SOLD II Inventory Module Accessing the Inventory Module From the main menu, select 13. Optional Modules and press ENTER. Now select 1. Inventory and press ENTER. You are now in the Inventory Module. Customizing Your Inventory: Before proceeding to inventory items, you must setup your customizations for the Inventory Entry Screen, including a template for your Tag #. To do this, select 12. Inventory - Custom Setup and press ENTER. The entry screen you are now looking at is on page 119h along with further explanation of the options shown. The first entry field on the customization screen is the Tag # Template. This is where you setup your Tag # format. You have several options, including a free-form format (further explanation of your choices is available on page 119h). For most companies using SOLD II, the system is flexible enough to conform to your established way of taking in inventory. After deciding on a template (or choosing free form for now until you decide upon one), proceed through the rest of the entry screen answering Y or N to the options; customizing the Inventory Entry Screen to best suit your company's needs. These settings may be changed at any time you wish to do things differently. When done, press ENTER to return to the Inventory Menu. Entering Items to Inventory After setting up your customizations, you are now ready to inventory items. Select 1. Inventory - ADD/CHANGE from the Inventory Menu and press ENTER. The entry screen you now see is on page 119e for reference. To inventory an item, simply fill in the information as prompted for it and press ENTER when the entry is completed. Reporting On the Inventory Menu, you will see that you have many different reports to choose from. You are not required to run any of them, but finding one which best suits your needs and keeping an up to date copy for reference is a good idea. Cataloging Inventoried Items To catalog inventoried items select 2. Prelotting and Cataloging from the Main Menu and press ENTER. Now select 3. Cataloging - Special Items Intake and press ENTER. From this menu select 1. Catalog Intake from Inventory and press ENTER. This entry screen is shown on page 27 of the Guide section of this manual. You will note that this screen is very similar to the regular Cataloging screen. The main difference is the entry field for Tag #. To catalog an inventoried item, simply assign a Lot #, press ENTER, and type the item's Inventory Tag Number (assigned when you originally inventoried the item) in the Tag # field. 119a
When you press ENTER after typing in the Tag #, you will notice that all the rest of the information is pulled in from the Inventory File. Simply press ENTER at the bottom of the screen and continue with the same process until all of the inventoried lots are entered to the Catalog. Any inventoried items which are Cataloged in an open auction on your system will show as Allocated in the Inventory File. Updates to Inventory When an auction is closed, any Cataloged inventory items which were sold will show as Sold in the Inventory file. Depending what you put as the prompt for Auction Prep (option 9 on the Inventory - Custom Setup screen), cataloged inventory items which were not sold will either become Unallocated and return to the Inventory File as Available for the next auction, or they will remain in that auction and not be returned to or updated in the Inventory File. 119b
menu Auction Name (Date) Inventory Auction (#) 1. Inventory - ADD/CHANGE 2. Inventory - DELETE 3. Inventory - Report by Tag # 4. Inventory - Report by Product Group 5. Inventory - Report by Consignment 6. Inventory - Report with Location 7. Estimated Value of Inventory - by Tag # 8. Estimated Value of Inventory - by Owner 9. Estimated Value of Inventory - by Product Group 10. Inventory Labels 11. Inventory - Purge 12. Inventory - Custom Setup 13-1 Please enter desired choice (1-12)? Inventory Menu 1. Inventory - ADD/CHANGE Use this function to add new items or edit existing items. 2. Inventory - DELETE Use this function to remove an item from your Inventory File. An item may not be deleted unless the total quantity has either been returned to inventory or has been sold (none can be allocated). 3. Inventory - Report by Tag # Use this function to list items in your Inventory File. This report will be sorted by Tag # (key). 4. Inventory - Report by Product Group Use this function to list items in your Inventory File. This report will be sorted by Product Group. 5. Inventory - Report by Consignment Use this function to list items in your Inventory File. This report will be sorted by Consignment. 6. Inventory - Report with Location Use this function to list items in your Inventory File. This report will be sorted by Location. 119c
7. Estimated Value of Inventory - by Tag # Use this function to print the estimated value of Inventory by Tag #. 8. Estimated Value of Inventory - by Owner Use this function to print the estimated value of Inventory by Owner. 9. Estimated Value of Inventory - by Product Group Use this function to print the estimated value of Inventory by Product Group. 10. Inventory Labels Use this function to print labels for Inventory items. This program uses standard size labels (same as mailing labels--see Appendix of this manual). 11. Inventory - Purge Use this function to purge sold Inventory records. An item will be purged if it's Quantity on Hand and Quantity Allocated are both zero. 12. Inventory - Custom Setup Use this function to customize the Inventory Maintenance Screen and to establish the template (format) of your Inventory Tag #'s. 119d
bin/s_mainti Inventory Maintenance (Date) Add/Change Auction Name *. Tag # Consignment: Product Group 1. Consignment Key 3. Quantity Received 2. Description 4. Quantity Returned Quantity Alloc. Quantity Sold Quantity On Hand 5. Date Received 6. Taxable 11. Reserve Bid 7. Product Group 12. Handling Fee 8. Low Estimate 13. B.P. Exempt 9. High Estimate 14. Down Payment 13-1.1 15. Location Press ENTER to continue of enter 1-15 to edit that item: Inventory - ADD/CHANGE *.Tag # Enter the inventory code or id for this item. The format of this code is determined by the template which you have established in Inventory Custom Setup (selection 12 from the Inventory Menu). The entry program fills in the leading zeros for the NUMERIC PORTION of your inventory code. If you have a Product Group or Consignor Code in the first portion of your format (to the left of the -), this portion must be typed in completely. 1. Consignment Key Enter the key for the owner of this item. This key is normally for a Permanent Consignor but may also be for a purchase lot. If your format for Tag #s includes a consignment code (the portion to the left of the -) that value will be defaulted here (but it may be overriden or edited). 2. Description Enter the description of the item. You are allowed up to eight lines of description 3. Quantity Received Enter the Quantity Received of this item. Based on this starting #, SOLD II will track the Quantity Allocated (cataloged to auctions), the Quantity Sold (through the closing of auctions), and the Quantity on Hand (actually available--not allocated to an auction or sold) 119e
4. Quantity Returned, Allocated, Sold, and on Hand See previous entry. These fields will be updated automatically. 5. Date Received Enter the date this item was received into inventory. 6. Taxable Enter Y if this item is subject to State or Provincial sales tax; enter N if this item is exempt from sales tax. In Canada, some items may be exempt from Provincial tax but not GST (and vice versa); if so, Canadian auctioneers may enter F or P as follows: F=GST (Federal) taxable but Provincially exempt P=Provincially taxable but GST exempt 7. Product Group Enter the code for the Product Group of this item. The Product Group entered must be one already created in the Product Group File (selection 12-3 from the Main Menu). If you don't use Product Groups, enter zero (0). If the Product Group is the first portion of your Tag # (to the left of the -), the default value here will be established in the Tag # previously. Purchases by Product Group are accumulated for each customer and are used by the Mailing System (selection 10-1 from the Main Menu) to select people by what they have actually bought. 8. Low Estimate Enter the Low Estimated value (or alternatively, the appraised value) of this item. This entry will be used by both Catalog and Inventory reports using low and high estimates or which show appraised value. 9. High Estimate Enter the High Estimated value for this item. Some auctioneers use the estimated high & low values (and the reports showing these) to assist them in preparing for advertising. 11. Reserve Bid Enter any reserve amount the owner has set for this item. This amount will be displayed on the Catalog Clerking screen and will also appear on certain reports. Since a reserve may be "waived off" by the owner, the clerk will be allowed to sell the item for less than the reserve. Thus, if a reserve is used, the clerk should be alert to informing the auctioneer when a reserve appears on their screen. 12. Handling Fee Enter the amount of any Handling Fee charged to the buyer of this item. If you use a Buyer's Premium (% buyer's charge) the Handling Fee entered will be charged INSTEAD of the Buyer's Premium...not in addition to the Buyer's Premium. 119f
13. B.P. Exempt Enter Y if this item is exempt from Buyer's Premium; N if it is not. Any item with a non-zero Handling Fee is exempt from Buyer's Premium regardless of this flag. 14. Down Payment Enter Y if this is a "down payment item"; N if not. A "down payment item" is defined as an item which cannot be picked up the same day of the sale but where a Down Payment is required. For "down payment items", the amount of the required Down Payment will be calculated automatically by the Cashiering Program and a listing of "Items for Pickup" and the amount due for each will be printed along with the bidder's normal invoice/receipt. 15. Location Enter the location code for this item. This is a free form entry used to quickly locate an item in the warehouse, etc. If you use this entry, your auction company should establish a consistent set of rules for its use. 119g
bin/s_maint Custom Default Inventory Settings (Date) Change Auction Name 1. Tag # Template? CCC-######## 2. Default to Prev Description? 3. Show & Ask Product Groups? 4. Show & Ask Low Estimate? 5. Show & Ask High Estimate? 6. Show & Ask Reserve Bid? 7. Show & Ask Handing Fee? 8. Show & Ask Down Payment? 9. Auction Prep Mode? 13-1.12 Press ENTER key to continue or enter 1-9 to edit that item: Inventory Custom Setup 1. Tag # Template? The "template" which you enter here will determine the format of the inventory tag codes you are allowed to enter to SOLD II. You are allowed up to 11 characters including one dash (-) which separates your Tag #s into two logical parts. Allowable entries are: # (for numbers), P (for Product Group Keys), C (for Consignment Keys). Thus, the format ########### would allow a number only format; the format CCCCC-##### would allow a 5 character Consignment Key and a 5 digit number; the format PPP- ####### would allow a 3 character Product Group Key and a 7 digit number. Consignment and Product Group Keys must always be to the left of the dash. Remember that you may only use Consignment Keys which have been previously setup in the Consignor File (selection 11 from the Main Menu) and the Product Group File (selection 12-3 from the Main Menu). 2. Default to prev. Description? If you enter Y, the first line of the description will default to the description of the previously inventoried item. If you enter N, the description field will be empty when you enter a new item. 3. Show & Ask Product Group? If you enter N, the Product Group prompt will not be displayed on the Inventory Entry Screen and all items will receive a Product Group of 0 (miscellanous). Enter N if you don't use Product Groups. Enter Y if you wish to assign Product Groups to inventoried items. 119h
4. Show & Ask Low Estimate Enter Y if you wish to enter Low Estimates or Appraised Values to inventoried items; enter N if you do not. If you enter N, the prompt for this entry will not appear on the Inventory Entry Screen. 5. Show & Ask High Estimate? Enter Y if you wish to enter High Estimates to inventoried items; enter N if you do not. If you enter N, the prompt for this entry will not appear on the Inventory Entry Screen. 6. Show & Ask Reserve Bid? Enter Y if you wish to enter Reserve Bids to inventoried items; enter N if you do not. If you enter N, the prompt for this entry will not appear on the Inventory Entry Screen. 7. Show & Ask Handling Fee? Enter Y if you wish to enter buyer Handling Fees to inventoried items; enter N if you do not. If you enter N, the prompt for this entry will not appear on the Inventory Entry Screen. 8. Show & Ask Down Payment? Enter Y if you wish to mark inventoried items as "down payment items"; enter N if you do not. If you enter N, the prompt for this entry will not appear on the Inventory Entry Screen. 9. Auction Prep Mode? Enter Y for the Auction Prep option; enter N for regular Inventory. Unsold items in regular Inventory are available for future auctions. Unsold items in Auction Prep remain with their auction & do not move forward. 119i