Inventory Control Menu -> Inventory Inquiry -> Product Information window -> Sales Inventory Inquiry only
Purchase Order Menu -> Purchase Order detail -> Order Qty field window -> Product Information window -> Sales Inventory Inquiry only
Create New Sales Part:
To enter new Sales items click the ADD button and
proceed as outlined in Add Sales Parts.
The ADD button is only active if the operator has
role permission to Add Sale Inventory as defined in the
"Miscellaneous" window of the Security
Role that is assigned in the Operators.
Alternatively, Clone Rental or Sales
Products may be used to copy product information already setup
to a new product number.
Note: Sales Inventory records can also be accessed from FL - Parts.
Modify Existing Sales Part Record:
View and update existing sales product records as follows.
Note: Most of these fields can also be updated using the Inventory Clean-Up utility.
Detailed Product Inquiry
Once the product number as been selected click the
INQUIRY button at the bottom of the screen to view
the product history as outlined in Inventory
Inquiry.
If the product description is manually changed and this product
is included in a Kit the operator is given
the option to also update this description on the Kit but only if
the original descriptions are an exact match.
If the product description is changed by the Export/Import Inventory Clean-up utility and this
product is included in a Kit the
description on the Kit is also updated but only if the original
descriptions are an exact match.
Note: The product description can always be over-typed on the document.
This field can be used to set the alternate language description
for this product.
The “Alternate Language Descriptions” assigned to Sales Products
and to Rental Assets can also be updated from the Export/Import Inventory Clean-up utility.
If the product alternate language description is manually
changed and this product is included in a Kit the operator is given the option to also
update this alternate language description on the Kit but only if
the original alternate language descriptions are an exact
match.
If the product alternate language description is changed by the
Export/Import Inventory Clean-up utility and
this product is included in a Kit the
alternate language description on the Kit is also updated but only
if the original alternate language descriptions are an exact
match.
Note: The inventory search does not use the alternate language description. This is just a printing feature for the customer documents such as reservations, contracts and invoices.
The Update Product Vendor utility can be used to update this primary Vendor # field for a selection of products.
Other suppliers with their pricing for this product can be setup in the Alternate Vendor Purchasing table.
This field is display only because the vendor product number is
tied to Warehouse Receiving records.
If this number needs to be changed, use Update
Vendor Product# And Description which also updates the
corresponding Warehouse Receiving records correctly.
Note: When the SmartEquip feature is activated in the Software Integration, each Sales part in a Group used by SmartEquip should have a unique Vendor Product #, because the "Group" or "Stock Class" is associated directly with a single Vendor.
The Clone Group Information to Products can be used to copy the description defined for the Group to the existing products within that Group, becoming the product Description and the product Vendor Description.
This is information only.
To change the class use the utility Update
Class/Group/Vendor on Product or in Restructure Class/Group/Rates/Tag, and the change is
tracked in the Audit Log.
This is information only in order to ensure that all product
bookings according to the Group are properly maintained.
To change a group assigned to a product, use Update Class/Group/Vendor on Product or Restructure Class/Group/Rates/Tag.
Any change in Group is tracked in the Audit
Log.
The Clone Group Information to Products can be used to copy selected values defined for the Group to the existing products within that Group.
SmartEquip - Duplicate Part Warning:
The SmartEquip - Duplicate Products in Same
Stock Class warning is triggered if the SmartEquip feature is activated in the Software Integration, when the Sales part has been
assigned the same Vendor Product # as another Sales part in
the same Group.
The warning is displayed with all matches to the Vendor Product
# in the Group but it does not stop the operator from
proceeding.
This box is checked if this sales product is tracked by the
serial #'s on each item.
Click the icon to access the list of serial
numbers as outlined in Serial Numbers.
This flag is display only, but can be changed in the Change Serial# Flag utility.
Serial # Inquiry By Product can be used to
review serial numbers for Sales products.
Uncheck this box if your firm always registers the serial
numbers on this product when each unit is received in
inventory.
Check this box if your firm prefers to log serial numbers when this
sales item is used or sold.
Note: If "Time of Sale" is set for a product, serial numbers cannot be entered in receiving. However they can still be entered manually in Sales Inventory if required.
Check this box if this serialized sales part is used on Non-Bulk
Metered Rental products and the usage should be tracked.
Uncheck this box if usage tracking is not required.
The tracking flag and any meter tracking details can be viewed
in Inventory Inquiry.
Serialized Sales Meter Usage can be used
to report the usage tracking details and to evaluate the life
expectancy of a serialized sales part.
Uncheck this box if the item is not part of inventory (re-rental
items or other generic items).
The item will still be included in Inventory
Search but, will not be included as part of the total value
when the Inventory Value Report is
printed.
Note: In Purchase Order entry when a Sales or Rental product is ordered that is not flagged as inventory, the option is provided to change this Inventory flag if the operator has Security Role Permission to Change Inventory Flag During P.O. Entry as set in the "Document Field Access".
Any change to this flag is tracked in the Audit Log.
Refer to Inventory Flag Defaults for
information on how this flag is set when inventory is "auto-added"
into Sales Inventory.
The Inventory Listing Report provides this flag in the filter selection and includes the value on the output.
Note: List Price Matrix Exceptions can be run to identify products that do not utilize matrix price updates.
Alternatively, use the Markup Based on Margin Calculator window to calculate the Markup% from a margin amount.
Note: Over-typing the List Price will not cause the markup % to
recalculate, nor will changing the markup % automatically
recalculate the List Price if it has already been accepted.
To force the List Price to be recalculated based on the current
markup, first reset the List Price to zero. Then reset the
Markup% to the new percent value.
Any changes made to the List Price are tracked.
The List Price Changes window on the
List Price field is provide to view Price Change
History.
Some bulk items such bolts and screws may require a list price
of greater than 2 decimal points.
To configure this option, contact Texada Support to activate the
"Allow Fractional Cents for Sale Item List Price" in the
Support Application Parameters.
The Alternate List can also be captured for Sales or Rental Inventory in the Inventory Clean-Up export for products.
Note: It is possible that the same item calling the kit is also
included in the kit, however this structure can cause a loop to be
created recalling the kit repeatedly.
If the kit must be setup this way, to break the loop on the
document un-select the product the second time the same kit is
presented.
The Clone Group Information to Products
can be used to copy the Kit defined for the Group to the existing products within that Group,
removing and replacing any existing Kit on the
products.
Note: It is possible that the same item calling the SSL is also
included in the SSL, however this structure can cause a loop to be
created recalling the SSL repeatedly.
If the SSL must be setup this way, to break the loop on the
document un-select the product the second time the same SSL is
presented.
The Clone Group Information to Products
can be used to copy the SSL defined for the Group to the existing products within that Group,
removing and replacing any existing SSL on the
products.
This flag to display the product on the website applies to the Portal as outlined in Portal Overview.
This flag can also be setup for products in Inventory/Division Settings.
This image applies to both the Gateway as outlined in Portal Overview and the Kiosk feature as outlined in Kiosk Shopping.
This image can also be setup for products in Inventory/Division Settings.
Note: Any products on a Purchase Order
that has been cancelled are not reflected in this count.
A cancelled P.O. is not included in the Rebuild Quantity on Purchase Order calculation or
in the Open Purchase Order Report.
Window to view the Purchase Orders for this product as outlined
in View Document Information.
Purchase Orders listed in this window by Open or Closed Status,
reflect the status of the P.O. header, and do not consider specific
products that may be partially or fully received on the P.O.
Note: This total count On P.O. and the supporting P.O. details in the window, may not match the location quantity shown as On P.O. in the Locations window on the Quantity On Hand field, as the location quantity needs to include product quantities being 'Transferred Out' of that location in order to reconcile availability and re-order requirements.
Window to view the Contracts for this product as outlined in View Document Information.
Window to view the Reservations for this product as outlined in View Document Information.
Window to view the Orders for this product as outlined in View Document Information.
Note: This total count On Order and the supporting Order details in the window, may not match the location quantity shown as On Order in the Locations window on the Quantity On Hand field, as the location quantity needs to include product quantities being 'Transferred In' to that location in order to reconcile availability and re-order requirements.
Note: If the Quantity On Hand becomes out of sync with
the total quantity at the locations, and needs to be reset, a
warning indicator is displayed on the screen.
Click on the ? for an explanation and reset the On Hand
quantity as instructed.
No audit record is generated.
Location Quantity Details:
To update the quantity displayed, assign the quantity to a product
location in the Locations (RSIL)
window.
Note: If Sales Item Average Cost by Location processing has been activated in the Support Application Parameters, location records cannot be deleted here.
Date Counted by Location:
Note: The Date Last Moved and Last Invoice# will not be updated if the document date is less than the current Date Last Moved, to prevent old transactions from back-dating the last moved information.
This date can be used as the preferred inventory sort in the Inventory Search window, when setup as the Non-Bulk Rental Primary Sort choice for a division in the Division Inventory Parameters.
If required, manual cost adjustments can be made using Update Product Costs & Prices.
Note: If the "Cost Type" selected is Average for the item but
the "Average Cost Each" is zero at the time of posting a sale of
this item, then the invoice will be held back from posting with no
cost, and will be included in the Daily Close
2 Error Log.
Use View Product Cost On Invoice Details
to assign a cost and resume the posting with Daily Close
2.
Select Zero Cost when the cost of the item should post as
zero.
This usually applies when the merchandise has already been
expensed, and no "Average Cost Each" is required.
Select % of Sale to calculate the cost as a percentage of
the selling price on the product for that invoice.
Enter the percent to be used in the Cost% field below.
e.g. If the cost % was set to 70.000, and if the selling price was $10.00 the cost would post at $7.00
Note: Sales Parts assigned a % of Sale can also post a zero cost if the Sale List was zero.
Select Prompt if the cost for this product varies and needs to be entered each time the part is sold, either in the Daily Close 2 posting process or when the Invoice detail is entered.
The ability to enter a cost on the invoice is controlled by
operator Security Role as flagged in the
"Miscellaneous" window of Role
Permissions.
If the operator has permission, a window then opens in the Invoice
so the correct cost can be entered for this part.
If the Cost is not entered in the Invoice, the cost must be entered
in the Daily Close process prior to posting.
Parts flagged to Prompt for Cost are not used in the Texada Web app as costs are not captured from TW.
Note: When a Sales part has a Cost Type other than
"Average" assigned, and an Average Cost Each is also
entered, it is the Cost Type that is used in the inventory
postings to determine on how the cost should be posted to the
General Ledger, and the 'Average Cost Each' value is
ignored.
The factor will be used to convert the cost on the invoice
(during Accounts Payable invoice entry) to the final purchase
cost.
e.g. If the invoice unit cost of an item was $10.00 and the L.C.F.
was 1.2, then the final unit price including brokerage, duty and
freight would be $12.00.
This field is display only and is updated when inventory is
purchased and either the costs are entered in the A/P Invoice, or
the costs are updated in Warehouse Receiving.
Default Duty/Brokerage and Freight percentages can be setup for
individual suppliers in Vendor
Information.
The currency exchange rate is setup in Currency Codes.
The L.C.F. formula is:
LCF = Round((Exchange * Duty/Brokerage * Freight),4)
e.g. Exchange 57.53%, Duty/Brokerage 2%, Freight 3%
LCF = (1.5753 x 1.02 x 1.03) Rounded to 4 decimal places
LCF = 1.6550
Note: If required, the LCF can be updated through the Update Product Costs & Prices utility.
This field is disabled if there is no attachment directory defined in Company Miscellaneous Parameters.
Note: To avoid confusion, a barcode number must be unique and cannot be the same as any other product number in the system.
The Clone Group Information to Products can be used to copy the safety notes assigned to the Group to the existing products within that Group, replacing any existing Safety Notes.
The Clone Group Information to Products can be used to copy the specifications assigned to the Group to the existing products within that Group, replacing any existing specifications.
This flag can also be set by the Inventory Clean-Up tool.
Step 1) In Sales Product Classes - setup for zero cost class:
PRODUCT CLASS: 798 DESCRIPTION: EXPENSED ON PURCHASE CLASS G/L Acct Account Description COST OF GOODS SOLD 2999 SUSPENSE ACCOUNT REVENUE ACCOUNT 4100 MERCHANDISE SALES INVENTORY ACCOUNT 4510 COST OF MERCHANDISE SOLD
The Inventory Account should be set to the COGS G/L account, to force these sales items to be expensed directly to "COST OF MERCHANDISE SOLD" expense accounts, when they are purchased.
Step 2) In Sales Inventory, follow this setup:
PRODUCT #: MZ DESCRIPTION: MISC ZERO COST SALES (This description will be over-typed with the actual description when the product# MZ is used in Invoicing) PRODUCT CLASS 798 (See above for explanation of G/L accounts) VENDOR # Unassigned vendor SERIAL # N AVG COST EACH (Updated when inventory costs are entered in A/P) COST TYPE Zero Cost ZERO COST ITEM LIST PRICE 0.00 (Operator fills in on invoice for each sale) INVENTORY N (If this is not a real product then it should not appear on inventory lists or reports) LOCATION (This is updated as inventory is received)Note: If this product is NOT received in inventory, and is manually A/P invoiced directly to the COGS, enter a generous quantity at each location, since the quantity will only ever decrease with each sale or repair.
Purchasing:
When the items are received and A/P
invoiced, the correct quantities are entered into inventory, the
average cost is updated, and the purchase cost is expensed to
COGS.
Selling:
Because the product is setup in Step 2
as a zero cost item, only the Revenue posts to the General
Ledger.
Set the product Cost Type to "Prompt" for cost in the
Invoice or in the Daily Close 2 posting, as the product cost will
vary with each product.
The operator's role permissions control whether the prompt for this
cost is triggered on the document, otherwise it must be entered in
the DAILY CLOSE 2 posting process.
The G/L accounts in the Misc Sales Product Class should be setup
according to Step 1 below.
Step 1) In Sales Product Classes - setup for prompt for cost class:
PRODUCT CLASS: 799 DESCRIPTION: MISC SALES G/L Acct Account Description COST OF GOODS SOLD 4510 COST OF MERCHANDISE SOLD REVENUE ACCOUNT 4100 MERCHANDISE SALES INVENTORY ACCOUNT 1240 SALES INVENTORY
Step 2) In Sales Inventory, follow this setup:
PRODUCT # MS DESCRIPTION MISC SALES (This description will be over-typed with the actual description when the product# MS is used in Invoicing) PRODUCT CLASS 799 (See above for explanation of G/L accounts) VENDOR # Unassigned vendor SERIAL # N AVG COST EACH (Updated as inventory costs are entered) COST TYPE Prompt PROMPT FOR COST PRICE 0.00 (Operator fills in on invoice for each sale) INVENTORY N (If this is not a real product it should not appear on inventory lists or reports) LOCATIONS (This is updated as inventory is received)
Purchasing:
When the Misc Sales items are received
and A/P invoiced, the correct quantities are entered into
inventory, the average cost is updated, and the Inventory value is
posted.
Selling:
Because the cost varies for this product and it
is setup in Step 2 as a miscellaneous cost item, the cost
needs to be entered at invoicing or at daily close. The correct
cost then posts to the COGS and to the Inventory accounts. The sale
price per the invoice, posts to the Revenue account.
ACTIONS:
Additional actions provided by buttons on
the Sales Product screen include:
To delete an existing sales part, click the DELETE button before selecting the item, as outlined in Delete a Product.
If a product is deleted, an audit record is generating tracking the Operator and the Date when the product was deleted. This can be viewed in Delete Log for function RSPF95.
Inventory Inquiry:
After selecting a sales part, click the INQUIRY
button to view the information on this product as outlined in
Inventory Inquiry, according to the
Inventory Inquiry Categories security assign to the
operator.
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