next number.

About loading inventory

You may not want to think about minimum's and maximums at a time when what is foremost on your mind is - let's get the inventory in.

Perhaps you have recruited extra help to get that job done -yet who knows min's and max's better then you?

You may want to start out simple. If you want to stock the item - make the minimum and maximum 1 (one).

If you want the item only for pricing information or you only get it when needed - set the min and max to 0 (zero).

Then do the min's and max's yourself as needed and time permits.

Even though you have already done the `F2' to save the part number to disk let's briefly discuss the remaining fields.

If you haven't done so yet press F2 to save the part number to disk.

This is only the `third' time I've mentioned to press `F2' to save the part number to disk - please don't be offended. You're probably saying `enough already', I only want to impress the importance of saving the information just entered to disk - done by pressing the F2 key.

Let's get on with some information about the rest of the inventory fields.

Suggested Order Quantity is a calculated field based on values in Minimum, Maximum and Quantity on Hand fields.

The Suggested field is continuously updated as fields that effect the Suggested are changed through editing and/or sales.

History fields are normally updated automatically by various tasks of the System.

Month to Date (Mtd), Previous Month (Pr/M), Year to Date (Ytd) and Previous Year (Pr/Y) fields for sales and update automatically by the repair/work order task or manually by recording sales activity with Inventory Sub-menu selection 2) Update Quantity Sold.

Month to Date (Mtd), Previous Month (Pr/M), Year to Date (Ytd) and Previous Year (Pr/Y) fields for purchases are by recording quantities received with Inventory Sub-menu selection 3) Update Quantity Received.

If you have the Purchasing/Accounts Payable module installed purchase history will be updated by that module.