TrueERP wiki - User contributions [en]

35. Tax Codes

2015-10-29T21:19:05Z

JoMac:

'''Tax Codes'''

'Tax Code' is a federal government document, numbering tens of thousands of pages that details the rules individuals and businesses must follow, in remitting a percentage of their incomes to the federal government.

'''Tax Codes- Do you understand the difference between the purchase tax codes and the sales tax code?'''

* The '''Purchase Tax Codes''' are applied to your PO's to your ''suppliers''.

* The '''Sales Tax Codes''' are applied to your Sale's Order or Invoices to your ''customers''.

These are set per your region.

To set your Default Tax Codes:
* Utilities
* Preferences
* Inventory
* Under Default Tax Codes for New Product

This is where you would adjust your Purchase Tax Code and your Sales Tax Code for your region.

34. Product Movement

2015-10-29T21:09:53Z

JoMac:

'''Product Movement'''

Data showing the volume of each product's sales by day, week, period and/or quarter.

'''Product Movement- Do you know how to view your average cost of a product?'''

From the '''Main Menu'''
* Select '''Inventory'''
* '''Products Express List''' button.
* Double click your selected '''product'''
* Under the '''Main''' tab towards the bottom left corner you will see your '''Average Cost''' box
* To get an '''Average Cost''' ensure you have entered a '''Buy Price''' and '''Sell Price''' when you first set up the Product, then as the product is bought and sold the Average Cost will calculate as you go

This is activated in Preferences:
* Select '''Utilities Module'''
* Preferences button
* Inventory
* In the General area, to the right '''Stock Cost System''' - select the '''Average''' radio button
* Click '''Save'''

33. Costing Methods

2015-10-29T21:00:50Z

JoMac:

'''Costing Methods'''

Costing methods are accounting techniques that are used to help understand the value of inputs and outputs in a production process. By tracking and categorizing this information according to a rigorous accounting system, corporate management can determine with a high degree of accuracy the cost per unit of production and other key performance indicators.

'''Costing Methods- Has the different costing systems within the ERP been explained?'''

There are 4 costing methods:

* Your '''Average Cost''' is the cost of the product averaged by your different supplier costs (if applicable).

* Your '''Landed Cost''' is the total amount including any shipping/freight charges.

* Your '''Manufactured Cost''' is the cost it takes to manufacture your product.

* Your '''Last Cost''' is the most recent cost you bought your product for (it has no other calculations factored into the total amount).

31. Drill Down

2015-10-29T20:26:42Z

JoMac:

'''Drill Down'''

In information technology to drill down means to move from one place to another, information to detailed data by focusing in on something. In a GUI-environment, "drilling-down" may involve clicking on some representation in order to reveal more detail.

'''Drill Down- Do you know that the history screens are drill-able within each product?'''

* At any point you can '''drill down''' a line item in your '''Customer History''' tab including the
'''Supplier History''' tab to view the original Invoice. Simply double click any entry in a report and it will take you to the base of that transaction.
* Both tabs are found in your '''Product Card'''

30. Customer History

2015-10-29T19:57:28Z

JoMac:

'''Customer History'''

To display a full range of reports relating to this Customers history.

'''Customer History- Do you know how to get a date driven sales history report from within the product card?'''

From the '''Main Menu'''
* Select '''Inventory'''
* '''Products Express List''' button
* Double click your selected '''product'''
* Under the '''Customer History''' tab you can view all of your previous transactions with all of the details included
* This screen automatically defaults to the Appointments list for the Customer.
* The choice of reporting options within this screen cover:
1. Appointments

2. AR Notes

3. Calls (If Call Monitoring is activated)

4. Hired Items, Invoices

5. Job Profit

6. Loyalty

7. Payroll Jobs

8. Product Sales

8. Quotes

9. Sales Orders

10. Statements

11. Time-sheet
* On the top right of the '''Customer History''' tab you can search by dates and/or filters
* Select any of the transactions you wish to run a sales report on
* Click the '''Open''' button at the bottom of the screen and a '''Sales Report''' will appear

29. Supplier History

2015-10-29T19:43:06Z

JoMac:

'''Supplier History'''

This reviews the payment history for a supplier, or a group of suppliers with the same supplier type. You can review the payments you made during a time range you specify.
This provides totals for the payments made to each supplier site, each supplier, and all suppliers included. If you choose to include the invoice details, payable's displays the paid invoice's invoice number, date, invoice amount, and amount paid by the payment.

'''Supplier History- Do you know how to get a date driven purchase history from within the product card?'''

From the '''Main Menu'''
* Select '''Inventory'''
* '''Products Express List''' button.
* Double click your selected '''product'''
* Under the '''Supplier History''' tab you can view all of your previous PO's
* On the top right of the '''Supplier History''' tab you can search by dates and/or filters
* Within this tab you can view all Transaction History for the supplier by specified date
1. Supplier Statement

2. Purchase Orders

3. Bills

4. Cheques and Payments - these are the options available in History tab to give you in depth history of a particular supplier.

In here you can search any column and the search functions F5, F6, and F7 are available too.

28. Buy and Sell

2015-10-27T19:43:16Z

JoMac:

'''Buy and Sell'''

Inventory and other products and services you buy or sell.

'''Buy and Sell- Create and process PO's and Invoices for your new product'''

'''How To Create a New Purchase Order:'''

* Select the ''''Purchases''' module
* Select the 'Purchase Order' button
* Select the name of the Supplier from the 'Supplier Name' Drop-down Box
* Select a Foreign Currency Code (if Applicable) and the current Exchange Rate
* Select the Product you wish to add to the Purchase order by typing the Product Name into the 'Name' Field - An alternative to select a product to insert into the Purchase Order is to double click on the 'Name' field to open the Product List, Search for the Product and double click the Product to insert it into the Purchase Order
* If the Product is to be purchased for a particular 'Department', Type the Department Name into the 'Department' Field (If Applicable)
* Select the applicable Units of Measure from the 'Units' Drop-down
* Type in the Quantity you wish to order in the 'Qty' Field
* In the case that the product price has changed type the new Price into the 'Cost(Ex)'
* If the product is for a specific Customer or Job type the Customer's Name into the 'Customer: Job' Field
* Push the 'Tab' Key on your Keyboard to Tab through to the next line
* Repeat the above process steps to insert multiple products into the Purchase Order.
* Click 'Save' to Complete the Purchase Order Transaction

Alternatively if you select either the 'Preview' or 'Print' Buttons you will have the ability to view & print your Purchase Orders.

'''How to Create a New Invoice:'''

* '''Sales''' module
* Select the 'Invoice' button
* Select a 'Customer' from the drop-down list
* You will notice that the Customer's Shipping Address and Posting Address will flow through from the Customer's Card into the Invoice
* To change the Ship To address, double click on the Ship To address and record a new (additional) shipping address or select a shipping address from the drop down list in the Shipping Address screen.

The following fields in the Invoice form will be populated from the Customer's Card:
- Invoice To (bill to address) - Ship To (physical address) - Department - Currency Code - Via (shipping method) - Terms

* If necessary, change the 'Department' using the drop-down list. The income earned with this Invoice will flow through to this Department.
* If necessary, change the 'Currency Code' using the drop-down list and adjust the 'Exchange Rate' by editing the text box
* If necessary, tick/un-tick the 'Hold Sale' option accordingly
* If necessary, tick the 'Wholesale Price' option accordingly. This will apply Wholesale Price/Discount to Products in this Invoice (see New Products for more details)
* If necessary, type in the Customer's Purchase Order number in the 'P.O. Number' textbox.
* If necessary, change the employee responsible to this Invoice using the 'Rep' drop-down list
* If necessary, change the Shipping Date using the drop-down list
* If necessary, select/change the Shipping Method in the 'Via' drop-down list
* If necessary, change the payment term for this Invoice in the 'Terms' drop-down list.
* When you change the 'Terms', the 'Due Date' field will change accordingly to reflect that term
* Select a Product using the 'Name' drop-down field. When you select a product, its details populate from the Product Card into its line in the Invoice.
* Units displays the default Unit of Measure for the product - change if required
* Enter Quantity Ordered - type in the Ordered quantity, one or both of the next 2 fields will populate. If the chosen Department has these items in stock, ERP will automatically populate the Shipped field. If the Department does not have these items in stock, the BO field will be populated.
* Enter the quantity allocated to be shipped
* BO - displays the difference between Ordered and shipped and these will be placed on Back Order
* Description - displays the Sales Description from the product card
* Price (Inc) - displays the Price (Inc) per unit from the product card after allowing for any quantity or customer discounts
* Code - displays the Tax code from the Product File
* Tax - displays the Tax amount
* Discount($) - enter the amount of any additional discount given in currency
* Amount(Inc) - displays the total amount for the line, being quantity x price less discount
* Press the down arrow in your keyboard to add more products to the Invoice
* Any relevant notes can be added to the Comments field. These will appear on the Sales Order when printed, faxed or emailed to the Customer.

Your basic Invoice is done. You can now save it by clicking on:
* 'Save'
* 'Print' - by clicking on 'Print'
* or 'Preview' before printing by clicking on 'Preview'. You can also print a delivery docket or picking slip

Note: Saved Invoices with shipped items will be available on the normal Invoice List and Invoices with back order items will be available in the Back Order by Invoice List. If you save an Invoice with both shipped and BO items, it will be available in the normal Invoice List and a new Invoice will be created with the Back Order items in it and saved into the Back Order by Invoice List.

28. Buy and Sell

2015-10-27T19:42:35Z

JoMac:

'''Buy and Sell'''

Inventory and other products and services you buy or sell.

'''Buy and Sell- Create and process PO's and Invoices for your new product'''

How To Create a New Purchase Order:

* Select the ''''Purchases''' module
* Select the 'Purchase Order' button
* Select the name of the Supplier from the 'Supplier Name' Drop-down Box
* Select a Foreign Currency Code (if Applicable) and the current Exchange Rate
* Select the Product you wish to add to the Purchase order by typing the Product Name into the 'Name' Field - An alternative to select a product to insert into the Purchase Order is to double click on the 'Name' field to open the Product List, Search for the Product and double click the Product to insert it into the Purchase Order
* If the Product is to be purchased for a particular 'Department', Type the Department Name into the 'Department' Field (If Applicable)
* Select the applicable Units of Measure from the 'Units' Drop-down
* Type in the Quantity you wish to order in the 'Qty' Field
* In the case that the product price has changed type the new Price into the 'Cost(Ex)'
* If the product is for a specific Customer or Job type the Customer's Name into the 'Customer: Job' Field
* Push the 'Tab' Key on your Keyboard to Tab through to the next line
* Repeat the above process steps to insert multiple products into the Purchase Order.
* Click 'Save' to Complete the Purchase Order Transaction

Alternatively if you select either the 'Preview' or 'Print' Buttons you will have the ability to view & print your Purchase Orders.

How to Create a New Invoice:

* '''Sales''' module
* Select the 'Invoice' button
* Select a 'Customer' from the drop-down list
* You will notice that the Customer's Shipping Address and Posting Address will flow through from the Customer's Card into the Invoice
* To change the Ship To address, double click on the Ship To address and record a new (additional) shipping address or select a shipping address from the drop down list in the Shipping Address screen.

The following fields in the Invoice form will be populated from the Customer's Card:
- Invoice To (bill to address) - Ship To (physical address) - Department - Currency Code - Via (shipping method) - Terms

* If necessary, change the 'Department' using the drop-down list. The income earned with this Invoice will flow through to this Department.
* If necessary, change the 'Currency Code' using the drop-down list and adjust the 'Exchange Rate' by editing the text box
* If necessary, tick/un-tick the 'Hold Sale' option accordingly
* If necessary, tick the 'Wholesale Price' option accordingly. This will apply Wholesale Price/Discount to Products in this Invoice (see New Products for more details)
* If necessary, type in the Customer's Purchase Order number in the 'P.O. Number' textbox.
* If necessary, change the employee responsible to this Invoice using the 'Rep' drop-down list
* If necessary, change the Shipping Date using the drop-down list
* If necessary, select/change the Shipping Method in the 'Via' drop-down list
* If necessary, change the payment term for this Invoice in the 'Terms' drop-down list.
* When you change the 'Terms', the 'Due Date' field will change accordingly to reflect that term
* Select a Product using the 'Name' drop-down field. When you select a product, its details populate from the Product Card into its line in the Invoice.
* Units displays the default Unit of Measure for the product - change if required
* Enter Quantity Ordered - type in the Ordered quantity, one or both of the next 2 fields will populate. If the chosen Department has these items in stock, ERP will automatically populate the Shipped field. If the Department does not have these items in stock, the BO field will be populated.
* Enter the quantity allocated to be shipped
* BO - displays the difference between Ordered and shipped and these will be placed on Back Order
* Description - displays the Sales Description from the product card
* Price (Inc) - displays the Price (Inc) per unit from the product card after allowing for any quantity or customer discounts
* Code - displays the Tax code from the Product File
* Tax - displays the Tax amount
* Discount($) - enter the amount of any additional discount given in currency
* Amount(Inc) - displays the total amount for the line, being quantity x price less discount
* Press the down arrow in your keyboard to add more products to the Invoice
* Any relevant notes can be added to the Comments field. These will appear on the Sales Order when printed, faxed or emailed to the Customer.

Your basic Invoice is done. You can now save it by clicking on:
* 'Save'
* 'Print' - by clicking on 'Print'
* or 'Preview' before printing by clicking on 'Preview'. You can also print a delivery docket or picking slip

Note: Saved Invoices with shipped items will be available on the normal Invoice List and Invoices with back order items will be available in the Back Order by Invoice List. If you save an Invoice with both shipped and BO items, it will be available in the normal Invoice List and a new Invoice will be created with the Back Order items in it and saved into the Back Order by Invoice List.

27. Filtering Groups

2015-10-27T18:30:06Z

JoMac:

'''Filtering Groups'''

Filtering and Sorting within a list or report is a valuable tool for finding a specific entry into the report. Filtering relates to the ability to streamline what is shown in a report and only show on the screen the information that is required. Sorting refers to the ability to have the information in the columns appear in the ascending or descending order as required.

'''Filtering Groups- Can you apply filters to the groups you have created?'''

From the '''Main Menu'''
* Select '''Inventory'''
*Select '''Products Express List''' button
* Position the Cursor over the field and data that you wish to search on

You will now have the following options:

* Custom Filter List - This is a list of filters that you have previously saved
* AND Filter - Select this to add the field (product name) that you have selected into a filter
* Right Click again and select '''Preview''' - You will now see that your list has been reduced to only those entries that match the filter.

The Filter you have created will show at the bottom of the screen and will look something like [[Lastname]= 'Smith'] AND [[ClassName] = 'Burleigh']

If you are happy with the filter you have created and want to reuse the exact same filter in the future you can Save the filter in your Custom Filters List.
* Right Click the report again and select ADD Custom Filter
* The Custom Filter window will pop up so that you can give it a name. You can also edit the SQL String directly in this window

You can recall a Custom Filter by opening the list to which it relates and selecting the desired filter by name from the drop down list in the Custom Filters field

'''OR'''
* Select the '''Details''' button.
* In this List you may select your product group then type CTRL+SHIFT+N to apply specific filter

26. Product List

2015-10-27T18:11:01Z

JoMac:

'''Product List'''

This button allows you to view your product list. This list (as with all lists within ERP) is customizable, exportable, and printable. In addition to the information displayed in the Express Products List, the Products List - with Details - shows Stock Quantity and Stock Valuation information as well as cost and price information without having to open the product file. The Product List also allows printing of Barcodes for selected products.

'''Product List - Can you find your newly created product on the Product Express/Details Lists?'''

From the '''Main Menu'''
* Select '''Inventory'''
* Select '''Products Express List''' button
* Select the '''Details''' button on the right hand side of the screen to find your newly created product
* Details mode shows all the details of the product, quantities, values etc

25. Custom Fields

2015-10-26T22:44:35Z

JoMac:

'''Custom Fields'''

The Custom Fields can be used for extra details regarding that Product.

This will then show up when you bring up the Product card.

'''Custom Fields- Can you create a Custom Field label relevant to your business?'''

From the '''Main Menu'''
* Select '''Inventory''' module
* Select '''Products Express List''' button
* Double click your selected '''product'''
* Under the '''Custom Fields''' tab you will find the option to '''Add Labels'''
* Click the '''Add Labels''' button and begin to create you custom field
* Proceed to enter in any labels you want to be shown in the Label field
* Tick the categories you want to see these in
* To add a drop down menu (Options) for your labels, make sure the 'Enable Drop Down' box has been ticked and proceed to fill in your drop down options
* When finished click'''Save'''

These new Custom Fields will now appear in the Custom Fields tab

24. Related Parts

2015-10-26T17:46:53Z

JoMac:

'''Related Parts'''

A related Part is used when you have a main product that you sell and when this product is sold there is a related part product that is always sold along with the main product.

'''Related Parts- Do you know how to create related products and understand this functionality?'''

From the '''Main Menu'''
* Select '''Inventory'''
* '''Products Express List''' button.
* Double click your selected '''product'''
* Under the '''Related Parts''' tab you will find all of the functions for adding a related part to your product
* Enter your '''Part Name''' that is to be related then
* Eample: Product Monitor...Related part to Monitor is a Mouse...Related part to Mouse is a keypad
* If you wish to Hide the related part, tick the Hide Radio Button - RECOMMEND not to click '''Hide''' if there is a value loaded for the related part.
* Enter '''Quantity''' that is to be the default
* Enter any other pertinent information
* Click '''Save'''

You can add as many '''related parts''' to a product as you want, simply select the '''Part Name''' column and press the down arrow to create a new line.

19. Image List

2015-10-23T22:03:16Z

JoMac:

'''Image List'''

A list of pictures/images made visible for products in inventory.

'''Image List- Can you open the image list and why is it important to only save small/low resolution image formats in your date base?'''

'''Main Menu'''
*Select '''Inventory'''
*'''Products Express List''' button
* Double click your selected '''product'''
* Under the '''Picture''' tab
*'''Image List''' button on the right side of the screen
* Here you can view all of the pictures you have uploaded and saved to this specific product
* Select an image

The '''importance''' of only saving small/low resolution image formats to your data base is to save time and expedite the process of uploading the pictures to your product card and also the process of backing up your files.

13. Auto Re-Order Points

2015-10-23T00:32:28Z

JoMac:

'''Auto Re-Order Points'''

To order the same goods or products on a regular basis.

'''Auto Re-Order Points - Do you understand how to set Auto Re-Order Points against products?'''

'''Main Menu'''
*Select '''Inventory'''
*'''Product Express List''' button.
* Double click on the '''product''' you wish to select
* In the Product card under the '''Main Tab''' you will find the '''Auto Re-Order''' box in the middle of the screen
* Check the auto re-order box
* Under the '''Quantities''' tab you can enter your Auto Re-Order functions
* To the right of the '''Default Bin''' column (on the top half of the Quantities window) you will find 3 columns where you can enter your reorder quantities.

The '''Re-Order Point''' column lists the minimum amount you want your inventory to be set at

The '''Preferred Level''' column lists the amount you prefer your inventory to be replenished to

The '''Re-Order Amount''' column lists the increments in which your product will be ordered to match the number set in the preferred level column

Note: In order to use '''Auto Reorder Points''' you must:
* Select the '''Auto Reorder''' option which is in the center column (under >>Copy>> ) on the Main tab of the Product card
* Enter a '''Preferred Supplier''' (You will find this under the COGS Account).

*Save

17. Attachments

2015-10-22T20:39:01Z

JoMac:

'''Attachments'''

One or more Document (s) affixed to another document.

Eg. - addition information that deals with or is in relation to a specific product

'''Attachments- Can you add Attachments to a product card?'''

'''Main Menu'''
*Select '''Inventory'''
*'''Products Express List''' button.
* Double click your selected '''product'''
* Under the '''Miscellaneous''' tab
*Select the '''General''' tab
* On the bottom left of this tab you will find the '''Attachments''' box
* Select the attachment to be added
* Then proceed to ''Drag'' and ''Drop'' any '''documentation''' you would like to include with the product, and attach it in the Attachments info list window.

This is how you can add attachments to a product card.

11. Buy Quantities

2015-10-20T18:50:26Z

JoMac:

'''Buy Quantities'''

Buy Quantities is a large quantity of goods bought at one time

'''Buy Quantities- Do you understand how buy quantities work?'''

'''Main Menu'''
*Select '''Inventory'''
*'''Product Express List''' button.
* Select your '''product'''
* Under the '''Main''' tab you will find the '''Qty Buy''' boxes on the left side of the screen
* Each box represents a '''quantity''' and below would be your '''buy cost''' for that specific quantity
*Enter amounts
* Click '''Save'''

For example: When you buy '''1''' quantity cost equals '''$15.00''', when you buy a minimum of '''50''' quantities cost equals '''$10.00''', when you buy a minimum of '''100''' quantities cost equals '''$5.00'''.

15. Product Code and Barcode

2015-10-20T17:34:01Z

JoMac:

'''Product Code and Barcode'''

Product Code is a barcode symbol that is widely used for tracking trade items.

What is the Primary use for the Product Code?
The product Code is unique to only one product so when searching for a product you will know exactly which product you want to select, ensuring you are ordering and charging out the correct product.

'''Product Code and Barcode - Do you know where to load Product codes and Barcodes against a product?'''

'''Main Menu'''
*Select '''Inventory'''
*'''Products Express List''' button.
* Double click your selected '''product'''
* Under the '''Miscellaneous''' tab
*Select the '''General''' tab
* You will find both the '''Product Code''' and '''Barcode''' on this tab
* Product Code and Barcodes can be entered when creating a product either by keying or scanning.

Barcodes can also be automatically created when creating a product by setting this preference in:

* Utilities
* Preferences
* Inventory Product Barcodes

They can be used:
* On Purchase Order
* In Stocktake
* When Barcode Picking
* POS
* Sales

'''Save'''

14. Department Sell Prices

2015-10-20T17:18:34Z

JoMac:

'''Department Sell Prices'''

A Department Sell Price is the market value, or agreed exchange value, that will purchase a definite quantity, weight, or other measure of a good or service.

'''Department Sell Prices- Do you know how to create different sell prices between different Departments for the same product?'''

Department - All figures are displayed against the respective Department or Cost Centre. Only Departments that track the selected product are shown. To activate more departments, select the last department shown and use the down arrow on your keyboard to create a new line and select the department from the drop down list. To deactivate a department for this product untick the ACTIVE box at the far right of the row.

'''Main Menu'''
*Select '''Inventory'''
*'''Products Express List''' button.
* Double click your selected '''product'''
* Under the '''Quantities''' tab
* From here select which '''Department''' a Price is to be set for from the Drop Down Menu.
* Scroll across to '''Variant''' Field

Variant Pricing
In the Variant Pricing columns you can set a variation percentage or variation amount for each department. If you set a variation percentage of 15% for a department, all sales from that department will be for a price that is 15% higher than the relevant prices set in the Main tab or in the Extra Sell tab, after allowing for any other discounts.

* '''Variant''' column - shows you tending to change or alter the sum or amount of money for which anything is bought, sold, or offered for sale
* Here you can enter a '''Percentage''' to increase or decrease the Sale price or enter a Set '''Price''' for that department.
* Tab through to create a New Line to add a price for any other Departments that require a Variant price for that product.
* Enter your '''Percentage''' rate
OR
*'''Price''' amounts you would like to assign to that specific department for your product
* '''Save'''

You can add as many departments as you wish, simply ''select'' the '''department''' column and press the '''down arrow''' to create a new line.

14. Department Sell Prices

2015-10-20T17:13:31Z

JoMac:

'''Department Sell Prices'''

A Department Sell Price is the market value, or agreed exchange value, that will purchase a definite quantity, weight, or other measure of a good or service.

'''Department Sell Prices- Do you know how to create different sell prices between different Departments for the same product?'''

Department - All figures are displayed against the respective Department or Cost Centre. Only Departments that track the selected product are shown. To activate more departments, select the last department shown and use the down arrow on your keyboard to create a new line and select the department from the drop down list. To deactivate a department for this product untick the ACTIVE box at the far right of the row.

'''Main Menu'''
*Select '''Inventory'''
*'''Products Express List''' button.
* Double click your selected '''product'''
* Under the '''Quantities''' tab
* From here select which '''Department''' a Price is to be set for from the Drop Down Menu.
* Scroll across to '''Variant''' Field
* '''Variant''' column - shows you tending to change or alter the sum or amount of money for which anything is bought, sold, or offered for sale
* Here you can enter a '''Percentage''' to increase or decrease the Sale price or enter a Set '''Price''' for that department.
* Tab through to create a New Line to add a price for any other Departments that require a Variant price for that product.
* Enter your '''Percentage''' rate
OR
*'''Price''' amounts you would like to assign to that specific department for your product
* '''Save'''

You can add as many departments as you wish, simply ''select'' the '''department''' column and press the '''down arrow''' to create a new line.

13. Auto Re-Order Points

2015-10-20T16:51:16Z

JoMac:

'''Auto Re-Order Points'''

To order the same goods again.

'''Auto Re-Order Points - Do you understand how to set Auto Re-Order Points against products?'''

'''Main Menu'''
*Select '''Inventory'''
*'''Product Express List''' button.
* Double click the '''product''' you would like to select
* To the right of the Default Bin column in the top half of the screen are 3 columns containing reorder information. Re-Order information is used by Auto Reorder and Auto Transfer functionality. To use Auto Reorder you must select the Auto Reorder option in the Main tab of the Product File You must also have a preferred supplier entered in the Main tab
* Under the '''Main''' tab you see find the '''Auto Re-Order''' box in the middle of the screen
* Check the box
* Under the '''Quantities''' tab you can enter your Auto Re-Order functions:
The '''ReOrder Point''' column lists the minimum amount you want your inventory to be set at
The '''Preferred Level''' column lists the amount you prefer your inventory to replenish to
The '''ReOrder Amount''' column lists the increments in which your product will be ordered to match the number set in the preferred level column
*Save

12. Markup or Margin

2015-10-20T16:44:24Z

JoMac:

'''Markup or Margin'''

Markup - is the difference between the lowest current offering price and the higher price that is charged to a customer.

Gross Margin - Gross income divided by net sales, expressed as a percentage. Gross margins reveal how much a company earns taking into consideration the costs that it incurs for producing its products and/or services.

'''Markup or Margin- Can you alter your Gross Margin or Markup to create a sell price?'''

'''Main Menu'''
*Select '''Inventory'''
*'''Products Express List''' button.
* Double click your selected '''product'''
* Under the '''Main''' tab on your product card in the middle of the screen you will see '''Markup''' and '''Gr. Margin'''
* '''Select''' the button of choice
* Qty Sell and Price (Inc) Enter as the same as Quantity Buy - if you wish to put on a % to the Cost price enter that value into the % (Ex): Cost/Sell field and select either Markup or Gross Margin
* After you've selected '''Markup''' or '''Gr. Margin''' - this will automatically calculate the '''Sell prices'''
*Save

10. Buy Price

2015-10-20T16:25:53Z

JoMac:

'''Buy Price'''

The amount as of money or goods, asked for or given in exchange for something else.

'''Buy Price - Can you enter a buy price either Inc or Ex tax?'''

From the '''Main Menu'''
*Select '''Inventory'''
*'''Product Express List''' button.
* Double click your selected '''product'''
* When you Enter amounts in the '''Qty Buy''' boxes on the left side of the screen. Each box represents a quantity and below would be your '''buy cost''' for that specific quantity.
* Under the '''Main''' tab on your product card you will see on the right hand side of the screen a button called '''Price (Ex)'''
'''Price (Ex)''' button is used for '''excluding''' taxes
*Click '''Price (Ex)''' button it will automatically change it to the '''Price (Inc)''' button which is used to '''including''' taxes

9. Descriptions

2015-10-20T16:11:00Z

JoMac:

'''Descriptions'''

A statement, picture in words, or account that describes; descriptive representation.

'''Descriptions - Do you understand why the Purchase and Sales descriptions can be different?'''

The '''Purchase Description''' can be used for describing the product for internal use.

* Enter Description on Purchase Transactions (by default, same as product name)
* Description will Auto Fill from the product name into the Purchase description
* If a more detailed description is required select "+" to open Description Memo form and enter description

The '''Sales Description''' is what you would want your customers to see.

* Enter Description on Sale Transactions
* Select Copy - which will then copy from the Description on Purchase Transactions

OR
*Enter a Description on Sale Transactions - this is the description that will appear on invoices etc.
* If a more detailed description is required select "+" to open Description Memo form and enter description

7. Other Type

2015-10-20T15:59:37Z

JoMac:

'''Other Type'''

'''Other Type - Do you understand how "Other" type product works?'''

'''Other''' type - A product that doesn't have a specific buying cost associated with it, but it is sold. It DOESN'T have Cost of Goods Sold, it IS NOT considered an Asset, but MAY attract Income.
These products are generally not purchased and track products for inventory only on the sales side. These load into a transaction, but you do not purchase.

A few examples are:

* It may be a service you provide. Sales of Other type products are posted to the income account as for Non-Inventory Asset products as above. If you do purchase an Other type product the cost is posted as a negative sale to the Income Account.

* Intangible - where customers are charged for service or freight charges.

7. Other Type

2015-10-20T15:32:32Z

JoMac:

'''Other Type'''

'''Other Type - Do you understand how "Other" type product works?'''

'''Other''' type - These products are generally not purchased and track products for inventory only on the sales side. These load into a transaction, but do not purchase.

A few examples are:
* It may be a service you provide. Sales of Other type products are posted to the income account as for Non-Inventory Asset products as above. If you do purchase an Other type product the cost is posted as a negative sale to the Income Account.

* Intangible - where customers are charged for service or freight charges.

23. Supplier Codes

2015-10-19T22:30:50Z

JoMac:

'''Supplier Codes'''

The Supplier Code is a code that the supplier uses to Reference the product.

If you have Multiple Suppliers for a product you will have multiple supplier codes and possible multiple supplier part names which can be different from the name you use to refer to the product.

'''Supplier Codes- Where can you store Supplier Codes and Product names if they are different to your own ?'''

'''Main Menu'''
*Select '''Inventory'''
* '''Product Express List''' button.
* Select your '''product'''
* Under the '''Extra Buy Price''' tab
* '''Supplier Code''' column
* Enter the '''Supplier Code''' for each separate supplier
* Click '''Save'''

22. Extra Buy Price

2015-10-19T22:17:14Z

JoMac:

'''Extra Buy Price'''

Addition to an existing amount to obtain in exchange for payment required for a product.

'''Extra Buy Price- Can you set different buy prices for multiple Supplier?'''

'''Main Menu'''
*Select '''Inventory'''
*'''Products Express List''' button
* Double click your selected '''product'''
* Under the '''Extra Buy Price''' tab
*Here you will find all of the functions to assign a supplier regarding that product
*Select the '''supplier'''
*'''Unit of Measure '''
*'''Supplier Part Name'''
*'''Supplier Code'''
* Enter the amount under the '''Price''' column that you would like to set for that specific supplier
* '''Save'''

You can add as many '''suppliers''' as you wish, simply ''select'' the '''supplier''' column and press the '''down arrow''' to create a new line.

21. Sell Price

2015-10-19T22:05:05Z

JoMac:

'''Sell Price'''

The price at which something is offered for sale.

The actual final price of a product that company charges a purchaser to buy the item.

'''Sell Price- Can you set different sell prices for Client Types?'''

'''Main Menu'''
*Select '''Inventory'''
* '''Products Express List''' button.
* Double click your selected '''product'''
* Under the '''Sell Price''' tab - you will find all of the functions for assigning different sell prices for different client types on the same product
* Select your '''Client Type'''
* Select your '''Price''' for that specific department
* '''Save'''

NOTE: You can add as many client types as you wish, simply ''select'' the '''client type''' column and press the '''down arrow''' to create a new line.

21. Sell Price

2015-10-19T22:04:23Z

JoMac:

'''Sell Price'''

The price at which something is offered for sale.

The actual final price of a product that company charges a purchaser to buy the item.

'''Sell Price- Can you set different sell prices for Client Types?'''

'''Main Menu'''
*Select '''Inventory'''
* '''Products Express List''' button.
* Double click your selected '''product'''
* Under the '''Sell Price''' tab - you will find all of the functions for assigning different sell prices for different client types on the same product
* Select your '''Client Type'''
* Select your '''Price''' for that specific department
* '''Save'''

You can add as many client types as you wish, simply ''select'' the '''client type''' column and press the '''down arrow''' to create a new line.

20. Convert Image

2015-10-19T21:47:23Z

JoMac:

'''Convert Image'''

To exchange, transform or replace with another, picture usually of the same kind or category.

'''Convert Image- Can you convert image types from the Product Picture List?'''

'''Main Menu'''
*Select '''Inventory'''
*'''Products Express List''' button.
* Double click your selected '''product'''
* Under the '''Picture''' tab
*Click the '''Image List''' button
* Select the '''picture''' you would like to convert under the '''Product list'''
* Click the '''Convert Image''' button towards the bottom of the screen
* Here you can convert your image from one format into another

'''''Please Note''': Once you convert your image you '''cannot''' revert this change.''

19. Image List

2015-10-19T21:33:40Z

JoMac:

'''Image List'''

A list of pictures/images made visible for products in inventory.

'''Image List- Can you open the image list and why is it important to only save small/low resolution image formats in your date base?'''

'''Main Menu'''
*Select '''Inventory'''
*'''Products Express List''' button
* Double click your selected '''product'''
* Under the '''Picture''' tab
*'''Image List''' button on the right side of the screen
* Here you can view all of the pictures you have uploaded and saved to this specific product

The '''importance''' of only saving small/low resolution image formats to your data base is to save time and expedite the process of uploading the pictures to your product card and also the process of backing up your files.

18. Product Pictures

2015-10-19T21:20:08Z

JoMac:

'''Product Pictures'''

A photograph or diagram that depicts the good being offered in inventory for sale.

'''Product Pictures - Can you load a picture for a product?'''

*'''Main Menu'''
*Select '''Inventory'''
*'''Products Express List''' button.
* Double click your selected '''product'''
* Under the '''Picture''' tab
*'''Add Picture''' button to the left
* Click this button and you can upload any picture you would like to link to your product

You can also assign a specific picture as the '''Default Picture''' by checking the box in the middle of the screen on the '''Picture''' tab.

17. Attachments

2015-10-19T21:11:21Z

JoMac:

'''Attachments'''

Something attached, as a document added to a letter.

'''Attachments- Can you add Attachments to a product card?'''

'''Main Menu'''
*Select '''Inventory'''
*'''Products Express List''' button.
* Double click your selected '''product'''
* Under the '''Miscellaneous''' tab
*Select the '''General''' tab
* On the bottom left of this tab you will find the '''Attachments''' box
* Here you can simply ''drag'' and ''drop'' any '''attachments''' you would like to include with the product.

This is how you can add attachments to a product card.

16. Pop Ups

2015-10-19T21:06:29Z

JoMac:

'''Pop Ups'''

A pop-up is a graphical user interface display area, usually a small window, that suddenly appears ("pops up") in the foreground of the visual interface.

'''Pop Ups- Does the pop up reminder make sense?'''

*'''Main Menu'''
*Select '''Inventory'''
*'''Products Express List''' button.
* Double click your selected '''product'''
* Under the '''Miscellaneous''' tab
* Select the '''General''' tab

On the left you will find 2 windows:
'''Pop-Up Reminder When Product is Sold''' box
'''Pop-Up Reminder When Product is Purchased'''
* Check one or both boxes
* '''Save'''

With this function selected you will receive '''Pop Up Reminders''' every time this specific product is ''sold''.
At any time if you would like to turn off this function simply access the '''Product Card''' and deselect this feature.

16. Pop Ups

2015-10-19T21:06:08Z

JoMac:

15. Product Code and Barcode

2015-10-19T20:50:20Z

JoMac:

'''Product Code and Barcode'''

Product Code is a bar-code symbology that is widely used for tracking trade items in stores.

'''Product Code and Barcode- Do you know where to load Product codes and Barcodes against a product?'''

*'''Main Menu'''
*Select '''Inventory'''
*'''Products Express List''' button.
* Double click your selected '''product'''
* Under the '''Miscellaneous''' tab
*Select the '''General''' tab
* You will find both the '''Product Code''' and '''Barcode''' on this tab
*Enter
* '''Save'''

14. Department Sell Prices

2015-10-19T20:45:28Z

JoMac:

14. Department Sell Prices

2015-10-19T20:27:04Z

JoMac:

13. Auto Re-Order Points

2015-10-19T20:18:21Z

JoMac:

12. Markup or Margin

2015-10-19T20:00:26Z

JoMac:

'''Markup or Margin'''

Markup - is the difference between the lowest current offering price and the higher price that is charged to a customer.

Gross Margin - Gross income divided by net sales, expressed as a percentage. Gross margins reveal how much a company earns taking into consideration the costs that it incurs for producing its products and/or services.

'''Markup or Margin- Can you alter your Gross Margin or Markup to create a sell price?'''

'''Main Menu'''
*Select '''Inventory'''
*'''Products Express List''' button.
* Double click your selected '''product'''
* Under the '''Main''' tab on your product card in the middle of the screen you will see '''Markup''' and '''Gr. Margin'''
* '''Select''' the button of choice
* After selecting '''Markup''' or '''Gr. Margin''' it will automatically calculate your '''sale price
'''
*Save

11. Buy Quantities

2015-10-19T19:53:21Z

JoMac:

10. Buy Price

2015-10-19T19:40:39Z

JoMac:

'''Buy Price'''

The amount as of money or goods, asked for or given in exchange for something else.

'''Buy Price - Can you enter a buy price either Inc or Ex tax?'''

From the '''Main Menu'''
*Select '''Inventory'''
*'''Product Express List''' button.
* Double click your selected '''product'''
* Under the '''Main''' tab on your product card you will see on the right hand side of the screen a button called '''Price (Ex)'''
'''Price (Ex)''' button is used for '''excluding''' taxes
*Click '''Price (Ex)''' button it will automatically change it to the '''Price (Inc)''' button which is used to '''including''' taxes

9. Descriptions

2015-10-19T19:30:06Z

JoMac:

'''Descriptions'''

'''Descriptions - Do you understand why the Purchase and Sales descriptions can be different?'''

The '''Purchase Description''' can be used for describing the product for internal use.

The '''Sales Description''' is what you would want your customers to see.

8. Other Type Sales

2015-10-19T19:19:54Z

JoMac:

'''Other Type Sales'''

'''Other Type Sales- Do understand why "Other Type" products are used for sales only and not purchases?'''

'''Other''' type may be used to track '''sales only'''. These can be used for services and training.

7. Other Type

2015-10-19T19:16:41Z

JoMac:

'''Other Type'''

'''Other Type- Do you understand how "Other" type product works?'''

'''Other''' type track products for inventory on only the sales side. These load into a transaction, but do not purchase.

E.g: Intangilble - where customers are charged for service/freight charges

3. Naming a Product

2015-10-19T16:57:47Z

JoMac:

'''Naming a Product'''

Naming a product is considered an important piece of the marketing process. A word, name, symbol, etc., used by a manufacturer or merchant to identify its products distinctively from others of the same type and usually prominently displayed on its goods.

'''Naming a Product- Do you understand why you can use logical names here as opposed codes?'''

'''Main Menu'''
*'''Inventory'''
*Select '''Product''' button

When naming a '''product''' it is recommended to use a '''logical name''' that you and your employees can remember. '''Codes''' can be entered at a different location.

1. It should be readable, writable, and descriptive

2. It should be unique

3. It should be short and memorable

4. Easy spelling and pronunciation

5. Likability

*Codes can be entered @ different locations

4. Grouping

2015-10-19T16:30:21Z

JoMac:

'''Grouping'''

Grouping using a list box is a control that provides a means of displaying a list of items (text, numbers, dates or whatever) on an Access form. The list remains on view all the time, giving the List Box the appearance of a scrolling text box.

'''Grouping - Are you using all four grouping fields to correctly organize your Products?'''

'''Main Menu
*'''Select '''Inventory'''
*'''Product''' button.
* Across the first row of your ''product card'' under the '''Main''' tab you will see your four grouping fields. Product name and Sub Groups which are customizable and help organize your product.

The 4 Fields are that create the '''Product's Tree''' (''once you enter a description in any of these fields the'' ''tree will automatically begin to build in the bottom right corner box'') this feature will help in locating your product for inventory and also aid in creating filters.

* '''Manufacture'''
*'''Type'''
*'''Department'''
*'''Product Type'''

This is how you can use your four grouping fields to correctly organize your products.

3. Naming a Product

2015-10-19T16:14:37Z

JoMac:

'''Naming a Product'''

Naming a product is considered an important piece of the marketing process. A word, name, symbol, etc., used by a manufacturer or merchant to identify its products distinctively from others of the same type and usually prominently displayed on its goods.

'''Naming a Product- Do you understand why you can use logical names here as opposed codes?'''

'''Main Menu'''
*'''Inventory'''
*Select '''Product''' button

When naming a '''product''' it is recommended to use a '''logical name''' that you and your employees can remember. '''Codes''' can be entered at a different location.
1. It should be readable, writable, and descriptive
2. It should be unique
3. It should be short and memorable
4. Easy spelling and pronunciation
5. Likability

*Codes can be entered @ different locations

1. New Product Preferences

2015-10-19T15:55:09Z

JoMac:

'''New Product Preferences'''
The selecting of someone or something over another or others. Preferences can be assigned to the system or to a specific module, therefore while exporting that module, the preferences it has assigned will also be exported so those general settings can be reused.

'''New Product Preferences- Do you know where to set up your Inventory defaults that will pre load to a new product?'''

'''Utilities Module'''
*'''Preferences'''
*'''Inventory'''

Here you will find all of your default options that will automatically load to a new product.

6. Non-Inventory Type

2015-10-19T15:48:51Z

JoMac:

'''Non-Inventory Type'''

Non-inventory is a type of product that is purchased or sold but whose quantity is not tracked. This type of items are purchased for company use or custom product purchased for Projects.

'''Non-Inventory Type- Do you understand how a "Non-Inventory" type product works?'''

'''Non-Inventory Type''' track products for inventory on purchases and sales. Non-Inventory Items appear in the customer process, on Sales Quotes, Sales Orders, Sales Invoices, or customer Credit Notes.

Use Non-Inventory Items to track merchandise that:

*You sell but do not purchase.
*You purchase but do not resell.
*You purchase and resell but do not track as inventory.

Non-inventory items are items that you purchase (usually on behalf of a specific customer) and then immediately sell or install, or items that you sell without ever buying. For non-inventory items, Accounting and Finance, will only track how much you have spent or taken in. Some people use non-inventory items even for items that they stock because they prefer a simpler approach—even though it gives them less information.

E.g. Boxes/masking tape – but you’re not organizing stock amount