Information on each item in your inventory is kept in the Item file. This document explains how to enter items into this file.

Transcription

1 1 Inventory: Using CounterPoint Defining Items Overview Defining an item Information on each item in your inventory is kept in the Item file. This document explains how to enter items into this file. Select Inventory / Items. 1. Item number Enter the item number. For existing items, enter or scan the barcode. For new items, enter the New item indicator character specified in Setup / Inventory / Control if you want to generate the next auto-assigned item number. Press F1 to display the next inventory record. Press Ctrl+F1 to display the previous inventory record. Leave <blank> to search for an existing item by description. (See the Searching for an item by item description section on page 13 for more information.)

2 Inventory: Using CounterPoint - Defining Items 2 When an existing item is displayed, press: F2 To display the Tags window. (See the Printing labels section on page 16 for more information.) F3 To delete this item. (See the Deleting an item section on page 15 for more information.) F4 To view or enter unit and pricing information for this item. (See the Defining unit and pricing information section on page 22 for more information.) F5 To view or enter notes for this item. (See Using Notes for more information.) F7 To view or enter inventory information. (See the Defining inventory section on page 29 for more information.) F8 To view monthly history for this item. (See the Viewing item monthly history section on page 28 for more information.) When an existing gridded item is displayed, press F6 to view or enter grid information for this item. (See the Gridded items section on page 17 for more information.) NOTE: Item numbers are limited to 15 characters. Barcodes (defined in field 18) can contain up to 20 characters, however, so this field does allow entry of up to 20 characters to allow you to enter a barcode. While you can scan a barcode in order to lookup an existing item, you can t add a new item by scanning a barcode in this field. NOTE: On Hand and Available quantities displayed in the upper right reflect the quantity onhand and quantity available of the item across all locations. If you are using multilocation pricing, you can choose in Setup / Inventory / Control to show just one location s quantities instead. 2. Description Enter up to two lines of item description. For a new item, press F2 to complete adding the new item by copying an existing item. (See the Copying a new item from an existing item section on page 15 for more information.) NOTE: You can enter item descriptions using upper and lower case letters (instead of all upper case). However, if you do so, be aware that the computer considers upper and lower case letters to be different. In addition, upper case letters are sorted alphabetically before lower case. This means that Toy, toy, and TOY are viewed as different words, and are printed in the following order: TOY, Toy, toy. NOTE: For gridded items (those tracked by Grid, as specified in field 4 on this screen), the color and size tags that you enter later are retained in the second line of description and any description line 2 entered previously is cleared.

3 Inventory: Using CounterPoint - Defining Items 3 3. Item type Select: Inventory Non-inventory Service Consignment Discount Gift certificate Rental Text For an Inventory item. For a Non-inventory item. For a Service item. For a Consignment item. For a Discount item. For a Gift certificate item. For a Rental item. For a Text item. Item type Description Inventory On-hand and committed quantities are tracked. Non-inventory On-hand and committed quantities are not tracked. At time of sale, user may enter description and price. Service Non-tangible items, such as labor. On-hand and committed quantities are not tracked. At time of sale, user may enter description. Consignment Items belonging to someone else that you inventory and offer for sale. On-hand and committed quantities are tracked. Discount Prices are negative (for example, coupons or credits that reduce the total sale amount). On-hand and committed quantities are not tracked. At time of sale, user may enter description. Gift certificate On-hand and committed quantities are not tracked. At time of sale, user may enter description (including second description line). Rental Used for items that are rented rather than sold. Rental sales are recorded, but inventory is not affected. Aren t included on inventory reports. May not be ordered, received, adjusted, counted, etc. Text Items that create comment lines of pre-defined text when entered on a ticket or order. NOTE: The term miscellaneous items refers to Non-inventory, Service, Gift certificate, and Discount type items (i.e., items whose quantities are not tracked).

4 Inventory: Using CounterPoint - Defining Items 4 Track method For item types other than Inventory or Consignment, this field defaults to Normal, and entry is not allowed. Select: Normal Grid For Normal tracking. For Grid (color/size) tracking. Rental items are automatically assigned a tracking method of Normal, which can t be changed. If the Serial/Lot Number Tracking Option is registered, select: Always serial Sometimes serial Lot balance Lot detail For Always serial tracking. For Sometimes serial tracking. For Lot balance tracking. For Lot detail tracking. Changing an existing item s tracking method: See Changing an item's tracking method for more information. Tracking method Description Normal No serial numbers, lot numbers, or colors/sizes are tracked for this item. Always serial A serial number must be entered for transactions involving this item. Each serial number is tracked prior to and following its sale. Sometimes serial A serial number is requested but not required for transactions involving this item. Each serial number is tracked prior to and following its sale. Lot balance A lot number must be entered for transactions involving this item. The current lot balance of each lot is tracked. Lot detail A lot number must be entered for transactions involving this item. The current lot balance of each lot and the detail of every transaction processed for this item s lots are tracked. Grid Used for items that have multiple colors, sizes, lengths, etc. that are tracked separately. A specific color/size (length/width, etc.) must be entered for transactions involving this item.

5 Inventory: Using CounterPoint - Defining Items 5 4. Cat/Sub-cat Enter the category and sub-category for this item. Leave <blank> to skip entry of category and/or sub-category for this item. The category and sub-category codes entered here must already have been defined using Setup / Inventory / Categories. The category and sub-category entered here are used as sorting and selection criteria on various item-related reports. For example, a report could be printed for only Drills used in Plumbing by assigning a category of DRILL and a sub-category of PLUMB. NOTE: Rental items require you to enter a category that has already been defined as a rental category using Setup / Inventory / Rental categories. If you want to enable additional sorting and selection criteria on various item-related reports, you can also enter a sub-category for rental items. Sub-categories are not specific to rental items, so you can assign any sub-category that has been defined in Setup / Inventory / Categories. An item can be searched for by its category/sub-category or just by sub-category in any selection that allows item searches if you selected in Setup / Inventory / Control to use the category/sub-category or sub-category keyword methods. Rental category uses different rental units Replace item's units? This question appears if you change the category for a Rental item, and the new category s rental units are different than the existing category s rental units. Specify whether to update the item s stocking and alternate units to reflect the rental units of the new category. If you answer No, you are returned to the category field, where you can choose a different category or abort changes [User-defined item attributes] (Reserved) displays if you didn t specify user-defined item attributes in Setup / Inventory / Control. Otherwise, the user-defined attributes defined in Setup / Inventory / Control appear as the name(s) of these fields. Enter codes that identify the appropriate user-defined attribute. Leave <blank> to skip entry of an attribute for this item. The item attribute codes entered here must already have been defined using Setup / Inventory / Categories. Up to four user-defined item attributes may be entered for each item, as specified in Setup / Inventory / Control. These attributes may be used as selection criteria on various item-related reports. Item attributes also display during an item zoom in ticket and order entry, and can be printed on Point of Sale and Order Entry forms. 8. Weight Enter the shipping weight of this item per stocking unit. Leave <blank> for.000. This field is for informational purposes only and can be printed on forms.

6 Inventory: Using CounterPoint - Defining Items 6 The total weight displayed for orders in Order Entry is based on the weight entered here for the relevant items [Item profile prompts] (Reserved) displays if you did not specify item profile prompts in Setup / Inventory / Control. Otherwise, the item profile prompts defined in Setup / Inventory / Control appear as the name(s) of these fields. Enter information for the appropriate item profile field. Leave <blank> to skip entry of a profile field for this item. Up to two item profile fields may be entered for each item, as specified in Setup / Inventory / Control. Profile prompts can be viewed during an item zoom in ticket and order entry, and can be printed on Point of Sale and Order Entry forms. Profile information cannot be used as selection criteria on reports. 11. Subst item This field is disabled for Rental items. Enter the item number of an item that may be sold to a customer in place of the current item. Leave <blank> if there are no items that may be substituted for this item. Press F2 to enter multiple substitute items. (See the Defining multiple substitute items section on page 13 for more information.) 12. Vendor # Enter the vendor number of the primary vendor for this item. Leave <blank> to skip this field. When editing an existing item, press F2 to enter or edit vendor item information for this item. (See Defining a vendor item section on page 14 for more information.) NOTE: If you specified Vendor for the Item number prefix method in Setup / Inventory / Control, you must enter a vendor number when defining new items that have a systemassigned item number. That vendor number is then used for the beginning characters of the new item number. NOTE: When you change the vendor for an existing item, the newly assigned vendor becomes the prime vendor for this item. If a vendor item record doesn t already exist for this new vendor/item combination, a vendor item record is NOT created; however, Prime vendor? for all existing vendor item records for this item is set to No. Vendor item # This field appears only if you are entering a new item and you specify a vendor in the preceding field. Enter the vendor s product number for this item. Press F1 for the item number, if the vendor s product number is the same as your item number. Leave <blank> to skip this field.

7 Inventory: Using CounterPoint - Defining Items 7 If you enter a vendor item number in this field, a vendor item will automatically be created for this item with this vendor as the primary vendor. The vendor item number you enter here is used as the vendor item number in the vendor item record. Last cost is used as the item cost for the vendor item record. If you leave this field blank, no vendor item is created. 13. Stock unit EACH is the default for new items. Enter the lowest unit of measure in which you stock this item. An item may be stocked and sold in units of EACH, BOX, CASE, etc. Each item is stocked in only one stocking unit. The stocking unit is normally the same as the selling unit. NOTE: Stocking units for Rental items are determined by the rental units for the item s rental category, and cannot be changed here. To change the stocking units for a Rental item, you must change the rental units in the item s rental category (using Setup / Inventory / Rental categories) or assign a different rental category to the item. WARNING: If you are using alternate units, (see the Defining alternate units section on page 24), it is essential that the stocking unit be the smallest unit in order to avoid rounding errors. 14. Average cost Field 14 appears as Average cost for non-miscellaneous items. Entry is allowed only when initially adding the item, or if Qty on hand is currently zero. Enter the average cost of this item per stocking unit. This field is automatically updated when receivings (and other inventory transactions) are posted. If you need to change the average cost, enter and post a series of adjustment transactions, so that the appropriate accounting distributions are made. (See Creating Adjustments for more information.) Normally, you should enter 0 for all Rental item costs. Any costs entered for a Rental item will be posted to cost of goods sold whenever the Rental item is rented (sold). 14. Sales cost % Field 14 appears as Sales cost % for miscellaneous items. Enter the percentage of the sales price to use as the cost for this item. Leave <blank> for.00. The percentage entered here is applied to the selling price to calculate the cost of goods sold for this item, instead of using last cost. If you enter.00, last cost will be used. Normally, you should enter 0 for all Rental item costs. Any costs entered for a Rental item will be posted to cost of goods sold whenever the Rental item is rented (sold). NOTE: If a miscellaneous item is a component of a miscellaneous kit, the sales cost % will NOT be applied to the selling price to calculate the cost of goods sold for the component. Last cost will be used instead.

8 Inventory: Using CounterPoint - Defining Items Std cost (Not applicable) displays if you select LIFO, FIFO, or average as the inventory valuation method in Setup / Inventory / Control and specify not to allow standard cost entry. Enter the standard cost of this item per stocking unit. Press Enter during initial entry of the item, for the same figure as Average cost. Standard cost is not updated by the system. If you are using standard cost as your costing method, and the actual cost of the item varies from the standard cost, then the variance (difference) is reported separately. This cost may be used for calculation of prices and commissions, regardless of whether you are using the standard cost valuation method. Normally, you should enter 0 for all Rental item costs. Any costs entered for a Rental item will be posted to cost of goods sold whenever the Rental item is rented (sold). Using the standard costing method: See Inventory Valuation Methods for more information. 16. Last cost Enter the last cost paid for a stocking unit of this item. Press Enter during initial entry of the item, for the same figure as Average cost. This cost is updated automatically when receivings are posted. NOTE: Last cost is used as the default cost for miscellaneous items when the item s Sales cost % is.00. Normally, you should enter 0 for all Rental item costs. Any costs entered for a Rental item will be posted to cost of goods sold whenever the Rental item is rented (sold). 17. Status Select: Active Discontinued If the item is Active. If the item has been Discontinued. This field is used for reporting purposes, and when purging items. If you sell an item with a discontinued status in ticket entry, or if you enter an item with a discontinued status on a purchase request, a warning message will display. on This field appears only if you enter a Status of Discontinued. Enter the date on which this item was discontinued.

9 Inventory: Using CounterPoint - Defining Items Barcode Enter the item s barcode. Press: F1 To assign the next barcode number, if you specified a Next barcode number in Setup / Inventory / Control. F2 To enter multiple barcodes. (See the Defining multiple barcodes section on page 14 for more information.) For an existing gridded item, press F5 to enter grid barcodes. (See the Defining grid barcodes section on page 19 for more information.) If you defined an 11-digit Next barcode number in Setup / Inventory / Control, press F4 to assign the next UPC barcode. If you use F4 to generate a UPC barcode, the software will automatically create a UCCcompliant UPC barcode by appending a 12th check digit to the next 11-digit barcode, resulting in a 12-digit UPC barcode. NOTE: If you specify an 11-digit Next barcode number in Setup / Inventory / Control, and you also specify to append 4 digits for grid barcodes, valid 12-digit UPC barcodes cannot be generated for individual cells (color/size combinations). 19. Taxable? Specify whether this item is normally subject to tax. Your answer here is only a default. The taxable status of any line item can be changed when entering tickets and orders. 20. Discntble? Specify whether this item is non-discountable. Ticket discounts are not applied to non-discountable items, although you may enter line item discounts and price overrides for them. NOTE: Items that have been defined as non-discountable will not be included in ticket discounts or subtotal discounts. Users may only perform price overrides or line item discounts for non-discountable items if they are authorized to perform price overrides and to sell below minimum prices in Setup / Users. The Apply ticket discounts to field on the Ticket entry options 3 screen of Setup / Point of Sale / Stores / Configuration options still determines whether to apply ticket discounts to discountable items (i.e., items for which the Discntble? field is set to Yes) that have Special (Sale/Contract) prices or Override prices.

10 Inventory: Using CounterPoint - Defining Items Ecommerce If you are using CPOnline, specify whether this is an ecommerce item that will be sold in your CPOnline store. For more information, refer to the CPOnline PDF Library, which is accessible from your CPOnline Store Administration website. 22. Acct code Enter the account code for this item. The account code specifies the accounts used for distributions for this item. The account code entered here must already have been defined using Setup / Inventory / Account codes. 23. Misc opts Food stamps? Specify whether this item may be paid for with food stamps. Age restricted? Specify whether this item may be paid for with food stamps. You can verify that a customer is, for example, over 18 or over 21, to ensure compliance with laws regarding the purchase of tobacco, alcohol, and other agerestricted substances. If an age-restricted item is sold in Ticket Entry, a birth date that meets the minimum age requirement for that item must be entered. Only one birth date is required per ticket If your business requires a minimum age for all tickets (not just for specific items), you can specify to restrict entire tickets by age and specify a minimum age (in years) using Setup / Point of Sale / Stores / Configuration options. See Configuration Options for more information.

11 Inventory: Using CounterPoint - Defining Items 11 Minimum age This field only displays for age-restricted items. Enter a minimum age (in years) for legal purchase. Weighed? Specify whether the item will be weighed in order to determine its price. You can automatically obtain the weight of items like grain and produce that are priced by weight, and weighed at checkout. Select: No If you do not wish to weigh the item to determine its price. Automatic The item s weight is automatically obtained by a serial scale. Prompted You will be requested to enter a weight either manually or by initiating a weight request to the scale. If a keyboard wedge scale is connected, the user must initiate the weight request from the scale. If the scale does not respond (or a scale is not defined), the weight may be entered manually. NOTE: In addition to weight scales, CounterPoint also supports random weight barcodes containing a product identifier and extended price, and calculates a quantity (weight) by assuming the item is sold at Price-1. Random weights are valuable for products like cheese, meat, and others that are tracked by weight and priced by weight. Support is also provided for random price barcodes for products like holiday turkeys that are tracked by each but priced by weight. Random weight and random price items have barcoded labels that are produced by combination scale/printing devices that function outside of CounterPoint. Tare code This field only displays if this is a weighed item and you are using tare weights (see Tare Weight Codes for additional information). Select the tare weight code to use for this weighed item. Warranty periods (Not applicable) displays for all item types other than Always serial and Sometimes serial. Enter the number of days for up to two warranty periods for this item. The number of days entered here is added to the invoice date for a sale of this item to determine the expiration date for the warranty period(s). Open price? Specify whether the item is an open price item.

12 Inventory: Using CounterPoint - Defining Items Price-1 Enter the price you charge customers for this item. Press F2 to enter multiple prices for this item. (See the Defining unit and pricing information section on page 22 for more information.). NOTE: If you specified in Setup / Inventory / Control to retain merchandise history, changes to Price-1 are retained in the Merchandise History file only when the changes are made using Inventory / Markdowns / Post. You can also change Price-1 using Inventory / Prices / Item prices or Inventory / Prices / Group price changes, but these changes are not recorded as markdowns. 25. Reg price (Not applicable) displays if you specified in Setup / Inventory / Control not to use regular price. Enter the regular price, or the most common price, charged for this item. 26. Price code Enter the price code to use when determining the price or discount/markup structure for this inventory item. Leave <blank> to skip this field. 27. Other codes Tax code If you are using item taxes, enter the tax code to use when calculating sales tax for this item. Leave <blank> to always use the ticket or order (customer) tax code when calculating sales tax for this item. For a complete description of how taxes are calculated: See Taxes for more information. Label code Enter the label code that identifies the label associated with this item. Leave <blank> if there is no label code associated with this item, or if you don t use label codes.

13 Inventory: Using CounterPoint - Defining Items 13 Commission code Enter the commission code to use when determining sales rep commissions for sales of this item. Leave <blank> to use the commission percent associated with the customer or sales rep. Prompt code Enter the item prompt code that displays to request additional information for the item. Leave <blank> if there is no item prompt code assigned to this item. NOTE: You cannot assign item prompt codes to Gift certificate or Text items. Searching for an item by item description To search for an item by item description, leave field 1 (Item number) blank. 2. Description Enter the full or partial item description to find. Press F1 to scan through the existing items, in order by item description. Leave <blank> to return to Item number. Keywords If you specified in Setup / Inventory / Control that your item keywords are derived from the item description, each separate word in either line of an item's description that contains the number of characters specified for Minimum keyword length in Setup / Inventory / Control is considered a keyword. A space or comma indicates the end of a word. Keywords can be used to search for an item in item LookUp window (accessed with F9), without regard to upper and lower case letters. Defining multiple substitute items Press F2 at field 11 (Subst item), to enter multiple substitute items. Item-# Enter the item number of the item that may be substituted for the current item. Leave <blank> when you are through entering substitute item numbers.

14 Inventory: Using CounterPoint - Defining Items 14 Defining a vendor item Press F2 at field 12 (Vendor #) of an existing item, to define or edit a vendor item. Enter the information for the vendor item just as you would if you were using Inventory / Vendors / Vendor items. (See Defining Vendor Items for more information.) Defining multiple barcodes Press F2 at field 18 (Barcode), to enter multiple barcodes. Barcodes Enter each barcode for this item. Leave <blank> when you are through defining barcodes. Press: F1 To assign the next barcode number, if you specified a Next barcode number in Setup / Inventory / Control. F5 For existing gridded items, to enter grid barcodes. (See the Defining grid barcodes section on page 19 for more information.) F5 For non-gridded items with alternate units defined, after the barcodes have been entered (at Any change?), to enter the unit associated with each barcode. (See the Entering barcode unit information section on page 15 for more information.) F6 To enter secondary barcodes. (See the Secondary barcodes on page 20 for more information.) If you defined an 11-digit Next barcode number in Setup / Inventory / Control, press F4 to assign the next UPC barcode If you use F4 to generate a UPC barcode, the software will automatically create a UCCcompliant UPC barcode by appending a 12th check digit to the next 11-digit barcode, resulting in a 12-digit UPC barcode. Each of the eight barcodes may be specifically selected to print on forms or labels.

15 Inventory: Using CounterPoint - Defining Items 15 Entering barcode unit information Press F5 after the barcodes have been entered, to enter the unit associated with each barcode. Enter the unit associated with each barcode. Leave <blank> to associate the barcode with the item s stocking unit. Press F1 to scan through the existing units for this item. Changing an item number You can change the item number for an existing item using File Utilities / Special / Inventory / Renumber items. Renumbering items: See Renumbering items in File Utilities for more information. Deleting an item Press F3 when an existing item is displayed, to delete this item. NOTE: An existing item can only be deleted if each inventory record for the item has 0 of the following quantities: Quantity on hand Quantity on transfer Quantity committed Quantity on layaway Quantity on backorder Quantity on order Items with serial or lot numbers on file cannot be deleted. A Rental item that has rental ID s on file cannot be deleted. If you select to delete an item, you are asked to confirm the deletion if inventory records exist for this item. If any vendor item records exist for the item, you are also asked if you want to delete those records as well. Copying a new item from an existing item Press F2 at field 2 (Description) of a new item, to copy an existing item. This is a fast way of setting up a new item. It allows you to create inventory records, grids, and grid barcodes (for gridded items) automatically for the new item. Copy from item-# Enter the item number to copy.

16 Inventory: Using CounterPoint - Defining Items 16 [Remaining fields] Enter the remaining fields just as you would if entering item information on the Inventory / Items screen. Inventory records Press: F1 To create an inventory record for the new item for each location defined in Setup / Inventory / Locations. F2 To create inventory records for the same locations as the copy-from item. Changing an item's tracking method The tracking method for an item may be changed only if each inventory record for the item has 0 of the following quantities: Quantity on hand Quantity committed Quantity on backorder Quantity on transfer Quantity on layaway Quantity on order For a serialized item, the tracking method cannot be changed if serial numbers exist or if components are tracked. For a lot-controlled item, the tracking method cannot be changed if lot numbers exist. Printing labels When an existing item is displayed, press F2 to open the Tags window. Specify the number of labels you want to print by entering the Label quantity manually, or by pressing F1 to use the Item qty on hand or F2 to use the Inventory qty on hand. Once you have specified the Label quantity, you can: Press F1 to create tags normally. Press F2 to display the Print labels from tags screen, which allows you to print an alignment label, select a printer, and print the specified number of labels to the selected printer. Press F6 to select or change the label format to use for the printed labels. Press Enter to select one of the previous options from a pop-up menu.

17 Inventory: Using CounterPoint - Defining Items 17 Gridded items A gridded item is an item with a tracking method of Grid. Grid definitions Item grid A table or matrix of all available colors, sizes, lengths, widths, etc. for an item. A grid may be two-dimensional (color/size) or one-dimensional (color only or size only). Colors The names that appear down the left side of the grid, even if they are not really colors. Each item grid can contain up to 20 colors. Sizes The names that appear across the top of the grid, even if they are not really sizes. Each item grid can contain up to 50 sizes. Cell The block in a grid where a color and a size intersect. This is also referred to as color/size or color/size combination. Color tag The four-character heading that describes the names down the left side of the grid. The color tag is entered in the upper left block of the grid, in the leftmost position. Examples of color tags might be COLR or WDTH. Size tag The four-character heading that describes the names across the top of the grid. The size tag is entered in the upper left block of the grid, in the right position. Examples of size tags might be SIZE or LENG. Color names The nine-character names entered down the left side of the grid. If the color tag is COLR, the color names might be RED, BLUE, ORANGE and WHITE. Size names The five-character (three-character for compressed grids) names entered across the top of the grid. If the size tag is SIZE, the size names might be SMALL, MED, LARGE and XLRG. Model stock grid Defines the valid color/size combinations and the model stock (or maximum quantity) for each in a specific stocking location.

18 Inventory: Using CounterPoint - Defining Items 18 Defining a gridded item When you press Enter at Field number to change? after defining a new item with a tracking method of Grid. Item number Enter the item number of the grid to copy. Leave <blank> for None, to enter a new grid for this item. At any time during entry of this grid, press Esc when you are through defining grid information. [size tag] Enter the size tag for this grid. Press F2 to toggle this grid between compressed and normal. Grid type # of characters displayed per cell Normal 5 10 Compressed 3 15 # of columns displayed per screen If both a size and color tag are defined, press F1 to toggle this grid between reversed order and normal order. Grid order Color/Size combinations display as Example Normal Color/Size Blue/7 Reversed Size/Color 7/Blue [size names] Enter the size names for this grid. Leave <blank> if no color tag has been defined and you are through defining size names, to enter a color tag. Press F5 if color names are also defined, to switch to defining color names.

19 Inventory: Using CounterPoint - Defining Items 19 At an existing size name, press: F2 To insert a size prior to the current size name. F3 To delete this size name. Up Arrow Down Arrow To move between size names. If you need to enter ½, use the character specified in Setup / Inventory / Control. [color tag] Enter the color tag for this grid. Press: F2 To toggle this grid between compressed and normal. F6 If size names are also defined, to switch to defining size names. [color names] Enter the color names for this grid. At an existing color name, press: F2 To insert a color prior to the current color. F3 To delete this color name. Up Arrow Down Arrow To move between color names. Any change? This question appears when you press Esc during grid entry. Specify whether to make any changes to the grid. When you answer No, a window appears for you to enter inventory information. (See the Defining inventory section on page 29 for more information.) WARNING: If you need to change the grid definition later, use File Utilities / Special / Inventory / Modify grids. If you change the grid definition using Inventory / Items, your inventory records and barcodes may be incorrect. Defining grid barcodes Press F5 at field 18 (Barcode) of an existing gridded item, to enter grid barcodes. Enter the barcode for each color/size combination.

20 Inventory: Using CounterPoint - Defining Items 20 Press: F2 F3 F6 Page Up Up Arrow Page Down Down Arrow To generate grid barcodes instead of defining them individually. (See the Generating grid barcodes section on page 20 for more information.) To delete this barcode. To define secondary barcodes. To move to the previous or next color. To move to the previous or next size. Secondary barcodes Press F6 to define secondary barcodes for each item. You can define up to 100 secondary barcodes for each cell (in addition to the regular cell barcode). Secondary barcodes are used to identify the cell in any entry field that currently supports the regular cell barcode. Secondary cell barcodes are valuable for businesses that have multiple identifiers for color/size cells. For example, you may have your own catalog numbers for cells, and your supplier may have a different catalog numbering series for the same cells. Secondary cell barcodes allow you to recognize both of these barcodes as the same cell. NOTE: Secondary cell barcodes can not be printed on user-defined forms or labels. Generating grid barcodes Press F2 at the Color/Size Barcodes window, (see the Defining grid barcodes section on page 19 for more information), to generate barcodes instead of defining them individually Generated barcodes consist of three components: the base (X), the color (Y), and the size (Z). If the item grid was copied from another item, the barcode generation options for the copied item display as the defaults.

21 Inventory: Using CounterPoint - Defining Items 21 Warning: grid barcodes already on file will be replaced! Are you sure? This warning appears if grid barcodes already exist for this item. Select: Yes To continue generating new barcodes. No To leave the prior barcodes on file for this item. WARNING: If you replace existing barcodes, the old barcodes can no longer be used to identify the color/sizes of the item. Format Enter the placement of each component within the barcode, including any characters used to separate the components. Press: F1 For rapid barcode generation, to accept default values for the Format field and all component fields. F3 To delete all grid barcodes for this item. X - Base The item number displays as the default. Enter the characters to use as the base component of each barcode. Y - [color tag] Enter the characters to use as the color component for the first color. Press: Down Arrow Page Up Enter Page Down To use the default of each color s position in the grid (01 for the first color, 02 for the second, etc.). To enter characters for the previous or next color. To enter characters for the next color.

22 Inventory: Using CounterPoint - Defining Items 22 Z - [size tag] Enter the characters to use as the size component for the first size. Press: Down Arrow Page Up Enter Page Down To use the default of each size s position in the grid (01 for the first size, 02 for the second, etc.). To enter characters for the previous or next size. To enter characters for the next size. Result field is too large This message appears if the combination of the three components is greater than 20 characters (the maximum size allowed for a barcode). You must edit one or more of the components to reduce the combined length to 20 characters or less. Any change? This question and a sample barcode appear when you press Down Arrow at Component Z. Select: Yes No To make changes to the barcode components. To generate the barcodes. Press Esc to abort barcode generation. Defining unit and pricing information Press F4 at Field number to change?, to view or enter unit and pricing information for the item. To make changes to any of the units listed, highlight that unit using Up Arrow or Down Arrow, and press Enter. NOTE: Preferred is an invalid selection unless at least one alternate unit is defined. NOTE: Alternate and preferred units are not available for items that have a tracking method of Always serial, Sometimes serial, or Grid, or for Gift certificate items.

23 Inventory: Using CounterPoint - Defining Items 23 Defining the pricing unit This window also appears when you select F2 at field 25 (Price-1). Pricing unit The initial default for this field is the stocking unit. Enter the unit on which pricing is based. If a pricing unit is defined, item prices are entered and displayed in terms of the pricing unit. [stocking unit] per [pricing unit] This field appears if you enter a pricing unit other than the stocking unit. Enter the number of stocking units in one pricing unit. Price code Enter the price code to use when determining the price or discount/markup structure for this item when sold by this stocking unit. Leave <blank> to skip this field. Price-# The number of prices available is specified in Setup / Inventory / Control. Enter each price for this item. Press F7 to enter the price as a gross margin % (GM%). (See the Entering prices by gross margin percent section on page 25 for more information.) Normally, prices should be entered in descending order, with Price-1 as the highest price charged for the item, and the last price as the lowest price. If you define pick price price codes, you must use descending prices in order for these price codes to work correctly.

24 Inventory: Using CounterPoint - Defining Items 24 Defining alternate units If you sell or receive an item in units other than the stocking unit, you can enter alternate units. NOTE: Alternate units for Rental items are determined by the rental units for the item s rental category, and cannot be changed here. To change the stocking or alternate units for a Rental item, you must change the rental units in the item s rental category or assign a different rental category to the item. WARNING: If the Rental item s rental category has multiple rental units defined, you must access the price window and enter prices for alternate units. If you neglect to do so, the price for these units will show as 0.00 in ticket entry. Alternate unit # The appropriate unit number appears in the title bar of this window. Enter the alternate unit for this item. Alternate units are units other than the stocking unit that can be received or sold. For example, the stocking unit for an item might be EACH, but you receive the item by the CASE. To delete an alternate unit, simply clear this field. However, you can t delete an alternate unit if subsequent alternate units exist (e.g. you can t delete alternate 1 or alternate 2 if alternate 3 exists, and you can t delete alternate 1 if alternate 2 exists). In this case, there are two ways you can delete the alternate unit: Redefine all of your alternate units. Change Alternate unit # of the unit you want to delete to delete to something like XXXX, change [stocking unit] per [alternate unit] to 1, and change the price information to match the stocking unit.

25 Inventory: Using CounterPoint - Defining Items 25 [stocking unit] per [alternate unit] The stocking unit appears as the first unit in this field. The alternate unit entered in the preceding field appears as the second unit the next time this window is accessed. Enter the number of stocking units contained in a single alternate unit. Price code Enter the price code to use when determining the price or discount/markup structure for this item when sold by this alternate unit. Leave <blank> to skip this field. Price-# The number of prices available is specified in Setup / Inventory / Control. Enter each price for this alternate unit. Press F7 to enter the price as a gross margin % (GM%). (See the Entering prices by gross margin percent section below for more information.) Normally, prices should be entered in descending order, with Price-1 as the highest price charged for the unit, and the last price as the lowest price. Entering prices by gross margin percent Press F7 when entering prices, to enter a gross margin % (GM%). If you press F7, a window similar to this appears: Any change? Specify whether to make any changes to the GM% information displayed. Gross margin % - New value Enter the GM% to use in calculating the new sale price. The gross margin percent is based on the item s last cost, and is determined by the following formula: GM% = Price Last cost Price The formula for calculating the new price based on GM% is: Last cost * 100 Price = GM%

26 Inventory: Using CounterPoint - Defining Items 26 For example, a gross margin of 20% with a last cost of $5.00 will yield a sale price of $6.25 [(5 * 100) / (100-20)]. If the price is for an alternate unit, the GM% for the item s pricing unit is multiplied by the conversion factor for the alternate unit. Defining a preferred unit Preferred unit Enter the unit that is the preferred unit for selling this item. Press F1 to scan through the existing units. The unit entered here must be either the stocking unit or one of the defined alternate units. The stocking unit is the default preferred unit.

27 Inventory: Using CounterPoint - Defining Items 27 Defining a transfer unit Transfer unit Specify the default unit to use on transfers for the item. Press F1 to cycle through the available units, or enter the unit you want to use. Once you have defined a Transfer unit for an item, that unit is used by default when you add the item to a transfer-out in Inventory / Transfers / Transfer out / Enter. Defining an entry unit An entry unit is a unit of measurement that may be used to determine the quantity required of an item. Entry units work like a calculator to help you determine the sale quantity. For example, a customer wants to purchase enough floor tile for a 10 by 12 room. You stock and sell floor tiles by the box, with each box containing 12 square foot tiles. You can define an entry unit of SQFT, with boxes per SQFT (1 box 12 ft 2 ). In ticket entry, you can press F5 at Qty to enter the quantity in terms of SQFT. The quantity is automatically converted to the correct number of boxes, according to how the entry unit SQFT has been defined.

28 Inventory: Using CounterPoint - Defining Items 28 To delete an existing entry unit, access the Entry unit window, answer Yes to Any change?, clear the Entry unit field, and answer No to Any change?. Entry Unit Enter the entry unit to use for this item. [stocking unit] per [entry unit] Enter the number of stocking units per entry unit. # of decimals Enter the number of decimals allowed for entry of the quantity to be converted to the current selling unit, from 0 to 5. Round method Select: None If you don t want to round the resulting stocking unit quantity. Round To round the resulting stocking unit quantity up or down to the next full integer (e.g., becomes 11, becomes 10). Next integer To round the quantity up to the next full integer (e.g., becomes 11). Truncate To truncate the quantity (e.g., becomes 10). Allow change to [stocking unit] per [entry unit] on Tickets? Specify whether to allow changes to the number of stocking units per entry unit during ticket entry.

29 Inventory: Using CounterPoint - Defining Items 29 Defining oversize prices Oversize prices allow you to add or deduct a surcharge to or from specific colors and/or sizes of a gridded item. [color] / [size] For each color or size, enter the surcharge amount to add to the item price. Press: F2 To alternate between entering the surcharge as a percentage of the item price and as a dollar amount. Esc When you have finished entering oversize prices. If an individual cell in a grid has both a color and a size surcharge, both surcharges apply. Dollar surcharges are processed before percentage surcharges. For example, if color Red has a surcharge of 1.00, and size XXL has a surcharge of 10%, then an item that normally sells for $10 would sell for $12.10 ($10 + $1 = $11 * 1.1 = $12.10). Viewing item monthly history Press F8 when an existing item is displayed, to view item monthly history. The following columns are available for item monthly history: Quantity sold Quantity returned Sales Cost Gross profit percent Average price Return percent Viewing monthly history: See Working with Monthly History for more information.

30 Inventory: Using CounterPoint - Defining Items 30 Defining inventory Press F7 when an existing item is displayed, to view or enter inventory records for that item. Location If you specified in Setup / Inventory / Control that you are not using multi-location, this field defaults to the location defined as Main location in Setup / Inventory / Inventory Control, and may not be changed. Enter the location for this inventory record. Press: F1 For the next existing inventory record for this item. F2 For All, to add inventory records for all locations. F4 To display the Loc group field, and then enter or look up the location group that includes the locations for which you want to create inventory. If you press F2 for All, an inventory record will be created for all locations that don t already have a record for this item. Existing inventory records are not affected. Remaining inventory fields: See Defining Inventory for more information. Any change? Specify whether to makes any changes to this information. Press: F1 To scan though the existing inventory records for this item. F2 To create tags for this item for this location. F8 To view monthly history for this item for this location. (See the Viewing item monthly history section on page 29 for more information.) If you are using LIFO or FIFO as your inventory valuation method (specified in Setup / Inventory / Control), press F4 to change the last cost for this item for this location. NOTE: If you press F4, you will receive the message Change not allowed because Last cost is a protected field. If you are authorized to make protected changes, you can press F2 at Change not allowed to access this field. Gridded items After you have defined inventory information for a new item, another window appears for you to enter the item s model stock for each location. (See Defining the model stock grid in Defining Inventory for more information.)