H A R D G O O D S. Inventory Item Information

Transcription

1 H A R D G O O D S Inventory Item Information

2 Created by Learning Products Development Copyright 1986, 1989, Triad Systems Corporation. All Rights Reserved Hardgoods Division 3055 Triad Drive Livermore, CA FastStart is a trademark of Triad Systems Corporation ScanStart is a trademark of Triad Systems Corporation WARNING This equipment generates, uses and can radiate radio frequency energy. If not installed and used in accordance with the instruction manual, it may cause interference to radio communications. It has been tested and found to comply with the limits for a Class A computing device pursuant to Subpart J of Part 15 of the FCC rules, which are designed to provide reasonable protection against such interference when operated in a commercial environment. Operation of this equipment in a residential area is likely to cause interference, in which case the user, at his own expense, must take whatever measures may be required to correct the interference. Publication No Rev No. 4508

3 Contents 1 Using This Manual 2 Introduction to Inventory 3 Setting Up Inventory Constants 4 Loading Inventory 5 Maintaining Inventory 6 Analyzing Inventory 7 Setting Up Different Units of Measure 8 Tracking Shrinkage History 9 Using Flex Reports 10 Multistore Users Only Index i

4 Using This Manual In This Section 1-1 Who Should Read This Manual 1-1 About This Manual 1-2 Tabbed Sections 1-2 What This Manual Does Not Contain 1-3 Conventions Used in This Manual 1-3 Related Publications 1-5 Other Ways to Learn About Inventory 1-5 Where to Get Help 1-5 i

5 Using This Manual In This Section This section describes: who should read this manual how this manual is structured what information is not included in this manual what conventions are used throughout related publications other resources you could use to learn more about Inventory who to call for help Who Should Read This Manual This manual is designed to help you set up, maintain, and analyze your inventory information. If you can t remember how to do a specific procedure, look in this manual. If you need a field definition for a specific function or report, look in the Functions Manual or Reports Manual. This manual is a procedures manual and does not include field definitions. 12 Using This Manual In This Section 1-1

6 About This Manual This is the Inventory Item Information Manual. It covers many procedures that give you the information necessary to make informed management decisions. You have a lot of information at your fingertips. With this information, you can fine tune your inventory control. And that can mean increased profits! Tabbed Sections The tabbed sections included in this manual are as follows: USING THIS MANUAL describes the manual, structure, and conventions that will help you find the information you need. INTRODUCTION TO INVENTORY explains basic inventory control concepts and the inventory packages available. SETTING UP INVENTORY CONSTANTS explains how to set up your inventory constants and supporting files. LOADING INVENTORY explains how to add, change, and delete SKUs for initial inventory loading (not using a FastStart or ScanStart tape). MAINTAINING INVENTORY explains how to display, add, change, and delete stocking and codes information for SKUs. ANALYZING INVENTORY explains how to run management reports that help you control your inventory information to improve your profits. SETTING UP DIFFERENT UNITS OF MEASURE explains how to set up items so that you can stock, purchase, price, and sell in different units of measure. TRACKING SHRINKAGE HISTORY explains how to use the ShrinkTrak application to maintain accurate quantity-onhand. USING FLEX REPORTS explains how to create your own Inventory reports that meet your business needs. MULTISTORE USERS ONLY explains the differences for multistore users including Master Data versus Store-Specific Data. Finally, at the back of the manual is an index to help you find information based on a topic. Using This Manual About This Manual

7 What This Manual Does Not Contain This manual does not cover: procedures for changing prices and running promotions (these are in the Pricing and Promotions Manual.) procedures for purchasing and receiving (these are in the Purchasing and Receiving Manual.) procedures for using a FastStart or ScanStart tape (Use the instructions that come with your tape.) Conventions Used in This Manual You will notice several style conventions in this manual that have been designed to make the information more accessible. They are described below: Convention Tasks Keys Entries Messages Description Tasks you perform are presented in a twocolumn format. The left-hand column contains the step or specific action you complete. The right-hand column presents additional explanation about the step, such as messages, and warnings. It also contains additional information about that specific step in the procedure. The keys you press to perform a function at the terminal appear with initial caps, bold face, within delimiters (for example, <Enter>). Actual entries you type at the terminal keyboard are shown in bold face (for example, type IMU). You may type your entries in either upper- or lowercase letters; unless, you are at the Main Menu, then you must type your entries in all capital letters. The messages and prompts you receive from the system are presented in special type. For example: THIS TRANSACTION HAS BEEN CHANGED 12 Using This Manual Conventions Used in This Manual 1-3

8 Convention Footer References Multistore Users Check STORE Description At the bottom over every page is a footer. Use these as guides when looking up information. Look at the bottom of this page to see an illustration of a footer. On the top line is the name of this section Using This Manual. Underneath the section name is the topic name Conventions Used in this Manual. Next to the topic name is the page number 1-4. On the opposite side of the page is the software release level 12 Below the sofware release is the manual s part number Throughout the manual you are referred to different manuals, sections within the same manual, or page numbers within the same section. Here are the conventions for each part of a reference: Manual names are initial caps, italic. Tabbed sections are initial caps followed by a comma. Procedures are initial caps within quotation marks. For example, please see the Manager's POS Procedures Manual, the tabbed section Security and Control, Checking the Cash Drawer. Multistore Users Only. Any procedure that is different for multistore users will have this reminder. You should always check the Store field information when you see this reminder in the function or report. Using This Manual Conventions Used in This Manual

9 Related Publications The following user manuals are also related to inventory control: Pricing and Promotions Manual Purchasing and Receiving Manual Kits Manual Tally Items Manual Functions Manual Reports Manual Other Ways to Learn About Inventory Customer Education is a good way to learn about item information and inventory control. Contact your Customer Education Representative (CER) about these classes: Beginning Inventory Class Purchasing and Receiving Class Inventory Maintenance Class Replenishment Ordering Class This manual is your best bet for everyday reference. Always check here first if you have a question or problem. Where to Get Help If you have difficulty with any of the procedures in this manual, contact the Advice Line or your CER. You should call the Advice Line about any error messages, and call your CER for advice about implementing store-specific procedures on your Triad system. 12 Using This Manual Related Publications 1-5

10 Introduction to Inventory About Item Information 2-1 About the Inventory File 2-2 Questions You May Have 2-3 Inventory Packages Available 2-6 List of Functions and Reports Available in the Inventory Packages 2-7 i

11 Introduction to Inventory About Item Information With the Triad system, you can: keep records for each of the SKUs you carry change information for one SKU or for a group of SKUs add or delete SKUs take a physical inventory identify SKUs you haven t sold identify overstocked SKUs identify sales trends evaluate the popularity of your stock check the gross profit percent you re making on SKUs keep track of your investment in inventory keep track of your turn rates and GMROI purchase, price, stock and sell items with different units of measure mark different groups of items with user codes so you can: - track sales - create purchase orders - change prices for SKUs with a certain user code keep records for your departments, classes and finelines print department sales and purchase history for the past 25 periods print class and fineline sales and purchase history for the past 13 periods print last year s sales history for individual items look up a SKU or a range of SKUs customize your <Next Item> to look through your inventory print all the inventory information for a SKU 12 Introduction to Inventory About Item Information 2-1

12 About the Inventory File One of the most important files on your system is the Inventory File, because it holds the records for each of the SKUs you carry. For example, every time you sell a ball pein hammer at Point- Of-Sale (POS), the system checks the Inventory File to find the price for ball pein hammers. The correct price then displays at POS. For each SKU, the system keeps track of: prices gross profit percent vendors when you need to reorder sales and purchase history and much more All of this item information is stored in the Inventory File. If you have Classic or Advanced inventory, the system also keeps quantity-on-hand for each SKU. When you sell or receive, the system updates the quantity-on-hand in the Inventory File. So you ll always know how many of each SKU is in stock. Introduction to Inventory About the Inventory File

13 Questions You May Have These are commonly asked questions and answers about inventory item information. Is there a quick and easy way to change SKU information for a group of SKUs? Yes. There are two ways to change information for a group of SKUs. The first approach is Function RICU (Item Code Update), and the second approach is Function FIL (Flexible Loading). In Function RICU, you can change all the SKUs in a range; for example, all the SKUs in a certain department or all the SKUs you order from a certain manufacturer. You can change as many different kinds of information as you want at the same time, but you must change all the SKUs to the same code. For example, use Function RICU to change the primary vendor for all SKUs in Department 4. To use Function FIL, you must change information for a group of SKUs not in a range or change several codes for SKUs. For example, you can change the primary vendor for some SKUs in Department 4 to the vendor Ace and other SKUs in Department 4 to the vendor Servistar. Instead of searching through all the fields on the LOD or IMU screens, the FIL Screen will display only the fields you select. Even though you make changes for one item at a time, it s easy to change the necessary information quickly and efficiently. You can change up to nine different kinds of information for a SKU at the same time. NOTE: You cannot use Functions RICU and FIL to change the following information on L-Type records: Lumber Type Dimensions Conversion Factors Units of Measure 12 Introduction to Inventory Questions You May Have 2-3

14 How can I browse through the items in the Triad system? You can browse through the Inventory File to see all the SKUs your store carries. If you have a multistore system, you can choose to display items for one store or for all stores. You can customize the <Next Item> key in Function NEX to display SKUs by: Primary Vendor Manufacterer Vendor any Exclusions or Codes To display each SKU in the Inventory File, press <Next Item> while in any of the following: Item Master Update (Function IMU) Inventory Item Load (Function LOD) Item Sales History (Function ISH) Item Price Change, Entry Screen (Function IPC, Screen E) How much sales history does the Triad system keep track of? The Triad system keeps track of: the current fiscal period and the past 12 fiscal periods of sales history for individual SKUs an additional 13 fiscal periods of sales history for individual SKUs (Advanced Inventory only) the current fiscal period and the past 12 fiscal periods of promotion history for individual SKUs (Advanced Inventory Only) the current fiscal period and the past 24 fiscal periods of sales, forecast, and purchase history for departments the current fiscal period and the past 12 fiscal periods of sales and purchase history for classes the current fiscal period and the past 12 fiscal periods of sales and purchase history for finelines Can I price, sell, and stock a SKU by different units of measure? With Lumber/Contractor Point-of-Sale, you can classify the SKUs in your store as H- or L-Type records. An H-Type record is a SKU which has the same stocking and pricing units of measure. An L-Type record is a SKU with different stocking and pricing units of measure. You can also set up an alternate unit of measure. At CPOS, you will be able to sell and price the SKU in any of these units of measure. Introduction to Inventory Questions You May Have

15 NOTE: For more information on L-Type records, see the tabbed section Setting Up Different Units of Measure. Can I purchase and stock SKUs by different units of measure? Yes, you can stock and purchase SKUs by different units of measure. For H- and L-Type records, the purchase unit can differ from the stocking unit. On the Stocking screen of IMU, you specify the purchase unit, the order multiple and the standard pack. The order multiple is the number of stocking units in a purchasing unit when ordering an item from the primary vendor. The standard pack is the number of stocking units in a purchasing unit when ordering an item from the manufacturer. The order multiple and standard pack allow the system to make necessary conversions from one unit of measure to the other. Can the system help me calculate Purchase Conversion Factor? Yes. The system can calculate the purchasing conversion factor for you with Function PCF (Calculate Purchasing Conversion Factor). This is for L-Type records only. How can the system help me better manage my inventory? The system can help you identify problems and supply you with the information you need to make wise management decisions. The system can find which SKUs haven t sold, which SKUs are overstocked, and which SKUs are out of stock. It can rank the SKUs you carry by popularity. The system also helps you keep track of the gross profit percent you re making on different departments, classes, finelines, and individual SKUs. And, you can track your turn rates and inventory investment. Can I make reports print more quickly? Yes. Filling in as many of the From and To fields as you can speeds up print time for any report. With more From and To fields filled in, the system can find the SKUs to print more quickly. For example, if you want a report to include all the SKUs in a fineline, enter the appropriate information for the fineline, class, and department from and to ranges. The system will find the information for the fineline more quickly. You can also spool reports, see the Spooler Procedures Manual for more information. 12 Introduction to Inventory Questions You May Have 2-5

16 Inventory Packages Available Triad Systems Corporation offers three Inventory packages: Replenishment, Classic, and Advanced. Replenishment Inventory includes: Inventory Management Reporting Replenishment Ordering Item Sales History Reporting Product Analysis and Ranking Bin and Price Label Printing Item Promotion and Reporting Classic Inventory includes all of the Replenishment Inventory features, plus: QOH Control Inventory Value Reporting Purchase Order Control Subsystem Stock Receipt Posting by Exception Kits for Multi-Item Package Sales Advanced Inventory includes all of the Classic Inventory features, plus: Order Point Calculation Quantity Break Pricing Promotional Sales History Expanded Sales History ShrinkTrak Transfers If you want more information about these inventory packages, contact your Marketing Representative. The following table shows which functions and reports are available with each inventory package. Introduction to Inventory Inventory Packages Available

17 List of Functions and Reports Available in the Inventory Packages Function/Report Replenish Classic Advanced BOP BTC X X X DEF X X X FIL X X X GDE X X X IAD X X IMU X X X IPC X X X IQR X X X ISH IST LOD X X X MAP X X X MCL X X X MDE X X X MFI X X X MIC X X X MIP X X X MKR X X MPC X X X MPH MPI MPO X X X MQB MTC X X X MUM X X X MUW X X X NEX X X X continued on next page X X X X X X 12 Introduction to Inventory Inventory Packages Available 2-7

18 Function/Report Replenish Classic Advanced PIP X POR X X X PRO X X X QPIP X RAP X X X RBL X X X RCIN X X X RCL X X X RDE X X X RDF X X X RFI X X X RFL X X X RIA X X RICU X X X RIH X X X RIM X X X RIS X X X RIU X X X RIV X X RKR X X RLA X X X ROF X X X ROP X ROR X X X RP X X RPA X X X RPB X X X RPC X X X RPD X X X continued on next page Introduction to Inventory Inventory Packages Available

19 Function/Report Replenish Classic Advanced RPH X RPI X RPM X X X RPO X X RPP X X X RRP X X RSH X RSO X X RST X X X RUP X X X RVE X X X RVL X X X RVU X X X 12 Introduction to Inventory Inventory Packages Available 2-9

20 Setting Up Inventory Constants Procedures in This Section 3-1 Setting Up Inventory Constants (Function MIC) 3-2 Setting Up the Date Table (Function MDT) 3-4 Customizing Units of Measure (Function MUM) 3-6 Customizing Units of Weight (Function MUW) 3-7 Customizing Price Rounding (Function PRO) 3-9 Adding and Printing Departments (Function MDE, Report RDE) 3-11 Adding Departments 3-11 Printing Departments 3-12 i

21 Adding and Printing Classes (Function MCL, Report RCL) 3-14 Adding Classes 3-14 Printing Classes 3-15 Adding and Printing Finelines (Function MFI, Report RFI) 3-17 Adding Finelines 3-17 Printing Finelines 3-18 Adding and Printing Vendors (Function MVR, Report RVE) 3-19 Adding Vendors 3-19 Printing Vendors 3-22 ii

22 Setting Up Inventory Constants Procedures in This Section Function MIC Setting Up Inventory Constants Function MDT Setting Up Date Table Function MUM Customizing Units of Measure Function MUW Customizing Units of Weight Function PRO Customizing Price Rounding Function MDE, Report RDE Adding and Printing Departments Function MCL, Report RCL Adding and Printing Classes Function MFI, Report RFI Adding and Printing Finelines Function MVR, Report RVE Adding and Printing Vendors 14 Setting Up Inventory Constants Procedures in This Section 3-1

23 Setting Up Inventory Constants (Function MIC) Use Function MIC (Modify Inventory Constants) to enter and maintain system-wide inventory constants. You can also use this function to enter default values that will help you quickly load SKUs. If a group of items will have the same information in the following fields: Keep Stock Information Minimum Gross Profit % Keep Sales Prices? Keep Expanded Sales History? Keep Expanded Promo Data? Count Promotional Sales in Sales History? then, enter this information in Function MIC, and load the SKUs in Functions IMU or LOD. That way, these fields will be preset for each SKU. Do the following: 1 At any menu, type MIC and press <Enter>. The system displays the Modify Inventory Constants (MIC) Screen: Setting Up Inventory Constants Setting Up Inventory Constants (Function MIC)

24 2 Enter constants and default information appropriate for your store. If you have any questions about fields on this screen, see the Functions Manual, Function MIC. 3 Press <Change>. The system will make the appropriate changes in the inventory constants and defaults. If you are using the default fields to help you quickly load SKUs, follow this procedure each time you change your defaults. NOTE: If you want to see the Triad-supplied constants screen, display Function MIC and press <Clear>. 14 Setting Up Inventory Constants Setting Up Inventory Constants (Function MIC) 3-3

25 Setting Up the Date Table (Function MDT) Use Function MDT (Modify Date Table) to enter and maintain the period date table for your fiscal year. The system uses this table to calculate annualized sales. If your fiscal year has 12 periods, the abbreviations for each month display on the screens and reports. If your fiscal year has 13 periods, the periods are labeled Per x (for example, Per 3) on screens and reports. Do the following: 1 At any menu, type MDT and press <Enter>. The system displays the Modify Date Table (MDT) Screen: Modify Date Table (MDT) Title Month Year Period Start Date End Date End of Period Type Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec /01/93 02/01/93 03/01/93 04/01/93 05/01/93 06/01/93 07/01/93 08/01/93 09/01/93 10/01/93 11/01/93 12/01/93 00/00/00 01/31/93 02/28/93 03/31/93 04/30/93 05/31/93 06/30/93 07/31/93 08/31/93 09/30/93 10/31/93 11/30/93 12/31/93 00/00/00 M M Q M M Q M M Q M M Y 2 Enter your fiscal year. Follow the prompts at the bottom of the screen. Make sure period 1 is the first month in your fiscal year, period 12 is the last month in your fiscal year. If you have questions about specific fields, see the Functions Manual, Function MDT. 3 Press <Change>. The system saves this information. NOTE: Calendar titles print on flex reports (Report RIS), even though Function DEF displays them as Per 2, Per 3, and so on (as long as you do not change the field titles in Function DEF). Setting Up Inventory Constants Setting Up Data Table (Function MDT)

26 You can print your monthly unit sales history on one flex report (instead of 12 flex reports, which you must change every year). The field title in Function DEF still displays the period title (for example, Period 2 Units). However, as long as you do not change the field title the system prints the appropriate calendar title. Year-End Procedure At the end of every year, you will need to reset this date table. To do this, just display this screen and press <Run>. The system will change the year on all dates. For more information about year-end procedures, see the Guide to Your Triad System Eagle Series. 14 Setting Up Inventory Constants Setting Up Date Table (Function MDT) 3-5

27 Customizing Units of Measure (Function MUM) Use Function MUM (Unit of Measure Table Maintenance) to enter and maintain units of measure abbreviations that you will use in the Inventory, and Purchasing and Receiving applications. The system includes a basic units of measure table. You can customize this table to meet your business needs. Do the following: 1 At any menu, type MUM and press <Enter>. The system displays the Unit of Measure Table Maintenance (MUM) Screen: Unit of Measure Table Maintenance (MUM) Store: U/M Code EA PK BX RL ST BG LB CD LT SH LF ML CL DL MS # of Dec Pl _ Description EACH PACK(S) BOX(ES) ROLL(S) SET(S) BAG(S) POUND(S) CARD(S) LITER(S) SHEET(S) LINEAL FEET 1000 LINEAL FEET 100 LINEAL FEET 10 LINEAL FEET 1000 SQUARE FT U/M Code CS PR FT QT LG GL PT UN SV PC BF MF CF DF SF # of Dec Pl _ Description CASE(S) PAIR(S) FEET QUART(S) LENGTH(S) GALLON(S) PINT(S) UNIT(S) SLEEVE(S) PIECE BOARD FEET 1000 BOARD FEET 100 BOARD FEET 10 BOARD FEET SQUARE FEET 2 Enter any other units of measure you will need in your business. You can add only six more units of measure. 3 Press <Change>. The system saves the new information. NOTE: If you want to see the Triad-supplied unit of measure table, display Function MUM and press <Clear>. If you want to change the existing unit of measure table, type over the information and press <Change>. Setting Up Inventory Constants Customizing Units of Measure (Function MUM)

28 Customizing Units of Weight (Function MUW) Use Function MUW (Unit of Weight Table Maintenance) to enter and maintain unit of weight abbreviations that you will use in the Inventory, and Purchasing and Receiving applications. The system includes a basic units of weight table. You can customize this table to meet your unique needs. The system uses pounds as the standard weight to which all other units of weight will be converted. On purchase orders, the system uses this table to convert the weights of SKUs to pounds (which is the first weight on the table). The total weight of the order is shown in pounds. For example, if the unit of weight for a SKU is ounces (OZ), the system divides the number of ounces by 16 to calculate the number of pounds. Do the following: 1 At any menu, type MUW and press <Enter>. The system displays the Unit of Weight Table Maintenance (MUW) Screen: Unit of Weight Table Maintenance (MUW) Store: 1 U/W Code Description Op Conversion Factor 1 LB POUNDS * OZ GR OUNCES GRAMS / / KG KGRAMS / TN ST TONS STONES * * Enter any other units of weight you will need at your store. 14 Setting Up Inventory Constants Customizing Units of Weight (MUW) 3-7

29 3 Press <Change>. The system saves the new information. If you want to see the Triad-supplied unit of weight table, display Function MUW and press <Clear>. If you want change the existing unit of weight table, type over the information and press <Change>. We recommend that you keep pounds as the first unit of weight to ensure correct conversion on your purchase orders. Setting Up Inventory Constants Customizing Units of Weight (MUW)

30 Customizing Price Rounding (Function PRO) Use Function PRO (Price Rounding) to enter and maintain the price rounding table. The system uses this table to round retail prices to the correct cent. The following functions and reports use this table: IMU (Item Master Update) IPC (Item Price Change) LOD (Inventory Item Load) RP (Receipt Posting) RPC (Price Change Report) RRP (Receiving Report) Use Function PRO to increase your gross profit. For example: If And Then The first Highest Price field is.50 and the last two entries in the Round Pennies Up To column are.45 and.49 The system calculates retail price as.47 based on cost and desired gross profit percent of the SKU So, you make two extra cents on this sale which adds up to a significant profit in a month. The price rounding table will round the price to.49. NOTE: When you ask the system to calculate retail prices based on cost and desired gross profit percent, the system rounds the retail price with Function PRO. Do the following: 1 At any menu, type PRO and press <Enter>. The system displays the Price Rounding (PRO) Screen: 14 Setting Up Inventory Constants Customizing Your Price Rounding Strategy (Function PRO) 3-9

31 2 Enter the price rounding table that will meet your gross profit goals. If you need help determining the best strategy, talk to your Customer Education Representative. If you don t want to round prices, enter zero in the first field of the Highest Price column. 3 Press <Add>. The system will now use this information to help you improve your profits. Setting Up Inventory Constants Customizing Your Price Rounding Strategy (Function PRO)

32 Adding and Printing Departments (Function MDE, Report RDE) Multistore Users Use Function MDE (Department Maintenance) to set up your departments before loading SKUs. Departments are the most general grouping of SKUs, for example, Plumbing and Paint. Check STORE NOTE: If you are using a load tape to initially load your SKUs, your departments may be provided on this tape. Adding Departments Do the following: 1 At any menu, type MDE and press <Enter>. The system displays the Department Maintenance (MDE) Screen: 2 In the Department field, type the number for the department. If your primary vendor has a number for a department, you may want to use that number. If that won t work, use a different department numbering scheme. Your CER can help you determine a numbering scheme that works best for your business. 14 Setting Up Inventory Constants Adding and Printing Departments (Function MDE, Report RDE) 3-11

33 3 In the Standard Gross Profit field, type the desired gross profit percent you want for the department and press <Enter>. All the SKUs and classes in this department don t have to have the same desired gross profit percent. You can change the desired gross profit percent for individual SKUs in Function IMU. 4 In the Dept Name field, type the name of the department. 5 Press <Add>. The system saves this information. Printing Departments Do the following: 1 At any menu, type RDE and press <Enter>. The system displays the Department Report Initiation (RDE) Screen: 2 At Report Format, type N over the A and press <Enter>. When the cursor moves to the Report Format field, a list of possible formats displays on the right side of the screen. To print a list of departments without sales history, use Report Format N. Setting Up Inventory Constants Adding and Printing Departments (Function MDE, Report RDE)

34 3 At Options, type the letter for any option you want except T. When the cursor moves to the Options field, a list of possible options displays on the right side of the screen. If you use Option T, the system prints only the total number of departments you have, not a list of departments. 4 Press <Run>. 14 Setting Up Inventory Constants Adding and Printing Departments (Function MDE, Report RDE) 3-13

35 Adding and Printing Classes (Function MCL, Report RCL) Multistore Users Use Function MCL (Class Maintenance) to set up your classes. We recommend you have most of your classes set up before loading SKUs. Classes are the next general grouping of SKUs such as the latex and enamel classes in the Paint Department. Check STORE NOTE: If you are using a load tape to initially load your SKUs, your classes may be provided on this tape. Adding Classes Do the following: 1 At any menu, type MCL and press <Enter>. The system displays the Class Maintenance (MCL) Screen: 2 In the Class field, type the number for the class. If you are using your primary vendor s department numbers, you may want to use their class numbers. If you are using your own numbering scheme, try to keep class numbers logical for the department. For example, the Paint Department is 20 the latex class could be 200 and the enamel class could be 201 keep the first digit of the department as the first digit of the class. Setting Up Inventory Constants Adding and Printing Classes (Function MCL, Report RCL)

36 3 In the Gross Profit % field, type the desired gross profit percent you want for the class and press <Enter>. All the SKUs in this class don t have to have the same desired gross profit percent. You can change the desired gross profit percent for individual SKUs in Function IMU. 4 In the Class Name field, type the name of the class. 5 Press <Add>. The system saves this information. Printing Classes Do the following: 1 At any menu, type RCL and press <Enter>. The system displays the Class Report Initiation (RCL) Screen: 2 At Report Format, type N over the A and press <Enter>. When the cursor moves to Report Format, a list of possible formats displays on the right side of the screen. To print a list of classes without sales history, use Report Format N. 14 Setting Up Inventory Constants Adding and Printing Classes (Function MCL, Report RCL) 3-15

37 3 At Options, type the letter for any option you want except T. When the cursor moves to the Options field, a list of possible options displays on the right side of the screen. If you use Option T, the system prints only the total number of classes you have, not a list of classes. 4 Press <Run>. Setting Up Inventory Constants Adding and Printing Classes (Function MCL, Report RCL)

38 Adding and Printing Finelines (Function MFI, Report RFI) Multistore Users Use Function MFI (Fineline Maintenance) to set up your finelines. Finelines are the smallest grouping of SKUs, such as white latex and clear enamel paint in the Paint Department. NOTE: If you are using a load tape to initially load your SKUs, your finelines may be provided on this tape. Check STORE Adding Finelines Do the following: 1 At any menu, type MFI and press <Enter>. The system displays the Fineline Maintenance (MFI) Screen: 2 At Fineline Code, type the number for the fineline. If you are using your primary vendor s department numbers, you may want to use their fineline numbers. 3 At Fineline Name, type the name of the fineline and press <Add>. The system saves this information. 14 Setting Up Inventory Constants Adding and Printing Finelines (Function MFI, Report RFI) 3-17

39 Printing Finelines Do the following: 1 At any menu, type RFI and press <Enter>. The system displays the Fineline Report Initiation (RFI) Screen: 2 At Report Format, type N over the A and press <Enter>. When the cursor moves to Report Format, a list of possible formats displays on the right side of the screen. To print a list of finelines without sales history, use Report Format N. 3 At Options, type the letter for any option you want except T. When the cursor moves to Options, a list of possible options displays on the right side of the screen. If you use Option T, the system prints only the total number of finelines you have, not a list of each fineline. 4 Press <Run>. Setting Up Inventory Constants Adding and Printing Finelines (Function MFI, Report RFI)

40 Adding and Printing Vendors (Function MVR,Report RVE) Multistore Users Use Function MVR to set up vendors that you will use in the Inventory, and Purchasing and Receiving applications. Many of the fields are optional, or have to do with Accounts Payable. If you need to add vendors for Accounts Payable purposes, see the Accounts Payable Workbook for more information. Check STORE Adding Vendors Do the following: 1 At any menu, type MVR and press <Enter>. The system displays the Vendor Maintenance (MVR) Screen: 2 At Vendor Code, type a name or number you will use to identify this vendor. You can use letters or numbers, or a combination. You can use up to five characters. 14 Setting Up Inventory Constants Adding and Printing Vendors (Function MVR, Report RVE) 3-19

41 3 Type the vendor s Name, Address, City, State, Zip Code, and Phone Number in the appropriate fields. Press <Enter> to move between all fields on this screen. This information will print on the purchase orders you create for this vendor. 4 At Assigned Customer #, type the number this vendor uses to identify you. If you don t know, or if this vendor hasn t assigned you a number, leave this blank. If you do enter a number here, it will print on the purchase orders for this vendor. 5 At Lead Time, type the number of days it takes for this vendor s shipments to reach you. This field determines the due dates for any purchase orders for this vendor. 6 At Backorder: If this vendor does not backorder merchandise, leave the N. or If this vendor does backorder merchandise, enter Y. This field determines whether you will be able to receive merchandise against a particular purchase order more than once. If the vendor does not backorder, the system will automatically cancel a purchase order as soon as you have received any items the vendor did ship. If the vendor does backorder, the system will continue to store the purchase order with the unshipped items until the vendor does ship you the backordered merchandise. 7 At Ship Via, type the shipping instructions you want to print on purchase orders to this vendor. You can change these shipping instructions for any purchase order, as needed. 8 At Terms, type a brief description of your payment arrangements with this vendor. The terms you type here will appear on purchase orders you create for this vendor. You can change them for any purchase order, as needed. If you leave the Terms field blank, you ll have to enter terms each time you create a purchase order for this vendor. Setting Up Inventory Constants Adding and Printing Vendors (Function MVR, Report RVE)

42 NOTE: If you have the Accounts Payable application, you can set up terms codes in Function ACMU (Terms Code File Maintenance). In this field, enter the terms code set up in Function ACMU, and the system will display the description. 9 If a certain minimum dollar amount, weight, purchase order line amount, or number of units qualifies you for some concession on the vendor s part, type the amount in the appropriate Minimum field, and the concession in the field just to its right. For example, if this vendor pays freight on any order exceeding $400, you would type 400 at Minimum Dollars, and FF for free freight in the blanks to the right. You can use any code you like to define the concession. Then, if you create a purchase order that doesn t meet one of these minimums, the system will let you know. 10 Press <Add>. Now you can enter this vendor on SKUs. 14 Setting Up Inventory Constants Adding and Printing Vendors (Function MVR, Report RVE) 3-21

43 Printing Vendors Do the following: 1 At any menu, type RVE and press <Enter>. The system displays the Vendor Report Initiation (RVE) Screen: 2 Use the table at the right to determine how to fill in the Options field. Option N J Blank Description Print in alphabetic order by vendor name. Don t print pre-page. Print in alphabetic order by vendor code. 3 If you want to restrict the list to a certain range of vendors, type their codes at From and To Vendor, or their names at From and To Name and press <Run>. Setting Up Inventory Constants Adding and Printing Vendors (Function MVR, Report RVE)

44 Loading Inventory Procedures in This Section 4-1 Questions You May Have 4-2 Adding and Deleting SKUs Quickly (Function LOD) 4-5 Adding SKUs with Function LOD 4-6 Deleting SKUs with Function LOD 4-7 Changing Existing SKUs (Function FIL) 4-9 Printing an Edit List for the Flexible Load Work File (Report RFL) 4-13 Identifying Errors 4-15 Correcting Errors in the Flexible Load Work File (Function FIL) 4-21 Deleting SKUs from the Flexible Load Work File 4-23 i

45 Moving Information From Flexible Load Work File to Inventory File (Report RFL, Option F) 4-25 Printing All SKU Information (Report RIS, Report Type F) 4-26 ii

46 Loading Inventory Procedures in This Section Function LOD Adding and Deleting SKUs Quickly Function FIL Changing Existing SKUs Report RFL Printing Edit List of Flexible Load Work File Function FIL Correcting Errors in Flexible Load Work File Report RFL, Option F Moving Information from Flexible Load Work File to Inventory File Report RIS, Report Type F Printing All SKU Information 12 Loading Inventory Procedures in This Section 4-1

47 Questions You May Have Here are commonly asked questions and answers. Can I use Function FIL (Flexible Inventory Load) to load SKUs which have not been loaded in the system yet? No. You can use Function FIL to add information only for SKUs which have already been loaded into the system. Are there restrictions I need to know when using Function FIL? Yes. The same restrictions apply to Function FIL as to any other loading. All the necessary supporting records must be loaded into the system. For example, if you are loading manufacturer or vendor codes, you should have the manufacturer set up in Function MVR (Modify Vendor Record). Can I use Function FIL to add or change all of the fields on the IMU Screens? No. With Function FIL, you can add information for most of the fields on the IMU Screens except the following: Field Number Flex Report Field Name IMU Screen Field Name 1 SKU SKU (All Screens) 9 Stocked In Stores In Stores (All Screens) 14 Record Added Date Added To File (Stocking Screen) 16 Period End Rep Date Last Period End Report (History Screen) 23 Promo Sales Code Promo Sales Code (Codes Screen) 29 Keep Sales History Keep Sales History (Codes Screen) 30 Keep Promo Data Keep Promo History (Codes Screen) 33 Has Alternate Part # Has Alt Part # (Codes Screen) Matrix Price 1-5 Price 1-5 (Pricing Screen) 56 Promotion Price Promotion (Pricing Screen) 57 Old Retail Price Old Retail (Pricing Screen) 58 Average Cost Average Cost (Pricing Screen) 60 Alternate Unit (for lumber types 1 4 only) Alt Unit (Pricing Screen) 62 Pricing Unit (for lumber types 1 4 only) Pricing Unit (Pricing Screen ) 63 Pricing Dec Placement Pricing Decimal Pl (Pricing Screen) Loading Inventory Questions You May Have

48 Field Number Flex Report Field Name IMU Screen Field Name 64 Date Last Retail Chg Date of Last Price Change (Pricing Screen) 67 Stocking Unit (for lumber types 1 4 only) Stk Unit (Pricing Screen) 75 Quantity On Order Qty On Order (Stocking Screen) 86 Lost Sales Num/Units Lost Sales (Stocking Screen) 87 Buyouts Num/Units Buyouts (Stocking Screen) 150 Alt Decimal Alt Decimal Pl (Pricing Screen) Placemnt 151 Alt-Stock Factor Alt Conversion (Pricing Screen) 152 Price-Stock Factor Pricing Conversion (Pricing Screen) 153 Stock Decimal Stk Decimal Pl (Pricing Screen) Placement 154 Default POS Pricing *Pricing (Pricing Screen) U/M 155 Default POS Selling *Selling (Pricing Screen) U/M 156 Cost in Alternate Cost in Alt Units U/M 157 Lumber Type Lumber Type (Pricing Screen) 158 Unit Thickness Thickness (Pricing Screen) 159 Unit Width Width (Pricing Screen) 160 Unit Length Length (Pricing Screen) I have started loading information in Function FIL, how do I change the flex report format? You must delete: all the SKUs for which you have already loaded information (with this Flex Report format) the Flex Report from the Flexible Load File After you delete everything, change the Flex Report format in Function DEF and load information with the new Flex Report format. How many fields can I load at one time? You can load nine fields. So, when you create the Flex Report with the fields you want to load, you should include SKU, Description and seven other fields. If you want to load more than nine fields, create two Flex Reports. 12 Loading Inventory Questions You May Have 4-3

49 Do I need to load all nine fields for each SKU? No. You can leave a field blank for a SKU in Function FIL. If you do, the field left blank stays the same. Can I use Function FIL to load retail prices and replacement costs? Yes. If you add a retail price and the replacement cost is blank in the Inventory File, the system will use the new retail price and the desired GP% from the Inventory File to calculate a new replacement cost. When the system moves the retail price to the Inventory File, it will also add the newly calculated replacement cost. If you add a replacement cost and the retail price is blank in the Inventory File, the system will use the new replacement cost and the desired GP% from the Inventory File to calculate a new retail price. The system rounds retail prices for a SKU based on what is entered in the Price Rounding field on the Codes Screen of Function IMU. Then, when the system moves the replacement cost to the Inventory File, it will also add the newly calculated retail price and update (-) type matrix prices. When I load costs and prices, will the system update matrix prices? If you load retail prices or if the system calculates a new retail price based on a new replacement cost, the system will automatically update all (-) type matrix prices (matrix prices which are discounted from retail). But, the system does not automatically update (+) type matrix prices (matrix prices which are marked up from cost). See the Pricing Manual for more information. Should I use Flexible Loading to routinely change prices? No. Flexible Loading is not intended for routine price changes. To change costs and prices, see the Pricing and Promotions Manual. Loading Inventory Questions You May Have

50 Adding and Deleting SKUs Quickly (Function LOD) Multistore Users Check STORE Use Function LOD (Inventory Item Load) to quickly load basic information about SKUs such as: Description Department Class Vendors Retail Price Cost (Replacement) Desired Gross Profit Stocking Unit of Measure For SKU pricing, you need to enter only two of the following fields: Retail Price Replacement Cost Desired Gross Profit Percent Once you enter two of these fields, the system will calculate the third. Also: If the system calculates the Retail Price, it will round prices according to the price rounding table in Function PRO. If you only enter the Retail Price, the system will use the desired gross profit from Function MIC and calculate the replacement cost. You can print the information loaded through Function LOD using these reports: RIH (Item Sales Report) RIM (Item Master Report) RIS (Item Status Report) RIV (Inventory Valuation Report) RPA (Product Analysis Report) 12 Loading Inventory Adding and Deleting New SKUs Quickly (Function LOD) 4-5

51 Adding SKUs with Function LOD Do the following: 1 At any menu, type LOD and press <Enter>. The system displays the Inventory Item Load (LOD) Screen: 2 Enter the information appropriate for this SKU. 3 Press <Add>. The system saves this information. Loading Inventory Adding and Deleting New SKUs Quickly (Function LOD)

52 Deleting SKUs with Function LOD Do the following: WARNING You should wait until after your year-end reports process before you delete SKUs. If you delete a SKU before the reports finish, you delete its sales history, and the management reports will be inaccurate (Reports RIV, RPA, RIS). 1 Make sure all associated information has been deleted. Check the following functions: IAD (Inventory Adjustments) IPC (Item Price Change) FIL (Flexible Inventory Load) MAP (Modify Alternate Part Number) MIP (Modify Item Promotion) MKR (Modify Kit Record) MPH (Modify Physical Inventory Shrinkage History) MPO (Modify Purchase Order) MTL (Modify Tally Cross Reference File) PIP (Physical Inventory Posting) QPIP (Quick Physical Inventory Posting) saved POS transactions, for example, orders, estimates, bids, special orders, and transfers If the SKU is used in any of these functions, delete it. 12 Loading Inventory Adding and Deleting New SKUs Quickly (Function LOD) 4-7

53 2 At any menu, type LOD and press <Enter>. The system displays the Inventory Item Load (LOD) Screen. 3 At SKU, type the SKU and press <Display>. 4 Press <Delete> twice. The system deletes this SKU. Loading Inventory Adding and Deleting New SKUs Quickly (Function LOD)

54 Changing Existing SKUs (Function FIL) Multistore Users Check STORE Use Function FIL to add and change information for existing SKUs. Function FIL will display only those fields you set up on a Flex Report so that you can add and change information without working through all the fields in Function IMU. For example, use Funtion FIL to change location codes, add primary or manufacturer vendors, or add seasonal codes. To use Function FIL, you must: 1. create a Flex Report in Function DEF (Report Format Definition) 2. enter the information in Function FIL (Flexible Inventory Load) 3. print an edit list with Report RFL (Flexible Inventory Loading Report) 4. make corrections in Function FIL 5. move the information from the Work File to the Inventory File with Report RFL, Option F Do the following: 1 Create the format of your Flex Report. You can include any fields that print on Report RST (up to nine). You must include the SKU and Description. For more information about creating Flex Reports, see the tabbed section Using Flex Reports in this manual. 2 At any menu, type FIL and press <Enter>. The system displays the Flexible Inventory Load (FIL) Screen: Flex Name: Flexible Inventory Load (FIL) Store: 1 SKU: Description: 12 Loading Inventory Changing Information for Existing SKUs (Function FIL) 4-9

55 3 At Flex Name, type the short name of the Flex Report you created in Step 1 and press <Display>. The short name is what you typed at Report Definition Name in Function DEF. When you press <Display>, the fields from the Flex report you created display in field number order on the lower portion of the screen, and the cursor is at Flex Name. 4 Press <Enter> two times. At SKU, type the SKU for which you want to enter information. 5 Press <Enter> to move between fields on this screen and type the information you want to change in the appropriate field for each SKU. If you leave a field blank, it will remain the same as currently shown in the Inventory File. If you type too many letters or numbers for a field, the system eliminates excess characters. The numbers or letters you entered don t change on the screen until you re-display this SKU. But, the system will add only the shortened number or code to the Inventory File. If you are using a date field, see the chart on the next page to see what format to use: If you are loading: Use this date form: Example Last Sale (Date) MMDDYY For December 1, 1989, type For January 3, 1990, type Do not use slashes or dashes between the numbers. Last Receipt (Date) MMDDYY See above example for Last Sale. Last Phys Inv (Date of Last Physical Inventory) MMDDYY See above example for Last Sale. Catalog Date MMYY For a September 1989 catalog, type Do not use slashes or dashes between the numbers. 6 To add the information on this screen to the work file, press <Enter> until the cursor is below the bottom field on the screen. You don t need to press <Add> to add the information to the work file (the Flexible Load File). As soon as you move the cursor past the bottom field on your screen, the information will be added. The information has not been moved to the Inventory File. Loading Inventory Changing Information for Existing SKUs (Function FIL)