Knowledgebase

The Auto Inv tab is used to identify inventory levels when the program is set to automatically update your inventory either on a work order or on an invoice.

To set this up, go to Main Menu > Work Orders file > Work Order Options > Auto Update of Materials Inventory check box.

1. MOULDING GROUP ONLY: Order this item as: shows three radio buttons; Length, Chop or Join. This option allows you to order your product as length moulding, chopped moulding, joined or closed corner frame regardless of how you may wish to price your frame. In other words, you may wish to price by Chop but order as Length, depending on the formula used to calculate the retail price per foot.

2. MOULDING GROUP ONLY : The Apply Order Type to Group button presents a dialog box where you can change the order type for a selected group of records. Depending on your formula, this action could change the retail price of your records.

3. Qty field displays the available quantity.

4. Location tracks where the item is stored (e.g. shelf or bin). You may use numbers, letters or a combination.

5. The Qty Sold field is updated as items are entered on a work order. Moulding is deducted based on required footage rounded up to the nearest half foot.

6. The Threshold field may be used in conjunction with the Purchase Orders file. When creating a frame order, the program will search for items where the quantity is less than the amount in Threshold. A line will be entered on the purchase order for the vendor identified in Order From.

7. The number in the Reorder field is the quantity to be ordered on a purchase order when the Qty is less than the Threshold.

8. The Inventory List button will take you to another screen which presents your inventory in a list format. The list displays additional fields that may be used when doing a physical inventory.

9. The Total field shows how much your inventory is currently worth (Qty x Cost = Total inventory dollars). If you receive a discount, enter it in the Discount field and the total will be based on the discounted Cost shown.

10. The Discount field will not affect the price you charge your customers. It is used to accurately reflect the true dollar value of your inventory. Manually enter the percentage discount you receive from your vendor as a decimal format (e.g. 10% entered as .10).

11. The Cost field displays the value of your inventory after the discount.

12. The Turnaround field displays the number of days from when the stock was previously sold and when it was last sold. Use this field to find stock that is not selling.

13. Received, First Sold, Previously Sold, Last Sold date fields indicate when the stock was last received, when it was first sold, previously sold, and when it was last sold. The received field is updated when stock is accepted on a PO. It can also be modified on this screen.

14. The Creation Date shows when this record was added to the Price Codes file. The Modification Date shows when any changes were made to the record.

15. Order From displays a drop down list of companies. Suppliers must be entered in the Contacts file with a number in the Account # field in order for a company to appear on this list.

Tip: To change a group of records, use the Order From side bar button.

16. The clear vendor button removes the vendor ID number from the Order From field.

17. Post to Purchase Order - Clicking this button lets you enter this item on a new or existing PO.

This dialog box appears.

If there is a quantity in the Reorder field it will enter that quantity, otherwise it will insert a quantity of '1". It specifies the unit as Each. Once used, the dialog box will say "This item has been marked as already being on order." and an X will appear in the On Order box.

18. On Order - If the quantity falls below the Threshold and a Reorder amount is present, then the item will be entered onto a purchase order. When this happens, an X will appear in the On Order box to let you know that this item is currently on order. When the item is “Accepted” on the Purchase Order, the field is cleared.