Inventory - Eagle Business Software [PDF]

Inventory

Table of Contents Introduction ............................................................................................................................................................................................................... 1

....................................................................................... 1 Technical Support ................................................................................................................................................................................................. 1 Inventory Overview............................................................................................................................................................................................... 2 Product Catalog ......................................................................................................................................................................................................... 3 Adding and Deleting Product Categories .............................................................................................................................................................. 3 Changing Inventory Defaults................................................................................................................................................................................. 5 Purchasing Tab: ................................................................................................................................................................................................. 5 Entering New Inventory Items ............................................................................................................................................................................ 10 Item Classifications ............................................................................................................................................................................................. 15 Manufacturer Settings ......................................................................................................................................................................................... 17 Changing Inventory Items ................................................................................................................................................................................... 22 Inventory History ................................................................................................................................................................................................ 24 Sales Activity ...................................................................................................................................................................................................... 26 Product Returns, Trade-ins, and Sales History .................................................................................................................................................... 27 Lost Sales ............................................................................................................................................................................................................ 30 Product Return Reasons ...................................................................................................................................................................................... 34 Making an Inventory Account Inactive ............................................................................................................................................................... 37 Manually set an item as inactive ...................................................................................................................................................................... 37 This is the recommended method for a few individual items. Complete the following steps to make a single inventory item inactive:.......... 37 Utility to Mark a Group of Items Inactive ....................................................................................................................................................... 37 Substituting an Inventory Item ............................................................................................................................................................................ 41 Importing Inventory Images ................................................................................................................................................................................ 45 Bar Codes ............................................................................................................................................................................................................ 47 Barcode Overview ........................................................................................................................................................................................... 47 Purchasing a Barcode Scanner......................................................................................................................................................................... 48 Entering Barcodes within EBMS..................................................................................................................................................................... 49 GTIN Barcodes ............................................................................................................................................................................................... 52 Using the Inventory Module for Non-Inventory Items ........................................................................................................................................ 54 Using Inventory Items to Identify Service Items ............................................................................................................................................. 54 Discounts ......................................................................................................................................................................................................... 57 Percentage Pricing ........................................................................................................................................................................................... 63 Pricing ..................................................................................................................................................................................................................... 69 Inventory Pricing Overview ................................................................................................................................................................................ 69 Default Pricing and Price Levels ......................................................................................................................................................................... 70

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Table of Contents

Price Formula ...................................................................................................................................................................................................... 75 Calculating Prices Automatically from Cost.................................................................................................................................................... 75 Calculating Prices from the Base Price ............................................................................................................................................................ 77 Items within a specific Base price range or a cost range .................................................................................................................................. 77 Manually setting pricing .................................................................................................................................................................................. 80 Rounding Calculated Prices................................................................................................................................................................................. 82 Manually Setting Prices....................................................................................................................................................................................... 85 Changing Pricing within a Group of Items .......................................................................................................................................................... 86 Special Pricing .................................................................................................................................................................................................... 91 Special Pricing Overview ................................................................................................................................................................................ 91

......................................................................................................................................................................... 91 Promotional Prices based on Date ................................................................................................................................................................... 92 Volume Discounts and Bracketed Pricing ....................................................................................................................................................... 96 Special Pricing for Customers ....................................................................................................................................................................... 100 Prioritizing Special Pricing ............................................................................................................................................................................ 108 Viewing Special Pricing within a sales order or proposal .............................................................................................................................. 110 Tracking Counts .................................................................................................................................................................................................... 111 Tracking Inventory Counts Overview ............................................................................................................................................................... 111 Inventory Item Count ........................................................................................................................................................................................ 115 Adjusting Inventory Count and Value ............................................................................................................................................................... 117 Adjusting Inventory Counts as a Batch ............................................................................................................................................................. 119 Inventory Variance ............................................................................................................................................................................................ 130 The EBMS cost of goods sold (COGS) section contains the total purchases for the given period. The inventory variance reflects the inventory value change. This value adjusts the purchase totals to calculate the cost of goods sold. The following set of accounts should be grouped together within the cost of goods sold folder within the chart of accounts: ....................................................................................................... 130 •

Purchases .............................................................................................................................................................................................. 130

•

Inventory Variance................................................................................................................................................................................ 130

Cost of Goods Sold = Purchases + Inventory Variance ..................................................................................................................................... 130 Inventory Variance Transactions with Departments ...................................................................................................................................... 132 Integer or Fractional Quantities ......................................................................................................................................................................... 134 Color Coded by Stock Level ............................................................................................................................................................................. 135 Unit of Measure................................................................................................................................................................................................. 138 Unit of Measure Overview ............................................................................................................................................................................ 138 Adding a New Unit of Measure ..................................................................................................................................................................... 139 Unit of Measure List ...................................................................................................................................................................................... 141 Changing a Unit of Measure .......................................................................................................................................................................... 142 Deleting a Unit of Measure............................................................................................................................................................................ 143 Purchasing ............................................................................................................................................................................................................. 147 Purchase Methods ............................................................................................................................................................................................. 147 Purchasing Tab .................................................................................................................................................................................................. 150 Inventory Purchasing Window .......................................................................................................................................................................... 153 Creating Purchasing Parameters ........................................................................................................................................................................ 157 Using the Purchasing Window to Create Purchase Orders ................................................................................................................................ 160

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Inventory

Sales Level Classification.................................................................................................................................................................................. 163 Inventory Stock Level Settings.......................................................................................................................................................................... 166 Stock Locations ................................................................................................................................................................................................. 172 Estimated Time of Arrival (ETA) Date ............................................................................................................................................................. 173 Vendor Stock Availability ................................................................................................................................................................................. 179 Special Orders and Drop Shipped Items ............................................................................................................................................................ 181 Special Orders and Drop Shipment Overview ............................................................................................................................................... 181 Purchasing Special Orders ............................................................................................................................................................................. 183 Generic Special Order Items .......................................................................................................................................................................... 187 Components and Accessories ................................................................................................................................................................................ 189 Components and Accessories Overview ............................................................................................................................................................ 189

....................................................................................................................................................................... 189 Assembly Kits ............................................................................................................................................................................................... 189 Manufactured Inventory ................................................................................................................................................................................ 189 Made-to-Order Kits ....................................................................................................................................................................................... 190 Adding Accessories ....................................................................................................................................................................................... 190 Inventory Sets ................................................................................................................................................................................................ 190 Associating Items .......................................................................................................................................................................................... 190 Adding Components to Create an Assembly Kit ............................................................................................................................................... 191 Adding Accessories to an Item .......................................................................................................................................................................... 194 Optional Components or Accessories ................................................................................................................................................................ 196 Optional Component Pricing ............................................................................................................................................................................. 198 Associating Items .............................................................................................................................................................................................. 200 Component Formula Tool ................................................................................................................................................................................. 208 Component Formula Overview ..................................................................................................................................................................... 208 Entering Multiple Dimensions Within a Sales Order or Quote ...................................................................................................................... 209 Formula Setup ............................................................................................................................................................................................... 210 Inventory Settings.......................................................................................................................................................................................... 212 Purchasing Items with Multiple Dimensions ................................................................................................................................................. 214 Linear Feet/Inches Calculation Mode ............................................................................................................................................................ 215 Manufacturing ....................................................................................................................................................................................................... 219 Overview of Kitting and Manufacturing............................................................................................................................................................ 219 Creating a Batch ................................................................................................................................................................................................ 222 Using Inventory Components for Manufacturing .................................................................................................................................... 222 Creating a Simple Manufacturing Batch .................................................................................................................................................. 227 Separate Cost (G/L) and Cost (Pricing) Values ...................................................................................................................................... 229 Viewing or Changing a Batch .................................................................................................................................................................... 232 Manufacturing Batch Status .......................................................................................................................................................................... 233 Adding Miscellaneous Costs and Labor Costs to a Batch..................................................................................................................... 235 Creating Items with a Fixed Cost .............................................................................................................................................................. 238 Multiple Warehouses .................................................................................................................................................................................. 246 Batch Scheduling and MRP............................................................................................................................................................................... 248

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Table of Contents

Scheduling a Batch ........................................................................................................................................................................................ 248 Schedule Dates .............................................................................................................................................................................................. 249 Materials Resource Planning (MRP) Using Purchase Methods ..................................................................................................................... 250 Processing a Batch ............................................................................................................................................................................................ 253 Manually Calculating Items Consumed ................................................................................................................................................... 253 Processing a Batch..................................................................................................................................................................................... 254 Unprocessing a Batch ................................................................................................................................................................................ 257 Made-to-Order Kitting .......................................................................................................................................................................................... 259 Overview of the MTO Process .......................................................................................................................................................................... 259 Inserting a MTO item into a Sales Order ........................................................................................................................................................... 260 Adding a MTO item in a Sales Order ............................................................................................................................................................ 260 Processing a MTO Batch ................................................................................................................................................................................... 263 Adding an MTO item within a Proposal ............................................................................................................................................................ 264 Purchase-to-Order Kitting ..................................................................................................................................................................................... 265 Overview of the PTO Process ........................................................................................................................................................................... 265 Selling a PTO Item ............................................................................................................................................................................................ 268 Purchasing a PTO Item ...................................................................................................................................................................................... 271 Multiple Inventory Location Management ............................................................................................................................................................ 275 Multiple Location Overview ............................................................................................................................................................................. 275

......................................................................................................................................................................... 275 Creating New Locations .................................................................................................................................................................................... 277 Create Warehouses ........................................................................................................................................................................................ 277 Associating each Warehouse with a Single Company Division and Department ........................................................................................... 279 Associating Multiple Departments for each Inventory Item .......................................................................................................................... 282 Associating a Single Department to an Inventory Item .................................................................................................................................. 285 Managing the Inventory on a Service Vehicle using the Warehouse Module ................................................................................................ 287 Using Multiple Locations .................................................................................................................................................................................. 290 Managing Inventory within a Warehouse ...................................................................................................................................................... 290

....................................................................................................................................................................... 290 Purchasing Inventory for a Warehouse .......................................................................................................................................................... 293 Purchasing Inventory using the Inventory Purchasing Window .................................................................................................................... 294 Creating a Purchase Order for a Warehouse .................................................................................................................................................. 296 Transferring Inventory between Warehouses ................................................................................................................................................ 297 Generate Purchase and Variance Transactions for Warehouse Transfers Option .......................................................................................... 301 Selling Inventory from a Warehouse ............................................................................................................................................................. 303 Serialized Items ..................................................................................................................................................................................................... 305

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Inventory

Serialized Item Overview .................................................................................................................................................................................. 305 Classifying a Serialized item ............................................................................................................................................................................. 306 Non-Inventory Serialized Item .......................................................................................................................................................................... 308 Serialized Item Specifications and Other Item Details ...................................................................................................................................... 309 Recording a Vehicle or Equipment by VIN Number ......................................................................................................................................... 313 Attaching a Vehicle to a Sales Invoice or Work Order ...................................................................................................................................... 316 Purchasing or Manufacturing an Item ............................................................................................................................................................... 318 Purchasing Serialized Items ........................................................................................................................................................................... 318 Creating a Serial Number .............................................................................................................................................................................. 322 Viewing or Changing Serialized Items from the Inventory Item ................................................................................................................... 323 Manufacturing a Serialized Item.................................................................................................................................................................... 326 Manually Adding an Item to Stock ................................................................................................................................................................ 328 Adding Parts and Other Costs to a Serialized Item ........................................................................................................................................ 332 Made-To-Order Serialized Items ................................................................................................................................................................... 337 Selling and/or Associating an item with a customer .......................................................................................................................................... 342 Pricing Serialized Items ................................................................................................................................................................................. 342 Selling a Serialized Item ................................................................................................................................................................................ 344 Viewing Item Details and History ................................................................................................................................................................. 346 Viewing or Adding Items to the Customer Tab ............................................................................................................................................. 347 Changing the Ownership of an Item .............................................................................................................................................................. 350 Multi-Vendor Catalog ........................................................................................................................................................................................... 353 Overview ........................................................................................................................................................................................................... 353

....................................................................................................................................................................... 353 Creating a relationship between the Product Catalog and EBMS ...................................................................................................................... 355 Accessing the Vendor Catalog from a Proposal or Sales Order ......................................................................................................................... 361 Creating Inventory Items from a Product Catalog ............................................................................................................................................. 366 Viewing and Sorting.......................................................................................................................................................................................... 369 Updating Prices and Other Information From the New File .............................................................................................................................. 371 Lots ....................................................................................................................................................................................................................... 375 Lots Overview ................................................................................................................................................................................................... 375 Creating Lots ..................................................................................................................................................................................................... 376 Assigning Lots to a Sale or Items Consumed .................................................................................................................................................... 380 Manually Selecting the Lot Number .............................................................................................................................................................. 380 Scanning the Lot Number using a Bar Code .................................................................................................................................................. 381 Automatically Selecting Lots ........................................................................................................................................................................ 381 Tracing Lots and Reporting Lot Information ..................................................................................................................................................... 383 Product Attributes ................................................................................................................................................................................................. 385 Product Attribute Overview............................................................................................................................................................................... 385 Attribute Setup .................................................................................................................................................................................................. 386 Entering Item Attributes .................................................................................................................................................................................... 388 Selling and Purchasing Items with Attributes .................................................................................................................................................... 390 Using Attributes within a Sales Order or Quote ............................................................................................................................................ 390

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Table of Contents

Purchasing Items with Attributes ................................................................................................................................................................... 391 Custom Attributes ............................................................................................................................................................................................. 392 Value Sets and Options ................................................................................................................................................................................. 392 Custom Attributes and Optional Components ............................................................................................................................................... 394 Using Serialized Items ................................................................................................................................................................................... 396 Merging Attribute Value Sets ........................................................................................................................................................................ 397 Mobile Scanner ..................................................................................................................................................................................................... 399 Mobile Scanner Overview ................................................................................................................................................................................. 399 Configuring the Scanner in EBMS .................................................................................................................................................................... 400 Inventory ........................................................................................................................................................................................................... 408 Shipping ............................................................................................................................................................................................................ 410 Receiving .......................................................................................................................................................................................................... 413 Warehouse Transfers ......................................................................................................................................................................................... 415 Job Transfers ..................................................................................................................................................................................................... 417 Tasks ................................................................................................................................................................................................................. 419 Index ..................................................................................................................................................................................................................... 421

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Introduction

Technical Support

Welcome to the instructional manual for the inventory tools within the Eagle Business Management System (EBMS). Eagle Solutions is pleased to provide you with instructions and tips regarding the Windows version of EBMS. This inventory documentation is an extension of the Main and Sales manuals. In the sections following, explanations and examples of the available features in the Eagle Business Management System will be explained for optimal use of the system. If you need to reach our staff for further help, please contact us.

Eagle Business Software 5351 Lincoln Highway, Gap PA 17527 p: (717) 442 3247 x2 | f: (717) 442 1096 e: [email protected] www.EagleBusinessSoftware.com Manual Revision 8.1 July 2018

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Inventory Overview EBMS includes a comprehensive inventory management system. Managing inventory is a very important part of managing a profitable company. Managing pricing, tracking parts, and cataloging options is especially important for a sales, manufacturing, distribution, or service company. Associating the items sold to the purchase invoice is often necessary to properly process warranties or to meet mandatory reporting requires. The inventory module includes the tools and data required to properly purchase, sale, and management a large number of inventory items. Inventory management tools that include the ability to manage inventory are part of the EBMS software as described below:

• • • • • • •

Tracking counts of each item to manage stock and sales orders. Review the Tracking Counts section for more details. The location of inventory stock is recorded in the location table of each item. Review the Tracking Counts > Stock Locations section for more details. Record the number of items that have been purchased or sold within each month or year. Review Inventory History section. Allow for quantity conversions between different units of measure. Review Tracking Counts > Unit of Measure section. Includes a variety of purchasing tools to support a number of standard purchasing, special orders, drop shipments, and other purchasing methods. Review the Purchasing section for more details on purchasing tools. Managing special order item, drop shipments, and other non-stock items are important inventory processes. Review the Purchasing > Special Orders and Drop Shipment Overview section for details. Tracking inventory counts in multiple locations. Review the Multiple Location section.

The system includes many convenient point-of-sale and pricing options as listed below:

• • • • •

Inventory item pricing. The system allows a number of different price levels for each inventory item. Review the Pricing section. The EBMS software includes the ability to setup special pricing options for a customer or groups of customers. Promotional pricing or specials based on a range of dates, quantity sold, or a pricing formula. Review the Pricing > Special Pricing Overview section for details. Attach a number of components or accessories to individual inventory items. Review the Components and Accessories section. Display open purchase orders or unprocessed sales orders that contain each item. Review the Tracking Counts > Inventory Item Count section. Group items by product attributes to organize and locate a large number of similar items quickly. Review the Product Attributes > Using Attributes within a Sales Order or Proposal section for more details.

•

To facilitate Point of Sale UPC or other bar code uses. Review the Sales documentation.

•

To automate Made-to-Order (MTO) processes. Review the Made-to-Order Kitting section.

The inventory module can be used for a number of additional functions besides inventory tracking. The following list is a summary of the available functions and links to documentation for each function:.

•

Use as a convenient way to invoice and record service labor or other services. Review the Using Inventory items to identify Service Items section for more details.

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Manufacture or assemble kits or assemblies. Review the Manufacturing section.

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Track or manufacture serialized items for warranty or service tracking. Review the Serialized Items section.

• • •

Manage special orders or lots with specific details or dates. Review the Lots > Using Special Orders to Track Lots section. Creating or updating inventory information with EBMS from an electronic product catalog distributed by a vendor. Review the Multi-Vendor Catalog section. Create and maintain an online product catalog that contains detailed product information updated from EBMS, shopping cart for the customer to place orders, and inventory management options for an online store or e-commerce web-site. Review the E-Commerce documentation.

Many of these features are options. Contact an EBMS support representative for more details and options available within the EBMS software.

2

Product Catalog Adding and Deleting Product Categories The product catalog feature assists in organizing inventory within groups or subgroups much like a product catalog. For example, it may be useful to group all of the service labor items within one folder named service or organize all of the products within a specific department with a single folder. Common settings can be set for all the items within a folder by setting defaults. Review the Changing Inventory Defaults section for more details. Setting Up Product Categories Go to the Inventory > Options > Product Categories tab, shown in the following window.

The EBMS program comes with two standard folders - Inventory and a subfolder entitled Inactive. Additional active folders can be added as needed to create a catalog-type hierarchical list. Folders will be most helpful if designed in a manner that will facilitate ease of selection for a specific group of inventory items. For example, a hardware store may create different inventory folders for each product line, such as Tools, Auto Parts, Lawn & Garden, or Paint. Additional subfolders may be created to identify different product lines within any department. All inventory items that are no longer stocked or sold should be placed within the inactive folder rather than deleting the item. By doing this, the inventory history is preserved, but not printed on many of the reports. Adding a Folder 1.

To add a folder, highlight the folder in which the new folder is to appear and click the New Folder button.

2.

Enter the Folder Name of the new folder and check the Allow only subfolders switch ON to restrict the new folder to allow only subfolders and not allow inventory items, or turn the switch OFF to allow the inventory items.

3.

Press OK to create the new folder.

Deleting a Folder Click the Delete Folder button to remove a folder. A folder cannot be deleted if there are inventory items in the folder. To delete the folder, the inventory items will need to be moved to another folder. To move inventory items, review the Entering New Inventory Items section.

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Product Catalog

Changing the Name of a Folder To change the name of a folder, click the Properties button and the following window will appear:

Change the folder name or edit the button of the highlighted folder as necessary. Review the Features > Folder Groups section of the main documentation for more details on adding and changing folder lists. Click on the Naming tab the system to automatically create IDs when a new inventory item is created within this folder.

Select the Disabled naming option to manually create inventory IDs when an item is created. Review the Pricing > Rounding Calculated Prices section for more details on the Rounding tab.

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Changing Inventory Defaults It is wise to set up inventory folder defaults before entering new inventory items. If the defaults are considerably different for the first level of folders, highlight each folder and perform the following steps for each folder. The folder list example shown in the previous section contains a service folder, which will contain defaults that are quite different from the product folders. It is easy to set up defaults for a folder and copy the values into subfolders. Setting Defaults for all Folders To set defaults for all folders, go to Inventory > Options > Product Categories tab, click on the root folder named Inventory and then on the Edit Defaults button and the following window will appear:

The Inventory window appears very similar to the inventory item entry window but is used only to enter default values. Any data entered into any of the entry fields will default the next time a new inventory item is entered in the main customer entry window. For more details on individual fields, review section Changing Inventory Items. General Tab Select the taxable option from the Tax Group drop down if sales tax is calculated for this group of items. Review the Sales > Sales Tax of the sales documentation for more details on sales tax set up. Enter the Manufacturer ID if the same manufacturer manufactures all the products within the selected folder. Set the inventory Classification option to reflect the class of items that will be placed in the folder. This setting is important and should be set within the default settings of each folder. Review the Item Classifications section for more details. In normal situations, most of the other fields within the general tab should stay blank. Purchasing Tab: Click on the Purchasing tab to preset vendor information before the initial purchase as shown below:

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Product Catalog

1.

Set the Primary Vendor if all new items should inherit a Primary Vendor setting before the purchase.

2.

Enable the Update Information from purchases option to set the Primary Vendor setting during the initial purchase.

3.

The Sales Classification setting can be kept blank since the recommended procedure for this setting is to run the Inventory > Utilities > Determine Sales Level utility. Review the Purchasing > Sales Level Classification section for more information.

4.

The main reason to add vendor purchasing records is to set a vendor's Lead Days for a group of products. The Lead Days setting should be kept blank to use the vendor's Terms tab if all items from a specific vendor have a common ETA lead day setting. Review the Purchasing > Estimated Time of Arrival (ETA) Date section before continuing with the following steps. Complete the following steps only to add Lead Days information for a group of inventory items:

5.

1.

Enter a Vendor ID to create a new record.

2.

Enter the number of Lead Days for the current folder group.

3.

Right click on new record and select Filter Down to set subfolders or change the lead days for existing items.

4.

Repeat for other vendor lead days settings for the current folder group.

Review the Purchasing > Purchasing Tab section for more details on the vendor purchase records.

Pricing tab Click on the Pricing tab to set any general price formulas. To set standard price formulas for each new item within the selected folder, take the following steps: 1.

Set Margin/Markup setting to Equal to if the price of the items are normally calculated from the cost.

2.

Set Margin/Markup to (none) to manually enter the base price and calculate different price levels from the base price. A manual base price example is if all price level prices are derived from a suggested list price. The base price would equal the list price that is manually entered.

3.

Set the Formula for each price level. Review the Inventory Pricing Overview section for more details on setting formulas.

4.

Set the G/L Account for each price level if the Use Price Level G/L Account option is enabled within the Advanced tab.

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Most other tabs can be ignored when setting folder defaults. Click the OK button to return to the inventory options window. Repeat the steps above for each of the different folders. To copy defaults to subfolders, right click on the field and select Filter Down from the context menu. Count tab Click on the Count tab to set default purchasing method, unit of measure settings, and the integer option as shown below:

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Product Catalog

The Purchasing Method should be set properly as a default. Review the Purchasing > Purchasing Methods section for details on these options. Set the appropriate Stock Level settings. Note that often these settings are kept blank if the stock levels are not consistent for the entire folder. Review the Purchasing > Inventory Stock Level Settings section for more details. Set the desired unit of measure settings including multiple UOM settings, the Main Unit, and the Default Setting unit. Disable the Require Integer Quantities option to allow the user to enter fractional quantities into a sales order or purchase order. The system will bar the user from entering fractional quantities if this option is enabled. Go to Tracking Counts > Integer or Fractional Quantities section for details. Alternative Unit of Measure settings can be added as defaults of new inventory items have common unit of measure settings. Review the Tracking Counts > Unit of Measure section for more details. Advanced tab

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If the sales totals of the products within the selected folder (no matter what price level) are recorded within the same general ledger account, disable the Use Price Level G/L Account option and enter the general ledger account. Enable the Use Price Level G/L Account if the sales revenue is posted to different general ledger accounts based on the price level. Enter the Sales department on the advanced tab and record the 5 digit G/L Account within the pricing tab as shown in the next section. Enter the default Purchase general ledger account. This account should be an expense account that records the purchase totals within the general ledger. Enter the default 5-digit Inventory Variance general ledger account. The inventory variance account code will be completed with the 3-digit account extension from the purchase or sales account depending on the process. For more details on Inventory Variance accounts, review the Inventory Variance section. This field will be disabled if the inventory classification (set in the General tab) is set to Service. Set the appropriate Inventory Asset general ledger account by selecting from the available accounts. Many companies use a single inventory asset account. The Inventory Asset account will be disabled if the item is classified as a service or no count item. Review the General tab for the classification setting. The Manufacturing Offset setting will only appear if the Classification within the General tab is set as No Count or Service. Review the Manufacturing > Creating a Batch > Adding Miscellaneous Costs and Labor Costs to a Batch section for more details on the Manufacturing Offset. Set the Sales returns item selection to match the default response when items are returned on a sales order. Review the Product Returns and Sales History section for more details.

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Product Catalog

Entering New Inventory Items A new inventory item wizard is used to create a new item. Review the Changing Inventory Items section for instructions on changing existing items. Complete the following steps to add a new inventory item. 1.

Open the inventory item list by selecting Inventory Items from the main Inventory menu.

2.

Select Edit > New from the main menu to start the new inventory wizard (clicking New within the inventory Item window will also activate the new wizard).

3.

Highlight the folder in which you want to place the new inventory item and click Next. Review the Adding and Deleting Inventory Folders section for more details on creating new folders.

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Inventory

11

4.

Enter a Description of the inventory item. This description may span up to three lines. Note that if information is typed on the second and third lines, the Show on Invoice switch is turned ON. If the Show on Invoice switch is ON, the description will show on the sales invoice. Switch the description line OFF to enter a description that should not show on the sales invoice. If the first line is turned OFF, the user will be prompted to manually enter the item description.

5.

Enter the main unit of measure into the Default Selling Unit entry. This entry can be kept blank if no unit of measure is desired. Review the Unit of Measure Overview section for more details on the unit of measure option in inventory.

6.

Enter a Manufacturer ID if all of the items within this folder are manufactured by a common manufacturer. Go to Manufacturer Settings for more details. Click the Next button to continue to the Information page.

Product Catalog

. 7.

Change the default classification if necessary by clicking on the down arrow button to the right of the field. The proper selection of the inventory Classification is important since changing this setting is restricted. Asset G/L transactions are generated based on the Classification setting. Review the Item Classification section for descriptions of the classification options and other details.

8.

Enter the Gross Weight of the inventory item. This weight is used within a sales order or invoice to calculate the total weight of an order. Review the Freight and Shipping Charges > Freight and Shipping Calculations section within the Sales documentation for more weight and shipping configuration options. This field can be kept blank if total weight is not needed or if the inventory item does not have a weight.

9.

Choose a Tax Group option from the drop down. Review the Sales Tax section of the sales documentation for more details on sales tax set up. Review the Sales Tax > Calculating Fuel Taxes section of the Sales documentation for an example of calculating flat taxes such as fuel taxes or FET taxes for specific items.

10. Enter the stock Location(s) of the inventory item within the Location list. This optional list allows the user to identify one or more locations of the item within a warehouse or store. Review the Purchasing > Stock Locations section for more details. 11. Enable the Pick option by clicking on each location that is included in the pick list form. Click the Next button to continue.

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. 12. It is optional to enter an amount in the Cost field since the cost will automatically be updated the next time an expense invoice is processed. However, it may be useful in setting the pricing for this item if a value is within the Cost field. 13. Set the Margin/Markup setting to Equal to if the price of the items is normally calculated from the cost. Set Margin/markup to (none) to manually enter the base price and calculate different price levels from the base price. An example of using a manual base price is if all price level prices are derived from a suggested list price. The base price would equal the list price that is manually entered. 15. The Price Level and Unit columns cannot be edited within the wizard. To add additional price levels to the list, go to Inventory > Options > Price Levels. The Unit column depicts the main unit of measures that is set within the folder defaults. See the Adding a New Unit of Measure section for more details. 16. A G/L Account column will appear if the Use Price Level G/L account switch is turned ON. This option is found in the advanced tab of the inventory item. Enter the 5-digit sales general ledger account code for each price level. This feature allows the sales total of each price level to be posted to a different general ledger account. For example, the retail sales could be posted to a different general ledger account than the wholesale sales. 17. Set the Formula column to (none) to enter a price amount for each price level. Enter the desired formula to calculate the price from the base price. Review the Inventory Pricing Overview section for more details. Click the Next button to continue.

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Product Catalog

18. Enter the Item Code. This ID code is required to be unique for each inventory item. The inventory item ID is used throughout the entire accounting system for all transactions associated with this inventory item. Plan to use a satisfactory ID since changing the inventory ID is a lengthy process. Code the item from the most general characteristic to the most specific. For example, for a 25foot measuring tape, a possible ID could be TLMT25. TL Tool, MT measuring tape, and 25 for the size. Review the Standard Features > Creating IDs section from the main documentation for more details. Click Finish to create the new inventory item or Cancel to ignore new entries. The item ID may reflect the various characteristics of the item. Review the Product Attributes Overview section for instructions on organizing a large number of items with similar characteristics. When the above inventory item is created, there may be other item details that need to be edited. To view all inventory item information, review the Changing Inventory Items section.

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Inventory

Item Classifications The Classification setting within an inventory item determines the general functions of the item and how it is processed within EBMS. The Classification setting is an important setting that should be configured properly before items are purchased or sold. The software may limit the ability to change the Classification setting within items that contain transactions. Open an inventory item by selecting Inventory > Product Catalog from the main EBMS menu and open an inventory item. Click on the General tab as shown below:

Click on the Change button to change the item's Classification. Review the classification descriptions below. The Classification should be configured within the folder defaults of all the items for a specific inventory folder are similar. Review the Changing Inventory Defaults section for more details. Some classifications do not track inventory values and counts even if the Perpetual Inventory method is selected in Inventory > Options > General tab. The following classifications are considered perpetual inventory classifications:

• • • •

The Track Count classification should be set for any inventory item that you wish to track the exact count in stock. Review the Tracking Inventory Counts Overview section for more details on tracking counts. The Serialized Items classification tracks the count and value of an item but also creates a unique serial number record for each unit. This record can be used to record characteristics of each serial number. Review the Serialized Items section more details on this classification. The Lots - Avg Costs and Lots - Linked Cost classifications are used to identify lots or sub-groups within an inventory item. Items classified with either Lots classification often contain lot number, dates, or other identifiers to identify each lot. Review the Lots section for more details on this section. Special classification is a legacy classification that is used to inventory generic groups of items. This classification should only be used to support older versions since the classification may be discontinued in the future. Review the Purchasing > Special Orders and Drop Shipments > Generic Special Order Items section for more detail.

The following classifications are considered non-perpetual inventory classifications since inventory asset G/L transactions are not created even if the Perpetual Inventory Method is selected with the Inventory > Options > General tab.

•

•

15

Use the Service classification for service items. In other words, inventory items that are not tangible products but services, such as maintenance labor or warranty policies. Review section Using Inventory items to identify Service Items for more details on using service items. Use the No Count option for inventory items that are purchased and sold but the exact inventory count in stock is not recorded or maintained. The Non-inventory Serialized Item classification tracts serialized items similar to an item classified as Serialized but it does not track the value of the item as an asset. Review the Serialized Items > Non-inventory Serialized Item section for more details.

Product Catalog

• • •

The Percentage Discount classification is a non-inventory item that is used to calculate a discount based on the values of the previous line(s). Review the Using the Inventory Module for Non-Inventory Items > Discounts for more details. The Percentage Price classification is another non-inventory item that is used to calculate a price based on the values of the precious line(s). Review the Using the Inventory Module for Non-Inventory Items > Percentage Pricing for more details. The Rental Code classification is used to bill for rental services. This classification should not be used to identify rental items. Review the Rental documentation for more details on this classification.

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Manufacturer Settings The manufacturer list contains general manufacturing information. The manufacturer ID must be entered within individual inventory items to identify the items with the manufacturer. The manufacturer setting can be used to group items by manufacturer for reporting purposes, query products for price changes, or other purposes. Complete the following steps to add, change, or delete manufacturer records. Go to Inventory > Options from the Manufacturer Settings in EBMS menu and click on the Manufacturer tab as shown below:

Click the New button to add a Manufacturer and enter the following manufacturer information:

17

1.

Enter a manufacturer ID code and Name.

2.

Enter the manufacturer's Web Site.

Product Catalog

3.

The Vendor entry is an option used to link the manufacturer to a vendor record. Keep this entry blank if no Vendor record exists for the specific manufacturer.

4.

Record any miscellaneous notes within the Note entry.

5.

If you purchase this product through a distributor or other source, and they use a different ID, it can be cross-referenced by selecting the Source and setting the Alternate ID. This is very useful when importing and updating from a Vendor Catalog supplied from a distributor. Review the Creating a relationship between the Product Catalog and EBMS section for more details.

Enter the manufacturer ID within the General tab of each inventory item to associate the item to the manufacturer. Go to Inventory > Product Catalog from the main EBMS Menu and open an inventory item record as shown below:

The Manufacturer setting is also used to query items for price changes. Complete the following steps to change price formulas for items for a single manufacturer: 1.

Select Inventory > Options and click on the Inventory Folders tab.

2.

Select a group of inventory items that will be affected by the price formula change. Select the root folder - Inventory to change all items for a specific vendor.

3.

Click on Edit Defaults button to open the defaults window.

4.

Click on the Pricing tab to view the existing default formulas.

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Inventory

.

Right-click on a specific Price Level and select Filter Down Formula as shown in the example above.

. 5.

Select the Specific Manufacturer option and enter the manufacturer ID.

6.

Set the appropriate Filter Down options.

7.

Click OK to filter down.

Manufacturer Sources If you purchase products through a distributor or other source, and they use different ID's for manufacturers, they can be cross-referenced. This is very useful when importing and updating from a Vendor Catalog supplied from a distributor. To configure these cross-reference files go to Inventory > Options from the Manufacturing Settings in the EBMS menu and click on the Sources tab as shown below:

19

Product Catalog

Click the New button to add a Source and enter the following information:

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Inventory

1.

Enter a Source Name/ID

2.

Enter the source's ID as the Alternative ID and the manufacturer ID code as listed on the Manufacturers tab.

Review the Creating a relationship between the Product Catalog and EBMS section for ways in which to configure the vendor product catalog so that it always imports new items with the desired manufacturer ID.

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Product Catalog

Changing Inventory Items Inventory item information may be changed at any time after the new item wizard has been completed. Additional information may be entered into this window such as UPC codes, manufacturer part numbers, miscellaneous notes, item image, and many, many more settings. Review the following details for more information on changing or viewing information about individual inventory items. Multiple inventory items can be changed or updated as a batch using the following utilities: A.

B.

C. D.

The optional Multiple Vendor Catalog option is the most powerful of the batch update utilities. This module can be used to create new inventory items or update information such as Description 3, price level pricing, vendor settings within the Purchasing tab, and the Substitute Item settings. Review the Multi-Vendor Catalog Overview section for more details on this option. The standard Text Import/Export Mappings utility can be used to update inventory items such as the general cost, bar code settings, stock level settings, base price, weights, and manufacturing settings. Review the Utilities > Text Import/Export Mappings > Changing Inventory Items section within the Main EBMS documentation for more details on this standard utility. Use the Import Images to Inventory utility to import graphic images to a list of inventory items. Review the Importing Inventory Images section for more details on this utility. Custom utilities to update costs or other reoccurring updates can be programmed by the EBMS implementation staff.

Continue with the following steps to change individual items: The inventory item dialog is also very useful in viewing history such as purchase orders and sales orders that contain the item as well as sales and expense invoices in which the item was purchased or sold. Review the Inventory History section for more details. Go to Inventory > Product Catalog > General tab and the following window appears:

The Item ID field identifies the current item. To load another inventory item, enter another item ID or click on the lookup button to the right of the field and select a new inventory ID. Right-click on the inventory Item field with your mouse to open the context menu and change the item's identification ID. Select Change ID, which will start a lengthy process of changing the current inventory item's ID throughout the system. Clicking on the down arrow button to the right of the current folder name and selecting a new folder can change the inventory item's Folder. Enter a Description of the inventory item. This description may span up to three lines. Note that if you type information into the second and third lines the Show on Invoice switch is ON. If the Show on Invoice switch is ON the matching description line will show on the sales invoice. Turn the description line OFF to enter a description that should not show on the sales invoice. If the first line is switched OFF, the user will be prompted to manually enter the item description. The Entry Date reflects the date on which the new inventory item was created. This date is for reference purposes only and should not be changed. Enter the Gross Weight of the inventory item. This weight is used within a sales order or invoice to calculate the total weight of an order. Review the Freight and Shipping Charges > Freight and Shipping Calculations section within the Sales documentation for more

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Inventory

weight and shipping configuration options. This field can be kept blank if total weight is not needed or if the inventory item does not have a weight. An optional Image can be added by right clicking on the Image frame and selecting Insert Image from the context menu. This image must be a .jpg file format and may not be larger than 500kb. Enter the UPC Code if a point of sale scanner is used. The Universal Product Code can be found under a bar code on most products sold today. Use the optional Type field to group items for query or reporting purposes. Enter the stock Location(s) of the inventory item within the Location list. This optional list allows the user to identify one or more locations of the item within a warehouse or store. Review the Purchasing > Stock Locations section for more details. Select the taxable option from the Tax Group drop down if sales tax is calculated for this group of items. Review the Sales > Sales Tax of the sales documentation for more details on sales tax set up. Review the Sales Tax > Calculating Fuel Taxes section within the sales documentation for an example of calculating flat taxes such as fuel taxes or FET taxes. Select the appropriate Manufacturer ID. Review the Inventory Items > Manufacturer Settings section for more details on this optional setting. Manufacturer Part No fields are optional fields that identify the manufacturer's part number and a Web URL that contains details about the specific item. The current inventory item's Classification should not be changed unless necessary. Review the Item Classification section for classification details. The Note field can be used to enter miscellaneous comments or information about the current inventory item. The length of this entry is not limited but will scroll if more information is entered than can be displayed on the note window. The Substitute Item list is an optional table to list replacement parts when an item is discontinued or optional parts such as non OEM parts. Review the Substituting an Inventory Item section for more details on the Substitute Item settings. Delete will delete the selected Inventory Item. Note that an inventory item cannot be deleted if transactions exist in any year tabs. Instead of deleting an inventory item, they should either be merged with another account or moved to an inactive status. For further information on merging an account or making an inventory item inactive, review the Making an Inventory Account Inactive section. Review the Inventory Pricing Overview section for details on the Pricing tab. Review the Tracking Inventory Counts Overview section for details on the Count tab. Review the Changing Inventory Defaults section for details on the Advanced tab. Review the Components Overview section for more details on inventory components. The inventory history year tabs are discussed in the Inventory History section.

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Product Catalog

Inventory History EBMS retains a large amount of purchasing and sales history information for each inventory item. Go to Inventory > Product Catalog and select an item to view the history year tabs. Click on any fiscal year tab to view the item's annual history.

A history year tab will appear for each year that the item was purchased or sold. EBMS does not restrict the number of years or tabs that may exist. Each year history page lists the monthly totals of both purchases and sales. The Quantity and Costs of all purchases as well as the Quantity, Cost, and Sales totals will be displayed for each month. To drill down and view the source expense or sales invoices take the following steps: 1.

Place the cursor on the summary total to be viewed by clicking on the summary total with your mouse or tabbing to it using the keyboard.

2.

Right-click to display the context menu and select drill down. The source Detail window will open.

3.

To view specific transactions, double-click on the desired invoice and click the Source button. It is not possible to drill down on the balance columns. Note that all transactions must be posted to the general ledger before they will appear on the inventory year history tabs.

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Inventory

The Counts and Value balance columns will appear on the far right side of the history year tab only when the inventory is classified as Track Count, Registered Whole Goods, or Special Orders. It is not possible to drill down on balance columns. All history transactions are retained until the user decides to remove them using the purge utilities. The year-end close procedure does not remove history transactions or invoices. Review the Sales Activity section for details on sales history for a specific customer.

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Product Catalog

Sales Activity The Sales Activity tab of an inventory item is an excellent way to view sales activity within a specific document, for a specific customer, or within a specific date range. Complete the following steps to view sales activity: 1.

Open a specific inventory item by selecting Inventory > Product Catalog and selecting a specific inventory item.

2.

Click on the Sales Activity to view the following information:

3.

Set the desired query settings: a.

Doc Type: Select a specific document such as Invoices, Proposals, or Sales Orders or select All to include all sales documents that include this item.

b.

Customer: Select a specific customer or let blank for all customers.

c.

Start Date: Select a specific date in the past to limit the query or let this setting blank to include all dates.

d.

End Date: Set this date to complete the desired date range.

4.

Click F5 to list documents based on the set query.

5.

Double click on any document to view details.

Review the Inventory History section for details on purchase history. Review the Product Returns, Trade-ins, and Sales History section for details on customer returns.

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Inventory

Product Returns, Trade-ins, and Sales History EBMS includes a feature to process inventory item returns and trade-ins. The system assumes that any negative quantity entered into a sales order is either a return or a trade in. This option assists the user in identifying the date a product was purchased and a unit price at the time of the purchase. A return is processed differently than a trade-in. Returns: A return is processed as a negative sale. The sales total is reduced by the quantity amount and the sales G/L is reduced to offset the original sale. A return reason can be attached to any product that is being returned. Review the Inventory Items > Product Return Reasons section for more details on attaching a reason when inventory items are returned. Trade-in: A trade-in is processed as a purchase. Rather than using the sales G/L the Trade-ins G/L entered within the Advanced tab is used instead. The trade-in item is processed as a purchase instead of a sale using the purchase G/L transactions. Review the Tracking Counts > Inventory Variance section for more details on purchase and sales G/L transactions. Complete the following steps to configure and process a return or trade-in: 1.

Open an inventory item and click on the Advanced tab as shown below:

2.

Enable the Trade-Ins allowed option to allow the user to create trade-in transaction if the Trade-Ins button is clicked.

3.

Set the Trade-ins general ledger code to record the trade in purchase. Set the G/L code to match the Purchase G/L if trade-ins cost is combined with purchases.

4.

Set the Sales returns item selection to Always or Within __days to open the returns dialog when an item is returned.

Click OK to save the settings within the Advanced tab of the inventory item. Continue by opening a sales order. Review Sales > Sales Orders > Entering a Sales Order section within the sales documentation for details on creating a sales order.

27

1.

Enter the Customer ID and other general invoice information.

2.

Enter a negative quantity (amount to be returned and credited) into the Shipped column (and Ordered) of the sales order.

3.

Enter the Inventory ID to open the following returns dialog. The dialog will not open if the Sales returns item selection option within the advanced tab of an inventory item is set to No Prompts.

Product Catalog

7.

Select the item that is being returned by clicking on the Select column.

8.

Adjust the Selected Quantity to match the items returned.

9.

Multiple purchase lines may need to be selected to match the quantity to be returned.

10. Click the Return button to process and return or click Trade-in to process as a trade in. Note that transaction difference between the two processes described at the beginning of the section. 11. The following dialog will appear to prompt the user for a Reason and to allow the user to add notes as an Explanation.

1.

Select one of the Reasons from the drop down list. Review the Product Return Reason section for more details on adding or changing Reasons on this list.

2.

The Action setting determines how the return is processed. Review the Product Return Reason section for more details on these 4 Action settings that are configured with each Reason option:

•

Return to Stock

•

Return for Disposal

•

Return to Vendor (Drop Ship)

•

Return to Vendor

3.

Enter an optional Explanation for the return.

4.

Click OK to complete the return process.

Viewing Sales History

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Inventory

Sales history can be viewed from the sales order as shown below.

Right click on the detail line that contains an inventory item and select View Sales History... from the context menu to open the following dialog:

This dialog is for historical purposes only. Right click on any sales record and click View Document from the context menu. Review Sales Activity section for details on the sales history on a quote or sales order.

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Product Catalog

Lost Sales The lost sale feature within the EBMS software is a tool to conveniently record each time a sale is lost, the information regarding the lost sale, and the reason for losing the sale. This tools is very valuable when a large variety of parts or other inventory items are being sold. For example: the number of lost sales for a special order item may prompt a user to stock a specific part. This tool records and summarizes information valuable to assist users in making informed inventory decisions such as stock levels and pricing. The feature is conveniently located on the quote and sales order screens so that the product information such as customer, quantity, and pricing can be copied to the lost sale log file. The Lost Sale log information detail and summary can be viewed by selecting Lost Sale/Return tab if any inventory item record. Configure Lost Sale Reason List The user defined Lost Sale Reason list can be set by selecting Inventory > Options > Lost Sale/Return tab from the main EBMS menu as shown below:

Lost Sale Reason can be added or edited from this list. Right click and select Delete Row to delete a reason. Note that a Lost Sale Reason cannot be deleted after it is used within an inventory item. Review the Product Return Reasons section for more details on the Return Reasons list shown on this dialog. Click on the OK button to save the Lost Sale Reason list.

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Inventory

Recording Lost Sale Events A lost sale can be recorded by right clicking on the inventory item ID anywhere within EBMS. This includes the Inventory Item Lookup list, inventory record, or anywhere an Inventory item entry is located. Open the sales order dialog by selecting Sales > Invoices and SOs from the main EBMS menu as shown below:

Right click on the sales order line that contains the sales that is being lost if the inventory item exists on the sales order or quote. The Lost Sale log process described below should be completed before the item is deleted from the sales order or quote. A lost sale log record can also be created without adding the item to the sales document by clicking on the inventory lookup list and right clicking on the inventory item and selecting Lost Sale from the context menu as shown below:

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Product Catalog

Complete the following steps to record the Lost Sale event: 1.

Select the Lost Sale option from a context menu to open the following dialog:

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Inventory

2. Enter the optional Customer ID to identify the customer that rejected the potential sale. This ID is copied from the sales order or proposal if the Lost Sale dialog was launched by clicking on the document detail line. 3. Enter the Date of the lost sale. This Date is used for reporting purposes when summarizing reasons by month or year within the Lost Sale log located on the Lost Sale/Return tab of the inventory item record. 4. Enter the Quantity of the customer's interest. The required Quantity entry is used to calculate the number of Lost Sales per month or per year. 5. The Unit Price is an optional entry for reference purposes. Select one of the user defined Reason settings recorded at Inventory > Options > Lost Sales/Return tab. 6.

Enter an optional Explanation note and click on the OK button to record.

Viewing the Lost Sale Log The results of the lost sale can be reviewed from the Lost Sale/Returns tab of the inventory item or by launching a Lost Sale report. Open an inventory item and click on the Lost Sale/Returns tab to open the following dialog:

The top pane within this dialog list the detailed Lost Sale log. Click on the log columns to sort details based on log Date, Customer, Quantity, or Reason columns. The bottom pane lists a summary of the Lost Sale Reasons for the Current Month, Last Month, or the Last Year. This pane also lists the reason the item was returned. Review the Return Reasons section for more details on setting return reasons.

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Product Catalog

Product Return Reasons EBMS has the tools to record the reason that an items was returned from a customer. This information is summarized per item to the user can report on the quantity and the reason an item was returned. The product return reason as attaches and action that determines the way the returned inventory item is processed. The following 4 return actions are available: A. Return to Stock: This option is the only option that increases the inventory count of the item. The count is increased because the items are returned as stock. The item is returned with an inventory cost or value that reduces the loss of the return. This option should only be used for items that can be resold as new. B. Return for Disposal: This option does not affect the inventory count because the item is disposed. This item does not value the product which creates a full credit loss for the return. This option should only be used if the returned product is being discarded. C. Return to Vendor (Drop-Ship): This option does not affect the inventory count since the item is returned directly to the vendor. This process will not only create a credit memo to the customer but will also create a credit purchase order from the vendor. The process for these returns used similar Drop Ship purchase methods as the Drop Ship purchase method. This method should only be used if the product is sent directly to the vendor rather than being returned to the seller. The Return to Vendor (Drop-Ship) is used to credit the customer as well as create a credit PO for the vendor. D. Return to Vendor: This option is very similar to the previous Return to Vendor (Drop-Ship) but should be used when the product is returned to the seller only to be returned to the vendor. This option does not affect the inventory count since the quantity returned on the purchase order is linked to the quantity returned on the sales order. The Return to Vendor option functions in a similar way as the purchase method: Associated. These options work in a similar manner as the purchasing methods used when a sales item is linked to a purchase order as a special order item. See Purchasing > Special Orders and Drop Shipped Items > Special Orders and Drop Shipped Item Overview section within the inventory documentation. Go to Inventory > Options > Lost Sale/Return tab from the main EBMS menu to open the following tab dialog as shown below:

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Inventory

The user can create and describe any number of Return Reasons as shown on the right pane of the dialog shown above. The Action must be selected from one of the 4 options described at the beginning of this section. Click OK to save. The return process is launched from the main sales order/invoice dialog by completing the following steps: 1.

Open the EBMS invoice dialog by clicking on the Sales > Invoices and SOs option from the main EBMS menu.

2. Enter a negative quantity into the sales order to launch the return process as shown below. Note that the Sales returns item selection option within the Advanced tab of the inventory item MUST be enabled for this dialog to appear. Review the Inventory Item > Product Returns, Trade-Ins, and Sales History section for more details on this setting.

3.

Click on the Return button to open the return reason dialog:

4.

Select a user defined Reason which will set one of the following four Action settings: a. Return to Stock: This option is the default action that will occur if the Return Reason dialog is not launched. The returned inventory count is increased if the inventory item is classified as Track Count or other perpetual inventory classification. Review Tracking Counts > Tracking Inventory Counts Overview section for more details on perpetual inventory counts. b. Return for Disposal: This option returns the item without increasing the inventory counts. An inventory count adjustment record is created to reduce the count to match the amount that was returned. Inventory count totals are unchanged with this option. c. Return to Vendor (Drop-Ship): This option uses the Drop Ship Purchase Method to link the return to a purchase order for the Vendor set on the special order setting within the sales order. This is a reverse process used with the Purchase Method setting. Review the Purchasing > Special Orders and Drop Shipment Overview section for more details on the Purchase Method settings.

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Product Catalog

d. Return to Vendor: This option uses the Drop Ship Associated Method to link the return to a purchase order for the Vendor set on the special order setting within the sales order. This is a reverse process used with the Purchase Method setting. Review the Purchasing > Special Orders and Drop Shipment Overview section for more details on the Purchase Method settings. 5. Process the sales order into an invoice to process the Actions selected in the Customer Returns dialog. Review the Invoices > Processing a Sales Invoice section within the Sales documentation for details on processing a sales order into an invoice. Product Return Reason Summary: The Product Return Reasons are displayed and summarized in the Lost Sale/Returns tab of each inventory item. Open the inventory item record and click on the Lost Sale/Returns tab as shown below:

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Inventory

Making an Inventory Account Inactive An inventory should never be deleted even when the inventory no longer exists unless there have never been any transactions with the inventory item. It is permissible to delete an inventory item when no new transactions have occurred within the years maintained by the system. For example, if all transactions that occurred four years ago or before have been removed from the system using the purge utility, and there have been no transactions with an inventory item Garden Hose in the past four years, then the Garden Hose inventory item could be deleted. The following alternatives to deleting the inventory item are recommended:

• •

Merge an inventory item into another account. This option is the preferred option if accounts were duplicated or two accounts need to be merged into one. Review the Standard Features > Merging Accounts vs. Deleting Accounts section of the Main Documentation for more details. Change an inventory item to inactive status. Once an inventory item is made inactive, it will be removed from a number of reports. An inactive product may remain in the same folder in which it existed when active, but may be hidden from search lists by unselecting Show Inactive at the bottom of the list. Items can be marked inactive using one of the following two methods: 1.

Manually set an item as inactive.

2.

Use a utility to mark a group of items inactive based on activity such as purchasing, sales, or other activity.

Review the following sections for more details on each option.

Manually set an item as inactive This is the recommended method for a few individual items. Complete the following steps to make a single inventory item inactive: 1.

Open the inventory item window by selecting Inventory > Product Catalog.

2.

Choose the item you wish to make inactive and open the inventory item record.

3.

Enable the Inactive option on the General tab.

4.

Save the inventory information by clicking the OK button.

Utility to Mark a Group of Items Inactive This utility gives the user to mark an entire group of items inactive based on the following criteria: A.

The item counts must be zero

B.

The activity such as purchases, sales, or other activity with this item was before a user specified date

C.

The user can identify a folder or range of inventory item IDs.

D.

The user has the option to disable the selected option for any item at the end of the utility wizard as shown below.

Complete the following steps to launch the utility to inactivate a group of inventory items:

37

Product Catalog

1.

Launch the utility by selecting Inventory > Utilities > Inactivate Inventory Items from the main EBMS menu to open

the following dialog: 2.

Select the Use Folder option and set the sub-folder to evaluate. All sub-folders below the Use Folder folder will also be included. This utility is powerful and should be used with caution. Run the utility multiple times selecting individual folders rather than processing a large number of inventory items using a root folder.

3.

Enable the Only mark items from option only to select a limited range of items within the selected sub-folder. Select the desired range of inventory ID codes to limit the query. Disable this option to include all items within the selected folder.

4.

Use the Advanced Query button to add user defined queries. Review the Features > Advanced Query Options section of the main documentation for more details and instructions on using queries.

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Inventory

39

5.

Click Next to continue to open the following page:

6.

Set the Last Activity Date to limit the inclusion of all inventory items with activity since this date. This excludes any item that has been purchased, sold, or other activity since this date. Click Next to continue to the query list shown below:

7.

All items that are slated to be made inactive are listed in this dialog. Note that all items with counts, with activity since the Last Activity Date, or not within the folder or other query will be excluded.

8.

Disable the Mark Inactive option to exclude a specific item from being moved as Inactive. Click on the Cancel button to cancel the process.

Product Catalog

9.

Click the Next button to set the items with an inactive status. Note that this process can not be reversed so use with caution. The following dialog will appear indicating the number of items inactivated as shown below:

10. Click Finish to complete. Repeat to inactivate other groups of items. NOTE: All inactive (accounts, vendors, etc.) will be grayed on the search lists when the Show Inactive option is enabled at the bottom of the list.

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Substituting an Inventory Item The Substitute Item table is used to associate other inventory items that can be used as a substitute for the current item. This feature can be used to link a replacement item to a discontinued item or to associate generic parts or aftermarket parts to the OEM part. Go to Inventory > Product Catalog > General tab to open the following window:

Enter the inventory items that can be used as a substitute for the current inventory item into the Substitute Item table. Click the OK button to save changes. There can be one or many substitute items for a single inventory item. Open a sales order and enter an inventory item that contains Substitute Items. Right-click on the inventory Item ID and select Substitute Items from the context menu:

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Product Catalog

The option will open the following Substitute Item list:

Select a Substitute item from the list and click the Substitute button to replace the current inventory item within the sales order.

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The Substitute Item list will also show on the low inventory item dialog within a sales order. The Warn when inventory is low option must be enabled to show the low inventory dialog. Go to Sales > Options > Invoices and S.O.s tab and enable the Warn when inventory is low option as shown below:

Click the OK button to save option settings. Open the sales order window by selecting Invoices and S.O.s from the Sales menu. Enter an inventory item in the sales order window that has low inventory and contains a substitute item. The low inventory window will show if the Ordered amount is greater than the Net Ordered amount found in the count tab of the inventory item. Click on the Use Substitute button to replace the original inventory item with the substitute item. The system will not substitute an item unless this option is selected from the low inventory window.

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Product Catalog

Select the Substitute item from the list and click on the Use Substitute button to replace the item with low stock with the substitute item.. The Use Substitute button will be disabled if no substitute items are entered for the current item.

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Importing Inventory Images The Inventory Item record can record one or more images of the item. The main detail image is located on the general tab as shown below:

The Image can be added to the inventory item using one of the following methods: A. Use a utility to import multiple images at one time by launching the Import Images to Inventory utility. Complete the following steps: 1.

Copy the multiple images to a common directory such as C:\users\documents\graphics.

2. Rename the file name to match the inventory ID or UPC or Alternate Id code. Naming conventions for the import are not case sensitive. Example: 20prhp2430.jpg. Review the Creating Website Content > Inserting Graphics into EBMS section of the eCommerce documentation for more details on editing the image file. 3. Select Inventory > Utilities > Import Images to Inventory from the Main EBMS menu to open the following dialog:

4. Set the Path to Images to the file directory used in step #1 and click Import. Use the Browse button to locate the graphics file that was created to temporarily store the image. 5. The process will move any graphics that were successfully inserted into an inventory item to the IMPORTED subdirectory and move any graphics that failed to be properly inserted into the FAILED subdirectory. These two subdirectories are created by the utility and may wish to be emptied if the backup graphics are not needed. Note that any graphics within the folder will overwrite any images that are already stored within the website tab of the inventory item. 6. B.

45

Repeat these steps for any additional graphics located in other file directories.

Complete the following steps to individually add the Image to an inventory item: 1.

Open the inventory item from the File > Inventory Item lookup list and click on the General tab.

2.

Right click on the Image graphics and select Insert Object from the context menu as shown below:

Product Catalog

3.

The following dialog will appear when you select the Insert Image option:

4.

Select the graphics file to insert into the inventory item. The recommended graphics file types are as follows: a)

.JPEG - recommended file type for photos

b)

.PNG - ideal for graphics and line art

c)

.GIF - recommended for animated graphics but cannot be used to print graphics within an EBMS report

5.

Click the Open button to insert the graphics.

6.

Repeat for additional inventory items.

Review more details on importing graphics within the Creating Website Content > Inserting Graphics into EBMS section of the eCommerce documentation.

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Bar Codes Barcode Overview Bar code technology can greatly enhance the efficiency and accuracy of data entry. Receiving, shipping, and point-of-sale processes can be greatly improved by using existing bar codes on products or by printing new bar codes for individual items, cases, or skids. The bar code technology that has been used by large companies for years is now affordable for a small business. EBMS incorporates this technology so you can run your business efficiently. The EBMS Bar Code Controls, Reports, and Fonts kit gives the user the ability to print bar codes onto packing lists, work orders, and other forms. Product labels can be generated containing a bar code, pricing, and/or other product information. A variety of existing bar codes can be associated with inventory products or printed directly from a label or laser printer. A bar code can be associated with each unit-of-measure setting for an inventory item. Link

Review the Purchasing a Barcode Scanner section for barcode scanner types that work well with EBMS software. Review the Entering Bar Codes within EBMS section for the steps to associate and configure a specific barcode with an EBMS inventory item. Review the GTIN Barcodes section for information related to using GTIN barcodes within EBMS software.

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Purchasing a Barcode Scanner A variety of bar code scanners can be configured to be used with the EBMS software. EBMS will accommodate scanners that are setup as a keyboard wedge and scanners that are attached to a COM port. There are benefits and limitations involved with each option. Scanners must be programmed to work with the EBMS software. For keyboard wedge the scanner must prefix the scan with 'F8' and suffix with 'F10.' Contact an EBMS support rep for bar code scanner programming instructions.

Keyboard Wedge Benefits:

•

Allows the user to use a bar code scanner to scan any code into any field within EBMS.

•

Maximum flexibility for a scanner that is used for many different processes.

• •

Ideal for a POS environment that occasionally uses the POS scanner or stations where checkout speed is average or less Needed for scanning GTIN barcodes

COM Port Connection Limitations:

•

Only the following items can be scanned.

o o o o o o

Inventory items within the sales invoice or POS station screen Inventory items within the expense purchase order screen Consumed items within the manufacturing screen Inventory items within the Job Costing > Inventory Transfer screen Inventory items within the Warehouse transfer screen Rental items within the rental contract screen.

Benefits:

•

Can scan very rapidly

•

Ideal for checkout lanes that use the scanner primarily for a single process such as point-of-sale checkout.

•

Many of the scanners can be programmed to use either connection type.

Visit Products > EBMS Hardware / POS Peripherals > Scanners (Sales) on the Esh Computer Center website to purchase a barcode scanner or contact an EBMS support representative.

48

Inventory

Entering Barcodes within EBMS Bar codes can be associated within individual inventory items using 2 different methods: 1.

A bar code such as a UPC code can be entered within the inventory item record. Open an inventory item and click on the General tab.

Enter the UPC Code into the upper right hand corner as shown above. Note that any valid bar code (non UPC code) can be entered within this entry. This bar code identifies the Default Selling unit of measure recorded within the Count tab. Review the Inventory Items > Changing Inventory items section of the inventory documentation for more details on creating or changing general inventory details. The bar code values for other units of measure are set within the UOM dialog. Click on the Count tab, select a unit-of-measure form the list, and click the Properties button to open the following dialog:

49

Product Catalog

Enter the specific Unit of measure bar code within the UPC entry and press OK to save. 2.

The Inventory ID can be printed in a bar code 39 format as shown below. Unlike the UPC code, the bar code 39 can consist of numbers or letters and can be of varying lengths. Note that the longer the inventory item ID the longer the bar code.

A inventory ID must consist of numbers and letters. Most symbols do not properly convert into bar codes. Accepted symbols are asterisk (*), dash (-), plus (+), and slash (/). Note that IDs that contain spaces can not be scanned using the bar code 39 font. The EBMS system contains many reports that contain barcode fonts. Enable the Print Bar Code option on the print dialog of the report if the optional EBMS bar code font option is installed. Note that there are many bar code labels included in the reports menu. Go to FIle > Reports dialog for a complete list of reports.

50

Inventory

51

Product Catalog

GTIN Barcodes In addition to traditional UPC barcodes, EBMS software supports the scanning of 'Global Trade Item Number' (GTIN) barcodes. Use of the industry standard GTIN barcode allows added capability to incorporate product information such as lot number, weight, or point of origin into the barcode.

Listed in the chart below are the GTIN Application Identifier (AI) codes and supported within EBMS and the corresponding EBMS Application Identifiers.

GTIN AI

EBMS AI

01

$I

02 10 21

$I $R $R

240

$I

241

$I

242

$I

250 30 310 320 330

$R $Q $Q $Q $Q

340

$Q

37

$Q

392

$A

400

$S

410

$C

Description

Global Trade Item Number (GTIN) GTIN of Contained Trade Items Batch/Lot Number Serial Number Additional Product Identification Customer Part Number Made-to-Order Variation Number Secondary Serial Number Count of Items Product Net Weight in kg Product Net Weight in pounds Container Gross Weight (kg) Container Gross Weight (Pounds) Number of Units Contained Amount payable per single item (local currency) Customer Purchase Order Number Ship To/Deliver To Location Code (Global Location Number)

52

Inventory

411

$C

7001 8005

$I $U

8006

$I

8020

$S

8100

$I

8101

$I

8102

$I

8110

$I

Bill To/Invoice Location Code (Global Location Number) NATO Stock Number (NSN) Price per Unit of Measure Identification of the components of an item Payment slip reference number Coupon Extended Code: Number System and Offer Coupon Extended Code: Number System, Offer, End of Offer Coupon Extended Code: Number System preceded by 0 Coupon code ID (North America)

Setting Up a Scanner to Use GTIN Codes Prior to being able to accept and use a GTIN barcode the proper scanner configuration must be completed. Note that a Keyboard Wedge scanner is required to scan and view GTIN barcodes. Within the scanner, the configuration should be set to scan GS1-128 barcodes. Additionally, when a GS1-128 barcode is encountered the scanner should be configured to enter the prefixes F8, F9, along with the suffix F10.

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Product Catalog

Using the Inventory Module for Non-Inventory Items Using Inventory Items to Identify Service Items The inventory module can be useful for functions besides tracking inventory counts or identifying tangible items. Identifying non-tangible items such as service labor can be useful for the following reasons:

• • •

Data entry can be greatly simplified by identifying a service function such as hours of maintenance labor with an inventory ID. For example, Hours maintenance labor can be identified with an inventory ID of LFIX. A service function can be described using 1-3 lines, using as many as 150 characters and can be added to a sales invoice by entering a short inventory ID. The inventory record identifies if sales tax needs to be charged. Appropriate general ledger accounts can be associated with each service to be used within the sales invoice. The account is automatically entered into a sales invoice, which helps to alleviate user errors.

•

The inventory module facilitates a variety of pricing schemes associated with the service using the different price levels.

•

The S.O. values within the count tab are useful to identify sales orders that contain the specific service.

•

The unit of measure feature is useful when pricing is needed for different time periods such as hours and days.

•

The inventory year history can be very valuable to identify the total number of hours or units that were billed in a given time period.

Create a new inventory item by using the new inventory wizard the same way another inventory item is created. Go to Inventory > Product Catalog and select New from the Edit menu or click on the New button within the inventory item window. The following wizard will appear:

It can be very useful to create a separate service folder to group the non-tangible items together. 1.

To create a new folder, highlight the folder in which to place the new folder, and click the New Folder button. Enter the new folder name (for example: Service) and click OK to create the new folder. Click Next to continue.

54

Inventory

2. 3. 4.

55

Enter the description that you would like to show in the sales invoice. To manually enter the description at the time of the invoice entry, switch the check mark OFF to the right of each description line. A Default Selling Unit must be set only if multiple units-of-measure entries are created for this service item. User may ignore the Manufacturer settings for service items. Click the Next button to continue.

5.

Set the Classification to Service.

6.

Select appropriate tax group option. Review the Sales > Sales Tax of the sales documentation for more details on sales tax set up. Click the Next button to continue.

Product Catalog

5.

The Cost of a service can be entered into the Cost field to be used when processing sales invoice profits. For example, if an invoice includes an hourly service item with a price of $30, the entire amount ($30) of the sale will show as profit within invoice profit reports. It may be useful to enter the approximate cost of the labor ($20) in the cost field so the invoice only shows a profit of $10 instead of $30. This value is optional and can be kept blank. The cost of any service item is not recorded within the general ledger as an asset value. Set the Margin/Markup setting to (None) unless you prefer to calculate the price of the service item from the cost. Since service items are not purchased, the cost will not automatically be changed. If the price for all price levels is the same, enter the price into the Base Price field and set the price Formula to Equal to, which will copy the Base Price into each price level. Click the Next button to continue.

6.

Enter a service ID and click Finish. Review also Entering new Inventory Items for more details on entering new inventory items or Changing Inventory Items for detailed description of the other inventory fields.

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Inventory

Discounts A discount item is a convenient way to create a discount line within a quote or sales order. Discount items are often used if the user wishes to add a separate line following the original items or group of items rather than discounting the item within the original sales order line. This option is often used for discounts such as: • Employee discount • Volume discount. • A promotional discount for a group of items based on the total purchases on multiple items. The Special Pricing module can also discount a price with date restrictions. Review the Pricing > Special Pricing > Special Pricing Overview section for more details on creating pricing for a single item. • A promotional discount based on a promotional code: The system can restrict the number of times a customer submits a promotional code for a discount. Review the Percentage Discount section below for more instructions on limiting a customer. The price level formulas are the recommended method used to discount merchandise for a group of customers rather than a separate line item on the quote or invoice. Review the Pricing > Default Pricing and Price Levels section for details on creating price levels for specific customers. Discount inventory codes are grouped into two different types: • Fixed dollar discounts are calculated by a fixed discount dollar amount. • Percentage discounts are calculated based on a percentage of the price from previous lines. The unit price of the new item classified as Discount, is calculated from previous lines of the sales document rather than entered into the pricing tab of the item. Fixed dollar Fixed dollar discounts could be configured with an inventory item classified as No Count and priced with a negative number. Review the Inventory Items > Entering New Inventory items section for more details on creating new items classified as No Count.

The pricing on the fixed dollar discount items is configured like any other inventory item except the value is negative to reflect the discount. Go to Pricing > Inventory Pricing Overview for more pricing details. Note that a fixed dollar discount uses the No Count classification rather than the Discount classification. Percentage Discounts

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Product Catalog

Percentage discount items do not contain an actual price in the inventory item. The discount amount is calculated by a percentage setting within an inventory item classified as Discount. The pricing within a Discount item is calculated from the pricing on the previous proposal or sales order line or lines depending on the settings within this item. Complete the following steps to create a percentage discount item: 1. Launch the new inventory item wizard as shown below: Review the Inventory Items > Entering New Inventory Items section for more details on the inventory item wizard as show below.

2. The discount item should be placed in a separate non-inventory folder if the user wishes to exclude this item when printing inventory history reports. Click Next to continue.

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Inventory

3. Enter a Description of the discount or percentage adjustment. 4. The Default Selling Unit and Manufacturer settings can be ignored. Click Next to continue.

4. Set the Classification setting to Discount and click Next.

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Product Catalog

5. Set the Discount percentage value. For example enter 10.00 if you wish to set the discount percentage to 10%. 6. Select one of the Calculate From options: a. The Above Line - Select this option to calculate only the price of the discount item from the previous line. Price of item = Extended price of previous line * Discount percentage. b. Above Lines (to another discount) - This option will total all previous lines until it locates another item classified as Discount. c. All Above Lines - This option will calculate all the invoice or proposal lines listed before the line that contains the current discount item including any previous discount lines. Click Next to continue.

7. Enter the Item Code for the discount item. Review the Features > Creating IDs section of the main documentation for more details on creating ID codes or automating this step. 8. Enable the I want to view the new inventory item now option to open the following dialog:

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Inventory

9. Set the Limit Use to __ Per Bill To Customer setting to restrict the number of times the customer can have this code applied to their account. The settings can be used: A. Keep the value blank or zero to remove any restrictions. B. Enter a positive number to restrict the code's usage within a specific customer's account to the number of times stated. For example, inventory code PRODIS1 can only be entered into a customer's account 1 time. C. Enter a negative value to require a manager to override the restriction. The Discount amount within a sales invoice is calculated from the total of detail lines selected by the Calculate From setting of the item. The discount amount is calculated from the Ordered or Shipped quantity (whichever is greatest) multiplied by the unit price of each previous item(s) line and then multiplied by the percentage entered within the Discount item. (Unit price of discount item = (Ordered or Shipped, whichever is greatest * Price) + Repeat for each line indicated from Calculate From setting) The extended amount of a percentage adjustment item is calculated by multiplying Shipped and Price similar to any other inventory item.

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Product Catalog

The Ordered and Shipped quantities will normally equal 1 when a discount item is used within an invoice but greater quantities can be utilized. Discount items should not be used within back orders under normal circumstances since back orders could create duplicate discounts. Review the Sales > Invoices > Processing a Sales Invoice section of the sales documentation for more details on back orders.

62

Inventory

Percentage Pricing An item can be classified as Percentage Pricing within the inventory module of EBMS when the pricing is calculated by a percentage of pervious lines within a proposal or sales order. A Percentage Pricing item is useful in the following situations: • Calculating a tax based on a percentage of the previous lines. This option should not be used for general sales tax calculation. • Calculating a surcharge or any other item based on a percentage of a previous item(s) rather than a fixed price. • The percentage Price can be restricted to be entered into a sales invoice for a user defined number of times. For example a customer may be limited to allow a specific percenter price item to be entered 1 time. The calculation can be based on the previous line of the document, all the previous lines, or the previous lines located between the inserted item and a previous item classified as Percentage Pricing. Complete the following steps to create a percentage pricing item:

63

1.

Launch the new inventory item wizard as shown below: Review the Inventory Items > Entering New Inventory Items section for more details on the inventory item wizard.

2.

Select an appropriate folder and click Next.

Product Catalog

3.

Enter a Description of the discount or percentage adjustment.

4.

The Default Selling Unit and Manufacturer settings can be ignored. Click Next to continue.

5.

Set the Classification setting to Percentage Price.

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Inventory

6.

Select the proper Tax Group and click Next. Review the Sales > Sales Tax section of the sales documentation for more details on the Tax Group setting.

7.

Set the Percentage Pricing value. For example enter 1.00 to set the pricing at 1% of the line above the tax line.

8.

Select one of the Calculate From options: a.

The Above Line - This is the most common option used for taxes and other fees that are displayed following specific items on a sales invoice. Add the Percentage Price item as an accessory if this item should always follow the parent item. Review the Components and Accessories > Components and Accessories Overview section for more details on adding items as accessories.

b.

Above Lines - This option will total all previous lines until it locates another item classified as percentage pricing.

c.

All Above Lines - This calculate is derived from all the invoice or proposal lines listed above the percentage pricing item.

Percentage pricing item must be placed after any items that are used to calculate the percentage pricing price. Click Next to continue. Change the percentage pricing dialog below to list Tobacco Tax

65

Product Catalog

9.

Enter the Item Code for the inventory item. Review the Features > Creating IDs section of the main documentation for more details on creating ID codes or automating this step.

10. Set the Limit Use to __ Per Bill To Customer setting to restrict the number of times the customer can have this code applied to their account. The settings can be used: 1.

Keep the value blank or zero to remove any restrictions.

2.

Enter a positive number to restrict the code's usage within a specific customer's account to the number of times stated.

3.

Enter a negative value to require a manager to override the restriction.

The Percentage Price amount within a sales invoice is calculated from the total of detail lines selected by the Calculate From setting of the item. The percentage price is calculated from the Ordered or Shipped quantity (whichever is greatest) multiplied by the unit price of each previous item(s) line and then multiplied by the percentage entered within the Percentage Price item. (Unit price of Percentage Price item = (Ordered or Shipped, whichever is greatest * Price) + Repeat for each line indicated from Calculate From setting)

66

Inventory

The Ordered and Shipped quantities will normally equal when a percentage pricing item is used within an invoice but greater quantities can be utilized. Percentage pricing items should not be used within back orders under normal circumstances since back orders could create duplicate discounts. Review the Sales > Invoices > Processing a Sales Invoice section from the sales documentation for more details on back orders.

67

Pricing Inventory Pricing Overview Inventory can be priced a variety of ways. Pricing formulas can be set within each inventory item. It is possible to have a variety of pricing structures within the inventory item catalog. EBMS includes many options to maintain updated pricing, default pricing based on product groups, a variety of pricing formulas, and utilities to globally change prices. If you have not set the Margin/Markup option and configured the available price levels, review the Inventory Price Level Option section in the beginning of this chapter before continuing with the following sections. Tools that are used to maintain pricing: A.

Set default pricing for each folder group. Review the following Default Pricing and Price Levels section for more details.

B. The system supports an unlimited number of price levels. Each customer is associated with a default price level. Review the Default Pricing and Price Levels section for more details. C. Flexible rounding function to calculate a price that is rounding properly. Review the following Rounding Calculated Prices section for more details. D. Pricing can be calculated based on user defined options or components. Review the Components and Accessories > Optional Component Pricing section for more details. E. Pricing and formulas can be globally changed based on manufacturer or product group. Review the following Changing Pricing within a Group of Items section for more details. F.

G.

The optional Special Pricing module adds some additional pricing tools: a.

Set promotional pricing based on a date range. Review the Special Pricing > Promotional prices based on Date section.

b.

Calculate pricing discounts based on the counts or volume. Review the Special Pricing > Volume Discounts and Bracketed Pricing section for more details.

c.

Set a fixed price for a customer for a specific item or group or item. This setting would override any pricing within the price level associated with a customer.

d.

Apply multiple price levels for a customer or group of customers. For example, a customer may be given level A pricing for all items but a specific group which would be calculated a price level B. Review the Special Pricing > Special Pricing for Customers section.

Pricing can be set for individual serialized items. Review the Serialized Items > Selling and/or Associating an item with a customer > Pricing serialized items section for more details.

H. Pricing can be calculated from the individual costs of special order items. Review the Purchasing > Special orders and drop ship items > Generic special order items section of this manual for more details. I.

Optional function to change pricing when costs or list prices change. Review the Pricing > Price formulas.

J. Pricing can be calculated based on a percentage using the inventory Percentage Price Classification. Review the Inventory Items > Using the Inventory Module for Non-Inventory Items > Percentage Pricing. Pricing can be calculated using any of the following formulas: A.

Markup or Margin calculations from the most recent cost of the item

B.

Markup or Margin formulas calculated from a list price or jobber price.

C.

A base price can be marked up from a user defined cost. The price levels are then calculated from the base price.

D.

Pricing markup calculations based on the cost or base price of the item. For example, a $2 item would have a much higher markup than a $200 item.

E.

Manually setting the pricing for individual price levels.

Review the following Price Formulas section for more details on each of these formula options. Prices can be discounted in subsequent invoice detail lines by using the inventory Percentage Discount Classification. Review the Inventory Items > Using the Inventory Module for Non-Inventory Items > Percentage Discounts.

69

Pricing

Default Pricing and Price Levels EBMS allows different price calculation using Margin or Markup percentages. Go to Inventory > Options > General tab to set this option and the following window will open:

This option (Markup) is used only when inventory prices are calculated using the cost of an item or a base price such as list price or vendor-supplied price. The resulting calculated price would be different based on this option. For example, if a 50% Margin was added to a cost of $10.00, the price would be $20.00. If a 50% Markup was added to a cost of $10.00, the price would be $15.00. EBMS also allows multiple price levels when selling inventory items or services. The price levels facilitates multiple pricing for each inventory item. A price level is associated with each customer to determine the default price within a sales order. Click on the Price Levels tab and the following window will appear:

70

Inventory

If you wish to record the retail, wholesale, and distributor price for each item, enter each new price level by clicking on the New button.

Enter a short Price Level description. Select one of the 2 formula options for the new Price Level:

71

Pricing

•

Click on the Specify item settings option and select a Price Formula that is used for all items within the inventory system. Note that these formulas can be changed for individual item or for entire folder groups after the price level is created.

•

Enter correct G/L Account information.

•

Click on the Copy from another price level option to copy the formulas from another price level.

Turn the Use rounding tables to calculate prices for this level switch ON to apply rounding to the sales price. Review the Rounding Calculated Prices section for more details on rounding prices. The recommended setting is ON. Click the OK button to create a new price level. Click Properties to change the price level description or click Delete to remove any price levels. If price levels are deleted, the associated prices for any inventory item will be deleted as well. If you wish to show pricing on the main inventory lookup list as shown below, set the View Level to the desired price level. The View Level setting is located at the time of the Inventory > Options > Price Levels tab. Set the View Level as (none) if no pricing on the lookup list is desired.

Price levels can be set as default (standard) in inventory folders so that new items added to that folder will have the price levels already set for them. EBMS allows price levels to have set units, G/L accounts, formulas, and prices. The most common use is formulas, as this allows the price paid for inventory items to be increased by the formula set for the different price levels. To see how this works look at the following example: An inventory item has been added to the tools folder. The tools folder has set price levels of Retail and Wholesale. The retail price level has a formula of "Add 33%;" the wholesale price level has a formula of "Add 20%." The inventory item is purchased for $10.00 and has no markup. When this inventory item is sold using a price level of retail, the selling price will be $13.30. When this inventory item is sold using a price level of wholesale, the selling price will be $12.00. This will change if the base price of the item is not the same as the purchase price. The price level increase is on the base price. To establish a base price for an item, review the Inventory Pricing section. To set price levels as default (standard) in inventory folders, take the following steps: Go to Inventory > Options and click on the Inventory Folders tab. The following window will appear:

72

Inventory

The folders within this sample window may differ from the folders names within the actual window. Select the Inventory folder (or any subfolder) and click the Edit Defaults button to open the inventory defaults window. Click the Pricing tab; the following window will appear:

73

Pricing

The default price formula should be set for each price level, which will default the formula for each new item that is added within the selected folder. For more details on price levels, review the Inventory Pricing Overview section.

74

Inventory

Price Formula The EBMS system allows the user to calculate the prices for inventory items using formulas. These formulas can be calculated from cost or a base price. A variety of formula options are available. The formula feature can greatly enhance the challenges of maintaining pricing within different price levels and ever changing costs or list pricing. The following formula calculations option are explained within this section:

•

Calculating Prices automatically from Cost

•

Calculating Prices from a list price or base price

•

Manually Setting Prices

Calculating Prices Automatically from Cost Click on the Pricing tab within the Inventory > Product Catalog window to open the following window:

Set the Margin/Markup field to Equal to by clicking on the right arrow and selecting the Equal to option. Notice that the Base Price now equals the Cost amount. All inventory price level prices are calculated from the Base Price. Since the Base Price equals the Cost amount, all prices are now calculated from the Cost amount. The Margin/Markup option can also be used to calculate the Base Price from the cost but adding a margin or markup to the cost. Select an appropriate markup formula and then set the formula values. The Cost value is updated each time an expense invoice is processed if the Update from Purchases option is enabled. The Cost can be updated from a purchase order by activating the Process > Update Inventory Costs from PO option within the purchase order menu. The next step is to set individual prices for each price level. Select the price formula by choosing from one of the pricing options listed in the drop-down box below:

75

Pricing

All the options using a percentage will be affected by your choice in the Inventory > Options > General tab, of margin or markup. The reason for this is that margin will apply the percentage you select to the cost and the percentage. EXAMPLE Quality Hardware chooses to mark up hammers at 50%. With the option set to Margin, if the cost of the hammer is $10.00, the price will be $20.00. If the option is set to Markup, the price will be $15.00. The dollar-based options in the drop-down box above will not be affected whether you choose Margin or Markup.

• • • • •

•

Add $____ will add a set dollar amount to the base price to calculate the price level price. If the Is ____ % option is set, the price will equal the specified percentage of the Base Price. For example, if the formula for a hammer that costs $10 is set to Is 50 % the price will equal $5.00. Do not confuse this option with the Add functions used to mark up a price from the cost. The Is $____ option will set the price and will not be affected by the Base Price or Cost. This option is used only if the user wishes to enter a specific price but have the system round the number using the standard rounding tables. See Rounding Calculated Prices for more details on rounding. Set the option to (None) to enter a specific price without rounding. If the Formula column is set to (None), the amounts in the Price column can be manually entered. Another option available to calculate prices from the cost is to mark up the base price from the cost. Instead of setting the Margin/Markup field to Equal to as described above, set the field to a price markup option similar to the pricing options explained above. For example, if a hammer costs $10.00 and the Margin/Markup field is set to Add 50%, the Base price will equal $15.00 or $20.00 based on the Margin/Markup option selected in the Inventory > Options > General tab. Use the Add ___ % to Cost formula to calculate a specific Price Level from the Cost value.

This new Base Price may now equal the retail price. If so, set the retail price level to Equal to and the wholesale price formula to Add 10% to make the wholesale price 10% lower than the retail price. It is important to realize that if the Margin/Markup field has a value, the prices may change each time the cost fluctuates. This is very convenient for small parts since the user does not need to manually update prices each time the cost changes, but it may not work well for larger whole goods items that are advertised for a specific price. The system may create odd detailed price amounts as the system formulates the price for each price level. For example, an item with a cost of $39.00 and a formula of Add 33% would have a result price of $51.87. The system can round this number in many different ways. For details on rounding prices, review the Rounding Calculated Prices section.

76

Inventory

Calculating Prices from the Base Price At times, it is desirable to set the Base Price to a list price or other user defined price rather than calculating the Base Price. Generating prices from vendor supplied list prices or standard costs may be reasons to calculate the price level prices from the base price. This price may be manually entered by the user or imported using the Multi-Vendor Catalog. The advantage of not connecting the base price to the cost is that the item prices do not change each time the cost changes. The disadvantage is that the user must manually review prices on a regular basis to make certain that the desired profits are made. Open an inventory item and click on the Pricing tab to open the following dialog:

Set the Markup field to (none) as shown above. Notice that this allows the Base Price to be changed by the user. Since the Base price reflects the list price, all the price level prices are calculated from the list price rather than cost. Set individual price level prices by setting the appropriate formula. Set the price Formula to Equal to to make a price equal the base price. For example, if the vendor supplied the list price, set the Equal to formula to make a price level (retail) equal the list price. To discount a price level (wholesale) by 10% use the Add ___% option and enter a negative value into the formula - Add -10 % to decrease the wholesale price by 10%. See the previous section for more details on formula options. A specific price level can be calculated from Cost by selecting a price level formula that is calculated from the Cost value. The Base Price can be derived from the base price of all the components within an assembly. Review the Optional Component Pricing section for details. The Base Price can also be copied from a vendor supplied disk if the vendor supplies the list price or cost on magnetic media. Review the Multi-Vendor Catalog > Overview section of this manual for more detail on updating the Base Price from a vendor file. The system does contain a rounding feature to round calculated prices. For details on rounding, review the Rounding Calculated Prices section. Use the Base Price vs. Cost Comparison report to compare the base (list) price with the cost to determine if the desired markup is being accomplished. Go to File > Reports and select the Inventory > Costs/Prices > Base Price vs. Cost Comparison report. Items within a specific Base price range or a cost range Note: This is an advanced feature that is only used when there are a large number of items within a folder group. Complete the following steps to create price margins based on the Cost or Base price of the item. This feature allows the user to increase the margin for lower cost items without setting margins individually or by the product group. The following steps need to be duplicated for each group that contains different sets of bracketed pricing. 1.

77

Select the folder that will inherit the specific group of bracketed pricing. For example, by selecting the Inventory folder, the user will set all the inventory items with the same bracketed pricing. Select Auto Accessories to set the pricing for only the Auto Accessories group or select the product group or manufacturer subgroup. Right click on folder group and select Edit Defaults from the context menu as shown below:

Pricing

2.

Select Pricing tab.

3.

The first step is to determine if the price margin is calculated from the Cost or the Base price of the item. Select the appropriate formula template.

78

Inventory

4.

79

Determine the margins percentages for up to 4 value brackets as shown in the example below: a.

Review the following example that is based on the Cost of the inventory item. The Retail and Wholesale pricing is based on the bracketed formula. In the example shown below, the Retail price is marked up by 75% since the Cost is less than $2 (the 2nd bracket). If the Cost were greater than $100, the price would be marked up by 30%. This example also contains a rounding table so the markup is not exactly 75%.

b.

The following example is based on the Base Price. In the example shown below, the Retail - A price is marked up by 50% since the Base Price is less than $3 (the first bracket). If the Base Price were greater than $99.99, the price would equal the Base Price.

Pricing

Manually setting pricing At times, it may be most desirable to manually enter each price. This can be done for one or many different inventory items. Open an individual inventory item by going to Inventory > Product Catalog to open an inventory record. The following window gives an example of setting manual pricing:

Set the price Formula to (None) to manually enter a price in the Price column. If the price Formula is set to any other option, the price column is calculated automatically and this amount cannot be edited directly. The Is $_____ formula will accomplish the same results as

80

Inventory

the steps listed above, except that the value entered within the Is $____ is subject to the rounding function. Review the Rounding Calculated Prices section for more details. The Margin/Markup field and the Base Price field have no effect when the prices are manually entered.

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Pricing

Rounding Calculated Prices Using the price formulas allows flexibility and convenience when pricing inventory items, but may generate results that are not rounded in the desired way. For example, a formula price may result as $6.71 instead of rounding to $6.75, or $821.11 instead of $825.00. EBMS contains rounding tables that can be used to solve this problem. There are two steps required to set up price rounding: 1.

Go to the Inventory > Options > Price Levels tab.

The Round option must be turned ON for the rounding feature to be applied to individual price levels. Click on the Properties button and turn the Use rounding tables to calculate prices for this level switch ON. Click the OK button and repeat for each price level. 2.

Go to the Inventory > Options > Product Categories tab.

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Inventory

A rounding table can be set up or changed within each folder or subfolder. To set up the same rounding table for all the folders, highlight the root Inventory folder and click the Properties button. Click on the Rounding tab to view the rounding table shown below:

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Pricing

The Limit column identifies the price rounding price range, and the Round column determines the rounding factor. In the example above, the price will not round for any amount less than 30 cents. Any price between 30 cents and 2 dollars will be rounded to the nearest 5 cents. Any price that does not fall within the price range set by the Limit column will not be rounded. The Adjustment of rounded value column is used to create special rounding exceptions. The available templates are as follows:

•

No Adjustment Use this option for all simple rounding with no other adjustments.

•

Subtract $________ if divisible by $_________ This adjustment option is used only if the value is evenly divisible by the value in the second entry. Based on line 2 and 3 in the example listed above, the price will be reduced by .01 if the price is an even dollar. A $7.94 item will be rounded to the nearest $.25 to equal $8.00. The system will now reduce the price by $.01 to $7.99 since $8.00 is divisible by $1.00.

•

Add $______ This option will always add the specified amount.

•

Subtract $______ The subtract option will always subtract the specified amount after the rounding is completed. Line 5 in the example shown above will always deduct $.05 cents since the price is rounded to the nearest dollar. A $36.63 price will be rounded to $37.00 and then reduced by $.05 to $36.95.

•

Formula: This advanced user option is used to enter a custom Jscript adjustment. Jscript example: ‘(N==10)? 9: N’. Contact your customer support representative if you wish to create a custom Jscript adjustment.

Click the Filter down entire table button to copy the rounding table to all subfolders. Click the OK button to save.

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Manually Setting Prices Many times, it may be most desirable to manually enter each price. This can be done for one or many different inventory items. The following window gives an example of setting manual pricing:

Set the price Formula to (None) to manually enter a price in the Price column. If the price Formula is set to any other option, the price column is calculated automatically and this amount cannot be edited directly. The Is $_____ formula will accomplish the same results as the (None) formula except that rounding may apply. The Margin/Markup field and the Base Price field have no effect when the prices are manually entered. It is not necessary to blank these fields. The major disadvantage of using manual pricing is that each price level for each UOM setting must be manually set. A recommended method to control pricing is to manually set the Base Price and use the available formulas to alter the Base Price. The combination of the correct formula and properly set rounding settings can simplify the job of maintaining manual pricing. Review the Rounding Calculated Prices section for more details on rounding options Prices can also be manually set or changed within the sales invoice. Set the appropriate security settings if the user should be banned from changing pricing during the point-of-sale. Review the Getting Started > Security > Setting Security for a Tab, Entry Field, Button or Process section of the main documentation.

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Changing Pricing within a Group of Items Global price changes are done using the filter down utility within the EBMS inventory system. Formulas within the Pricing tab of inventory items can be changed as a group. This group can be limited to a specific folder group or can include all the items within the inventory system. Complete the following steps to change the pricing for a group of items within a group: 1.

Select Inventory > Options from the main EBMS menu and click on the Inventory Folders tab as shown below:

2.

Highlight the root folder group that contain the items that require a price change. For Example, in the example above, highlight the root folder Inventory to change all the inventory items within the system, highlight the Auto Accessories folder to change only the auto accessories items within the system, highlight the Air Filter group to change the pricing for only the air filters, or highlight a manufacturer such as ACCEL to change only the pricing formulas for items in the ACCEL folder.

3.

Click on the Edit Defaults button.

4.

Select the Pricing tab as shown below.

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5.

Select the desired Formula for a specific Price level. For example, if the root inventory folder was selected in step 2, complete the following steps to set the Jobber price level for all inventory items as Equal to as shown above.

6.

Set the formula to the desired option - Equal to in the example above.

7.

Right-click on the Jobber price level line and select Filter Down Formula from the context menu as shown below:

Pricing

8.

The following dialog will appear with 3 options. Set the option settings as described below:

a.

Select the All manufacturer option to change all items.

b.

Enable the first check mark option to change the formulas within existing inventory items. Only the folder defaults will be affected by the new formula if this option is disabled.

c.

Enable the 2nd option - Change the price formula for all unit of measures - to change the formula for all units of measure. This option has no effect if there are no secondary Unit of measure settings within the Pricing tab. Review the Tracking Counts > Unit of Measure for more details on unit of measure.

d.

The last option should be enabled to change the formula for all sub-folders. For example, if the root folder of Inventory is selected, all the folders within the root folder including all sub-folders will be changed by this filter down function. If this option is disabled, only the items within the selected folder will be affected by the filter down.

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9.

Click the OK button and the following dialog will open:

10.

Warning: This filter down utility can change a large amount of data. This process cannot be aborted or the information reversed. Click Yes to complete the filter down process.

11.

Repeat steps 6 - 10 for all other unit of measure price levels if the inventory items contain multiple units of measure.

All products made by the same manufacturer Price margin Formulas often vary based on the manufacturer of the product. If all the products from a certain manufacturer are located within the same folder, follow steps 1 - 11 in the previous section. Complete the following steps if the manufacturer's products are scattered within multiple product groups or folders.

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1.

Select the folder that contains all the items from a specific manufacturer. For example, if multiple product groups within the Automotive folder contain items from a common manufacturer, select the Automotive folder as shown below:

2.

Click on the Edit Defaults button and select the Pricing tab.

3.

Set the formula for the items for the specific vendor and set the margin values as shown below:

Pricing

:

4.

After the formula and percentage is set for a single price level, right-click on the Price Level line that was changed and select Filter Down Formula to open the following dialog:

5.

Select the Specific Manufacturer option and then enter the specific Manufacturer ID code.

6.

Enable the first check mark option and disable the 2nd option unless all the different unit of measure markup formulas are equal.

7.

Repeat steps 3 through 6 for each Price Level.

Review the Features > Change Defaults, Filter Down Data and Globally Change Data section of the main EBMS manual for more details on filtering down information.

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Special Pricing Special Pricing Overview

The Special Pricing module is an optional module that is used to create pricing exceptions to the standard EBMS pricing. The common pricing method used to apply specific pricing for a customer is to use the multiple Price Level setting within the general tab of the customer record. Review Default Pricing and Price Levels section for more details on this setting. The Special Pricing module is used to make exceptions to the price level applied to each customer. The following price exceptions can be applied to a sale based on various criteria: A. Negotiated Pricing: The price for one or more items can be uniquely set for a customer or a group of customers. Another price level should be created if the pricing for the entire catalog is unique. The Special Pricing module allows the user to set negotiated exceptions to a price level. Review the Special Pricing for Customers section for more details. B. Promotional Pricing: Entering promotional pricing for a product or group of products based on a range of dates. Example: The hardware product group may be discounted at 10% for the month of March. Review the Promotional Prices based on Date section for more details on promotional pricing. C. Bracketed Pricing: A product or group of products is discounted if the customer purchases a volume of the product on a single line of the invoice. Example: John Doe receives a discounted price if he buys more than 50 rakes on a single invoice or if John purchases over $1000 of rakes on the same invoice. Review the Volume Discounts and Bracketed Pricing section for more details on bracketed pricing. D. Multiple Price levels for a Customer: A price level may be set for a specific customer for all items or a specific group of products. Example: A customer (John Doe) may get the wholesale level a pricing for everything but the garden supplies group. John Doe will be given the wholesale level B for the garden supplies because of the volume of product purchased by John Doe. Review the Special Pricing for Customers section for more details on customer special pricing. The order of the special pricing records may effect which exception takes precedence when multiple exceptions apply. Review Prioritizing Special Pricing section for more details. Review the Viewing Special Pricing within a Sales Order or Proposal section to determine how a price on a sales order or quote was calculated. The standard price level feature of EBMS should be used as the main pricing structure for a customer. Review the Inventory Pricing Overview section to review the standard pricing options before implementing the special pricing features in this section. The Special Pricing module is an optional module. Contact an EBMS software representative for purchase information if the optional module is required.

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Promotional Prices based on Date A promotional price can be set within EBMS by entering the price or discount and a range of dates. This feature is used extensively when a product or a group of products are sold for a promotional time based on a special price for a promotional period. Complete the following steps to create a new special price. 1.

Open an inventory item and click on the pricing tab as shown below:

2.

Click on the Special Pricing button on the top of the Pricing tab to open the special pricing dialog. Note: The Special Pricing module is not installed on the system if the Special Pricing button does not appear.

3.

This dialog lists all the special pricing records that affect the open inventory item. Click on the New button to create a new promotion as show below:

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4.

Enter a Description of the promotion.

5.

Select a price level from the Applies to price level options or select the [All] option to apply to all price levels. In the example above, the promotional price only applies to the Retail price level.

6.

Set the Applies to unit of measure setting. Select the [All] to apply to all unit of measure settings. Review the Tracking Counts > Unit of Measure for more details on unit of measure.

7.

Set the promotional Dates of the special price. Select a template and set the appropriate promotion date settings. Select the From / / for days template and enter the date and the length of the promotion period in days. For example, enter From 09/01/00 for 90 days to start the promotion period on September 1st and end 90 days later. Additional Dates templates can be added to EBMS. Contact your EBMS representative to add a specific customer template.

8.

Ignore the Minimums settings unless the promotion is valid only if a minimum number of items are purchased. Review the Volume Discounts and Bracketed Pricing for more details on bracketed pricing and minimums.

9.

Set the appropriate Price calculation of main unit of measure options: The example above discounts the retail price by 10%. Use the Is $_____ template If the promotional price is a specific price. The Calculate From option is not applicable if the Is $______ option is used. The following example uses a fixed promotional price:

10. The settings within the Inventory Query tab cannot be changed if a special pricing record is created from the Pricing tab of an inventory item. Review the Pricing > Special Pricing > Special Pricing for Customers section for more details on the Inventory Query tab. 11.

Click on the Customer Query tab to limit the promotional price to a specific group of customers.

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12. The Folder option will default to the root folder. Select a subfolder to limit the promotion to only a specific group of customers. The promotion will apply to all customers in the selected Folder and customers within any subfolders. Review the Sales > Customers > Adding and Deleting Customer Folders section of the sales documentation for details on creating customer folders. 13. Select the Customer option to limit the promotion to a specific customer. Review the Special Pricing for Customers section for more details on limiting the special pricing to specific customers. 14.

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Click on the OK button to save the promotional price.

Volume Discounts and Bracketed Pricing The Special Pricing module is used to give customers discounts based on the volume of product purchased within a single line of a sales invoice. Bracketed pricing within EBMS can be based on the quantity being purchased by the customer or the total value of the product purchased. Complete the following steps to create bracketed or volume pricing. 1.

Open an inventory item and click on the Pricing tab as shown below:

2.

Click on the Special Pricing button to open the following dialog:

3.

Click on the New button to create the first bracketed pricing.

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4.

Enter the information for the first level of bracketed pricing. a.

Enter a brief Description to visually identify the pricing.

b.

Select the Applies to price level option that contains the bracketed pricing. Note that the [All] option can be used if the bracketed pricing is the same for all price levels. A separate special pricing record should be created for each price level if each price levels contains a discount or bracketed pricing.

c.

Set the Applies to unit of measure setting. Select the [All] to apply to all unit of measure settings. Review the Tracking Counts > Unit of Measure for more details on unit of measure.

d.

The Dates option should be set to Always unless the bracketed pricing is only valid for a specific period of time. Review the Promotional Prices based on Date section for more details on limiting the special pricing time period.

e.

Set the Minimums option to identify the minimum amount of product that needs to be purchased to qualify for the special price set within the Calculation settings. Enter a Count quantity if the new price is applicable when the quantity of the sales order reaches the Minimum Count. Enter a Dollar Amount if the threshold is set by a value rather than quantity.

Note: Only a single Minimums option can be set on special pricing record. The Dollar Amount entry must be blank if the Count value is populated. The Count value must be blank if the Dollar Amount minimum is used. e.

5.

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Enter the price Calculation. Select the Calculate From option if the price is calculated from a formula and not a fixed price. Select a Formula if the price is calculated from the Calculate From option. The formulas work the same as the price level formulas within the pricing tab of the item. Some of the following options can be used:

▪

Select the Is $______ Formula option to set a fixed price and enter the fixed price into the template. Example: Is $_12.95

▪

Select the Equal To option to set the price to equal the price level, cost, or base price within the Calculate From options.

▪

Select Add ___ % and enter -10 to give a 10% discount if the user purchases a quantity of the product. Note that the discounted price will be rounded using the rounding table settings.

Click the OK button to save the special pricing record. Repeat the steps for additional pricing brackets.

6. The order of the special order records is very important if the bracketed pricing consists of multiple levels as show below:

The quantity discounts MUST be listed in descending order as shown above. The largest minimums must be listed on the special pricing list first. The bracketed pricing will not function properly if the records are in reverse order. Review the Prioritizing Special Pricing for more details on ordering special pricing records. Note: Bracketed or volume pricing is always based on a single line of the invoice. Volume pricing cannot be based on the combination of lines within a sales order. Sales order lines containing the identical inventory item can be combined by setting the combine lines when duplicate items are entered option to Ask to or Always. Go to Sales > Options and open the Invoices and S.O.s tab to view or change option as shown below:

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Special Pricing for Customers The Special Pricing module allows the user to create special pricing for a single customer, a group, or all customers. Special pricing can be applied to a group of customers based on a customer folder group, a range of customer IDs, or an advanced query. Special pricing for a group of customers Complete the following steps to set up special pricing or discounts for a group of customers: 1.

Go to Sales > Options and click on the Customer Folders tab as shown below:

2.

Click on the root folder which is labeled Customers in the example shown above. The special pricing will be applicable to all customers since the root folder is selected. The customers within any subfolders of the selected folder will be affected by the special price. Click on the Properties button and then select the Special Pricing tab shown below:

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All special pricing records entered from the inventory item will show if the special pricing applies to all customers (root folder). Special pricing records that apply only to a subfolder group of customers will not show on the Special Pricing list of the root folder. 3.

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Click on the New button to open the following dialog:

4.

Enter the special pricing settings as described below: a.

Enter a Description of the special pricing record.

b.

Select a price level from the Applies to price level option list in normal situations. The [All] option is used only if the pricing applies to all price levels. In the example above, the promotional price only applies to the Retail price level.

c.

Set the Applies to unit of measure setting. Select the [All] to apply to all unit of measure settings. Review the Tracking Counts > Unit of Measure for more details on unit of measure.

d.

Set the Dates settings for the special price record. Review the Promotional Prices based on Date section for more details on setting date parameters.

e.

Ignore the Minimums settings unless the promotion is valid only if a minimum number of items are purchased. Review the Volume Discounts and Bracketed Pricing for more details on bracketed pricing and minimums.

f.

Set the appropriate Calculation options: The example above discounts the retail price by 10%. Use the Is $_____ template If the promotional price is a specific price. The Calculate From option is not applicable if the Is $______ option is used. The Formula settings are similar to the formulas within the Pricing tab of an inventory item.

g.

Click on the Inventory Query folder as shown below:

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a.

b.

Set the Inventory Query options: i.

Select the All Folders option to apply the special pricing or discount to all inventory items.

ii.

Select an inventory folder if only a specific group of inventory items are affected by the special pricing.

iii.

Enable the Include Subfolders option to include the inventory items within the subfolders.

iv.

Enter a range of inventory items or select the All Inventory Items option.

Click on the OK button to save the special pricing settings.

Special pricing for an individual customer Special pricing can be created for a specific customer. Open a customer record (Sales > Customers) and click on the Special Pricing tab as shown below:

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The special pricing list on the customer tab will only list the special order records that are specific to the customer. Review the previous Special Pricing for Customers section for details on creating special pricing for groups of customers. Click on the New button to create a new special pricing record as shown below:

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The example shown above is to give a specific wholesale customer a special pricing on a Garden Rake. The following settings are used to accomplish this special pricing:

• • • • •

The Applies to price level setting is set to [All] so the price is given to the customer no matter what price level is set on the sales order. The user could also set this setting to Wholesale since the customer price level is set to wholesale. Set the Applies to unit of measure setting. Select the [All] to apply to all unit of measure settings. The Dates are set to Always so the special is not limited to a specific time period. Review the Promotional Prices based on Date section for details on promotional periods. The Minimums Count value is set to 10 to require the customer to purchase at least 10 at a time to receive the special pricing. This entry should be kept blank if there are no purchase minimums for the customer. Review the Volume Discounts and Bracketed Pricing for more details on the Minimums settings. The Formula setting is set to Is $11 to always charge the customer $11 for this specific item. Since the Is formula is used, the Calculate From setting is irrelevant and can be ignored.

Click the OK button to save. Copying List of Discounts from one Customer to another The special pricing list can be copied from one customer to another. The recommended method when giving a group of customers the same special pricing is to group the customers into a folder or folders. Review the first section of this chapter for details on creating special pricing for a group of customers. If the special pricing list is created for only a few customers or the customers cannot be grouped conveniently, complete the following steps: 1.

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Open the customer that contains the list of special orders that need to be copied.

2.

Click on the Copy button to activate the copy wizard as shown below:

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3.

Click on the Next button to continue.

4.

Enter the customer ID that will receive the new special order records. This customer ID is the target customer of the copy process. Press the Finish button to complete the copy.

Prioritizing Special Pricing It is very important to understand that the system will only process a single special pricing record for each line of a sales order or proposal. Because of this design, it is very important that the user organizes the special order records in the proper sequence. The system will look for special order records in the following order:

•

Specific customer

•

Sub-folder customer group

•

Root or parent customer folder group

If multiple special pricing records contain the same customer group, the priority is determined by the order on the special order tab. The example below is the special pricing list launched by selecting the Pricing tab of inventory item GARHOS25 25 ft Garden Hose and then selecting the Special Pricing button.

Notice that all special pricing records that affect the inventory item - 25 Ft Garden Hose are listed on the special pricing list. The list includes the general special pricing records (notice highlighted record) with an Inventory Query that includes the product group or folder that contains the garden hose item. The first records on this list contain the records that apply only to specific customers (MILJAC and DOEJOH). The next record is a special pricing record that applies to the Wholesale customer folder group. Both customers (MILJAC and DOEJOH) are located within the Wholesale folder. Since the Wholesale folder is located within the Customers folder, most of the special pricing records in the list shown above apply when GARHOS25 is entered within a sales order for DOEJOH. The Move Up and Move Down buttons are currently disabled in the example above because the Wholesale record is highlighted. The pricing record that applies only to the Wholesale group cannot be moved up because all records above the Wholesale record apply to specific customers and all the records below the Wholesale record apply to a parent folder. The system should always list the special order records with the largest maximums (25 or more hoses in the example above) before records with smaller maximums. The last records are manually prioritized in a specific order so that the system properly processes the special pricing. The top record of the 3 is a volume price for 25 or more hoses and the next in priority is the price for 10 or more. This is important since the system will use the first applicable record and ignore the others. If the record for 5 or more hoses (2nd from bottom) would be prioritized in this list, then any customer who purchases 5 or more hoses would get the over 5 price. This would cause the over 25 and over 10 records to be useless and completely ignored. The bottom record applies to all inventory items within a folder group. The system will find the first applicable special pricing record for each group based on the order of the record. The system will then take the selected record for each group (example DOEJOH, Wholesale, and Customers) and use the cheapest special pricing record. So if the special pricing record (first record with a true condition) grouped under the Customers folder is cheaper, the special pricing records under Wholesale and the individual, customer records (MILJAC and DOEJOH) will be ignored. The following graphic shows the customer folder setup within the example data.

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The user should test all special pricing combinations to make sure the result is the desired special price.

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Viewing Special Pricing within a sales order or proposal The special pricing exceptions that apply to the individual lines of an invoice or proposal can be viewed by right-clicking on the line button at the beginning of a sales order or proposal line. Open a sales order or quote and highlight the line (by clicking on the beginning of the invoice or proposal line) and right-click as shown below:

Select the View Special Pricing option to open the following dialog:

The special pricing records that apply to the selected invoice or proposal line will be listed in the order that they apply. The Unit Price of the first record that applies will be copied to the invoice or proposal. Review the Prioritizing Special Pricing for more details on prioritizing special orders. Double-click on any of the listed records to view the special order details.

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Tracking Counts Tracking Inventory Counts Overview EBMS has many features to assist in accurately managing the count of each inventory item. This feature to track the exact stock count may be needed for some items but not for others. If a company wishes to track the stock count of at least some inventory items, continue with this section. An item must be classified with a perpetual inventory classification such as a Track Count, Serialized Item, etc. to maintain a current count of the items on hand. To set this classification go to Inventory > Product Catalog, open an item record and select the General tab.

Set the appropriate perpetual Classification setting. Review the Inventory Items > Item Classification section for a list of perpetual inventory classifications and more details on setting the classification. EBMS is able to process inventory in multiple ways. How a company handles this should be discussed with the management and tax advisor. EBMS can handle inventory on a periodic or perpetual basis.

•

•

Periodic Inventory is counted manually at set times throughout the year. For many companies, it is counted once at the end of the year or very close to the end of the year. After the count is complete, a journal entry is used to adjust the inventory asset account accordingly. The difference will go to an inventory change account. The disadvantage of periodic inventory is that the financial statements do not reflect inventory value changes between inventory counts. Within months when more inventories are purchased than the amount sold, the profit and loss statements would show a loss. The opposite would happen when the total amount of inventory decreases during a given period. Perpetual Inventory is tracked as it is bought and sold. This means that as items are purchased, the inventory amount is increased, and when the items are sold, the counts are decreased. The value of the inventory is adjusted in real time, facilitating more accurate profit and loss statements.

To set the Inventory methods, go to Inventory > Options > General tab and the following dialog will open:

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Perpetual Inventory Method uses the FIFO (First In First Out) valuation method means that the first hammers that are bought are the first ones sold. In the example below, the hammers purchased on June 15 for $9.50 each will be sold before the hammers purchased on June 19th for $10.50. If the user sells 5 hammers, the total cost of sale value is 3 at $9.50 and 2 at $10.50 for a total value of $49.50. The Count (Processed) column and the Value (Processed) displays the total number of items available to sell while the Count and Value columns display the original purchase amounts.

Select Inventory > Product Catalog > Count tab and double-click on the Processed value to open the above dialog. This is a drill down window and shows the layers of inventory that are considered on hand using the FIFO valuation method. FIFO inventory is the most common method used by most businesses and requires the stock inventory to be rotated each time the product is purchased.

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The purchase (or manufacture) of an item is linked to the sales (or consumption) of an item. These links can be traced by right clicking on the beginning of an inventory line within any processed document. For example, open a sales invoice that contains a track count inventory item and select Inventory Links... from the context menu as shown below:

The following Inventory Links dialog will appear, listing the incoming inventory documents that set the cost of the item:

The source list may consist of one or more source documents. Click on the desired document and select the Invoice button to view the source document. The source document may be accessed by clicking on the Linked Document option within the right click context menu shown above. The method used to create Inventory Links is based on the inventory item classification as listed below:

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1.

Track Count with the standard purchase method - Inventory links are created based on a FIFO method as described above. See the Purchasing > Purchase Methods section for more details on the standard purchase method.

2.

Track Count with special order or drop ship purchase methods - Inventory links are created by the user when a purchase order is created from a sales order. See the Special Orders and Drop Shipped Items section for more details.

3.

Lots - Linked Costs - Inventory links are created based on the lot within the item. Review the Lots section for more details.

4.

Serialized Items - Inventory links are created based on the selection of individual serial numbers. Review the information within the Serialized Item section.

Tracking Counts

Review the Inventory Items > Item Classifications section for a complete list of inventory classifications. A company may wish to consult their tax advisor or accountant to determine the proper inventory valuation method. Review the Inventory Item > Item Classification section for a list of perpetual inventory classifications. An optional stock location entry field gives the user the ability to note the location of stock inventory. Review the Purchasing > Stock Locations section for more details. Review the Inventory Variance section for more details on G/L transactions for perpetual inventory items. EBMS contains tools to manage stock levels. Some of these tools including the Sales Level Classification are part of the optional Advanced Inventory tools. Review the Purchasing > Inventory Stock Level Settings section for more details. The stock levels of individual items can be color coded to reflect stock levels. See the Tracking Counts > Color Coded by Stock Level section for more details. Continue with the Inventory Item Count section for more count details.

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Inventory Item Count EBMS maintains many count values to properly manage inventory counts. Counts can be maintained in fractions or integer values. Review the Integer or Fractional Quantities section for more details on this option. To view count information for an inventory item, click on the Count tab of the inventory item window to show the following information:

•

•

The Processed amount is the total inventory as a result of processed purchase and sales invoices. This value matches the total value displayed on the history year tabs of the items and the total value within the general ledger. The Processed count amount is incremented when a purchase order is processed into an invoice. As long as an item is not processed (Purchase Order), the processed count is not affected. The Processed count is decreased when a sales order is processed into an invoice. The In values are a result of processes that increase inventory.

o

•

•

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The Purchase Orders, Ordered and Received values reflect the amount that is currently on purchase orders. The Received column in the purchase order should be zero until the items have been received. The Received amount affects the On Hand total since the items have been received. When an expense invoice is processed, both Purchase Order amounts are decreased and the Processed count is incremented. Additional In values such as Manufacturing batches will affect the In value in a similar manner as the Purchase Order values.

The Out group values are a result of processes that decrease inventory.

o

Sales Orders values reflect the total quantity that are listed within the Ordered quantity within the sales orders. If an invoice is saved but not processed (Sales Order), the Ordered amount is incremented.

o o

The Shipped amount within a Sales Order decreases the On Hand total. Additional Out values such as Manufacturing Consumed and Job Transfers affect the Total Out values in a similar manner as Sales Orders.

Summary:

o

Net Ordered equals the sum of the Processed count + the Total In value of the Ordered column - the Total Out value of the Ordered column. This value is used to calculate the recommended order quantity within the Inventory Purchasing window. Review the Purchasing > Inventory Purchasing Window section for more details.

o

Quantity to Order amount is set within the purchasing window. Review the Purchasing > Inventory Purchasing Window section for more details.

o

The On Hand value should equal the amount that is currently in inventory (Processed + Received – Shipped). This value can be used to compare the amount on the shelf when verifying inventory counts. It includes the amount on purchase orders that were received (added to inventory) and excludes any sales orders that are shipped (removed from

Tracking Counts

inventory). This value differs from the amount Processed since the On Hand amount is adjusted before the expense or sales invoice is processed.

o

The Available amount lists the amount available to sell. The amount Available may not equal the amount On Hand since some of the inventory may be promised to customers. This calculation can be set by the user in Inventory > Options > General tab > Available Quantity Calculation settings. Note the following setting:

•

Stock Level: These settings are used to prompt the user to purchase inventory. The recommended purchase amount is calculated from these settings. Review the Purchasing > Creating Purchasing Parameters section for more details on the Stock Level setting.

• Unit of Measure Group: Review the Tracking Counts > Unit of Measure section for more details on unit of measure. Review the Sales Activity section for details per customer.

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Adjusting Inventory Count and Value At times, it is necessary to adjust inventory counts. Adjustments only apply to perpetual inventory items classified as Track Count, Serialized Items, or Lot. Review Inventory Items > Item Classifications for a list of perpetual inventory classifications. This may be necessary to correct an unknown processing error, or to enter beginning balances. Go to Inventory > Product Catalog > Count tab and click on the Adjustments button and the following window will open:

The Inventory Adjustment dialog displays the Original on-hand amount which should equal the amount on the shelf or display. The on-hand counts are increased as soon as items are received on the purchase order (Received quantity populated) or decreased when the items are pulled for an order (Ship To quantity populated on the sales order). 1.

Enter either the New on-hand amount or an Adjustment amount.

2.

Enter the unit value of the inventory on hand in the Unit Value field. The inventory asset value will be incremented by the cost value.

3.

Enter the adjustment Date of the inventory count. When entering the beginning amount of an item on hand, use a date within the last fiscal year so the year-end balances reflect the total value of the inventory on hand at the beginning of the New Year.

4.

Enter a Description of why the adjustment is being made. The following transaction will be created if the inventory item is classified as Track Count or other perpetual inventory classification. Debit

Credit

Amount

Inventory Asset Account

Inventory Variance

Adjustment Value (The value will be negative if the count has been reduced)

The actual transactions can be viewed by clicking Inventory > Display Unposted Transactions > By G/L Account to open the following summary list:

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The following transaction will be created if the inventory item is classified as No Count or Service or other non-inventory item. Debit

Credit

Amount

Inventory Variance

Inventory Variance

Adjustment Value

Since both the debit and credit transaction are posted to the same inventory variance account, the general ledger will not be affected. These transactions will adjust the inventory history value. Review the Inventory > IProduct Catalog > Inventory History for more details on inventory history. Use the inventory adjustment screen sparingly. It is best to enter or correct a sales order or purchase order if a known mistake was made. Adjust the inventory count using the instructions above when the count does not match the total inventory on hand or beginning inventory needs to be entered. Review the Lots > Tracing Lots and Reporting Lots Information section for more information on adjusting items classified as Lots. Review the Serialized Items > Purchasing or Manufacturing an Item > Viewing or Changing Serialized Items from the Inventory Item. section for information on adjusting serialized items.

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Adjusting Inventory Counts as a Batch The Adjust Counts component within EBMS allows a user to adjust the counts and values of multiple track count inventory items as a batch. Overview Each 'count cycle' follows the sequence of actions listed below: 1.

Preparing for Count

2.

Creating Batches

3.

Counting Items

4.

Count Complete

5.

Review and Adjust Batches

Batch Item counts are saved in a batch. Multiple batches can be worked on at the same time. Only products that are classified as Track Count can be added to a batch. Review the Product Catalog > Item Classifications section for more information on inventory classifications. Status Status gives a snapshot of where each batch is at in the count cycle process. Periodically through the 'count cycle' process the Status needs to be updated before proceeding to the next step. Status values include the following states: A.

Loading items: Items are still being added to the list

B. Loading Complete: The Inventory Items for a batch are loaded. Counting, verifying, and entering counts is currently in process. C.

Counting Complete: The inventory list has been counted. Counts have been entered and it is ready to be adjusted.

D. Adjustment Complete: When batches are processed, the status changes to 'Adjustment Complete.' No additional changes may be made to the batch. Preparing for Count To enter a new count, take the following steps: 1.

Go to Inventory > Adjust Counts on the main EBMS menu to open the Inventory Batch Numbers dialog shown below.

2. Click Prepare For Count just prior to taking the physical inventory count. This captures the current quantity of inventory on hand and will be compared against the physical inventory quantity to determine the adjustment. This feature enables the inventory manager to review and verify that the physical count is accurate even while inventory is being purchased and sold.

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Creating Batches Item counts are saved in a batch. As noted previously, only products that are classified as Track Count can be added to a batch. *Note: A batch can contain information for only one location or warehouse. If you are counting and adjusting items from multiple locations, multiple batches will need to be created. The Multiple Location module is an optional feature. Review the Multiple Location Overview section to learn more. A user may create as many batches as are needed. Complete the following steps to create a new batch:

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Loading Items Populate each batch with an inventory list to be counted or adjusted.

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The list of inventory items to be counted and adjusted can be entered in multiple ways: 1.

Manually

2.

Barcode Scanner

3.

Imported from the inventory items list

4.

Imported from a CSV file *ID ('Product' column) and QTY ('Quantity' column) fields are required if using a CSV file.

(See Examples shown below) Option 1: Enter inventory list manually

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Option 2: Enter inventory list with a Barcode Scanner Inventory items can be added to this list using a barcode scanner programmed as keyboard wedge. All products will be populated with the main unit of measure. Option 3: Enter inventory list with Import from inventory button

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Option 4: Enter inventory list with Import from CSV button

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Counting Items Once the status of the inventory list is changed to 'Loading Complete' the counts for each item may be entered. Within the Batches entry dialog, enter or adjust the quantity of each item you wish to change to reflect the new updated count of the batch. This can be done manually or by importing a CSV file with the Import from CSV button demonstrated previously.

The cost value is defaulted from the Product Cost field and is used during the adjustment when increased quantity. Decreases in the quantity will reduce the inventory value by the FIFO cost. Zero All Quantities' button:

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Count Complete

Review and Adjust Batches *All Inventory batches must have a status of 'Counting Complete' in order to process adjustments.

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The following information window will appear if the 'Adjust Inventory Count' was successful.

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Inventory Variance The EBMS cost of goods sold (COGS) section contains the total purchases for the given period. The inventory variance reflects the inventory value change. This value adjusts the purchase totals to calculate the cost of goods sold. The following set of accounts should be grouped together within the cost of goods sold folder within the chart of accounts:

•

Purchases

•

Inventory Variance

Cost of Goods Sold = Purchases + Inventory Variance

The variance account is affected each time track count inventory is purchased or sold. The inventory variance account is set within the advanced tab of each inventory item along with the purchase, sales, and inventory asset accounts. Review the advanced tab section of the Product Catalog > Changing Inventory Defaults section for more details. Variance is the difference between the Cost of Goods Sold and Purchases. (Cost of Goods Sold - Purchase). Note that the inventory variance value is negative when the inventory value is increased. A positive inventory variance indicates a reduction in inventory since the cost of goods sold value is greater than the amount of product purchased (Purchase account balance) for the given period. Example 1 • • •

Purchases: $1,000 Sales: $700 Cost of Goods Sold: $400

Variance = $-600 (500 COGS - 1000 Purchases) Cost of Goods Sold = $400 (1000 Purchases + -600 Variance) P&L will show: • •

Sales: $700.00 Cost of Goods Sold:

• • • •

Purchases: $1,000 Variance: $-600 Cost of Goods Sold: $400

Gross Profit: $300

Example 2 • • •

Purchases: $400 Sales: $1,300 Cost of Goods Sold: $1,000

Variance = $600 ($1,000 COGS - 400 Purchases) Cost of Goods Sold = $1,000 (400 Purchases + 600 Variance)

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P&L will show: • •

Sales: $1,300 Cost of Goods Sold:

• • • •

Purchases: 400 Variance: $600 Cost of Goods Sold: $1,000

Gross Profit: $300

Example 3 • • •

Purchases: $1,000 Sales: $2,500 Cost of Sales: $1,800

Variance = $800 (1,800 COGS - 1,000 Purchase) Cost of Goods Sold = $1,800 (1,000 Purchases + 800 Variance) P&L will show: • •

Sales: $2,500 Cost of Goods Sold:

• • • •

Purchases: $1,000 Variance: $800 Cost of Goods Sold: $1,800

Gross Profit: $700

Variance Reports Variance reports the following: •

Inventory Asset:

• • •

If the variance is negative, it tells the user that not everything that was purchased in this period was sold, so the inventory asset increased by this amount of the negative variance. If the variance is positive, it tells the user that everything that was purchased as well as things purchased in previous period was sold, so the inventory asset decreased by the amount of the positive variance.

Variance allows the user to see purchases and then shows the difference between the beginning and ending inventory value.

•

Most ERP systems including QuickBooks only show one account (Cost of Goods Sold) so it does not show the purchases because the total purchase value is not shown in the COGS section but is recorded in the inventory asset account.

Accounts Being Affected when Processing an Expense or Sales Document A/P Expense Invoice Process: • • • •

Purchases increased Inventory Variance decreased* Inventory Asset increased* Accounts Payable increased

A/R Sales Invoice Process: •

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Revenue increased

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• • •

Inventory Variance increased* Inventory Asset decreased* Accounts Receivable increased

EBMS creates the COGS transaction by debiting the inventory variance account when an item is sold. The COGS balance is unchanged when a track count item is purchased. The purchase account is increased when inventory is purchased but is immediately offset by the credit value within the inventory variance account. *No Count Items within EBMS do not create the inventory variance and inventory asset transactions. Review the Product Catalog > Item Classification section for more details on the Track Count, No Count, and other inventory classification options. In EBMS, No Count items are being expensed at the time of purchase. Therefore, the following should be considered: •

A different purchase account may need to be used for No Count items (default response if to not separate this)

Important: If you are using EBMS departments, it is important that the correct department is specified in the Purchase account since the item should not be expensed to the 000 account but to the correct department. Inventory Variance Transactions with Departments All inventory Variance g/l settings within EBMS only contain the 5-digit portion of the general ledger account. The 3-digit codes are always derived from the 3-digit extension of the purchase or sales G/L code to complete the 5-3 digit general ledger account of the variance transactions. This process will maintain the integrity of the cost of sales transaction. For example, the following transactions are created if an $8 dirt shovel is sold for $12: A.

Purchase - The cost of sales transaction for department 010 is unaffected since the variance transaction cancels the purchase transaction.

9 digit purchase G/L code is debited (A) $8.00 purchase. 5 digit variance code (circled) + 3 digit department ( -010 from purchase code) is credited $8.00 variance. -----------------The result is not affected on the cost of sales total for department 010 $0.00 B.

Sales - The cost of sales transaction for department 010 is calculated using the sales and variance transactions as shown below:

9 digit Sales G/L code is credited (B) $12.00 sales 5 digit variance code (circled) + 3 digit department ( -010 from sales code) is debited $ 8.00 COS -----------------The result is a profit for department 010 $ 4.00 profit

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A. Sold from a different department - An item may be sold using a different 3-digit department extension than the original purchase. This difference may happen in the following situations:

▪ ▪

The sales general ledger code is changed by the user within the sales invoice.

▪

The product is transferred from one warehouse to another. The warehouse setting may affect the sales G/L code. Review the Multiple Location section for details on selling product from multiple locations.

The department setting controls the department code of a sales G/L code. Review the Financials > Departments and Profit Centers > Using a Department as a Company Division or Location section of the main manual for more details.

The cost of sales transaction for department 020 is calculated using the sales and variance transactions as shown below: 9 digit Sales G/L code with an extension of 020 is credited $12.00 sales. 5 digit variance code (circled) + 3 digit department (-020 from 2nd department) is debited $ 8.00 COS. -----------------The result is a profit for department 020 $4.00 profit. The cost of sales cost for department 010 remains at zero. See step A. The inventory variance account is only used when the inventory method is set to Perpetual. Go to Inventory > Options > General tab to view the inventory methods setting.

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Integer or Fractional Quantities EBMS gives the user the ability to restrict fractional quantities for specific inventory items. This restricts the user from entering a decimal value into the Ordered and Shipped column in the sales order or the Ordered and Received quantities within the purchase orders. The quantities within the quote, manufacturing, and other inventory dialogs will also be restricted. Open the inventory item by selecting Inventory > Product Catalog from the EBMS menu. Click on the Count tab as shown below.

Enable the Require Integer Quantities option to the right of the Default Selling option within the count tab of the inventory item. Select a specific unit of measure and click the Properties button as shown above. Enable the Require integer quantities option for each unit of measure that should be restricted to whole number quantities. Click OK to save.

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Color Coded by Stock Level The items within the inventory item list can be color coded based on the stock level as shown below:

Note that the items with low stock are shown in the list above using red text and the items with excess inventory are shown as green. The color coding of product stock levels is a visual way to assist the order entry staff to be able to quickly identify product's stock level. The color coding is also displayed within the inventory purchasing dialog. Complete the following steps to add color coding based on the inventory item's stock level: 1.

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Select Inventory > Product Catalog from the main EBMS menu to open the inventory item list as shown below:

Tracking Counts

2. The color coding and formula can be configured on a per folder basis. It is recommended that the color coding is consistent throughout the EBMS inventory system. Right click on the root folder and select Properties from the context menu as shown above. 3.

Click on the Stock Level tab as shown below:

4. The Stock Level Color is set based on the ratio of the Net Ordered amount in relation to the Minimum stock level setting found in the Count tab of the inventory item. (Net Ordered / Minimum). Review the Tracking Counts > Inventory Item Count section for more details on these settings. Configure the following Stock Level settings for each color:

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a. The Up To % reflects the color that will be displayed based on the Net Order / Minimum calculation. Note that the percentages under 100% reflect levels that are under stocked and percentages over 100% are over stocked. b. Set the Color option for each percentage. Note that any item that does not have Minimum Stock Level value within the Count tab will show with a color of black no matter the actual count level. Note that the color options can be adjusted within the DBCOLORS database.

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5.

Click on the Filter Down button to set the Stock Level Colors for all sub folders.

6.

Right click and select Delete Row or use the Ctrl + Delete keys to delete and color settings.

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Unit of Measure Unit of Measure Overview This feature allows inventory to be purchased and sold in different units of measure using the same inventory ID. This powerful feature gives the user flexibility on how an item is purchased or sold. The main unit is an important unit of measure setting that determines how history is recorded. The EBMS software does not limit the number of different unit of measure settings that are used within the system. The Unit of Measure setting is case sensitive and considers any abbreviation or spelling difference as a different unit of measure. Review the Unit of Measure List to view a summary of all the existing Unit of measure settings within the entire inventory catalog. The user must identify the Main Unit of measure. In the example below, the Main Unit of measure is ea. This unit of measure will be used for all totals recorded within the count tab and also any history values. For example, if the purchase order would contain an order for 3 cs of Duct Tape the count tab would show a total ordered of 144 (3 cs * 48 = 144) since the multiplier formula was set to 48.

1.

To set up Unit of Measure, go to the Inventory > Product Catalog > Count tab.

2.

Enter the Main Unit that is used for all inventory purposes. All history amounts and count totals recorded within the count tab are recorded using the main unit. The Main Unit should not be changed after this item has been purchased or sold. Changing the Main Unit can cause corruption of historical data. Review the Changing a Unit of Measure section for more details.

3.

Select the Default Selling unit that will default on the proposal or sales invoice.

4.

Enable the Require Integer Quantities to restrict the user from entering fractional quantities.

Complete the next section, Adding a New Unit of Measure for additional UOM settings. Review the Deleting a Unit of Measure section for more details on removing a unit of measure.

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Adding a New Unit of Measure Complete the following steps for each additional unit of measure that you wish to add. These units of measure can be used within the sales or purchase of the item. 1.

Click on the New button to add additional units of measure and the following window will appear:

2.

Type a brief 2 to 4 character identification of the new Unit of Measure.

EXAMPLE: If you used EA for the main unit, CS could be used for the additional unit of measure. The opposite is true as well. 3.

Chose whether the additional unit is larger or smaller than the main unit. The unit of measure options will be shown within the drop down list in order of size.

4.

Define how many new units make up the main unit if the new unit or measure is smaller than the main unit or define how many main units are within the new unit.

5.

Use the switch to choose if you want to allow the new unit to be sold or not. If this switch is OFF, the selected unit of measure cannot be used on a sales invoice.

6.

Enable the Require integer quantities option if this unit of measure is always sold in whole quantities.

7.

Click on the OK button to save the new unit of measure.

Additional price records are created each time a new unit of measure is added. To enter the pricing information for the new unit of measure, go to the Pricing tab. A new price record using the new unit of measure is created for each price level that exists. Review the Pricing > Price Formulas section for more details on how to set pricing formulas for each unit of measure. Click on the Properties button to change unit of measure settings. Click Delete to remove a unit of measure. If a unit of measure is deleted that is used on an expense or sales invoice, the unit of measure is changed back to the main unit of measure and quantities and pricing are adjusted accordingly. Open a sales invoice to select a unit of measure by selecting Sales > Invoices and S.O's from the main EBMS menu as shown below:

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The unit of Measure column is located directly after the Inventory item. This column may be hidden if the unit of Measure feature of EBMS is not needed. Review the Features > Column Appearance section of the main documentation for more details. Review the Materials Lists > Tips and Frequently Asked Questions > Using Unit of Measure Settings within a Materials List Header or Detail section of the sales documentation for more details. Review the Sales > Sales Orders > Entering a Sales Order section of the sales documentation for more details on entering a sales order.

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Unit of Measure List The EBMS software does not limit the number of different unit of measure settings that are used within the system. The Unit of Measure setting is case sensitive and considers any abbreviation or spelling difference as a different unit of measure. These slight differences can create unintended list of similar codes. The Unit of Measure list is a summary of all the Unit of measure settings within the entire inventory catalog allowing the user to identify similar codes. Go to Inventory > Options from the EBMS menu and click on the Unit of Measure tab as shown below:

The top pane - Unit of measure lists all the unit of measure settings used within the inventory catalog. Click on any Unit and the system will list the Inventory items that contain the highlighted unit of measure within the lower pane. A Unit of measure ID can be changed by clicking on the Change ID button to edit the unit of measure label. IMPORTANT: Please review the information within the Changing a Unit of Measure section for more details before changing UOM labels.

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Changing a Unit of Measure The Main Unit of measure label should only be changed under very specific circumstances. Note that a failure to follow the following recommendations could cause inventory counts, history, and pricing to be skewed. Read this section thoroughly before changing any unit of measure (UOM) labels. Unit of measure labels and formulas should NOT be changed in the following situations: Change: The user started with "lb" as the main unit of measure, but then decided to use "ton" as the main unit. Solution: The recommended solution is to create a completely new inventory item with a main UOM of "ton" and make the original "lb" UOM inventory item inactive. The only exception to this recommendation is if the "lb" item was never used on a sales order, purchase order, or invoice. See the exception examples below. Change: The user started with case as the main unit of measure with an additional UOM labeled each. The each unit of measure contains a formula of divided by 12. The user must change the case quantity from 12 to 16. If you simply change "each" to divide by 16, the history will no longer be correct when an invoice that used the original each unit is reprinted. Solution: The recommended solution is to create a new inventory item that identifies the larger case. The original 12 count case item should be made inactive so it is not confused with the new 16 ct case. The recommended method to use when a case count changes is to set the main UOM to ea and create separate additional units of measure labeled case12 and case16. Change: The user needs to change the multiplier or label for a UOM labeled ctn with a formula of multiply by 24. The Main Unit of measure is labeled ea. The new formula needs to be set to 6 rather than 24. Solution: Rather than changing the ctn UOM, the user should add a new UOM with a different label such as box and set the formula to 6. Past invoices will not reflect the proper UOM if the original UOM is changed. Note that you can make changes to the original ctn unit only if it has never been used on any sales or purchase invoice. Review the Deleting a Unit of Measure section to determine if the original UOM can be removed. Unit of measure may be changed in either of the following cases: • The unit of measure label spelling or abbreviation can be changed at any time as long as the unit of measure factor does not change. For example, "each" may be changed to "ea" or "pound" to "lb" but a unit of "lb" should never be changed to ton since the unit of measure is changing. • The Main Unit of measure label and formula can be changed only if there is no history and all the values on the count tab are zero. Do not change the Main Unit label or any unit formula if the inventory item has been entered on any purchase order, expense invoice, sales order, or sales invoice. The recommended location to change label spelling or capitalization is within the Unit of measure list dialog. Go to Inventory > Options > Unit of measure to view the UOM list. Review the Unit of Measure List section for additional instructions. The unit of measure labels can also be changed by clicking on the Properties button within the inventory item, but is to be changed with caution.

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Deleting a Unit of Measure You can make the Main Unit label blank if additional unit of measures have NOT been added to the inventory item. Additional Units can be deleted by clicking on the Delete button but should be removed with caution. All of the invoices containing this unit of measure will revert back to the main unit of measure. For example, the following vendor invoice contains an inventory item of DUCTAP with a unit of Measure set to cs as shown below:

The cs unit will be deleted within the count tab of the inventory item by clicking on the Delete button as shown below:

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Notice the change on the example vendor invoice below when the cs unit of measure was deleted:

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The quantities reverted back to the main unit of measure and the unit cost is changed as well. Note that the unit of Measure setting of cs remains but has no effect on the unit quantities or cost values since it was deleted. Note that the invoice quantity and unit cost will revert back to the original values if the unit of measure is restored. Deleting unit of measure settings should be used sparingly. It is recommended that the user create a new inventory item if the units of measure settings have changed. Review the Changing a Unit of Measure section for more details on changing unit of measure labels and formulas.

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Purchasing Purchase Methods Purchasing procedures and management of inventory levels are important elements in maintaining a profitable inventory level of products. EBMS includes a variety of purchasing tools to assist with the procurement of product, management of purchase orders, and receiving process. Tracking inventory counts, maintaining reorder points, creating purchase orders, and reviewing purchase and sales history streamline the purchasing process and assist in maintaining proper inventory levels. Managing stock inventory and special order items are key to the success of companies that sell product, use parts or supplies for service jobs, or manufacture product. A user must be able to identify the location of the inventory stock to efficiently fulfill orders. The stock locations table can be used to identify the location of stock within the users warehouse. Review the Stock Locations section for more details. Inventory can be managed within multiple locations. Review the Multiple Location section for more details on this optional module. The process to manage the purchasing of product varies depending on the purchasing/sales requirements. The most common method is when product is purchased, stocked, and then sold. Some alternative methods, such as drop shipping product or special orders from the customer, may also be used. The EBMS system contains default purchase methods for each item, a purchasing window to conveniently create purchase orders, and sales order tools to create POs directly from a sales order. The EBMS software includes the tools to manage the following Purchase methods:

•

• •

•

Stocked (Standard) - This Purchase method is the most common way to manage stock levels within a store or warehouse. The purchase of product is prompted when the stock count is reduced below user defined stock levels. The steps required to properly purchase based on inventory stock levels are listed below: 1.

Configure items to track the amount on-hand. Go to the Tracking Counts section for configuration instructions.

2.

Configure proper stock level settings within the item. Go to the Creating Purchasing Parameters section for instructions. The Purchasing > Inventory Stock Level Settings section for the optional advanced tool to configure stock level settings.

3.

The Inventory Purchasing Window is the recommended tool to review stock levels and set proper purchasing parameters. Review the Inventory Purchasing Window section for more details.

4.

Review the Using the Purchasing Window to Create Purchase Orders section for instructions to create a purchase order.

5.

Identifying stock locations may increase the efficiency of the sales order fulfillment process and overall inventory stock level management. Review the Purchasing > Stock Locations section for more details in documenting stock locations.

Drop Ship - This Purchase method is used when a product is sold and shipped directly from a supplier or manufacturer. The contents of a sales order is copied to the purchase order since the product list on both documents are the same. Review the Special Orders and Drop Shipments Overview section for drop shipment for processing instructions. Sync Quantities and Associated are both special order purchasing methods. EBMS includes tools to manage special ordered products that are sold before they are purchased from the supplier. The customer orders a product that is not in stock, prompting the user to place a special order with a supplier. The special order inventory item is received from the supplier but is placed in a order staging area rather than the standard inventory stock. Review the Special Orders and Drop Shipment Overview section for drop shipment for special order processing instructions. These Purchasing Methods are used to manage a purchase-to-order item (PTO). Review the Purchase-to-Order Overview section for more details on this special order option. Replenishment - This option is used to prompt the purchase of any products that were sold. The purpose is to replenish stock that were sold on a one-for-one replacement. Replenishment items are processed in a similar way as Special Order items but the inventory is not linked.

Each inventory item contains a default Purchase method setting that indicates the method used for this item. Go to Inventory > Product Catalog and click on the Count tab as shown below:

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Properly configuring the Purchase method setting can conveniently set the appropriate settings within the sales order saving the user the requirement to change the Purchase method settings each time the item is sold. For example, items that are not normally stocked in inventory should have the Purchase method set as Sync Qualities, Associated or Replenishment. Items with Drop Ship arrangements with the vendor should have the Drop Ship Purchase method selected. The Purchase method should be set properly for each inventory folder if appropriate. Set the normal Purchase method in the Edit Defaults settings of the folder. Go to Features > Change Defaults, Filter Down Data and Globally Change Data section of the main documentation for more details. You can also reference this section if you wish to globally change the Purchase method for the entire folder group. The Stocked (Standard) Purchase method will always be an option. Disable the special order purchase method (Drop Ship, Sync Quantities, Associated) options or Allow Replenishment purchase method option to disable specific purchase methods. Any item that contains the disabled purchase method will revert to the Stocked (Standard) method when the item is added to a sales order. Go to Inventory > Options to change these options as shown below:

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Purchasing Tab Each inventory item contains a Purchasing tab which records the purchasing history including the last purchase from each vendor. Select Inventory > Product Catalog from the main EBMS menu to open an inventory item. Click on the Purchasing tab as shown below:

The Primary Vendor should reflect the primary vendor used in procuring the item. This setting is set by the system to the vendor used for the initial purchase. The Primary Vendor setting is used when creating purchase orders from a sales order or the Purchasing Window. This setting can also be used within the Inventory Purchasing window to increase performance and to list only the inventory items for the Primary Vendor. Review the Purchasing > Inventory Purchasing Window section for more details on the Inventory Purchasing window. The optional Sales Classification value is used to identify items that are sold in high quantities compared to others. Review the Sales Level Classification section for more details. The expense invoice process adds or updates the purchasing records within the Purchasing tab. A new record can be added to set the purchase information such as Part Number, Cost, or Lead Days for a vendor before a purchase occurs. A single purchase history record will be created for each vendor. A new record is created for a vendor the first time an inventory item was purchased. Any subsequent purchases will be updated on the same record.

• •

•

A Vendor purchasing record for a new vendor can be created by the user manually. The Part Number setting reflects the Vendor Part Number within a purchase order. The item can be added to a purchase order by entering this Part Number instead of entering the inventory Item ID code. Review the Expenses > Purchase Orders > Entering a New Purchase Order section of the main documentation for more details on the Vendor Part Number within a purchase order. The unit-of-Measure setting should reflect the unit of measure used to purchase from the vendor. This setting could differ between vendors. Review the Tracking Counts > Unit of Measure Unit of Measure Overview section for more details on the Unit of Measure.

The Cost, Invoice number, and invoice Date values are updated each time a new, more recent purchase is processed.

•

The Cost value within this tab can be copied to the purchase order instead of the most recent cost recorded within the Pricing tab. Go to Expenses > Options and click on the Invoices and P.O.s tab as shown below:

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If the Default cost for inventory item... option is enabled, the item cost located within the Purchase tab is copied to the purchase order. If this option is disabled, the cost within the Pricing tab is copied when the PO is created. Return to Purchasing tab.

•

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The Invoice and Date reflect the most recent purchase from the specified Vendor. Right-click on the vendor record and select View Invoice option as shown below:

Purchasing

•

The Lead Days value should reflect the time to ship the item from the specific center. This time is added to the Order Date within the purchase order to calculate ETA Days setting. The Lead Days value should be kept blank to use the vendor's Lead Days. Review the Purchasing > Estimated Time of Arrival (ETA) Date section for details on the Lead Days setting.

The system will display the most recent expense invoice for each vendor. Vendor purchase information can be manually entered by the user before an actual purchase. The vendor's Part Numbers, current pricing (Cost), and Lead Days can be recorded within the Purchasing tab for future reference.

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Inventory Purchasing Window The Inventory Purchasing Window is a powerful tool that is useful in purchasing inventory, creating purchase orders, and managing inventory stock levels. The Inventory Purchasing feature can also be used to list a number of inventory items, making the task of changing inventory information a bit easier. The Purchasing window is very useful when inventory counts are being tracked and purchase orders are used in purchasing. The purchasing window consists of 2 tabs:

• •

The Purchasing tab is used to purchase stock items. See details below: The Special Orders tab is used to purchase special order items. Go to Special Orders and Drop Shipped Items > Purchasing Special Orders section for details.

To open the Inventory Purchasing window, go to Inventory > Inventory Purchasing and click on the Purchasing tab as shown below:

Unlike many other lists within EBMS, the Find (F5) button must be clicked to show items on the purchasing list. The stock levels of individual lines can be color coded to reflect stock levels. See the Tracking Counts > Color Coded by Stock Level section for more details. The user has the option of displaying All the inventory items or only the items purchased from a specific Vendor. Enable the Search for primary vendor option to increase the list load speed for the specified vendor if items are purchased only from a single vendor. This switch will not query items that are not listed as the primary vendor within the item's Purchasing tab. Click on the Find (F5) button. If the list of inventory items is too lengthy to properly evaluate, then query the list using the options of the upper right side of the purchasing window. The available options are:

• • •

Turn on the Show items with order quantities if you wish to list only the items that you have selected to purchase. The first column of the inventory list is labeled Order Quantity. This quantity can be edited to determine the amount of each item that you wish to purchase. If you check the Show items switch, only the items with an Order Quantity that is not zero will be displayed. Check the Show only this folder switch to limit the list to a specific inventory folder. Select the desired folder by clicking on the down arrow to the right of the folder field. The folder field cannot be set unless the Show only... switch is turned ON. To include all inventory items within the subfolders as well, click the Include Subfolders switch ON. The Query option can be used in conjunction with the options listed above. The Query window functions the same as the query options found within search lists and reports. For example, if the user wished to list only the inventory items that are located within warehouse 2, isle 3 (Location field contains WH2I3) a query could be generated that would contain the following settings: Only the inventory items with the value WH2I3 in the Location field within Inventory Item > General tab would be listed. Review the Features > Advanced Query Options section of the main documentation for more details and instructions on using queries.

The inventory-purchasing window allows a number of optional columns to be displayed or hidden. Right-click on any column label to display all the available columns. To hide the columns, click on the heading label to remove the check mark or show columns by clicking on the

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column to switch the check mark ON. All information displayed can be viewed within the Inventory > Product Catalog window. Each available column is listed below with a brief description:

• • •

• • • •

The Order Quantity will appear blank until the user enters the desired order amount. This information is saved even when the item is not displayed on the window. The Inventory ID identifies the inventory item and Description 1, Description 2, and Description 3 describe the inventory item as entered within the General tab. The Type field can be very useful when querying information in user defined groups. For example, if the user prefers a user defined list of items that are used on a regular basis to manufacture some common products, the user can insert a code such as MFG within the Type field. The new code can be separated from other existing codes within the type field by a comma or space (LARGE, MFG). To list all the items that contain the MFG code within the Type field, click on the Query button on the upper part of the purchasing window and enter the following information. Database = "TYPE", Operator = "Contains", Value = "MFG". For more instructions on the query function, review the Features > Advanced Query Options section of the main documentation. The last Cost value reflects the most recent purchase cost of the item and is stored within the Pricing tab. An optional column labeled Sales Level is used to sort high selling items from less popular items. Review the Sales Level Classification for more details on this optional feature. The Weight column is an optional field used to record the weight of an item for shipping purposes. The item's weight is stored within the Gross Weight field within the General tab. The Base Price column can be shown to allow the purchaser to visually review each item's Base Price.

A number of the following count columns that are located within the Count tab of the Product Catalog screen can also be displayed.

• • •

• • • •

The Count amount is the total processed inventory on hand. The Count amount is incremented when a purchase order is processed into an invoice. As long as an item is not processed (Purchase Order), the Count is not affected. The Count amount is decreased when a sales order is processed into a sales invoice. The Purchase Orders and Purchase Orders Received fields reflect the amount that is currently on purchase orders. When an expense invoice is processed, the Purchase Order amounts are decreased and the Count total is increased. The Sales Orders Ordered and Sales Orders Shipped fields record the total amount that are currently on sales orders. If an invoice is saved but not processed (Sales Order), the Sales Orders amount is increased. The Sales Orders Shipped amount reflects the total amount recorded in the Shipped column of the sales order or invoice. When the sales invoice is processed, the Purchase Orders and Purchase Orders Shipped amounts are decreased and the Count total is increased. The On Hand column displays the total amount of inventories that are in stock. On Hand = Count + Purchase Orders Received - Sales Orders Shipped. This column differs from the Count column since it reflects invoices that have not been processed. The Net Ordered column displays the inventory count considering all purchase and sales orders. Net Ordered = Count + Purchase Orders - Sales Orders. This column differs from the On Hand column since it reflects all order amounts rather than only the counts listed within the Shipped that are in the invoices that have not been processed. The Ordering fields are used to automatically order when the On Hand is less than the Minimum amount. The recommended order is in increments of the Order Amount until it reaches the Maximum inventory. See the section below that describes the Default Orders button for more details on how these fields can be used. The Sales History column can be valuable to display the sales count history. The length of time used to calculate this history is set within Inventory > Options > General tab as shown below:

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Enter the number of months that are totaled together and displayed in the sales History column. Example: Enter the number 3 to show the total sales for 3 consecutive months. Enter the ending month number. It is recommended that this setting have a value. For example, if you enter the number 1, the system will calculate the specified number of months up to and including last month. It is not wise to include the current month since it is not completed. Example: The user wishes to show the total sales for the past year with a current date of 09-10-2002. Enter 12 in the first Inventory Purchasing month field and the number 1 for the second month. The Sales History within the purchasing window will show the total sales between September 2001 and August 2002. The Inventory Purchasing window can list only the items listed for a specific Vendor. Enable the Vendor option if you are preparing to create an order for a specific vendor and then enter the vendor's ID as shown below:

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An inventory item will be listed under multiple vendors if the same item has been purchased from multiple vendors. All items associated with the selected vendor listed within the Product Catalog > Purchasing tab will be listed. Highlight the desired inventory item, click on the View Item button, and click on the Purchasing tab to view the Primary Vendor setting Item window:

In the example above, the inventory item DIRSHO will be listed when any of the three vendors are selected (IDEBUI, JOHDEE,or QUABOB). Delete the record within the tab to remove a specific item from a vendor's purchasing list. A new vendor record will automatically be inserted into the inventory item's vendor list when the inventory item is initially purchased from a vendor. Manually add a new vendor by adding the vendor's ID into the vendor list. The new vendor's quoted price may also be entered in the Cost column. Review the Purchasing Tab section for more details on the vendor product list within the Purchasing tab. An inventory order sheet can also be printed if you wish to have a hard copy of all the items purchased from a specific vendor. Go to File > Reports > Inventory > Counts and select the Inventory Order Sheet (Vendor) report. This report may also be listed and launched from the Print button on the Purchasing window.

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Creating Purchasing Parameters EBMS contains Stock Levels parameters that assist in maintaining proper inventory. These values are used to prompt the user when stock levels are low are required to properly use the Inventory Purchasing Window. These settings can be found in the Count tab of the inventory item:

The Maximum and Minimum settings determine the inventory management parameters. If the Net Ordered (Count + Purchase Orders Sales Orders) amount is less than the Minimum inventory amount, then the purchasing tool will prompt the user to purchase additional inventory. If multiple order Amounts are less than or equal to the Maximum amount, the system will purchase multiples of the Reorder Increment value. The system will not prompt the purchaser to order inventory until the inventory is depleted if the Minimum amount is zero. The purchasing tool will always recommend an order amount set in the Reorder Increment if the Maximum setting is zero. The minimum value can also be used to set color codes within the inventory list and the purchasing window. See the Tracking Counts > Color Coded by Stock Level section for more details. These values can be set using one of the following three methods: A.

Manual - The minimum/maximum settings can be set manually by the user.

B.

Automatically Set by Using an Advanced Inventory Utility - This optional utility is used in larger companies with high quantities of items. Review the Advanced Inventory Utilities section of the Purchasing > Inventory Stock Level Settings section for more details.

C. 2.

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Calculated from Sales History - Complete the following steps. Go to the Inventory > Utilities menu.

Purchasing

2.

Select the inventory folders and/or range of inventory items that need to have the purchase parameters recalculated. Click the Next button.

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3.

Enter the Number of month's supply that you wish to keep on hand.

4. Enter the volume settings as shown above. The minimum inventory settings can be set based on the average sales or purchase history of the past user specified months. Increase the volume for setting to a greater number value if the products that you have selected vary substantially within months. 5. Check the Calculate Minimum to set the Minimum order quantities within each item. If this amount is not calculated and is set to zero, the system will not prompt the user to reorder till the count is below zero. Set the formula to the desired equation based on the average month's supply. The example above will set the Minimum order to 50% of the average 2 months sales of the past 12 months. 6. Turn the Calculate Maximum switch ON to set the Maximum setting within the count tab of each inventory item. The system will also order the Order amount whenever the Net Count falls below the Minimum setting. Note that all these count and order settings are found in the count tab of each inventory item. 7.

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Click on the Calculate button to begin minimum and maximum ordering settings.

Purchasing

Using the Purchasing Window to Create Purchase Orders The Inventory Purchasing window can be very useful to create a list of items to order from a specific vendor. The Overview section above describes a number of optional ways to display inventory items in a user-determined manner using queries and folders. Complete the following steps to create a new purchase order. 1.

Select the Vendor option in the Inventory > Inventory Purchasing window and enter the Vendor ID of the vendor to whom you wish to place the order. Only the items that have the vendor listed on its vendor list will be displayed.

To automatically enter the recommended order amount based on the Minimum Inventory and Maximum Inventory fields, click on the Default Orders button. The Order Quantity will be updated with the Order Amount only if the Net Ordered (Count + Purchase Orders - Sales Orders) amount is less than the Minimum Inventory Amount. If Multiple Order Amounts are less than or equal to Maximum Inventory amount, the Order Quantity will set to multiples of the Inventory Amounts value. Click on the Clear button to zero all Order Quantity fields including the numbers created with the Default Orders button. The Order Quantity can be manually adjusted to the desired order quantity. Order Quantities can be zeroed if the user does not wish to order any additional inventory or the Order Quantity can be manually entered. Note that if list queries are changed to hide or display different sets of inventory items, the Order Quantity amount will not be lost even when the amount is not shown on the displayed list. Click on the Show items with order quantities button to list only the items that will be listed on the new purchase order. 2.

Click on the Create button and select Purchase Order. A Purchasing Vendor dialog will appear to verify the vendor.

3.

Select the Create P.O. for all items to this vender option to create a single P.O. for all items or select the Use item primary vendors option to create multiple purchase orders based on the primary vender setting of the item. Review the Purchasing Tab section for more details on the primary vendor.

4.

Click the Next button. A purchase order list will appear if POs already exist for the selected vendor as shown below:

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161

5.

The Create Purchase Order wizard can check special order items for this vendor. Enable the Inventory > Options > General > View when creating purchase order option to check all special orders within this wizard as shown below. Review the Special Order and Drop Shipped Items section for more details on special order items.

6.

Click Next to create a purchase order. The following dialog will appear:

Purchasing

7.

Click Yes to view the newly created purchase order and the purchase order window will open. At this time you can print or fax the purchase order to the vendor or contact the vendor by telephone and verify the pricing.

Go to Expenses > Invoices and P.O.s to view, delete, print, or process purchase orders. Review the Expenses > Purchase Orders section of this manual for more details on the purchase order window.

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Sales Level Classification Managing a larger number of inventory items by maintaining ideal stock levels and accurate counts is a daunting task. The challenge is exacerbated if the quantity of items is large and varied. The classification feature described within this section is useful only if inventory items are classified as Track Count. Review the Tracking Inventory Counts Overview section for more details on items classified as track count. The Sales Level Classification option within EBMS groups perpetuate inventory items into smaller more manageable groups. This option is included in the optional Advanced Inventory module. Sales level groups are determined by the Sales Level Classification table entered within the Inventory > Options > Sales Level tab as shown below:

The Sales Level Classification list identifies the percentage of inventory items that are classified in each group. In the example shown above, the top 5 Percent of the inventory items that sell the best will be grouped in Classification A. The next 10% (those between 5% and 15%) will be classified in group B, the next 25% (between 15% and 40%) of the inventory items are classified in Group C, etc. The number of Classification groups and the Percent values can be created or changed based on the user's needs. The focus is often placed on managing the inventory levels on the best selling items. Because of this focus, the first few classifications normally contain a smaller Percentage of the total inventory items compare to the more average groups. Determining which items are the top 5 percent, the items in Classification A, is a much more complicated process than one would think. The following examples highlight some of the potential pitfalls of using a simple formula to create the Classification group: Simple formula based on the quantity of items sold: Imagine a company sells a wide variety of items including some popular items that cost less than a dollar. If the system would classify items based only on sales quantity (assuming the sales total of these cheap items are higher than any other items), the grouping would contain only the low cost items. Although these items should be part of the focus, these items should not be the sole items within the A group. Simple formula based on the cost value of the items: On the other extreme, let's imagine a company sells a few items that are very expensive compared to the bulk of the inventory items. If the system would classify inventory items solely based on the value of the sale, these expensive items, although they should be in the lower classifications, will appear in the higher in the list. The items with a value that is drastically less will fall in the lower classifications because of the total value.

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Most companies want the inventory products grouped in a balanced manner including a wide variety of values. This is accomplished within EBMS using a Cost Pool Maximums table. The Cost Level column breaks inventory items into different cost levels based on the value of the inventory item. The Cost Pool Maximums table ensures that inventory items that fall within any of the cost value ranges will be included within each Sales Level Classification. For example, using the Cost Pool Maximum and the Sales Level Classification table shown above, 5% of the items that cost up to $5 will be included in the A classification, 5% of the items costing between $5 and $10 are included in the A group, 5% of the items with a cost in the $10 to $20 range are included, 5% of the items between $20 and $40, etc. This method insures that the A classification is not skewed towards items with extreme costs. Less than 10% of the products within the inventory system should have a value in the range shown on the first and last lines of the Cost Pool Maximum table. For example, if few of the inventory items sold have a cost value of less than $5 than enter a value of $5 in the first record. This value should be lowered if a significant number (greater than a few percent) of items have a value less than $5. The second record ($10 in the example shown above) should be twice the value of the first record. Repeat this process until a value is reached that includes the cost of most of the products (less than a few percent of items) within the inventory system. Add a final line to the table to include all items that are above the last value ($640 in the example). The EBMS software recommends the exponential calculations described in this paragraph but they are not required. The Rank by Cost option within the Cost Pool Maximum table is used to solve the simple formula problem described earlier in this section. This setting has two options:

•

Disabled - Ranks are determined by using a formula based on the quantity of items sold.

•

Enabled - Rankings are determined based on the cost value of the individual items.

The recommended setting is to enable the Rank by Cost column for every record but the first and the last. The following paragraph will explain the reasoning for this recommendation. Since the cost within the first range of items in our example can cost between a penny and $5, ranking items based on the cost value may not group this range of products properly for the same reason as explained in the Simple formula argument. 1,000 items sold for a cost of one cent would rank lower than 3 items with a cost value of $4.99 each. To solve this problem the Rank by Cost option is disabled to cause the grouping to be measured by the quantity sold rather than the cost value. The $4.99 item will not rank much lower than the penny items. The same issue may arise for items in the last Cost Pool Maximum range (with a cost value of over $640). Since an item with a cost value of $100,000 that was sold only once would rate higher than 100 items with a value of $900. For this reason the Rank by Cost option within the last Cost Pool Maximum tab should be disabled. Running the Utility A process must be run to update the Sales Classification setting within the purchase tab of each inventory item. Go to Inventory > Utilities and launch the Determine Sales Level utility. The following dialog will open.

Enter a range of sales dates to determine the sales level. The utility reviews all the sales invoice detail lines that fall within the given date range. The greater the range dates, the more history is available to analyze. If the company contains many seasonal items, it is desirable to have the date range cover at least a year. Click Finish to update the Sales Classification. Go to the Purchasing tab of any inventory item to view the Sales Classification setting as shown below:

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The Sales Level classification allows the user to sort the items within the purchasing screen by classification.

The Sales Level Classification process is a feature of the optional Advanced Inventory module that may not be present. Contact you EBMS representative to add a new module or feature.

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Inventory Stock Level Settings Managing safety stock inventory levels by calculating the magical balance of minimal inventory while meeting variable customer demands is a BIG challenge. Optimizing stock levels can be especially challenging if products vary dramatically based on the time of the year or if the life cycles of the products vary substantially. EBMS contains standard inventory stock level settings that are standard unless the Advanced Inventory option is included. Standard Inventory Utilities The standard EBMS software contains the ability to set minimum and maximum inventory levels. These Ordering inventory settings are found within the Count tab of the inventory item. The utility allows the user to calculate the Ordering quantities using a formula based on sales history. This standard system is limited when managing safety stock levels for inventory items levels that vary substantially. Review the Purchasing > Creating Purchasing Parameters section for more details on the standard system. Advanced Inventory Utilities The Advanced Inventory Management module is an optional module which adds the ability to automatically set the Ordering levels within the count tab of the inventory item. The system can use one of the following prediction types to set the Maximum and Minimum values based on sales history: A.

Average - Minimum and maximum values are calculated based on the sales history averages. This method should be used if sales do not change considerably based on the time of the year.

B.

Linear - Sales are steadily increasing or decreasing in a linear fashion. If the sales history indicates that sales continue to increase, the projected ordering values would be increased accordingly. The same linear method would be used if sales are steadily decreasing.

C.

Seasonal - Sales fluctuations are evaluated based on the time of the year. This option will adjust stock ordering levels according to the sales demand during past years. This setting becomes more accurate as sales history expands to multiple years. This prediction type should not be used until a substantial amount of history is accumulated.

The advanced inventory utility can be set to try to determine which of the prediction types listed above best fits a particular inventory item. Open an inventory record and click on the Count tab as shown below:

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Click on the Automated button to open the following dialog. Note: a warehouse must be selected to enable the Automated button.

Select one of the following Prediction Type settings:

•

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No Prediction - Select this option to disable the automatically setting and manually set the minimum and maximum values. This option disables the automated feature.

Purchasing

•

• • •

Best Fit - (RECOMMENDED) By selecting this option, the system determines the best Prediction Type based on sales history. The system will try to predict the amount of sales for the past 6 months using each one of the models listed above. The prediction results for each type is compared to the actual sales in the past period to determine the best fit. The Best Fit option should be used unless the user wishes to restrict the automated calculation process. Seasonal - Use this option for seasonal items. This option will adjust minimums and maximums when sales fluctuate based on the time of the year. The seasonal prediction type should not be selected until a substantial amount of history is accumulated. Use the Best Fit option for Seasonal items until multiple years of history is recorded. Linear - Use this option if the sale of item tends to increase or decrease in a linear fashion. This method should be used when items increase or decrease in a consistent manner and do not fluctuate in a seasonal manner. Average - Select this option if sales are somewhat consistent during the sales life of the product. This method calculates the minimum and maximum values based on the average sales in history. This prediction type is not as dependant on substantial history as the Seasonal type.

Review the formulas, used to determine these calculations, at the Eagle Boggle site under Advanced Inventory Purchasing Module. Contact an Eagle Business Software Representative for assistance. Determine if the quantity value calculated by the Prediction Type determines the minimum or maximum order quantity. If the utility calculates the minimum quantity as shown below, set the Minimum Formula option to Equal to. Then set the Maximum Formula to calculate the maximum quantity from the minimum quantity.

Enter the Months Supply value to complete the calculation. In the example above, the Minimum Ordering quantity will equal the average 1.5 months sales. If this value happens to be a quantity of 20, the Maximum Ordering quantity will equal 30. The Prediction Type, Maximum Formula, Minimum Formula, and Months Supply can be set for an entire group of products by completing the following steps: A.

Open the folder defaults by clicking on the Edit Defaults button within the Inventory > Options > Inventory Folders tab.

B.

Click on the Count tab and click on the Automated button.

C.

Set the desired settings for the entire group.

D.

Right-click on each setting and select Filter Down.

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The Filter Down option must be repeated for each setting. Review the Features > Change Defaults, Filter Down Data and Globally Change Data section of the main documentation for more details on filtering down defaults for an entire group. The Start doing automatic calculations setting should be set to delay the Automated Ordering process to a specified amount of time after the first purchase. This value can be set to zero if the process should not be delayed. NOTE: This value must be less than the period of time used for the calculation process described below. Click the OK button to save the settings. The following utility must be launched to calculate the Minimum and Maximum order quantities based on the Automated Ordering settings. Complete the following steps to complete the calculations. 1.

169

Launch the Calculate Stock Level Settings utility by selecting Inventory > Utilities > Calculate Stock Level Settings from the main EBMS menu.

Purchasing

2.

Select the range of inventory items to calculate. The root folder (Products) should be selected, enable the Include Subfolders option, and select the All Inventory Items option to calculate the ordering quantities for all the inventory items. Click Next to continue.

3.

Select the Beginning and Ending Fiscal Period to be used to calculate the ordering quantities. The earliest fiscal period that contains sales totals should be selected as the Beginning Fiscal Period. Select last month's fiscal period as the Ending Fiscal Period.

4.

Click on the Calculate button to complete the order quantity calculations.

The Automated Stock Level process is a feature of the optional Advanced Inventory module that may not be present. Specific months may need to be excluded from the projected calculation because of a dramatic varition of sales within the month. This may be caused by a special promotion or a unique large sale. A specific month for a specific product can be excluded by completing the following steps. 1.

Open an inventory item and select a Year history tab as shown below:

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2.

Select a specific warehouse if EBMS includes the warehouse module.

3.

Enable the specific months to be excluded.

Repeat the above steps for additional history periods. The option to exclude from prediction calculations items sold using a Drop Ship purchasing method can be set in the Automated Ordering dialog by selecting Exclude drop-ships from predictions.

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Stock Locations The stock Location table within EBMS is used to identify the different locations that contain a product. A product may be located in one or more areas in a warehouse. This table is used to identify the location based on user defined location codes, such as isle and shelf codes. Open an inventory item and click on the General tab to view the Location table as shown below:

1.

Enable the Pick column for each location to be included in the Pick Sheet. One location can be designated as the Pick location per Warehouse.

2.

Enter the Location code or abbreviated description of location.

3.

Enter any additional Notes.

4.

Select the correct Warehouse. Review the Multiple Location section for more details.

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Estimated Time of Arrival (ETA) Date The ETA date is a date within the purchase order that is used to set the Estimated Time of Arrival of the individual purchase order lines. EBMS contains tools to conveniently set this date by calculating the ETA Date from the PO Order Date and the lead days from the inventory item or vendor record. This date is also displayed within the sales order when the SO line is linked to the PO. The ETA Date is valuable when evaluating the projected arrival time for inventory that is not in stock or to determine the fulfilment status of a sales order that contains special order lines. EBMS includes tools to conveniently set or change the ETA Date for each purchase order detail line without setting individual dates. The ETA settings within the purchase order are based on the Ordered Date found on the purchase order located under the main purchase order Date.

The Ordered Date can be manually set by the user or defaulted based on the entry date. Enable the Default invoice ordered date to entry date setting within Expenses > Options > Invoices and P.O.s tab as shown below to default the Ordered Date.

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The Ordered Date may be manually set by the user if the purchase order document is created days before the order is actually submitted to the vendor. Open a purchase order and click on the ETA tab on the top right corner as shown below:

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The Order ETA date will be defaulted to the Latest ETA date shown at the lower portion of the ETA tab. The user is able to manually set both the Ordered Date and the Order ETA date fields. The Vendor Lead Days are copied from the vendor's Terms tab. The Earliest ETA date and the Latest ETA date reflect the ETA Date range within the detail lines of the purchase order. The ETA Date is recorded for each purpose order detail line. This date is located to the right of each detail line of the PO. The ETA Date is calculated within the purchase order using one of the following methods: A. Use the ETA Date Selection dialog to change all or a specific range of purchase order detail lines. This dialog will appear when the user changes the Order ETA date or by selecting Process > Recalculate All ETA Dates option from the purchase order menu. Review the following Set the ETA Dates for all or a selected group of PO detail lines instructions later in this section for details on this dialog. B. ETA Date is calculated using the Lead Time: ___ Days within the Terms tab of the vendor record. The value is copied to the Vendor Lead Days within the ETA tab of the purchase order. Click on the Terms tab of the purchase order vendor to view or change this value as shown below:

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Review the Expenses > Vendors > Changing Vendor Information section of the main documentation for more details on the vendor tab. C. ETA Date is calculated using the inventory item Lead Days setting within the Purchasing tab of the inventory item. The Lead Days value can be filtered down to a group of inventory items. This is a recommended default setting if a group of products shipping time differs from the vendor's Lead Days. Review the Purchasing Tab instructions within the Inventory Items > Changing Inventory Defaults section for more details on filtering down the Lead Days setting. This inventory value takes precedence over the previous 2 methods (Order ETA, Vendor Lead Time). The only value that will override the inventory item's Lead Days is a manual ETA as shown below:

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D.

ETA Date is manually set within the detail line of the purchase order.

Review the Sales Orders > Entering a Sales Order within the sales documentation for details on how the ETA Date can be viewed within a sales order. Set the ETA Dates for all or a selected group of PO detail lines The ETA Date can be set globally or for a range of purchase order lines without manually changing each detail line. Launch this dialog by changing the Order ETA date within the ETA tab or by selecting Process > Recalculate All ETA Dates option from the purchase order menu. The following dialog will appear and give the user the opportunity to change all or some of the ETA Dates.

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E.

Complete the following steps to change the ETA Date for all or a selected number of purchase order detail lines: 1. Select the purchase order detail that you wish to change by enabling the selection option at the beginning of each record. Click on the Select All or Select None to select entire list or remove selection from all lines. 2. Click on the Set selected lines to option to set the ETA Date of all records to the Order ETA date shown OR click on the Adjust selected lines __ day later/earlier than the current ETA date option to move all ETA Dates on selected PO details lines to the number of days later or before the current ETA date. 3. Click on the OK button to process. This adjustment dialog can be launched multiple times to make changes to a group of ETA Dates.

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Vendor Stock Availability A very powerful feature within EBMS is the ability to record regular stock level updates from vendors and the associated data such as the lead time to receive it. This feature is very beneficial for a sales person, since an EBMS user can view this data very quickly at the point of sale for items that may need to be ordered. The process of receiving and updating the stock amounts held by various vendors may be automated to occur as frequently as that information is provided by a vendor. Review the Multi-Vendor Catalog book and its related sections for the steps to configure this process within EBMS. It is also possible to manually update the amount of stock normally held by a vendor in the Purchasing tab of each inventory record. To view the vendor stock availability of an item from within the Sales Order take the following steps: 1. Navigate to an inventory item on the Sales Order and right click to display a menu as shown below.

2. Select Vendor Availability to open the dialog which contains a list of the suppliers for the inventory item along with their available stock, lead days for delivery, and cost, etc.

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This information is editable on the Purchasing tab of the inventory item.

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Special Orders and Drop Shipped Items Special Orders and Drop Shipment Overview Special orders are defined within the EBMS software as items that are sold to the customer before they're purchased from the vendor. A special order item differs from a standard stock item or a manufactured item since the purchase process is prompted by a sale. The EBMS software contains powerful tools to handle a variety of special order needs. Respond to the following questions to determine the best special order configuration to use. Q: Are items being shipped directly from the vendor to the customer? YES - then set the Purchase Method to Drop Ship. See Drop Shipment in the table below. NO - Items are shipped to continue with next question. Q: Are special order items staged for shipment during the same step as the receiving process? YES - The receiving of the special order item within the purchase order is done by the same process as shipping the sales order (Received value is synchronized with the Shipped value in the sales order). Use the settings in the Special Order A section of the table below. NO - The receiving of the special order is done in a separate step than the shipping of the sales order. This causes the inventory On Hand amount to be temporarily affected. Use the settings in the Special Order B section below.

Special Order Label

Use Case

Purchase Method

Inventory Classification

Copy Quantities from SO to PO

Pricing

Drop Shipment

When items are shipped directly from a vendor to a customer

Drop Ship

No Count, Track Count, Serialized Item, Lots, etc

Yes

Set by inventory item or manual set in SO

Special Order A

Special orders that are staged for shipment at the time items are received. Inventory On hand counts are not affected.

Sync Quantities

No Count, Track Count, Serialized Item, Lots, etc

Yes

Set by inventory item or manual set in SO

Special Order B

Special orders that are temporarily placed into stock until they are picked for shipment.

Associated

No Count, Track Count, Serialized Item, Lots, etc

No

Set by inventory item or manual set in SO

Generic Special Order Item *

Multiple special order items can be grouped into a single inventory item.

Sync Quantities, or Associated

Special (Formally Special Orders in EBMS versions 7.4 and earlier)

Optional

Calculated by applying the price level formula to the PO cost

* Use sparingly since this special order feature will be discontinued in the future. The inventory item's default Purchase method is set within the inventory item's count tab as shown below. The Purchase Method setting should be set to Stocked (Standard) if items are stocked rather than special ordered. Note that the Purchase Method can be changed within the sales order if an order is processed using a different Purchase method than the default method.

Go to the Purchase methods section for more details. Special orders and drop shipments start with the sales order rather than the purchasing tools since special orders and drop shipments are initiated by the sale. The Purchase Method within the sales order details lines identifies the items that are processed using a special order purchase method. Complete the following steps to create a special order(s) within a sales order. 1.

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Proceed to the Sales > Invoices and S.O.s from the EBMS menu to initiate the special order as shown below:

Purchasing

2.

Set the Purchase Method to the right of the main invoice details lines as shown above. This setting is populated with the Purchase method setting within the count tab of the inventory item. The following dialog will appear if the user attempts to enter a Shipped quantity or if an item with a Sync Quantities or the Drop Ship Purchase methods are entered with a Shipped value:

3.

Clicking on the Drop Ship/Sync Quantities button will clear the Shipped quantity. Selecting the Stocked (standard) button will change the Purchase Method setting within the sales order. The Purchase method within the inventory item should be changed if the item is not a normal special order item.

4.

Set the optional Vendor setting to identify the special order supplier or vendor. The Primary Vendor within the Purchasing tab of the inventory item is copied to the Vendor column. The Primary Vendor within the Purchasing tab of the inventory item is copied to the Vendor column. Enter an optional Vendor Part Number which will be copied to the purchase order.

The special order Purchase Methods (Drop Ship, Sync Quantities, or Associated) can be used without an inventory item ID. The Ordered quantity, Description, Cost and Vendor Part Number are copied from the sales order to the purchase order. The sales order can be saved and linked to the purchase order at a later time or the purchase order records can be created immediately from the sales order. Special order items must be linked to a purchase order before the sales order can be processed into an invoice. Review the Purchasing Special Orders section for details on creating special order or drop ship purchase orders. Special orders can also be configured at the time the order is received form the customer. This gives the user the ability to make modifications within the sales order based on the customer's preferences. There are two powerful custom special order processes available within EBMS: A. Purchase-to-Order (PTO): This option should be used when the custom special order item is purchased as a compete unit rather than assembled by the user. Review the Purchase-to-Order Kitting Overview section for more details on this process. B. Made-to-Order (MTO): This option should be used to sell a kit that has been purchased as individual components and assembled rather than assembled by the vendor. Review the Made-to-Order Overview section for more details on this process.

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Purchasing Special Orders Special order items and items identified as Drop Ship within the sales order must be "purchased" before the sales order can be processed. The purchasing step is accomplished by linking the sales order to the purchase order. This step can be done using any of the following steps: A. Linking the purchase directly from the sales order detail line - This option is useful when a single line item is purchased immediately from the vendor. B. Purchasing the entire sales order - This purchase option is used extensively for drop ship orders or when most of the sales order lines are purchased immediately from the vendor. C. Purchasing special order items from the Special Orders tab of the purchasing screen - This popular option allows the user to purchase special order items after the sales order is created an saved. This option should be used when the purchasing staff places the orders for products sold by a separate sales team. Using the Purchasing window facilitates the ordering of special order items and stocked items from a common interface. Note that purchase order lines can be created from a sales order without using an inventory item. The quantity, Description, and Vendor Part Number are copied to the purchase order with either of the 3 purchasing steps. Linking special orders and drop shipments to a purchase order should be done at the time the items are ordered from the vendor. Review the instructions below for each of the three linking options: A. Linking the purchase directly from the sales order detail line 1.

Right click on the detail line to link a purchase order directly to a specific line item of a sales order as shown below:

The Create Purchase Invoice option will only appear if the Purchase method is set to Special Order, Drop Shop, or Replenishment and if a Vendor code is entered. The option will also not be available if the line item has already been linked to a purchase order. The following dialog will not appear if the Purchase method is set as Drop Ship.

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Purchasing

2.

Select the Create a new PO option if you do not wish to append to an existing purchase order.

3.

Click on the Select existing PO and configure the All/ Vendor settings to select an existing purchase order.

4.

Click on the Select / Create button to create the purchase order as shown below:

The Ordered quantity, Description, and Vendor Part Number is copied from the sales order to the Received, Description, and Vendor Part Number columns of the purchase order. The Received quantity of the purchase order is linked to the Shipped quantity of the sales order if the Purchase Method is set as Drop Ship or Sync Quantities. These special order transactions will not affect the inventory On-hand count of the inventory item since these values always match. Use the Associated method if the quantity fields should not be synchronized. Populate the Received quantity when special order items are received from the vendor. Drop shipments will never be handled by the user since the product is shipped directly from the vendor to the customer. Populate and process both invoices at the time the product has been shipped to the customer and the sales order is processed. The Shipping Customer ID within the Ship To tab of the purchase order will be populated with the Customer ID within the

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sales order for drop ship purchase orders. Right click on any of the drop ship detail lines of the purchase order and select Linked Document from the context menu to view the associated drop ship sales order. B. Purchasing the entire sales order This purchasing option is the recommended method used for sales orders that contained dropped shipped items especially if the sales order includes multiple items that are shipped on the same purchase order. 1.

Open the sales order and select Process > Create Purchase Orders(s) from the sales order menu as shown below:

Review the previous section for details on the wizard to create the purchase order. C. Purchasing special order items from the Special Orders tab of the purchasing screen The Purchasing Window contains a Special Orders tab that lists all the special orders and drop shipments that are not linked to a purchase order. 1.

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Go to Inventory > Purchasing and click on the Special Orders tab as shown below:

Purchasing

2.

Click on the Find (F5) button or hit the F5 keyboard key to list all the special order items the match the query option on the top of the window. All special order items will be listed if all the query options are disabled as shown above. Set any of the following query options to limit the special order list: a.

Enable the Vendor option to list only the special orders that are set to be purchased from the selected Vendor.

b.

Enable the Folder and the Include Subfolders options to limit the list to special order items from a specific folder group or subfolders. Review the Inventory Items > Adding and Deleting Inventory Folders section for more details on inventory item folders.

c.

Enable the Manufacturer option to list only items associated by a single manufacturer. The Manufacturer setting is found within the General tab of the inventory item.

d.

Enable the Purchase Method option and select a specific method to limit the special order lists to one of the Purchase Method settings - Drop ship, Replenishment, Sync Quantities and Associated. Review the Purchasing > Purchasing Methods section for more details on these options.

Note that the Find (F5) button must be clicked to refresh the list of items. 3.

Enable the Selected option (first column of item list) for each item you wish to place on the purchase order. Click on the Create P.O. button to link Selected special orders to a purchase order.

The special order list can be evaluated when the Create PO is launched from the main Inventory Purchasing window by enabling the View when creating purchase order option within the Inventory > Options > General tab. Review the Purchasing > Using the Purchasing Window to Create Purchase Orders for details on this option.

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Generic Special Order Items WARNING: The Special inventory classification will be discontinued in the future. This classification has the same functions as the Special Order classification in EBMS versions 7.4 and older. Special order items should be handled using the special order Purchase Methods. Review the Special Orders and Drop Shipped Items Overview for more details. The generic special order item (item classified as Special) is a inventory item used for miscellaneous special order items without creating individual inventory codes. This feature facilitates an alternative to entering a part number each time a special order item is purchased. EBMS allows the user to record and track these special order items within inventory in a similar way as a stock item, but does not require the tedious labor of creating unique inventory item codes for each special order item. The recommended method from special order items is to use unique inventory items rather than using a generic special order item. Note for EBMS version 7.4 users or older: The recommended method for standard special order items is to use special order purchasing methods rather than a specific inventory classification. The recommended way to configure a special order item can be any inventory classification such as Track Count, No Count, Serialized Item, etc with a special order Purchase Method. Review the following steps to create a replacement. Review the Special Orders and Drop Shipment Overview section for the alternative way to create items that were classified as Special Order in EBMS version 7.4 and older. A new inventory classification of Special is added that functions in the same manner as the Special Order classification in EBMS version 7.4 and older. This classification should be used for generic special order items only. The generic special order items should be used only in the following situations: 1.

The individual items are priced using formulas within the Pricing tab of the inventory item. The sales order pricing must be entered manually or derived from the cost entered into the purchase order .

2.

Each item is linked between the sales order and purchase order. The cost and description is copied from the sales order to the purchase order allows the user to use a single code for a variety of items.

------------------------------------------------------------------------------------------------------------------------------------------------------------------------------SCENARIO: A service station may need to order parts to repair a specific vehicle but they do not intend to stock, and may never order, the part again. An inventory item labeled Special Order Ford Parts would be created with an ID of SO-Ford. This inventory item is used for the thousands of different special order parts used within many different models of Ford vehicles. The Special Order feature connects the cost entered into the purchase order to the sale price on the sales order. For example, the special order inventory item described above – Special Order Ford Parts – may include the following items:

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•

24in Fan belt - Cost of $ 25.00

•

Rear passenger door window – Cost of $ 459.00

Purchasing

•

Driver door hinge pin – Cost of $ 2.75

Note that the costs of these items vary greatly. The system cannot use the FIFO (First in, First out) method as used in standard inventory items since each cost is connected to the specific part. It is important that the proper cost ($ 2.75) is calculated when the sales invoice is processed, selling the pin for $ 3.95 creating a gross profit of $ 1.20. Both the inventory value and the profit calculations for the invoice would be drastically wrong if the cost of the door window ($ 459.00) would have been used as the cost instead of the door hinge cost ($ 2.75). ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------The recommended method of tracking parts that are purchased and sold infrequently is to create individual part numbers instead of using the generic special order option. The generic special order item should be used sparingly since sales and purchase history, purchasing details, profit averages, and other sales specific history is not recorded. Complete the following steps to use a generic special order item: 1.

Create an inventory item with the classification of Special. Review the Inventory Items > Entering New Inventory Items section for details on this step.

2.

Set the Purchase method within the inventory item as Sync Quantities or Associated. Click on the Count tab and se the appropriate Purchase Method setting as shown below :

Review the Special Orders and Drop Ship Overview section. Review the Purchasing Special Orders section for details on creating purchase orders for generic special order items.

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Components and Accessories Components and Accessories Overview

Components and Accessories is an optional module. Review the Main > Optional Features > Optional EBMS Modules section of the main documentation for details on how to identify or add optional modules. The Components and Accessories tab of an inventory item facilitates the ability to associate other inventory items such as parts, assemblies, or raw materials to the item. These items can be associated to create an assembly kit, a materials list, a parts list for a manufactured item, or accessories (optional or standard) that are sold with an item. Assembly Kits Items can be associated in using multiple levels of components. For example, a hardware store may sell a set of tools that consists of multiple inventory items as shown below:

In the example above, all the tools can be processed using one inventory item (Tool Kit). If you sold just the Wrench set, the system processes all sub-components (2 in Wrench, ½ in. Wrench) as well or if the Screwdrivers item is sold, all the different screwdriver components are processed. However, if the Hammer, ½ in. Wrench, or Philips Screwdriver items are sold, no other items will be processed since these items do not include sub-components. The component is linked to a main item that is priced as a unit. For example, this option is used when the Tool Kit (as in our example above) is priced rather than each individual component. Inventory can only be recorded or tracked on the bottom level of the hierarchical list using this option. In the example above, inventory could be tracked on the following items since they do not have any components: Hammer, Philips Screwdriver, Large Straight Screwdriver, Small Straight Screwdriver, Toolbox, 2 in. Wrench, and ½ in. Wrench. Review the Adding Components to Create an Assembly Kit section for more details. Components within an assembly can be optional. For example, the hammer that is a component of the tool kit may be either a small hammer, a large hammer, or another option. The system can be configured to prompt the user to choose one of the optional components when the item is entered into the sales order or quote. Review the Optional Components or Accessories section for more details creating options. Manufactured Inventory An assembly is sold for a single price but the inventory is always tracked by the individual components. In the example shown above, there are never a number of Tool Kits in stock. The other limitation of the assembly method is that when an assembly is returned, the inventory is again maintained by individual components. The assembly method works fine for the tool kit because any tool can be removed from the kit and sold separately at any time. To use the assembly method for a piece of equipment that is welded together or a small shed that is built that cannot easily be disassembled, the manufacturing process is a better option.

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The manufacturing module is used when an item is assembled or manufactured from other inventory items. The manufacturing step allows the system to track counts on both the manufactured part and each component. For example, if the user prefers to track the number of tool boxes already assembled, the tool box inventory count must be increased at the time they were manufactured and the component count will be decreased. Review the Manufacturing section for more details on this process. Made-to-Order Kits The Made-to-Order (MTO) option within EBMS gives the user the convenience of combining the 2 step process of manufacturing and Sales into a single step.

The Manufacturing process should be used if a batch of products are made for stock or done ahead of the sale. The MTO process is ideal when items are individually manufactured based on a sales order. This process is ideal for customer furniture, sheds, equipment, or other items that are custom built based on the options selected within the sales order. Review the Made-to-Order Kitting section for more details on this process. Purchase-to-Order Kitting (PTO): This process uses the Optional Components feature to configure a custom pre-assembled item that is purchased as a unit from the vendor. The components may not be purchased or sold individually but are created to create the PTO item description, determine sales price, and/or calculate the cost of the PTO item. Review the Purchase-to-Order Kitting section for more details on this process. Adding Accessories The accessory option within EBMS allows the user to add accessories or options that are priced separately rather than assembled within the actual item. For example, the tool kit may contain a option that is priced separately, a printer may cause the system to prompt the user to add a cable, a custom shed may include a ramp that is priced separately, etc. These items are listed on a separate tab from the item's components. Review the Adding Accessories to an Item section for more details. Inventory Sets The components are linked together using a main inventory ID but each item is individually priced. In the example above, each tool would be priced individually but the entire set could be inserted into a sales invoice using a single inventory ID. The inventory counts would be processed the same way as when the user enters each individual item. Review the Adding Components to Create an Assembly Kit section for more details. Associating Items Associating multiple inventory items to a common inventory count can be accomplished using the component option within EBMS. Associating items should only be used if multiple item IDs are required for the same item. For example, two sales part numbers may identify the exact same item. Associated items should not be confused with substitute items, multiple unit-of-measure, or multiple vendor part numbers. Review the Associating Items section for more details on this option.

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Adding Components to Create an Assembly Kit An assembly kit is defined within EBMS as an inventory item that includes inventory components but the group is priced as a unit rather than an individual component.. Inventory components can be added to an inventory item at any time but the additional items will not take effect on sales orders and invoices that already exist. To add components to an Inventory Unit, go to Inventory > Product Catalog > Components tab and the following window will open:

The main item in which the components are placed must be a non-track inventory item classified as No Count or Service. Click the New button to add components to the list and the following window will open:

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Enter the following component information: 1.

Set the Type setting option as Single Component. Review the Optional Components or Accessories section for details on the Component with Options setting.

2.

Enter a component inventory Item ID. Click on the lookup button if you wish to select an inventory item from the inventory list. The Unit Cost will be copied from the component's latest cost. The Total Cost amount will equal Quantity * Unit cost. If you wish to enter sub-components (components within components), enter the new component ID, and continue through the new inventory item wizard. Add any sub-components to the component tab using the same steps that are listed above. It is possible to nest components within components for many levels if necessary. EBMS recommends that not more than five levels of components be created because of reporting limitations.

3.

Enter the Quantity of the components that are contained within the main item.

4.

Select the appropriate unit of Measure if it is applicable. Multiple units of measure should not be used within a component list if the main inventory item has multiple units of measure. Review the Materials Lists > Tips and Frequently Asked Questions > Using Unit of Measure Settings within a Materials List Header or Detail section of the sales documentation for more details.

5.

Click the Show on Printed Document option ON if you wish to default the component to show on printed documents such as the invoice, packing lists, or sales orders. The prices of each component will not show since the item is priced as a unit. The inventory item ID of the components will be inserted in the materials list and will not show on the main invoice. Review the Sales > Materials List section within the sales documentation for more details. This option can be changed on individual invoices by right-clicking on the materials list line and changing the Show on Printed Document option.

6.

7.

The user has two additional options if the Show on Printed Document option is enabled: 1.

Disable the Show Quantity on Printed Document option to suppress the quantity value within the materials list line.

2.

Disable the Show Unit of Measure on Printed Document option to hide (suppress) the materials list line's unit of measure value.

Click on the OK button to save the new component information. Repeat the steps listed above for each additional component.

Turn the Assembly Kit switch ON which will update the main item's cost to equal the total cost of all the components.

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Turn the Use this item's sales G/L for components option ON if the revenue from the sale of the assembly is to be posted to a common general ledger account recorded in the assembly's advanced tab. It is recommended that this option be turned OFF so that the revenue for each component is posted to the sales general ledger account associated with each component. This sales G/L is recorded in the advanced tab of each component. The Total Cost amount will calculate the total cost of all the components. Click on the Pricing tab and notice that the component total is copied to the Cost field. The Cost field cannot be edited if components are entered and the Assembly Kit switch is ON. Review the Sales > Materials list section of the sales documentation for instructions on using inventory assemblies within a sales invoice.

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Adding Accessories to an Item 1 Adding an accessory or accessories to an item is similar to adding a component. These accessories will be added and priced as separate lines within the sales order rather than placed within a materials list as components. Click on the Accessories tab of the item as shown below:

Add accessories to the Accessories list by clicking on the New button to the right of the list. The following screen will appear:

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The entries within this dialog are similar to the add option for components. Review the Optional Components or Accessories section for details on the Type option. Review the Adding Components to Create an Assembly Kit section for more details on the other options within this dialog. Note that the Show on Printed Document options do not appear on the accessory dialog since all accessories are listed as separate details lines within the sales order or quote. Clock OK to save and repeat for each accessory option for this item. The Insert Type option below the component list controls the way the accessories are inserted within the sales order or proposal.

• •

Select the Insert accessories with the item is entered option to insert the accessories into the document without prompting the user. Select the Insert Accessories on right click to make the accessories convenient but not to insert them without the user rightclicking on the item within the quote or sales order and prompting the system to insert the accessories.

Select one of the following two Default Quantity on Insertion options:

• •

Select the In Ratio with Parent Item to set the quantity of accessories based on the quantity of parent items. Quantity of accessories (on SO or quote) = Quantity on accessories dialog * quantity of parent item (toolbox in the example above.) Select the Fixed quantity to copy the Quantity of accessories dialog to sales order.

The other option is to select the first optional Insert Type and configure the accessories to be optional so a dialog appears each time the item is inserted in a document. Review the Optional Components or Accessories section for more details on this option. Accessories can also be displayed on an e-commerce website. Review the Review the Advanced Features > Displaying Accessories section of the e-commerce documentation for more details.

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Optional Components or Accessories The optional components and accessories option within EBMS allows the user to attach multiple options to a specific assembly or item. An equipment dealer may have options available for the piece of equipment that is being sold. The list of components within an assembly may have a combination of standard features (components) as well as options (optional components). Options such as color may or may not affect the price of the entire kit. The pricing options for the assembly may be based on the total cost of individual components or the base price of each component. Go into the Component tab of an item and click on the New button to add optional items. Complete the following steps: 1.

Click on the Components with Options Type option on the top of the dialog as shown below:

2.

Enable the Show on Printed Document option to show the item description within a sales order or proposal.

• •

Enable the Show Quantity on Printed Document option to display the quantity of items within the component list. Note that if the quantity of items on the component list is equal to one, the quantity will not show even if this option is enabled. Enable the Show Unit of Measure on Printed Document option to show the component's unit of measure setting. Note that these Show on Printed Document options do not apply to optional accessories since accessories are appended to document rather than placed within a materials list.

3.

Enter a Category label for the group of options. This label will be shown on the component list and also on the option dialog within the sales order.

4.

Click the Does Not Require Selection of an Item option ON to allow the user to select none of the options. This option should be OFF to force the user to select an option.

5.

List the optional components for the current category. a.

Enter the Quantity of the component option.

b.

Enter the Component ID code and the unit of Measure setting. The Unit price, extended Cost, and Base Price will be populated from the inventory item.

Repeat these steps for each component or accessory option.

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6.

Click on the item that you wish to default within any option dialog and click on the Set Default button.

7.

Click on the Default None button to default the options to (none). Repeat for any additional component or accessory groups. Click OK to save. Optional Components are used extensively when using the kitting options within EBMS. This gives the user the ability to select customizations or options within the sales order based on the customer's preferences. There are two powerful kitting processes that use the optional components settings: A. Purchase-to-Order (PTO): This option should be used when the custom special order item is purchased as a complete unit rather than assembled by the user. Review the Purchase-to-Order Kitting Overview section for more details on this process. B. Made-to-Order (MTO): This option should be used to sell a kit that has been purchased as individual components and assembled rather than assembled by the vendor. Review the Made-to-Order Overview section for more details on this process. Optional components can be associated with a product Attribute by using the optional product attribute module. Review the Product Attribute section for more details. Optional components can also be configured within an e-commerce site. Review the Advanced Features > Optional Components section of the e-commerce documentation for more details. Continue with the following section to set the optional component pricing.

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Optional Component Pricing Optional component pricing allows the user to adjust the price based on the optional components that are selected. This flexible pricing module can be used within EBMS in the following processes: A. Assemblies and Kits: Items may be priced based on the optional components created within an assembly. Review the Materials Lists > Entering Inventory Components to the Materials List section of the Sales documentation for more details. B. Made-to-Order Items: Items may be priced based on the optional components within a MTO item. Review the Made-to-Order Kitting > Inserting a MTO Item into a Sales Order section for more details on the pricing options within a MTO manufacturing match. C. Purchase-to-Order Items: Items may be priced on the optional components of a PTO item. Review the Purchase-to-Order Kitting > Overview of the PTO Process section for more details on configuring a PTO item. An inventory item with optional components can be priced using one of the following three methods. Two options have variable pricing and the 3rd is fixed pricing. 1.

The price is determined by the total of the base price of each selected component.

The base price for each selected component is totaled and copied to the Base Price entry within the Pricing tab of the assembly as shown below:

Select the From Component Base Prices option from the Markup/Margin option list. The Base Price will total the base prices of each default component listed in the Component tab. The prices will change if an optional component is selected that contains a base price that is not equal to the base price of the default item. The pricing may be rounded as shown in the example above. The Retail price does not equal exactly to the Base Price since the retail price is being changed by the rounding algorithm. Review the Pricing > Rounding Calculated Prices section for more details on rounding options. This option should always be used for purchase-to-order (PTO) items. Review the Purchase-to-Order Overview section for more details on configuring PTO items. 2.

The price is determined by the total cost of all the components selected.

The total cost of all the components listed in the Component tab is copied to the Cost entry within the Pricing tab. The cost total includes the cost of the default optional component. The Markup/Margin option should be set appropriately so the Base Price is derived from the Cost value as shown below:

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The assembly price will vary based on the cost of the optional component selected at the time of the sale. In the example above, the retail price will equal 40% above the cost of all the selected components. The Assembly Kit option must be enabled within the Components tab for this option to function properly. 3. The assembly price is fixed and is not affected by the options selected within the item. This is the standard pricing used for items without optional components. This option should be used to fix the price no matter what options are selected from the components tab. To accomplish a fixed place, go to Inventory > Product Catalog > Pricing and set the Markup/Margin option to (None) as shown below:

The Base Price value should be set to the desired price. It must be manually changed since the Base Price is not automatically calculated from any other value. Review the Pricing > Inventory Pricing Overview section for more details on pricing formulas and configuration.

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Associating Items Associating multiple inventory items to a common inventory count can be accomplished using the component option within EBMS as described below. Associating items should only be used if multiple item IDs are required for the same item. The following methods or dealing with multiple pricing, multiple vendor part numbers, or replacement or substitute items is far superior to use the associated items option. Review the options described below before implementing the associated item option:

• • •

Do not confuse Associated items with substitute or replacement parts. Review the substitute items section for more details. Use the unit of measure option within EBMS to create multiple prices for a single item or create multiple units-of-measure rather than associated items. Review the multiple unit-of-measure section for instructions on the UOM option. Do not use the associated item method to record multiple vendor part numbers. A list of vendor part numbers can be added to the purchasing tab. Review the multiple vendor part numbers for more details.

Complete the following steps to associate the secondary or duplicate part number with the inventory item that tracks the count or items on hand: 1.

Create an inventory item that is classified as track count or other perpetual inventory classification. This track count item will be identified as the main item for this documentation. See Inventory Item > Entering New Inventory Items for more details on creating a track count item.

2.

Create a second inventory item that will be associated with the first main item described in step 1. This item must be classified as No Count. Review the Inventory Items > Item Classifications for more details on inventory classifications. Launch the new inventory item wizard and complete the following steps

: a.

Select the desired folder and click Next. Review the Inventory Items > Adding and Deleting Inventory Folders for more details.

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b.

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Enter a description for the associated item. Note that the description must be entered for the associated item and can not be copied from the main item. Press Next to continue.

c.

The Classification of the associated item MUST be No Count since the inventory is not maintained in this item but the main item. The Purchase method and Gross Weight do not apply on the associated item record. Click Next to continue

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d.

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The cost amount can be ignored since the cost is copied from the main item. The Markup setting can be set to From Component Base Prices as shown above if the associated item's Base Price should equal the price of the main item. The price Formulas can be calculated from the cost, calculated from the Base Price, or using the price Formula for each price level. Review the pricing options in the Pricing > Price Formulas section of the documentation. Click Next to continue.

e.

Enter an Item Code for the associated item. Note that this code must be unique and can not be the same as the main item. Enable the I want to view the new inventory item now option so that we can associate the item immediately. Click Finish to open the inventory record as shown below.

f.

Click on the Components tab to add the associated item.

g.

Click on the New button to associate the main item by adding the item to the component list

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h.

Select the Single Component Type.

i.

Enter the main item into the Item entry.

j.

Disable the Show On Printed Document option to hide the main item.

k.

The Quantity should be done if the associating is one-to-one. Chance the Quantity if the association or secondary part number is a different unit-of-measure. Review the Tracking Counts > Unit of Measure section for more details on using the unit of measure option instead of associated items. The recommended association of items will set the Quantity to 1 and the unit of Measure to the main unit of measure setting on the main item. Click OK to save the component and return to the Component list.

l. 1.

Enable the Assembly Kit option highlighted above. Save the associated item by clicking the OK button.

Open a sales invoice and enter the associated item into the sales order as shown below:

Note that the main item is hidden under the associated item. Review the following sections for more ways to associate items or process multiple units of measure:

•

Substitute Items or replacement parts, review substitute items section

•

Multiple units of measure without multiple SKU numbers, review the multiple unit-of-measure section.

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•

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Multiple vendor part numbers, review the multiple vendor part numbers section for more details.

Component Formula Tool Component Formula Overview Component Formula Tools adds variable calculations to component lists rather than the standard fixed component list or bill of materials. This module is an extension of the Components Module of EBMS. Review the Components and Accessories Overview for more details on components. The inventory formula tool is a swiss-army knife option that allows nearly any value within the component list to be modified using a formula. The information from other components can be referenced within the formula. This option is used when variable dimensions are required to calculate a materials list or a component list or bill of materials within a manufacturing batch. The Component Formula Tool gives the user the option to create an inventory item with multiple dimensions, reducing the requirement to create a unique inventory ID for each possible dimension. This option is commonly used for custom inventory items with custom dimensions or options. The Component Formula Tool should not be used if each inventory item requires unique components and dimensions. This option adds additional data entry columns to the proposal and sales order dialogs that can be used by the component formulas. Additional data entry columns include multiple dimensions (both decimal and fraction), formula details, comments, and waste factor values. Formula Tools can store and calculate these values, dynamically translate between decimals and fractions, and replace keywords on the component list description. Component Formula Tools is a valuable add-on if it's possible to use an Excel formula to calculate a component value. The Component Formula option can be used to generate customized bill of materials for items with variable dimensions such as replacement windows, custom mill work, and custom doors. Combine this feature with the inventory management, quotes and proposals, and the materials lists within EBMS to create a powerful way to generate a list of materials for specific products. This option can also be used to sell variable length products such as metal panels used for roofing or siding. The component Formula option can be used to record the custom length of individual invoice or quote lines and general pricing based on these custom dimensions. The Component Formula can also be used to price, inventory, and sell other items such as custom buildings with variable dimensions. Custom storage sheds, pole buildings, or other simple building packages can be sold and calculated using this option. Multiple inventory items should be created within the EBMS product catalog for standard buildings. The Component Formula feature is a very flexible tool that can be used to solve a variety of complex needs. Contact your EBMS solutions consultant to determine the proper implementation steps for your situation. Complete the following steps to use the Component Formula feature: 1.

Setup the formulas for individual components within an item or setup stored formulas: review the Formula Setup section

2.

Configure Inventory settings for the finished good item: review the Inventory Settings section

Review the Entering Multiple Dimensions Within a Sales Order or Quote section for data entry instructions.

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Entering Multiple Dimensions Within a Sales Order or Quote Complete the following configuration steps before continuing with data entry:

•

Setup the formulas for individual components within an item or setup stored formulas: review the Formula Setup section

•

Configure Inventory settings for the finished good item: review the Inventory Settings section

Open the sales order dialog. Click on the Sales > Invoices and SOs from the main EBMS menu to open the following dialog:

Note the Feet and Inches columns present in the sales order when entering a linear dimension item onto an invoice. Enter the quantity of items being ordered into the Ordered column as shown above. Enter the length in feet plus inches into the Feet and Inches columns. If a value of 12 or higher is entering into the Inches column, EBMS will automatically divide by 12 and put the result into the Feet column; the remainder will be put into the Inches column. The same additional dimension columns are available within the proposal dialog of EBMS. Review the Purchasing Items with Multiple Dimensions section to use these dimensional columns to purchase items with multiple dimensions.

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Formula Setup Follow these steps to set up quantity and dimension calculations for items on a components list: Right-click on one of the component lines and choose View Calculation Formula from the menu to open the formula editor dialog as shown below:

1.

Enter an optional cutlist Report Name. Review the Cutlist Reports section for more details.

2.

Enter the Rounding value for the dimension calculations to round to the nearest multiple of this decimal. For example, to round to the nearest 1/4", enter 0.25.

3.

Enter the Width Formula, Height Formula, and 3rd Dimension Formula to populate the corresponding formulas on the components list. These formulas are often derived from a parent item's dimensions. For example, a window may contain a sash that's 2" narrower than the width of the window. The formula for the sash's width would be {Width}-2.

4.

Enter the Quantity Formula to calculate the quantity of the item that will appear on the components list. For example, a fence consuming 3 pickets for every foot of length would have a quantity formula of {Length} * 3

5.

Enter the Report Quantity Formula for cases where the inventory quantity and the number of pieces appearing on a cutlist differ. For example, two upright stiles on a window sash need to be cut from the same material, which is kept in inventory by the foot. In this case, the Report Quantity Formula would be two while the Quantity entry would determine the inventory consumption. Review the Cutlist Reports section for more details.

6.

Enter the Other Formula entry for formulas that affect dimensions not specifically listed.

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Stored Formulas It is much simpler to store it once and simply refer to it from every components list that needs it when multiple components lists use the same formula. Entering formulas is simpler and changes only have to be entered once. Select Inventory > Options > Formulas to store a formula:

1.

Enter a Key to create the ID of the formula. The ID must be all letters/numbers with no spaces.

2.

Enter a longer explanation of the formula's purpose into the Description column..

3.

Enter the formula into the Formula column, similar to the regular formula editor as described above.

To use a stored formula, enclose its ID in angle brackets in the formula editor. For example, a formula with an ID of WIDTH would be referred to as .

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Inventory Settings Complete the steps within this section to set up defaults for a finished good item with components calculated by formulas. Set up component formulas before continuing with this step. Review the Formula Setup section for details. Open an inventory item that contains component formulas and select the Parts Calculate tab as shown below:

1.

Enter the Waste Multiplier value in a decimal format. This value will increase the inventory consumed to account for waste. For example, a waste multiplier of 0.1 adds 10% to the materials list quantity. This setting is for items used as components on materials lists, not for finished goods. The remaining settings are for finished goods.

2.

Enter the Default Width/ Default Height/ 3rd Dimension settings. The dimension fields within a sales order or proposal will prepopulate with this information. Enable the Item Number on Invoice Detail option to populate the Line Number field on a components lists containing this item with the parent item's inventory ID, plus the next line number.

3.

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4.

5.

Enable the Replace Key Words in Item Detail option to replace a variable referred to by wrapping it in {curly braces} in an item's description with the value. For example, putting {Width} in an item's description would replace it with the value of the WIDTH variable in that component list line. Items by Size defines a placeholder item to go onto the component list. This item will be replaced by another item if its dimensions match the settings below. a. Enter the Custom Item inventory ID of the placeholder item. This needs to be specified on both the custom item and the items that can replace it. b. Enter the Width/ Height/ Dimension entries the custom item will replace, if one or more of its dimensions match the custom item's calculated dimensions. c. Enable the Random Width/ Random Height/ Random Dimension option to ignore this dimension when matching.

Setting default dimensions for an item that are used within the formulas.

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Purchasing Items with Multiple Dimensions The same dimension columns are available within the purchase order dialog of EBMS. Variable length inventory items that are stocked should be identified with individual inventory codes. The multiple dimension feature is used for special order items with variable dimensions. Review the Purchasing > Special Orders and Drop Shipped Items > Purchasing Special Orders section for instructions on creating a purchase order from a sales order.

Note the multiple dimensions columns with data copied from the sales order. Dimension changes should be altered within the sales order if values change. Review the Expenses > Purchase Orders section of the main EBMS manual for more details on the purchase order window.

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Linear Feet/Inches Calculation Mode Some customers sell items by varying linear length: for example, many sheet metal suppliers will roll and cut metal to the exact length a customer needs, and price the metal per linear foot. The Linear Feet/Inches Calculation Module adds linear dimension calculations and dimension-based pricing to EBMS, based on the fields and tools of the Inventory Component Formula Tools module. To set up a custom-length sheet metal item, follow these steps: 1.

Create a stored formula to calculate the feet of coil stock consumed by a panel.

2.

Create a new No Count item for the custom-length panel that will be sold to the customer.

3. Add the coil stock used for the panel as a component of the custom-length panel. Check the 'Assembly Kit' box at the bottom of the window.

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4.

Right-click on the coil stock component and select "View Component Formula..."

5.

Set the item's pricing formula to be based on linear dimensions.

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6.

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Set the item's pricing formula to be based on linear dimensions.

Review the information in the Entering Multiple Dimensions Within a Sales Order or Quote section for data entry within a sales order or quote.

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Manufacturing Overview of Kitting and Manufacturing The Manufacturing Module within EBMS is primarily used when items are manufactured or assembled rather than purchased in the same form they are sold. This module can also be used when creating inventory products from raw materials or assembling inventory kits or assemblies before the sale of the item. The manufacturing module utilities can be used to compile a bill of materials used to assemble or manufacture items, organize the manufacturing process of made-to-order products, and determine the materials required to build or manufacture items. The quantity of inventory items on hand is increased using the manufacturing process rather than by purchasing items through an expense invoice. The Manufacturing module also contains tools to associate the sales order to a specific manufacturing batch for made-to-order (MTO) items. The tools within the manufacturing module of EBMS are useful to accomplish the following processes:

• • • • • • •

To create inventory products from raw materials, sub-components, or parts: Review the Tracking Counts > Tracking Inventory Counts Overview section for more details on tracking perpetual inventory of finished goods or raw materials. To record a recipe or list of raw materials that is sold as a standard product or custom mix. To assemble inventory kits or assemblies before the sale of the item: Continue with this section to determine the manufacturing tools used to create finished goods. Review the Components and Accessories > Components and Accessories Overview section for assembly instructions at the time of the sale. To project the amount of raw materials, parts, or sub-assemblies required for a scheduled batch of finished goods: Review the Materials Resource Planning (MRP) using Purchasing Methods section for more details on the resource planning within EBMS. Build a Bill of Materials (BOM) or compile a materials list including costs needed to manufacture an item: Review the Components and Accessories Overview section for more details on creating materials lists. Organizing and scheduling manufacturing batches: Review the Batch Scheduling and MRP > Scheduling a Batch section for scheduling details. Create finished goods from the costs recorded within a job: Review the Job Costing documentation for more details on this option.

The EBMS software can be used to create stock products based on a batch or Job. Additional made-to-order (MTO) batches can be attached to the sales order document if the product is based on a customer's order. Review the Made to Order Kitting > Overview of the MTO Process section for more details on manufacturing batches that are scheduled after they are sold. The manufacturing process within EBMS can be accomplished using three different methods:

•

•

A simple manufacturing process can be used if the costs are derived solely by a predetermined list of raw materials and fixed labor costs entered in the inventory component list. Review the Creating a Batch > Creating a Simple Manufacturing Batch section for more details.

A more complex method can be used to create finished goods if the materials consumed list is not consistent. This approach to manufacturing should be used if the materials consumed are scanned or entered into EBMS at the time they are removed from inventory. Review the Processing a Batch > Manually Calculating Items Consumed section for more details on adjusting the materials consumed.

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•

The combination of the Job Costing and the Manufacturing modules should be used to track a more varied source of actual costs. This EBMS tool can be used to record and analyze the costs of a specific item, batch of products, or a specific line of products. The job costing combination must be used if some of the costs are derived from expense invoices and payroll timecards. Review the Job Costing documentation for more details on this option.

The Manufacturing module loses much of its usefulness if the user does not maintain perpetual inventory and track the total count of inventory items in stock. The Manufacturing module and the Inventory Component feature can accomplish the same thing, but they differ in a number of ways. For example, if the user is creating complete tool kits using the inventory component feature, the inventory count is tracked on each tool component at the lowest level. In the example below, inventory count would be tracked for the Hammer, Philips Screwdriver, Large Straight Screwdriver, Small Straight Screwdriver, Toolbox, 2 in wrench, and ½ in. wrench. No inventory counts would be tracked for the Tool Kit, Screwdrivers, and Wrench Set items if the Inventory Component feature is used. If the user wishes to track the counts of total assembled tool kits or wrench sets, the manufacturing module should be used. As tool kits are "manufactured" or assembled, the tool kit count is increased and the counts of all the components are decreased.

In summary, if the user wishes to assemble the tool kits at the time of the sale, the Inventory Components feature should be used. If the user wishes to assemble the kits prior to the sale at a predetermined date, the Manufacturing Module should be used. Review the Components and Accessories > Components and Accessories Overview section for more details on using the Inventory Components feature.

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The manufacturing process is done in batches. The user is required to enter the list of items that were manufactured as well as the date and other information. If the user enters information in the Manufacturing window and does not process the batch, the inventory counts are affected in much the same way as entering items in a sales or purchase order and not processing the order into an invoice. Continue with the next sections for more details on entering and processing a manufacturing batch as well as useful reporting and purchasing options.

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Creating a Batch Using Inventory Components for Manufacturing A Component list is used to define a standard list of materials used to manufacture a product. The component list may consist of other inventory items or may contain non-inventory items such as raw materials or labor. The predefined component list is an optional entry but can save a considerable amount of time if the materials used for the manufactured goods are consistent. The following example is the manufacturing of a dirt shovel. Open an item that is being manufactured and click on the Components tab as shown below:

1.

Click on the New button to add a new component.

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2.

Set the component Type to Single Component option for standard component lists. Review the Components and Accessories > Optional Components or Accessories section for details on the Component With Options setting.

3.

Enter the inventory Item, Quantity of components for each finish goods item, and unit of Measure.

4.

The Unit Cost is derived from the Cost value found in the Pricing tab of the item. The Unit Cost and Total Cost cannot be changed within this window. Right-click on the inventory Item entry and click on the lookup option. You can change the cost value in the pricing tab of the component.

Click the OK button to add the component. Click on the New button for any additional components.

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A component list may consist of raw materials or components but may also include fixed labor costs and miscellaneous costs. Review the Adding Miscellaneous Costs and Labor Costs to a Batch section for more details. The Additional Items option switch should be turned off when components are used within a manufacturing batch. Review the Creating Items with a Fixed Cost section for details on the Fixed manufacturing cost option. Click OK to save the component list. Go to Inventory > Manufacturing to manufacturing the finished goods (dirt shovel) from the components.

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The component list (items consumed) can be changed within the manufacturing batch. Any permanent changes must be made within the component tab of the finished goods item. Review the Processing a Batch > Manually Calculating Items Consumed section if the components are being recorded for the entire batch rather than per finished good unit. Note that an item within the materials list may contain components. You can create a component list within the Items Consumed list by selecting any component line that does not contain a ‘track count’ item. Press CTRL + += on the keyboard to create a materials list. The materials list within the Items Consumed list works in a similar manner as the sales invoice. Review the Sales > Material Lists > Creating an Inventory Unit within the Sales Invoice section of the sales documentation for more details. An EBMS user may wish to display component details within the Description of a serialized item that has been manufactured. This allows the ability to easily search, display, and print the component details from the item description. To enable this feature, complete the following steps from within the Manufacturing dialog:

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If an EBMS user wishes to always print the component details in the item Description of the Finished Goods this may be defaulted from within the inventory item Component dialog. Review the Component and Accessories > Adding Components to Create an Assembly Kit section for information on how to set this default.

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Creating a Simple Manufacturing Batch The Manufacturing window is the tool used to create new inventory or to process an assembly of inventory items. Go to Inventory > Manufacturing and the following window will open:

•

• • • • •

The Batch value is used to identify a specific manufacturing batch. Press the Tab key to automatically increment and set the next batch number. The user can manually enter the Batch code by entering an alphanumeric code that identifies the manufacturing batch. Go to the Inventory > Options > Manufacturing tab to change the Next Batch Number value. The User will default to the EBMS login name. This name should identify the user who entered and processed the batch information with EBMS. The Supervisor entry is to record the supervisor name for reporting purposes. This entry can be ignored if the supervisor information does not apply. Enter the date when the batch will be completed. The Batch Date is used for all general transactions and postings that are created at the time the batch is processed. This entry can be kept blank if the batch is not completed at the time of the data entry. A blank completed date will be set to the current date at the time the batch is processed. The Start Date is useful when the batch must be scheduled. Ignore this field if the batch information is being entered at the time that the product is manufactured. Set the Status of the batch. This value will be changed to Completed at the time the batch is processed. The status options can be changed or additional options can be added. Review the Manufacturing Batch Status section for instructions on adding or changing status options.

Enter the Finished Goods that are being manufactured.

• •

Enter the Quantity of the finished goods being manufactured. The Quantity value affects the whole good’s Net Ordered in the count tab of the inventory item. Review the Tracking Counts > Inventory Item Count section. Enter the quantity that was Manufactured. This quantity should be zero until the inventory is manufactured or until the materials needed to manufacture the items have been pulled from inventory stock. The Manufactured quantity must equal the Quantity column before the batch can be processed. The Manufactured quantity affects the total inventory on hand in the Inventory > Product Catalog > Count tab. Complete the following steps to always copy the Quantity amounts to the Manufactured column: 1.

Select Inventory > Options from the main EBMS menu.

2.

Click on the Manufacturing tab of the options dialog.

3.

Turn the Default Manufactured Quantity to equal the Quantity amount switch ON.

This option is useful if the user enters the manufacturing batch after the items have been manufactured.

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• • •

Enter the finished good’s Inventory ID that is being manufactured. This inventory item must be classified as Track Count or other perpetual classifications such as Serialized items or Special Orders. All items such as No Count or Service classifications cannot be manufactured. The Unit cost and the Cost columns cannot be changed by the user. The Unit cost value is calculated from the total of the Cost column within the Items Consumed list. The Cost value equals the total of the Total Costs column. Review the Cost (G/L) and Cost (Pricing) Values section if the Cost (G/L) and Cost (Pricing) columns appear.

The Items Consumed list is compiled for each individual list found in the Finished Goods list. Click on any Finished Goods line to view the list of components in the Items Consumed list. The list will either show: A.

A list of inventory items copied from the component tab of the inventory item. Review the Using Inventory Components for Manufacturing section for details in creating a component list for a finished goods item.

B.

A single line with a Quantity of 1 with no inventory code. The Unit price will default to the last cost recorded in the inventory tab of the finished goods item. Open the finished goods item in Inventory > Product Catalog and click on the Pricing tab to view the Cost value.

The user can add components to the Items Consumed list or change the contents of the list. The contents of the following columns can be changed by the user:

•

The Quantity column reflects the amount of each Item Consumed that is contained within each Finished Goods item.

EXAMPLE: If 5 tool boxes are being manufactured and each tool box contains 2 screwdrivers, the Quantity should equal 2 since there are 2 screwdrivers in each tool box. Do not enter an amount of 10 into the Quantity column since the total amount is reflected in the Total Quantity column.

• • • • • •

•

The Total Quantity column reflects the total number of items consumed for the total Quantity entered in the finished goods list. Total Quantity = Quantity of Finished Goods * Quantity of Items Consumed. If the Inventory ID is blank, no transactions will be created. Transaction details are described later in this section. Right-click on the Inventory ID and select lookup from the context menu to view component details. Review the Tracking Counts> Unit of Measure sections for details on the Measure column. The Unit cost column reflects the cost value within the Product Catalog > Pricing tab if the quantity Manufactured is zero. The Unit cost equals the perpetual cost of the Item Consumed if the Total Consumed column contains a value. Cost column = Quantity * Unit cost. Total Costs column = Total Consumed (Column may be hidden) * Cost. The Total Consumed column equals the Total Quantity if the Calculate Consumed Totals is turned ON. Review the Processing a Batch > Manually Calculating Items Consumed section for details on the Calculate Consumed Totals switch and changing the Total Consumed columns. Review The Cost (G/L) and Cost (Pricing) Values section if the Total Cost (G/L) and Total Cost (Pricing) columns appear. Print column - Right click on each item in this column and select Show on Printed Document to append the component descriptions to the Finished Goods. This enables the ability to easily search, display, and print the component details from the item description.

Repeat the steps listed above for each item that is being manufactured. It is recommended that you adjust the widths of the invoice detail columns to your specifications. Review the Features > Column Appearance section in the main documentation for more details. Select File > Save from the manufacturing window menu to save the batch. The inventory counts of both the finished goods and the consumed items are updated when a batch is saved. An un-processed saved batch has the same affect to inventory as a purchase order and a sales order. No general ledger transactions are created until the batch is processed. Right-click on any finished goods or consumed items Inventory code columns and select Lookup from the context menu after the batch has been saved. Click on the count tab to see the affects to the inventory counts. Select File > New to enter a new batch. Select File > Copy Batch to make a duplicate of a previous batch. This function can save time when batches are similar and can be copied rather than reentered. Continue with the following section for more detailed instructions on the manufacturing batch window.

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Separate Cost (G/L) and Cost (Pricing) Values EBMS allows the user to calculate and maintain two different values for the finished goods that are manufactured within the batch screen. These different values are useful when the user does not want to increase the inventory general ledger asset value recorded within general ledger with costs that have been expensed such as labor or miscellaneous costs. Do not use this option without consulting your accountant or an EBMS consultant. The book value (G/L) \cost column and (Pricing) columns will not appear unless the Only increase the inventory asset… option is selected as shown below. Select the View > Advanced option from the manufacturing batch menu to set this option.

The value of this setting is copied from a global setting when the inventory batch is created. Go to Inventory > Options and click on the Manufacturing tab to set the default global setting as shown below:

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The Only increase the inventory asset G/L value option should only be used if the cost used for pricing purposes is more than the book value posted to general ledger. This option will cause a pair of costs columns (Cost (G/L) and Cost (Pricing) to appear within the Inventory > Manufacturing window as shown below:

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When the first option is selected, the Costs (G/L) columns found within the manufacturing batch screen will only include the value of ‘track count’ items (items classified as ‘Track Count" or other perpetual items). Items classified as ‘No Count’ or ‘Service’ will not be included in the Cost (G/L) and the Total Cost (G/L) totals but are included in both the Cost (Pricing) and Total Cost (Pricing) columns. The recommended setting is the Increase the inventory value by the total of all materials option.

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Viewing or Changing a Batch All batches either processed or unprocessed can be viewed by selecting File > Open from the manufacturing menu.

Click on the All option to list all batches including those which have been already processed or select the Unprocessed option to list only those that have not been processed. To view the batch details, highlight the appropriate batch and click the Select button. You can also double-click on a batch line with the mouse to select it. All the batch information can be changed at any time if the batch has not been processed. If the batch has been processed, the completed date, quantity, inventory items, and cost information cannot be changed. A batch must be unprocessed to change batch information for a batch that has been processed. Review the next section, Proceessing a Batch > Unprocessing a Batch, for more details on changing data in a processed batch. To view all the unprocessed batches based on status or scheduled date, select the Unprocessed option in the batch list and click on the Status or Scheduled Date columns titles.

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Manufacturing Batch Status The manufacturing batch status setting is used to identify the status of the manufacturing process for the current batch. These user defined status settings may define the multiple steps within the manufacturing process. Complete the following steps to create or change the manufacturing batch status list: 1.

Select Inventory > Options from the main EBMS menu and click on the MFG Status tab as shown below:

2.

Add Status options to the list. Use the Ctl + Insert or Ctl + Delete keys to delete or insert Status options.

3. Click on the Move Up or Move Down buttons to order the manufacturing Status settings in chronological order of the manufacturing process. 4.

Click OK to save.

Open a Inventory > Manufacturing batch or the Inventory > Manufacturing Schedule from the EBMS menu to set the Status settings.

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Manufacturing batches can be queried by Status Query Settings within the Manufacturing Schedule dialog. Review the Batch Scheduling and MRP > Scheduling a Batch section for more details on the Manufacturing Schedule dialog. Review the Viewing or Changing a Batch section for more details on changing batch settings.

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Adding Miscellaneous Costs and Labor Costs to a Batch Labor and other miscellaneous costs are added to the cost of the Finished Goods using inventory items that are classified as "Service" or "No Count". Labor Costs These costs are applied to a manufacturing batch using predetermined labor cost rates that are entered into an inventory service item. Job costing is an optional EBMS module that can be affective in a manufacturing environment. Review the Job Costing > Overview section of the Job Costing Manual for more details on posting actual labor costs to a manufacturing job or batch. An existing labor inventory item that is used to invoice hourly labor costs can also be used to add labor to a manufacturing batch. Create a new inventory item classified as Service if a labor item is needed. Review the Inventory Items > Using the Inventory Module for Non-Inventory Items > Using Inventory Items to Identify Service Items section for more details about creating new inventory items classified as "service".

The inventory item should contain an appropriate description and be classified as Service. 1.

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Click on the Pricing tab as shown below. Enter the hourly labor cost into the Cost entry.

Manufacturing

2.

Click on the Count tab to create multiple units of measure options. This allows the user to use other labor units of measure such as hr – hours, min – minutes, and/or day – for days. Complete instructions below:

3.

Enter hr into the Main Unit entry field.

4.

Click on the New button to open the new Unit of Measure dialog and enter the following information: a.

Enter min in the Unit of Measure entry.

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b.

Set the multiplier option to smaller.

c.

Enter There are 60 min in each hr value.

Click the OK button to save and repeat for any additional user of measure settings. Review the Tracking Counts > Unit of Measure > Unit of Measure Overview section for more details on inventory unit of measure settings. 5.

Click on the Advanced tab of the labor inventory item.

6.

The Sales general ledger account can be ignored if this item is not sold. 7. Set the Purchase and Inventory G/L accounts. The inventory debit transaction created for the labor item consists of the Inventory Variance general ledger code and the last 3 digits of the Purchase G/L code. Review the Tracking Counts > Inventory Variance section for more details regarding the inventory variance account.

8. Enter the Manufacturing Offset general ledger account. The credit side of the transaction will be created using this account. No general ledger account balances will be affected if the Manufacturing Offset equals the Inventory Variance and Purchase department general ledger accounts. Review the Creating Items with a Fixed Cost section for more instructions about a manufactured item with a fixed cost.

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Creating Items with a Fixed Cost The manufacturing system within EBMS contains an option to preset a fixed cost of finished goods rather than calculating the total cost of the items consumed (raw material). This option is useful in the following situations: 1.

To determine the income for a manufacturing division of a company. The difference between the perpetual cost of the raw materials and the fixed cost of finished goods is considered the income for the company profit center that manufactures the finished goods.

2.

To maintain a consistence value of finished goods. The commissions calculated on the profit of individuals' sales are consistent if the cost of the finished goods is fixed. Invoice gross profit reports will be easier to analyze if the cost of products do not fluctuate dramatically. The user may base the fixed value on the cost of the same product from a vendor or distributor.

The following whole goods item (Dirt Shovel) contains a manufacturing adjustment component (MM) to create a fixed cost of $21 as shown at the bottom of the following dialog:

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Complete the following steps to configure a whole goods item with a fixed cost: 1.

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The first step is to create an inventory item. Complete the following steps to create an inventory adjustment item:

a.

Create an item with a basic description and appropriate Item code. Review the Inventory Items > Entering New Inventory Items for more details on creating new Inventory items.

b.

Classify the adjustment item as No Count or Service.

c.

Set the following general ledger codes within the advanced tab of the adjustment item:

Manufacturing

2.

d.

The Sales general ledger account can be ignored if this item is not sold.

e.

Set the Purchase and Inventory G/L accounts. The inventory debit transaction created for the adjustment item consists of the Inventory Variance general ledger code and the last 3 digits of the Purchase G/L code. Review the Tracking Counts > Inventory Variance section for more details regarding the inventory variance account.

f.

Enter the Manufacturing Offset general ledger account. Credit transactions will be created to offset the additional inventory value created when the manufacturing batch is processed. Inventory Value of Finished Goods = Cost of Raw Materials (item’s consumed) + manufacturing offset. This general ledger account will be used only for the purpose of recording credit transactions for the manufacturing profit center if a manufacturing profit center is created (situation #1 discussed above). Set this account to the standard Inventory Variance account if no profit center is being used (situation #2).

Insert a new adjustment inventory item into the component list of the finished goods that contains the fixed costs.

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Review the Components and Accessories > Components and Accessories Overview section for detailed instructions on adding components to an inventory item. 3.

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Enable the Fixed manufacturing cost of $xx.xx option located below the components list.

Manufacturing

4.

Set the Adjust cost in item option to the manufacturing adjustment item by clicking on the down arrow to selecting the appropriate inventory item. Only the inventory items that are not classified as Track Count will show on the drop-down list.

5.

Disable the Update from Purchases option if the fixed cost should never change. This option is found in the Pricing tab of the finished goods item.

The Fixed manufacturing cost of $xx.xx on the Component tab is copied from the Cost field within the Pricing tab. This value is updated when this item is purchased from another vendor if the Update from Purchases option is enabled. Click OK to save changes. 6.

Create a manufacturing batch as shown below:

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The system enables the Fixed Cost option on the Finished Goods line of the batch. Notice that the system applied a Unit cost of $9.00 to the manufacturing adjustment item on the last line of the Items Consumed list. Since the unit cost of the dirt shovel is set at $21.00, the difference of the total of the Items Consumed ($6.40 + $4.50 + $11.00) is $9.00. If the unit cost of the shovel blade increases, the manufacturing adjustment item decreases to maintain a fixed cost of $21.00. There may only be one adjustment item within a manufacturing batch. Review the Manufacturing > Processing a Batch > Processing a Batch for details on processing the batch. Creating fixed Cost Finished Goods without inventory components A Finished Goods item with a fixed cost can be created without using inventory components. Enter an item that is being manufactured and is classified as "Track Count" into the Finished Goods list. If the item does not have components, a single line will appear in the Items Consumed list as shown below:

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1.

Replace the existing line in the Items Consumed list with the raw materials or parts used to manufacture the Finished Goods. You must enter a minimum of one "no count" item into the Items Consumed list before you enable the Fixed Cost option.

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2.

Enable the Fixed Cost option on the Finished Goods line by clicking on the Fixed Cost column field. The following message will appear if there is a single item in the Items Consumed list that is classified as No Count:

3.

Click on the OK button to continue. The following selection dialog will appear instead of the previous message if there are multiple "no count" items within the Items Consumed list:

4.

Select the item that becomes the variable cost adjustment from one of the multiple "No Count" options by clicking on the drop-down option and selecting the item that is classified as Service or No Count. Click OK to continue. Note that only one "No Count" item can be designated as the variable cost adjustment item.

Manufacturing

Multiple Warehouses The Warehouse setting on the manufacturing window shown below will only appear if the optional EBMS Multiple Warehouse module option is installed. The Warehouse option on the header of the manufacturing batch is used to set the Warehouse column of both the Finished Goods list and the items Consumed list.

The Finished Goods Warehouse setting identifies the destination warehouse of the Finished Goods. The Consumed Items Warehouse setting identifies the warehouse location that contains the items to be consumed. The Warehouse setting will be replaced with the Finished Goods Warehouse and Consumed Items Warehouse settings if the Set consumed items warehouse to equal finished goods warehouse option is enabled. To enable this option go to Inventory > Options > Warehouses setting as shown below:

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The Default Consumed Items Warehouse appears when the Set consumed items warehouse to equal finished goods warehouse option is disabled. The Default Consumed Items Warehouse setting is copied to the Consumed Items Warehouse setting within the manufacturing batch. Keep this setting blank if the raw materials (consumed items) are not located in a common warehouse. Review Multiple Location documentation for more details on multiple warehouses including the other options shown on the Warehouses option tab.

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Batch Scheduling and MRP Scheduling a Batch EBMS includes tools to view a list of batches based on user defined query settings. This dialog gives the user the ability to change manufacturing batch settings such as schedule dates and the batch status from a list view. Complete the following steps to schedule batches within the Manufacturing Schedule dialog: 1.

Select Products > Manufacturing Schedule from the main EBMS menu to open the following dialog:

2.

Enable the Query Settings that identify the batches that should be visible on the list. a. Enable the Status setting and select the desired Status setting from the drop down list. Often the Pending or In Progress status options are used in this context. b. Enable the Start Date or End Date schedule options to query batches based on a schedule date. Set the date range of these scheduled dates. Disable all of the Query Settings to view all batches and set the appropriate dates. Review the Schedule Dates section for more details on the batch dates. c.

Enable and set additional query settings: i. The Warehouse setting will only appear when multiple inventory locations are present. Review the Multiple Inventory Location Management section for more details. ii. The Supervisor setting is a free form setting used for query purposes. iii. The Job option is present only if the Job Costing module is included. Review the Job Costing documentation for more details on job settings.

d. Use the Query button for advanced queries on settings that are not shown on this list. Review the Standard Features > Advanced Query Options section of the main documentation 3.

Click on the Find(F5) button or press the F5 key on your keyboard to populate the batch list based on the select query settings.

4. Hide the batch columns that are not needed or relevant. For example, the user may hide the End Date column since all scheduling may be done from the Start Date. Review the Standard Features > Column Appearance section in the main documentation for details on hiding columns. 5. The general settings within the batch list can be changed within the table. This feature allows the user to change schedule dates, warehouse settings, jobs, and the batch status from a list rather than viewing individual batches. 6. Select a specific batch from the list and click the View Batch button to view batch details. Review the Creating a Batch > Creating a Simple Manufacturing Batch section for more details on batch details. 7.

Click Close to close the Manufacturing Schedule list. Note that Query Settings will be saved when the list is reopened.

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Schedule Dates The manufacturing batch contains various dates. Some of these dates are used for scheduling and others are used for accounting or reference purposes.

The Batch Date is used for accounting purposes. All accounting transactions are dated using the Batch Date. Review the Processing a Batch > Processing a Batch section for more details on the G/L transactions created when a batch is processed. The Entry Date is used as a reference of when the batch was created. This date is for reference purposes only. The Start Date should reflect the scheduled date of the batch. This date is often used within the MRP (materials resource planning) process. Review the Scheduling a Batch section for more details on scheduling manufacturing batches. The End Date may be an alternative schedule setting. This optional date is often used to schedule a batch that spans multiple days

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Materials Resource Planning (MRP) Using Purchase Methods The EBMS software contains many tools to manage inventory stock levels. These tools are used to purchase raw materials, parts, or other product required to manufacture an item or create a mix. The following steps are prerequisites before continuing with the MRP step: 1. Create inventory items within the EBMS product catalog for the finished goods as well as the sub-assemblies or raw material. Verify that the default Purchase Method is set within each item. Items that are ordered from the supplier after the manufacturing batch is created should contain a Count tab > Purchase Method setting of Sync Quantities or Associated like a special-order item. Items that are stocked and purchased before the manufacturing batch is created should have a Count Purchase Method of Stocked. Review the Purchasing > Purchase Methods section for more details on different purchase methods. Review the Product Catalog > Entering New Inventory Items section for more details on creating product records. 2. Create a bill-of-materials (BOM), mix, or component list for the finished item. Note that optional components can be configured within a component list. Review the Components and Accessories Overview section for more details on creating these materials lists. 3.

Create manufacturing batches for the planned finished goods as shown below:

Only populate the Quantity column of the Finished Goods list and let the Manufactured column blank. Review the Manufacturing > Creating a Batch > Creating a Simple Manufacturing Batch section for more details. 4. Set the proper Purchase Method as shown within the circled settings shown above. Items that are ordered from the supplier after the manufacturing batch is created should contain a Count tab > Purchase Method setting of Sync Quantities or Associated like a special-order item. Items that are stocked before the manufacturing batch is created should have a Count > Purchase Method of Stocked. The default Purchase Method can be set within the Count tab of the product record so the setting does not need to be set within the batch. Review the Purchasing > Purchase Methods section for more details on different purchase methods. 5. Enter the Start Date or other batch dates to schedule the batch as shown above. Review the Schedule Dates section for more details on batch dates. 6. Manufacturing dates and other information can be changed from a batch list. Review the Scheduling a Batch section for more details on the batch scheduling tool. The purchasing process of the parts or raw material used within the manufacturing batch should only be attempted after the manufacturing batch is entered including the Consumed Items. Open the Purchasing tool for the first step in the MRP process by selecting Product > Purchasing from the main EBMS menu as shown below:

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The materials resource planning (MRP) process within the purchasing window depends on the source of the Consumed Goods within the batch. A. Items that are in stock: Use the Purchasing tool to maintain inventory stock levels. Click on the Create > Purchase Order option to create a purchase order for items needed for manufacturing. Review the Creating a Batch > Purchasing the Required Materials section for details on how to create a purchase order based on the stock level settings needed raw materials. B. Items that are manufactured as sub-assemblies or sub-mixes: Use the Purchasing tool to maintain inventory stock levels of manufactured items as shown above. Select Create > Manufacturing Batch from the purchasing window instead of the Create > Purchase Order option. C. Items that are special ordered from the supplier after the manufacturing batch is created: Unlike options A & B, the Special Orders tab allows the user to query batches based on the manufacturing batch's Start Date to only identify the batches scheduled within a user specified date. Complete the following steps to create purchase orders for items that special orders for specific manufacturing batches: 1.

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Click on the Special Orders tab within the Products > Purchasing tool as shown below:

Manufacturing

2. Enable any query options such as the Vendor option to only show the items for a specific Vendor, Folder, Manufacturer, or Purchase Method. Review the Purchasing > Special Orders and Drop Ship Items > Purchasing Special Orders section for more details on this purchasing tool. 3. Enable the Only Include Ship Dates Within __ Days option to only list the items that are needed in the next __ days. For example, if the user enters 14 Days the system will ignore any manufacturing batches that are scheduled in the future beyond 14 days. 4.

Click Find F5 to list all the items within the selected query settings.

5.

Select the items to purchase but clicking on the Selected column. Click Select All to order all items.

6. Click Create PO to create a purchase order for the selected items. Special order details lines that are purchased on a purchase order will be removed from the Special Orders list. Review the Purchasing > Special Orders and Drop Ship Items > Purchasing Special Orders section for more details on the purchasing process. The EBMS software will list all consumed items entered within all manufacturing batches unless batches are queried by the batches' Start Date within the Special Orders tab. It is recommended that the user wait to enter and schedule manufacturing batches until the consumed items that are stocked should prompt the purchase of the inventory items. For example, if the Finished Goods within a batch are not needed for a few months, the batch should not be entered until the Consumed Goods, parts, or raw material should affect the purchasing process. Review the Purchasing > Inventory Stock Level Settings section for more details on how sales orders and manufacturing batches affect the purchasing process.

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Processing a Batch Manually Calculating Items Consumed A Calculate Manufactured and Consumed Quantities option is located at the bottom of the manufacturing window as shown below:

This option is defaulted ON. When this option is enabled, the Items Consumed list is created from the components within a Finished Good’s component tab to simplify the data entry process. The component approach works well if the finished goods item contains a consistent list and quantity of components. The Calculate Consumed Totals option should be disabled if the user prefers to manually list the items consumed to create a batch of finished goods. Verify that the Consumed HxM column in the Items Consumed list is visible as shown in the example above. The column will equal the Manufactured quantity in the Finished Goods list times the Quantity in the Items Consumed list. Click on the Calculate Consumed Totals to disable the option. The user should now manually enter the individual quantities consumed total. This column will no longer be calculated based on any other value within the window. The user may wish to scan all the Items Consumed using a bar code scanner to insure accurate inventory. The user may want to adjust the Total Consumed values rather than manually entering the quantities. For example, if an extra wooden handle was used (6 HANWOO instead of 5), the user will want to increase the Total Consumed by one handle. This adjustment may be necessary if a handle was damaged. The Quantity column cannot be incremented since this value identifies the number of handles per shovel. Complete the following steps to make this adjustment: 1.

Enter the total number of Finished Goods in the Manufactured column.

2.

Disable the Calculate Consumed Totals option.

3.

Click on the No button so the Total Consumed totals are not cleared.

4.

Adjust the quantities consumed.

Review the Processing a Batch section for details on processing the batch.

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Processing a Batch Inventory general ledger transactions are not created until a batch is processed. The only inventory counts affected by batch entry before the process are the Manufacturing fields located in the Inventory > Product Catalog > Count tab as seen below:

These manufacturing fields are affected in a similar manner as the S.O. and P.O. values contained in the Count tab. A batch can be changed or deleted as long as the batch is not processed. A batch is processed within the manufacturing window as shown below:

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A batch should not be processed until the manufacturing process is completed. Select Process > Process from the manufacturing window menu to process a batch. An alternate way of processing is by hitting the CTL + P keys on the keyboard. The process step affects the following information.

• • • • •

The Completed Date will be set to today’s date if the entry is blank. The Status field within the manufacturing window will be set to Completed. Review the Manufacturing Batch Status section for more details on the manufacturing status options. The inventory Count for all Finished Goods will be incremented and the manufacturing fields within the Inventory > Product Catalog > Count tab will be decreased. The inventory Count for all Items Consumed are decreased and the manufacturing fields within the Inventory > Product Catalog > Count tab will be decreased. The following general ledger transactions are created if the Inventory > Options > General tab > Inventory Method option is set to Perpetual. General Ledger Account of Finished Good items Debit / Credit Inventory asset account of each Finished Good that is being manufactured - Debit Inventory variance account within Finished Good item + department code From the Purchase G/L code - Credit General Ledger Account of Items Consumed

Debit / Credit

The following transactions are created for all track count inventory items: Inventory asset G/L account - Credit Inventory Variance account - Debit The following transactions are created for no count and service items: Inventory Manufacturing Offset - Credit Inventory Variance account - Debit

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No Transactions are created for lines with no Inventory ID. All General Ledger Accounts are found in the Advanced tab of the Inventory Item. The general ledger transactions must be posted from the inventory module before the general ledger account balances or the inventory history year pages are updated. This optional EBMS module is not included on all versions of the EBMS software. Review the Features > Optional Features > Optional EBMS modules within the main documentation for specific instructions used to identify or add optional modules.

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Unprocessing a Batch If a manufacturing batch is voided or unprocessed, negative transactions are posted to the general ledger to void the transactions posted when the batch was processed. The user can change the batch and reprocess or can delete the batch after the batch is unprocessed. A batch may need to be voided for the following reasons:

•

Invoice information was entered incorrectly and data needs to be changed such as a wrong quantity, cost, or inventory code. A batch should not be unprocessed after items have been sold.

•

The batch was accidentally processed.

•

A processed batch cannot be deleted directly but first be unprocessed and then deleted.

To un-process a batch, open the batch to void. Review the Manufacturing > Creating a Batch > Viewing or Changing a Batch section for further details on viewing a batch.

Select the manufacturing menu option - Process > Unprocess or press Ctrl + U on the keyboard. Note that you will not be able to unprocess a batch processed within a fiscal year or month that is closed. If it is not possible to unprocess the batch, enter a negative batch to offset the transactions created by the original batch process.

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Made-to-Order Kitting Overview of the MTO Process The Made-to-Order (MTO) option within EBMS gives the user the convenience of combining the 2 step process of manufacturing and Sales into a single step.

The Manufacturing process should be used if a batch of products are made for stock or done ahead of the sale. Review the Manufacturing > Overview of Kitting and Manufacturing section for more details on the manufacturing process. The MTO process is ideal when items are individually manufactured based on a sales order. This process is ideal for customer furniture, sheds, equipment, or other items that are custom built based on the options selected within the sales order. Complete the following steps to set up an MTO item: 1.

Create an inventory item using the same steps as any other item with exception of the Made to Order option that is located within the 2nd page of the wizard. Note that an MTO item must be classified as Track Count, Serialized Items, or other perpetual inventory classification.

Review the Inventory items > Entering New Inventory Items section for more details. 2.

Enter the components including options within the MTO item. Review the Components and Accessories > Adding Components to Create an Assembly Kit or Components and Accessories > Optional Components or Accessories sections for more details on adding components or options.

3.

Insert the MTO item within a sales order or proposal. Review the Inserting a MTO item into a Sales Order and Adding a MTO item within a Proposal sections for more details.

4.

Process the sales order or manufacturing batch. Review the Processing a MTO Batch for more details.

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Inserting a MTO item into a Sales Order Many of the advantages of an MTO item become evident when the user adds an MTO item to the sales order. Adding a MTO item in a Sales Order Open a sales order and insert an MTO item as shown below:

The item shown above - TOORACK is identified as a MTO item because the Made to Order option within the Components tab is enabled. A made to order dialog appears when an item is entered within the sales order with the following options:

• •

Click on the Manufacture Item button to create a new manufacturing batch. This is the standard option that should be used unless a stock item is available that matches the customer's needs. Click on the Select Existing button to pull the item from existing stock. This will list any manufacturing batches that have not been sold or any MTO items that were created from a sale that was deleted. Click the Cancel button to pull stock from inventory rather than select from any past MTO batches.

The manufacturing batch will open if the View Manufacturing Batch option is enabled as shown below:

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Any changes to the Items Consumed should be made to match the custom MTO item. Review the Manufacturing > Creating a Simple Manufacturing Batch section of this manual for more details on the settings within a manufacturing batch. Select File > Close from the batch menu to close the MTO batch screen. Note that the Quantity, Unit Price, and Description is copied from the manufacturing batch unless the Update Description From Manufacturing Batch is disabled. Right-click on the detail line of the sales order to view the following context menu options: The Description within the sales order is copied from the finished good Description and the Descriptions from the Items Consumed list. The Item Consumed descriptions are defaulted to show based on the Show on Printed Document options set within the component list properties. Review the Components and Accessories > Optional Components or Accessories section for more details on showing component descriptions, quantities, and unit of measure settings. The Quantity and Unit Price is copied from the invoice but can be changed within the manufacturing batch. The unit Price of each Item Consumed is prorated within the Item Consumed list in a similar manner as a materials list. Changing quantities or unit pricing for individual items will change the Finished Good's Unit Price. The Unit Price can be altered as well and the change will be reflected by prorating each of the items within the Items Consumed list. Review the Components and Accessories > Optional Component Pricing section for more details on variable pricing based on the optional components chosen for the MTO batch. Since the Unit Price and Description are copied from the batch, a sales order's description and price may be altered by connecting to another MTO batch. Creating a Manufacturing Batch for a MTO item without the Made to Order option enabled within the item Any track count inventory item can be manufactured from the sales order even if the Made to Order option is disabled within the component tab. Enter an item that is classified as Track Count, Serialized items, or any other perpetual inventory classification. Right-click on the detail line of the sales order and select Made to Order as shown below:

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The same dialog will appear that automatically appears if the Made to Order option is enabled within the Component tab of the inventory item.

Select the Manufacture Item button to create a new manufacturing batch or click on the Select Existing to attach to an existing batch.

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Processing a MTO Batch A MTO manufacturing batch can be processed anytime before the sales order is processed into an invoice. Right-click on the detail line of the sales order and select Process Manufacturing Batch from the context menu to process the batch.

The batch can also be processed from within the manufacturing batch. Review the Manufacturing > Processing Batch section for more details on processing a batch from within the manufacturing window. An MTO Manufacturing Batch will be automatically processed when the sales order is processed into an invoice since the MTO batch must be processed before the sales order.

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Adding an MTO item within a Proposal A made-to order (MTO) item appears differently within a proposal than a sales order. Go to Sales > Proposals and add an item that contains components and has the Made to Order option enabled within the Component tab as shown below:

The components of the Tool Rack and Organizer - TOORACK are displayed within a proposal as a standard materials list. The manufacturing batch is not created for an MTO item until the sales order is created from the proposal. NOTE: An MTO manufacturing batch will be created for each inventory item that is classified as Track Count, Serialized Item, or any other perpetual item and contains components (shown as a materials list within the proposal) when the proposal is processed into a sales order. All materials lists that are within items that are classified as No Count or Service or other no count classification will be inserted into a sales order as a materials list. Review the Sales > Materials Lists section of the sales documentation for more details regarding a standard materials list. Review the Processing a Proposal > Creating a Sales Order section of the sales documentation for more details on creating a sales order from a proposal.

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Purchase-to-Order Kitting Overview of the PTO Process The purchase-to-order process is used to sell custom kits that are purchased from a vendor as a kit. For example, a user may purchase a custom machine with various options or components from a vendor. The custom machine may come in many variations and the seller using EBMS may not want to create an inventory ID code for each possible variation. Some possible vertical markets that may use this feature:

• • • •

Custom equipment with various options or variations Custom made hoses or assemblies that may contain various fittings or couplings Custom built storage sheds with various colors, sizes, and options Custom made furniture with various modifications, stains, or options

Do not use the purchase-to-order process in the following situations:

• • •

Items that are customized or modified internally. Review the Made-to-Order Overview section for instructions on how to build or assemble items with options that are assembled by the EBMS user. Parts that are purchased as components and sold as a customized assembly. Review the Components and Accessories Overview section for instructions on kitting and components. Variations of an item being sold that are purchased from a vendor using different vendor part numbers. Review the Product Attributes Overview section for instructions on compiling a catalog with a large volume of part numbers to identify the various options available.

The benefits of this process is that the user can create an inventory item with the following variations:

• • • • •

Costs can vary based on the users selected components options. Review the Components and Accessories > Optional Components and Accessories section for more details. Pricing can be calculated based on the users selected components. Review the Components and Accessories > Optional Components Pricing section for more details. Optional components can be used to create a custom description for an inventory item. Review the following Selling a PTO Item section. The special order process within EBMS can create a purchase order including the custom item description directly from the sales order. Review the Purchasing a PTO Item section for more details. EBMS's powerful special order tools can assist with the ordering, receiving, and managing of the custom item from the time the customer places the order until the sale is completed.

Continue with the following steps to setup a PTO inventory item. 1. 2. 3.

4.

5.

6.

Select Product Category from the main Inventory menu in EBMS. Select Edit > New and create the new inventory item. Review the Product Catalog > Entering New Inventory Items section for more information on creating new inventory items. Open the General tab of the inventory item and choose your desired Classification such as Track Count, No Count, or any other classification with exception of Service. Review the Product Catalog > Item Classifications for a complete list of classification options. Select the Pricing tab and setup the pricing for the custom PTO item. The pricing can either be setup to have a fixed price no matter which components are selected or the pricing can be setup so that the optional components change the pricing according to the options selected. Review the Components and Accessories > Optional Component Pricing section for more details on variable prices based on the options selected. Review the Pricing > Price Formulas section for more details on fixed pricing. Select the Count tab to set the correct Purchase Method. Associated is the recommended Purchase Method setting for a PTO item. Do not use the Stocked (Standard) or Replenishment purchase methods for a PTO item. Review the Purchasing > Purchase Methods section for more details on the purchase method options. Select the Components tab and complete the following steps to add the optional components to the PTO item: A. Select New under the components tab to add a customizable option; the following dialog will appear.

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B.

Select the Component with Options type, as shown above.

C.

Enable the following Show... options to copy the optional component description to the sales order and purchase order. a. Enable the Show on Printed Document option to show the optional component description within a sales order, proposal, or purchase order. b. Enable the Show Quantity on Printed Document option to display the quantity of items within each custom PTO item. If the quantity of items on the component list is equal to one, the quantity will not show even if this option is enabled. c. Enable the Show Unit of Measure on Printed Document option to show the component's unit of measure setting.

7.

D.

Add a Category description. This description is used to categorize the optional components and will not show within the purchase-to-order description.

E.

Create the optional Component list by adding a list of inventory items. These inventory ID's need to be inventory items classified as No Count. Note that these items are not required to be actual inventory but may be items created only to identify the descriptions, pricing, and costs of the purchase-to-order item. Review the Components and Accessories > Optional Components or Accessories section for more details on configuring optional components.

F.

Select the inventory option most commonly used and select Set Default.

G.

Click OK to save the component with the option list.

Repeat these steps for each component or option within the customized purchase-to-order item.

All Kitting options must be disabled for purchase-to-order items. a. The following Assembly Kit option must be disabled in the Components tab of an inventory item classified as No Count. Review the Materials List > Entering Inventory Components into the Materials List section of the sales documentation for details on enabling the Assembly Kit option for kits and assemblies.

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b. The following Made to Order kitting option must be disabled in the Components tab of an inventory item classified as Track Count or any other perpetual inventory item. Review the Made to Order > Overview of the MTO Process section for more details on enabling the Made to Order kitting option.

Review the Product Catalog > Changing Inventory Items section for details on the inventory item settings. Review the following section, Selling a PTO Item for details on processing the sale of a purchase-to-order item. Review the Purchasing a PTO Item section for details on creating a purchase order from the purchase-to-order sales order.

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Selling a PTO Item A Purchase-to-Order item (PTO) is entered within a quote or sales order at the time the customer identifies the options that are desired for the sale. The difference between a PTO and a regular inventory item is that the PTO item consists of customizations or variations that are configured by selecting the desired optional components within the sales order or quote. Complete the following steps to configure a PO item within a sales order: 1.

Open a new or existing sales order by selecting Sales > Sales Invoices and SOs from the main EBMS menu. Review Sales Orders > Entering a Sales Order section within the sales documentation for more information to supplement the following instructions.

2.

Enter an Inventory ID in the details line to open the optional component dialog as shown below:

Note that at least one component within the PTO item must be set as Component with Options for this dialog to open. All purchase-to-order items should have at least one component that is configured with options. Review the Components and Accessories > Optional Components or Accessories section for more details on configuring optional components. 3.

Click on each drop down and select the desired optional component and select Finish.

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The optional component descriptions will be appended to the PTO item description as shown below. Review the kitting settings within the Overview of the PTO Process section if the combination of descriptions does not appear. The pricing and cost may also be affected based on the configuration of the PTO item and the pricing and cost settings within the optional components. Review the Components and Accessories > Optional Component Pricing section for more details on the pricing setup.

5.

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Configure the special order settings located to the right of the main sales order detail lines as shown below:

Purchase-to-Order Kitting

a. The Purchase Method should default Associated based on the option selected from the inventory item > Count tab. All PTO items should have a method setting of Associated to copy the description and cost from the sales order detail line to the purchase order. b. Set the optional Vendor setting to identify source vendor used within the purchase order. This setting will default. This setting can be set at the time of the purchase if the Inventory > Purchasing Window is used to process the special order PTO items. c. The Vendor Part Number will default to the vendor Part Number identified within the Purchasing tab of the inventory item. Add or update this optional part number to copy to the purchase order and record on the inventory item for future reference. 6. Select Process > Create Purchase Order from the sales order menu to copy information to a purchase order. Review the following Purchasing a PTO Item section for more details and options on the PTO process.

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Purchasing a PTO Item A Purchase-to-Order (PTO) item must be added within a sales order before continuing with the purchase process described within this section. Review the Selling a PTO Item section for details on creating a sales order. The PTO items must be "purchased" before the sales order can be processed. The purchasing step is accomplished by linking the sales order to the purchase order. This can be done using any of the following steps: A. Linking the purchase directly from the sales order detail line - This option is useful when a single PTO item is purchased immediately from the vendor. B.

Purchasing the entire sales order - This purchase option is useful when the entire sales order contains one or more PTO items.

C. Purchasing special order items from the Special Orders tab of the purchasing screen - This popular option allows the user to purchase PTO items after contents of the sales order are created and saved. This option should be used when the purchasing staff places the orders for PTO products sold by a separate sales team. Using the Purchasing window facilitates the ordering of PTO, special order, and stocked items from a common interface. Linking purchase-to-order items to a purchase order should be done at the time the items are ordered from the vendor. Review the section below for each of the three linking options: A. Purchasing the entire sales order This purchasing option is the recommended method used for sales orders that only contain purchase-to-order (PTO) items. use the next Linking the purchase directly from the sales order detail line option if items other than the PTO items are listed on the same sales order. 1.

Open the sales order and select Process > Create Purchase Orders(s) from the sales order menu as shown below:

The following Create Purchase Invoice option will only appear if the Purchase Method is set to Associated or other special order method and a Vendor ID code is populated within the inventory item.

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This option will not be available if the line item has already been linked to a purchase order. 2.

Select the Create a new PO option if you do not wish to append to an existing purchase order.

3.

Click on the Select existing PO and configure the All/Vendor settings to select an existing purchase order.

4.

Click on the Select / Create button to create the purchase order as shown below:

The Ordered quantity, Description, Vendor Part Number, and Cost is copied from the sales order to the purchase order as shown above. The customization descriptions, created by the optional components or any manual notes added to the PTO item on the sales order, are copied to the purchase order. Any description changes in the sales order, made after the copy, will not be reflected on the purchase order. B. Linking the purchase directly from the sales order detail line 1. This option is useful when only a portion of the sales order detail lines contain PTO items. Right click on a detail line to link a purchase order directly to a specific line item of a sales order and click on the Create Purchase Order option within the context menu as shown below:

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The following Create Purchase Invoice option will only appear if the Purchase Method is set to Associated or other none stock method and a Vendor ID code is populated.

Review the previous section for details on the process to create a purchase order. C. Purchasing special order items from the Special Orders tab of the purchasing screen The Purchasing Window contains a Special Orders tab that lists all the purchase-to-order sales orders as well as other special orders and drop shipments that are not linked to a purchase order. 1.

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Go to Inventory > Purchasing and click on the Special Orders tab as shown below:

Purchase-to-Order Kitting

2. Click on the Find (F5) button or hit the F5 keyboard key to list all the purchase-to-order (PTO) and special order items that match the query option on the top of the window. All PTO items will be listed if all the query options are disabled as shown above. Set any of the following query options to limit the special order list: a.

Enable the Vendor option to list only the PTO items that are set to be purchased from the selected Vendor.

b. Enable the Folder and the Include Subfolders options to limit the list to PTO and special order items from a specific folder or subfolders group. Review the Product Catalog > Adding and Deleting Inventory Folders section for more details on inventory item folders. c. Enable the Manufacturer option to list only items associated by a single manufacturer. The Manufacturer setting is found within the General tab of the inventory item. d. Enable the Purchase Method option and select the Associated method to limit the list to the special order items with a Purchase Method of Associated. Review the Purchasing > Purchasing Methods section for more details on the Purchase Window query options. Note that the Find (F5) button must be clicked to refresh the list of items. 3. Enable the Selected option (first column of item list) for each item you wish to place on the purchase order. Click on the Create P.O. button to link Selected special orders to a purchase order. The PTO and special order item list can be evaluated when the Create PO is launched from the main Inventory Purchasing window by enabling the View when creating purchase order option within the Inventory > Options > General tab. Review the Purchasing > Using the Purchasing Window to Create Purchase Order section for details on this option. Each purchase-to-order item listed on the purchase order is linked to the originating sales order. See the contents of the Linked column of the purchase order. Note that this column may be hidden. The user can conveniently open the sales order that contains the PTO item by rightclicking on the detail line that contains the PTO item within the purchase order and selecting Linked Document from the context menu. A purchase order with PTO items must be processed before the sales order can be processed into an invoice. Review the Purchasing > Special Orders and Drop Ship Items > Purchasing Special Orders section for more general details about purchasing special orders including PTO items.

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Multiple Inventory Location Management Multiple Location Overview

The Multiple Location module of EBMS is an optional inventory enhancement feature that allows a single inventory item to be purchased, stored, and sold from multiple locations. This inventory feature allows a company to track inventory counts within multiple stores, warehouses, or service vehicles. The module records sales and purchase history for each location and displays stock levels for convenient identification of available inventory. The Multiple Location option includes a convenient way to transfer inventory items from one location to another. Combining this module with the EBMS Profit Center option creates a powerful tool to manage inventory items within multiple locations, sales locations, or company divisions. The Multiple Location module is an optional feature that can be added to the standard or deluxe versions of Eagle Business Management System. The following types of companies benefit from this feature:

•

Retail stores with multiple sales locations.

•

Distributors or wholesalers with warehouses in different locations.

•

Service companies with multiple service trucks that carry inventory on the vehicle.

A warehouse is often associated with a department or profit center. This relationship can be set up as one of the following options: 1.

Each warehouse is directly related to a single department. For example:

•

Warehouse A is associated with department 010;

•

Warehouse B is associated with department 020;

•

Warehouse C is associated with department 030.

This option allows both the warehouse and department to be set within an invoice using a single entry. The revenue from a sale of an inventory item would be posted to department 010 if the item were sold from warehouse A, but would be posted to department 020 if the same item was sold from warehouse B. This method is useful if a department identifies a store location or company division. Review the Creating New Locations > Associating each Warehouse with a single Company Division or Department section for setup details. 2.

This option should be used if a warehouse affects the department setting, but many departments exist within a warehouse. For example, a hardware store with multiple locations contains multiple departments within each location:

•

Store 1 = Warehouse A Department 110 – Hardware Department Department 120 – Paint Department Department 130 – Electrical Department

•

Store 2 = Warehouse B Department 210 – Hardware Department Department 220 – Paint Department Department 230 – Electrical Department Department 240 – Plumbing supplies Department

•

Store 3 = Warehouse C Department 310 – Hardware Department Department 320 – Paint Department Department 340 - Plumbing supplies Department

Departments are identified based on a combination of the warehouse or location and the inventory item. Review the Creating New Locations > Associating Multiple Departments to Each Inventory Item section below for setup details.

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3.

This option applies when the department is associated with the inventory item or product and is not affected by the warehouse at all. Since the warehouse has no affect on the department, the department is set within the advanced tab of each inventory item. It is recommended that this option should be used if EBMS is set up with no departments or profit centers.

•

Location 1 = Warehouse A Department 010 – Hardware Department Department 020 – Paint Department Department 030 – Electrical Department

•

Location 2 = Warehouse B Department 010 – Hardware Department Department 020 – Paint Department Department 030 – Electrical Department Department 040 – Plumbing supplies Department

•

Location 3 = Warehouse C Department 010 – Hardware Department Department 020 – Paint Department Department 040 – Plumbing supplies Department

Notice that the departments are the same no matter where the inventory item is located. This method is also the most popular when warehouse settings identify service trucks or other smaller inventory locations. Review the Creating New Locations > Associating a Single Department to an Inventory Item section for setup details.

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Creating New Locations Create Warehouses The EBMS software contains the option to manage inventory within multiple locations. The software identifies each location as a warehouse although a warehouse may identify a service truck, store, or other inventory location. Complete the following steps to create multiple warehouses:

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1.

Open the warehouse options dialog by selecting Inventory > Options from the main EBMS menu and selecting the Warehouses tab as shown below:

2.

Review the instructions within the Multiple Location Overview section to set the important warehouse settings on this dialog.

3.

Click on the New button to create a new Warehouse as shown below. Select Properties to make warehouse setting changes.

Enter the Warehouse ID that identifies the location, store, or truck. This ID is widely used throughout EBMS and the inventory location should easily be identified by this code. A warehouse may identify a division or profit center as shown above. This feature allows the user to change the logo or other information based on the Division. Review the Getting Started > Company Setup > Company Profiles section within the main documentation for details on the Division setting. The warehouse Address setting should be the shipping address for the current location. This setting is used to calculate shipping and sales tax. Review the following sections for details on where this address may be used:

• • •

Sales Tax location: Review the Sales Tax > Multiple Locations section in the sales documentation. Shipping origin: Review the Freight and Shipping Calculations Overview section within the sales documentation. GPS origin: Review the CRM > Online Routing and Directions section within the main documentation.

This dialog may contain other warehouse-based settings. Review the following examples:

• •

Payment Information as shown above: Review the Customer Payments > Cash Accounts, Deposits, and Reconciling Cash section within the sales documentation for more details. Department settings: Department settings are required if the Set the warehouse from the department option is enabled within the Warehouse Settings in the previous dialog. Review the Associating each Warehouse with a Single Company Division and Department section for more details on the department settings.

Click OK to save warehouse settings. Repeat the steps above for each warehouse location. Click OK to save option settings.

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Associating each Warehouse with a Single Company Division and Department This section explains the necessary settings required to associate each warehouse directly with a single department. The Based on Departments option within the Financials > Options > Settings > Company Profiles must be enabled before a warehouse can be associated with a single company division or location.

Review the Financials > Departments and Profit Centers > Using a Department as a Company Division or Location section of the main documentation for details on this general ledger option. All company divisions or locations are to be entered within the department window before proceeding (review Financials > Departments and Profit Centers section of the main documentation for instructions on how to enter departments). 1.

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Go to Inventory > Options > Warehouses tab to open the following options dialog:

2.

Enable the Set the warehouse from the department option.

3.

The Set G/L Accounts per Warehouse is disabled and cannot be changed since the general ledger option has been turned ON.

4.

Enable the Default the Shipped quantity to equal the Quantity amount option unless the user enters the products in the inventory transfer list before the transfer step is processed.

5.

Enable the Default the Received quantity to equal the Shipped amount option if the product is received within the target warehouse at the same time it is shipped from the source warehouse. Review the Using Multiple Locations > Transferring Inventory between Warehouses section for more details.

6.

Disable the Create purchase and variance entries when transferring items option in a normal process. Review the Generate Purchase and Variance Transactions for Warehouse Transfers Option section for more details.

7.

The Set consumed items warehouse to equal finished goods warehouse option is used within the manufacturing window. Review the Multiple Inventory Location Management > Using Multiple Locations section.

8.

Disable the Always create a new line with each scan option to increment the quantity Shipped instead of creating a new line for each scan. This option only applies when using bar code scanners. Review the Sales > Point of Sale > Bar Codes > Scanning Bar Codes section of the Sales documentation for more details on scanning bar codes.

9.

The Next Warehouse Transfer number is a sequential number used in the Warehouse Transfer window (review Managing Inventory within a Warehouse and Transferring Inventory between Warehouses section for details on the Warehouse Transfer window).

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Inventory

10.

The Default Purchase Warehouse and the Default Sales Warehouse can be ignored since the default warehouse within both invoice windows is set based on the department rather than these settings.

11.

Click on the New button to add a new warehouse.

12.

Enter a new Warehouse ID and its associated Department. Click on the lookup button to view all available departments. Each Warehouse must have a unique Department associated with it. Click OK to create a new warehouse. Repeat this step for each new warehouse.

Click OK to save option settings. The Warehouse cannot be set within the expense or sales invoices. The Warehouse column within the sales invoice cannot be changed directly by the user. The Department setting located on the invoice heading will change the Warehouse column. Any inventory that is sold from a different warehouse must be transferred to the invoice's Department using the Warehouse Transfer window. The user should hide the Warehouse column of the sales invoice since these settings are always the same and cannot be changed. Review Managing Inventory within a Warehouse and Transferring Inventory between Warehouses sections for details. Click the Merge button to combine warehouses. Review Standard Features > Merging Accounts vs. Deleting Accounts section of the main documentation for more details.

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Associating Multiple Departments for each Inventory Item This section describes the settings required to configure EBMS to allow many departments within a warehouse. 1.

Go to Inventory > Options > Warehouses tab to open the following window:

2.

The Set the warehouse from the department option must be disabled and the Set G/L Accounts per Warehouse must be enabled.

3.

Enable the Default the Shipped quantity to equal the Quantity amount option unless the user enters the products in the inventory transfer list before the transfer step is processed. This option should be enabled in normal situations.

4.

Enable the Default the Received quantity to equal the Shipped amount option if the product is received within the target warehouse at the same time it is shipped from the source warehouse. Review the Using Multiple Locations > Transferring Inventory between Warehouses section for more details.

5.

Disable the Create purchase and variance entries when transferring items option in a normal process. Review the Generate Purchase and Variance Transactions for Warehouse Transfers Option section for more details.

6.

The Set consumed items warehouse to equal finished goods warehouse option is used within the manufacturing window. Review the Manufacturing > Creating a Batch > Multiple Warehouses section within the manufacturing section for more details.

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Inventory

7.

Disable the Always create a new line with each scan option to increment the quantity Shipped instead of creating a new line for each scan. This option only applies when using bar code scanners. Review the Sales > Point of Sale > Bar Codes > Scanning Bar Codes section of the Sales documentation for more details on scanning bar codes.

8.

The Next Warehouse Transfer number is a sequential number used in the Warehouse Transfer window. Review the Managing Inventory within a Warehouse and Transferring Inventory between Warehouses sections for details on the Warehouse Transfer window.

9.

Click on the New button to add a new warehouse.

10.

Enter a Warehouse ID code and click the OK button. 11. Enter the Default Purchase Warehouse. The expense invoice and Inventory > Warehouse Transfer windows will default to this setting. 12. Set the Default Sales Warehouse that will be used in the sales invoice. This setting is used on the main inventory lookup list. These defaults are user-defined so that each user may select their individual defaults. 13. Review the Manufacturing > Creating a Batch > Multiple Warehouses section within the for details on the Default Consumed Items Warehouse setting.

Click OK to save option settings.

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14.

The general ledger accounts are associated with each warehouse within the inventory item. Open the Advanced tab of an inventory item as shown below:

15.

The general ledger settings must be set for each warehouse. Change the Warehouse setting from the All option to a warehouse option. The general ledger codes can be set for the selected department as shown below:

Review the Product Catalog > Changing Inventory Defaults section or details regarding the advanced tab settings. Use the Edit Defaults feature and filter down department values to globally change the department setting for each warehouse. Review Features > Change Defaults, Filtering Down Data and Globally Changing Data section of the main manual for details.

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Inventory

Associating a Single Department to an Inventory Item This section describes the option settings when the warehouse has no relation to a department. This option should not be used if EBMS is set up with departments or profit centers. Since the warehouse has no affect on the department, the department is set within the advanced tab of each inventory item.

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1.

Go to Inventory > Options > Warehouses tab to open the following window:

2.

Both the Set the warehouse from the department and the Set G/L Accounts per Warehouse options must be disabled.

3.

Enable the Default the Shipped quantity to equal the Quantity amount option unless the user enters the products in the inventory transfer list before the transfer step is processed. This option should be enabled in normal situations.

4.

Enable the Default the Received quantity to equal the Shipped amount option if the product is received within the target warehouse at the same time it is shipped from the source warehouse. Review the Using Multiple Locations > Transferring Inventory between Warehouses section for more details.

5.

The Create purchase and variance entries when transferring items option is disabled and does not apply in this situation.

6.

The Set consumed items warehouse to equal finished goods warehouse option is used within the manufacturing window. Review the Manufacturing > Creating a Batch > Multiple Warehouses section.

7.

Disable the Always create a new line with each scan option to increment the quantity Shipped instead of creating a new line for each scan. This option only applies when using bar code scanners. Review the Sales > Point of Sale > Bar Codes > Scanning Bar Codes section of the sales documentation for more details on scanning bar codes.

8.

The Next Warehouse Transfer number is a sequential number used in the Warehouse Transfer window. Review the Managing Inventory within a Warehouse and Transferring Inventory between Warehouses section for details on the Warehouse Transfer window.

9.

Click on the New button to add a new warehouse.

o

Enter a new Warehouse ID and click OK. Repeat this step for each new warehouse.

10. Enter the Default Purchase Warehouse. The expense invoice and Inventory > Warehouse Transfer windows will default to this setting. Set the Default Sales Warehouse that will be used within the sales invoice. These defaults are user selected so that each user may set their individual defaults. Click the OK button. The warehouse setting must be set within a sales or expense invoice. Review the Using Multiple Warehouses section for details on setting the warehouse options in various windows.

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Inventory

Managing the Inventory on a Service Vehicle using the Warehouse Module The Warehouse module of EBMS can be useful when managing inventory on multiple service vehicles. Managing and billing inventory properly within the service industry can become a daunting task without proper tools to manage parts usage. Many service companies lose large amounts of inventory because inventory is not properly billed or recorded. Managing inventory within service trucks requires the following four steps: Set up warehouses within the EBMS software.

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1.

Select the Warehouses tab within Inventory > Options to open the following dialog:

2.

Both the Set the warehouse from the department and the Set G/L Accounts per Warehouse options should be disabled.

3.

Enable the Default the Shipped quantity to equal the Quantity amount option unless the user enters the products in the inventory transfer list before the transfer step is processed. This option should be enabled in normal situations.

4.

Enable the Default the Received quantity to equal the Shipped amount option if the product is received within the target warehouse at the same time it is shipped from the source warehouse. Review the Using Multiple Locations > Transferring Inventory between Warehouses section for more details.

5.

The Create purchase and variance entries when transferring items option is disabled and does not apply in this situation.

6.

The Set consumed items warehouse to equal finished goods warehouse option is used within the manufacturing window. Review the Manufacturing > Creating a Batch > Multiple Warehouses section within the manufacturing documentation.

7.

Disable the Always create a new line with each scan option to increment the quantity Shipped instead of creating a new line for each scan. This option only applies when using bar code scanners. Review the Sales > Point of Sale > Bar Codes > Scanning Bar Codes section for more details on scanning bar codes.

8.

The Next Warehouse Transfer number is a sequential number used in the Warehouse Transfer window.

9.

Set the Default Purchase Warehouse and the Default Sales Warehouse to the main warehouse setting. This will cause the purchase, sales and transfer entry windows to default to the main Warehouse. Click OK to save the warehouse options.

A service truck is identified as another warehouse within EBMS. Each truck should be entered as a separate warehouse so the inventory can be kept separate between the trucks and the main warehouse. Click on the New button to add a new warehouse or service truck.

10.

Enter the new Warehouse (service truck) ID and click OK. Repeat this step for each new vehicle or warehouse.

Inventory parts can be billed from service trucks using a few different processes.

• •

Inventory pulled from the general warehouse for a specific job can be entered into the sales order at the time the parts are loaded on the truck. These parts should be billed from the general warehouse. Inventory pulled from the truck's stock inventory can be billed using 2 different options:

o

If the parts that were used from the truck's inventory are immediately restocked, the parts could be billed from the general warehouse. This method saves some data entry steps, but it is very important that a procedure is implemented if the parts cannot be immediately restocked on the service truck. This would require the user to do an inventory transfer from the truck to the general warehouse or to change the warehouse setting on the sales invoice to maintain proper inventory on the truck.

o

The 2nd option is to change the warehouse setting within the sales order to the truck's ID. An inventory transfer will need to be made for all the items that are used to restock the truck.

Recording the inventory items as they are transferred from a warehouse to a service vehicle: Inventory must be counted and transferred whenever inventory is taken from the warehouse to a service truck. Go to the Inventory > Warehouse Transfer window to record any inventory that is used to stock the service truck from the main warehouse.

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Inventory

The From Warehouse should be set to the main warehouse and the To Warehouse should be set to the service truck being stocked. List all the inventory that is being transferred from the warehouse to the service truck (review the Using Multiple Locations > Transferring Inventory between Warehouses section for more details on the Warehouse Transfer window). Deducting inventory from the correct vehicle when billing the customer: The Warehouse setting within the sales invoice must be properly set when selling inventory from a service truck. Go to Sales > Invoices and S.O.s to invoice a customer:

The Warehouse setting, located on the heading of the invoice, should be set to identify the source of the majority of the inventory being sold. The Warehouse column is the setting for individual detail lines that can be changed to reflect a different warehouse or service truck. This will cause the inventory to be deducted from a different source, such as the main warehouse or another service truck (see the Selling Inventory from a Warehouse section for more details on invoicing the customer from different warehouses).

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Using Multiple Locations Managing Inventory within a Warehouse

Managing Inventory within a Warehouse is an optional module. Review the Optional Features > Optional EBMS Modules section of the main documentation for details on how to identify or add optional modules. EBMS records the inventory counts and history for every inventory item within each warehouse. The count detail can be viewed from the Count tab and the history within the year tabs. Select Inventory > Product Catalog from the main menu and select an inventory item. Click on the General tab as shown below:

The Location table contains a warehouse setting as shown above. Review the Purchasing > Stock Locations section for more details on the stock location table. Click on the Count tab as shown below:

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Inventory

The Warehouse setting on the top of the dialog window affects the Advanced and Count tabs as well as the yearly history tabs. However, it does not affect the other tabs. Set the Warehouse option to All to view the total inventory count values for all the warehouses combined, or select a specific Warehouse to view the counts within the selected Warehouse. Click on the General tab to view the stock location table. Review the Purchasing > Stock Locations section for more details. Click on any history year tab and note that the purchase and sales history is maintained for each warehouse.

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The drill-down feature is available for the count and history tabs when the Warehouse is set to All or when a specific warehouse is selected.

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Inventory

Purchasing Inventory for a Warehouse Inventory purchasing and management can differ dramatically between different companies. Some of the options are diagramed below:

•

•

Some may opt to ship all purchased inventories to the main warehouse and then distribute inventory to other locations.

Other companies may purchase and ship directly to individual warehouses. The Multiple Warehouse module of EBMS accommodates either one or a combination of the two methods.

The following sections explain the means of purchasing for specific warehouses. A good knowledge of the inventory purchasing window, purchase orders, and expense invoices is recommended before proceeding with this section. Review the Purchasing > Inventory Purchasing Window, EBMS Main Documentation > Expenses > Purchase Orders, and EBMS Main Documentation > Expenses > Invoices sections of the main manual for general instructions on purchasing inventory.

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Purchasing Inventory using the Inventory Purchasing Window Select the Inventory Purchasing option from the main Inventory menu to open a sub-menu listing the available warehouses.

Select the All Warehouses selection on the menu to purchase inventory based on the stock of all warehouses. This option is useful if the purchasing is based on the stock of all warehouses and if all inventories are shipped to the same warehouse. The user selected the single warehouse - General in the following example:

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Inventory

Note that the title bar identifies the selected warehouse. All the values such as Count, Purchase Orders, Sales Orders and On Hand will reflect the values for the selected warehouse rather than the values for the entire company. The ordering amount such as Minimum Inventory, Maximum Inventory and Order Amount is also based on the values entered within each warehouse. Note that the Order Amount can be within the Count tab of an inventory item with the warehouse set to ALL and this value will be copied to all warehouses that do not have a value. The Order Quantity value is unique for each warehouse setting, including the All Warehouses option and will not be lost or changed if another warehouse is selected. The Order Quantity entered for a specific warehouse does not affect the Order Quantity when the All Warehouses option is selected. A purchase order process is not dependent on the warehouse setting (review the Purchasing > Inventory Purchasing Window section for more details on the standard purchasing window and its features and processes). To populate inventory purchasing data, click the Find (F5) button after every time a change is made in the window heading.

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Creating a Purchase Order for a Warehouse Go to Expenses > Invoices and P.O.s to open the purchase order window as shown below:

All detail lines of a purchase order that contain inventory items must contain a Warehouse setting. The Warehouse has no affect on the expense invoice if an inventory Item ID is not used. EXAMPLE: The Warehouse setting is not required when entering an electrical bill since no inventory is being processed. Miscellaneous expenses are not posted to a department based on the warehouse setting. Non-inventory expenses should be allocated to a particular department or profit center based on the general ledger account rather than the warehouse setting. The Warehouse setting will default to the Default Warehouse setting found in Inventory > Options > Warehouses tab. The Warehouse cannot be changed if the Financials > Options > Settings > Set Department in Invoice option is enabled. Review the Multiple Inventory Location Management > Creating New Locations section for more details if the Warehouse cannot be changed. Create multiple detail lines for the same item if the purchases are distributed to multiple warehouses. See the garden rake example shown above.

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Inventory

Transferring Inventory between Warehouses The Warehouse Transfer window is used to transfer inventory items from one warehouse to another. This feature is needed if an item is purchased at one warehouse and sold from a different warehouse. A warehouse transfer ticket should be created and processed whenever items are moved from one warehouse to another in order to maintain accurate inventory counts. Complete the following steps to transfer inventory from one location (warehouse) to another: 1.

Go to Inventory > Warehouse Transfer to open the following window:

2.

The Ticket Id is used to identify the specific transfer. Hit the key to use the Next Warehouse Transfer number. The number increments each time it is displaced and can be changed in the Inventory > Options > Warehouses tab. The Ticket Id number should be manually entered if a transfer ticket is used that contains a preprinted number.

3.

Enter the Date when the inventory is being transferred. This date is used to post inventory history and general ledger transactions.

4.

The User entry will default to the users login name. This entry can be changed to reflect the user that was responsible for the inventory transfer.

5.

The From Warehouse should be set to the location where the inventory transfer originated. This setting will default to the Default Purchase Warehouse within Inventory > Options > Warehouses.

6.

The To Warehouse is the destination of the inventory items and will default to the Default Sales Warehouse. Go to Inventory > Options > Warehouses to edit the list of available warehouses or to change the Default Sales Warehouse.

7.

The Ship Via is the mode of transportation used to move the item.

Complete the following steps for each detail line: a. Enter the Quantity of inventory items to be transferred to a new warehouse. The Quantity amount will be recorded within the sales order Ordered amount of the inventory item's Count tab in a similar way as the ordered amount within the sales order. b. Enter the quantity Shipped to the target warehouse. This quantity should be zero if the inventory needs to be reserved but is not being transferred at this time. This will cause the items to be reserved but will not affect the net count of the item. Go to the Inventory > Product Catalog, open an item and go the Count tab to view these counts. The Shipped and Received values must equal the Quantity column before the batch can be processed. Enable the Inventory > Options > Warehouse tab > Default Shipped Quantity to Equal the Quantity Amount option to automatically copy the Quantity amounts to the Shipped amount. c. Enter the quantity Received when the product has arrived at the target warehouse. Enable the Inventory > Options > Warehouse tab > Default Received Quantity to Equal the Shipped Amount option to automatically copy the Shipped amounts to the Received amounts. d. Enter the inventory Item that you wish to transfer. This inventory item must be classified as Track Count, Registered Whole Goods or Special Orders. The Description and Cost fields will automatically be populated from the information entered in Inventory > Inventory Items window. e. The Unit of Measure field is an optional field that identifies the unit of measure being used for this inventory item (see the Unit of Measure section for more details). If you never use multiple units of measure for any inventory items, this field

297

can be removed from the manufacturing window by right-clicking on any of the column titles and toggling the Measure column off. f.

The Cost is used to determine the value of the inventory being transferred. If the system is set to process perpetual inventory, the Cost will be calculated on a FIFO method; otherwise the last cost is used. Go to Inventory > Options > General to view the current Inventory Method setting.

Repeat the steps listed above for each inventory item that is being transferred. 8.

Select Process > Process to transfer the inventory from one warehouse to another. The following dialog will appear if the Transfer quantities do not match the Quantity column values:

9.

Select Yes to copy Quantity values to the Transfer column and continue the transfer process.

The following transactions are created when an inventory transfer is processed: Standard Transfer Transactions

Debit / Credit

The inventory asset is debited the value of each item Debit. The inventory asset is debited the negative value of each item Debit (negative). The inventory asset account may differ for the same item if the Set G/L Accounts per Warehouse option is enabled. This option is found in the Inventory > Options > Warehouse tab.

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Inventory

No inventory transactions are created for the purchase and variance accounts unless the Create purchase and variance entries when transferring items option is enabled. Review the Multiple Inventory Location Management > Using Multiple Location > Generate Purchase and Variance Transactions for Warehouse Transfers Option section for more details on this option. Review the Tracking Counts > Inventory Variance within the main for more details on the variance account.

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1.

Select File > Copy to make a duplicate of a ticket. This function can save time when entering similar tickets.

2.

Select File > Save from the transfer window menu to save the transfer information without processing the transfer.

3.

Click on the File > Open from the transfer menu to open an existing transfer ticket.

4.

Select Process > Unprocess from the Transfer menu to void an inventory transfer.

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Inventory

Generate Purchase and Variance Transactions for Warehouse Transfers Option This option is important when processing inventory transfers from one warehouse to another. Go to Inventory > Options > Warehouses tab to view or change this option as shown below:

• •

A pair of cost-of-sales Transactions is created each time inventory is purchased using an expense invoice. Review the Tracking Counts > Inventory Variance section for details on the cost-of-sales Transactions. The Create purchase and variance entries when transferring items option should be turned ON only if the general ledger accounts and departments for each warehouse are not the same and the purchase values are desired for each warehouse. These transactions are not necessary to create accurate cost-of-sales totals for each warehouse or division. If this option is turned OFF: Only inventory general ledger asset transactions are created to identify the transfer within the inventory item's history. No cost-ofsales transactions are created. Review the Multiple Inventory Location Management > Using Multiple Locations > Transferring Inventory between Warehouses section for more details on the standard transactions. If this option is turned On: The purchase values will be debited to the purchase general ledger account for the new warehouse and credited to the G/L account for the From Warehouse. The offsetting inventory variance transactions will be created for each warehouse as well. Inventory

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general-ledger asset transactions are created no matter how this option is set. Review the Tracking Counts > Inventory Variance section for more details on the variance general ledger transactions.

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Selling Inventory from a Warehouse The warehouse must be selected within a sales invoice to identify the source of inventory items that are being sold.

The Warehouse field, located on the heading of the invoice, is copied into the Warehouse column of each invoice detail line. The Warehouse column can be hidden if all inventories contained within the invoice are sold from the same warehouse. Review the EBMS Main Manual > Features > Column Appearance section for details on the required steps to hide invoice columns. A single line of inventory on a sales invoice can be sold from a different warehouse than the remainder of the invoice. This flexibility can be useful to invoice for inventory sold from different warehouses. The warehouse from which the inventory was sold will not be credited (recorded in inventory sales history) if the inventory is sold from the original warehouse instead of being transferred to the selling warehouse. The Warehouse setting is not needed in the invoice details lines that do not contain inventory item codes. The Warehouse cannot be changed if the General Ledger > Options > Settings > Set Department in Invoice option is enabled. Review the Multiple Inventory Location Management > Creating New Locations > Associating each Warehouse with a Single Company Division and Department section for more details if the Warehouse cannot be changed. This optional EBMS module is not included on all versions of the EBMS software. Review the Features > Optional Features > Optional EBMS modules within the main software manual for specific instructions used to identify or add optional modules.

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Serialized Items Serialized Item Overview The Serialized Items module of EBMS is an excellent tool to track detailed information for each serialized item being sold. The serial number creates a unique record that can be referenced for history purposes. Pricing, additional costs, and options can be recorded for individual products. Large or expensive inventory items are often serialized. This detailed history is necessary to properly process a warranty claim or review details about the unit. The service history of a piece of equipment can be recorded by associating the work order to the specific serialized unit. The Serialized Item module is a powerful tool to record the VIN number of vehicles or trailers, track the serial number of specific pieces of equipment, or create ID numbers for large manufactured items. The following businesses would benefit from the serialized items module:

• •

Sales companies that need to track serialized products that are purchased, inventoried, and sold. Service companies that wish to track the service history for whole goods such as vehicles, small engines, air and heating systems, and other serialized goods.

•

Sales companies that recondition trade-in units and resell them.

•

Manufacturers that serialize the products they build or manufacture.

•

Manufacturers that create made-to-order products that contain unique characteristics and details.

•

Companies that sell items such as collectables, paintings, quilts, or other unique items that are tracked and priced individually.

•

Companies providing warranty service on their products

The serialized item feature includes the ability to associate serial numbers with items sold or manufactured. Review the Purchasing or Manufacturing an Item > Purchasing Serialized Items section and Manufacturing a Serialized Item sections for more details. Each serialized item record may also contain various descriptions, images, and user defined specifications for each serialized item. These descriptions are valuable when identifying individual items. Review the Serialized Item Specifications and other Item Details section for details on the various description options. EMBS contains the ability to automatically create the serial number. Review the Creating a Serial Number for more information on generating serial numbers manually or automatically. Costs can be added to a serialized item to track the total investment of a specific item before it is sold. Review the Adding Parts and Other Costs to a Serialized Item section for more details. Larger kitted items are often serialized to identify the finished goods. Combining the serialized item option and the purchase-to-order kitting option allows the user to customize and track individual pieces of equipment, mini buildings, or other types of large custom items. There are two powerful kitting processes that may be valuable to serialize. See the two options below: A. Purchase-to-Order (PTO): This option should be used when the serialized item is purchased as a complete unit rather than assembled by the user. Review the Purchase-to-Order Kitting Overview section for more details on this process. B. Made-to-Order (MTO): This option should be used to sell a serialized item that has been manufactured from individual components and assembled rather than a serialized item numbered by the vendor. Review the Made-to-Order Overview section for more details on this process. Serialized items can be priced individually rather than pricing based on the inventory item. Review the Selling and/or Associating an time with a customer > Pricing Serialized Items section for more details on pricing. The serial number must be selected when a serialized item is sold. Review the Selling a Serialized Item section for more details on selecting the item at the time of sale. Serialized items can also be displayed within an EBMS e-commerce website. Review the Advanced Features > Listing Serialized Items section of the e-commerce documentation for more details. The history of an item can be tracked including details, history, and the ownership. Review the Viewing Item Details and History and the Changing the ownership of an item sections for more details. To display component details within the Description of a serialized item to enable the ability to print it on the sales order review the Pricing Serialized Items section. Entry fields can be added to the serialized item to record product information details. Contact your EBMS consultant for details on adding fields and tabs to the serialized item record.

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Classifying a Serialized item An inventory item must be created and classified as a Serialized Item before serial numbers can be entered or processed. The inventory item identifies the line of products that is being serialized. The purchase and sales history will be summarized at the inventory item level. For example, an inventory item must be created for the air conditioner or lawn mower based on the make and model of the unit. The serial number identifies each individual item. If an inventory item is classified as a serialized item, a serial number must be entered for each item purchased or manufactured. The three following serialized item classifications can be used based on the needs of the user:

• • •

Use the Serialized Item classification for items that are purchased and resold. This is the most common classification used within EBMS. Continue within this section for details on using this classification. Use the Non-Inventory Serialized Item classification for non-inventory items such as rentals. Review the following NonInventory Serialized Item section for more details on non-inventory serialized items. Use the MTO Serialized Item classification for Made-To-Order items such as custom manufactured equipment. Review the Made-To-Order Serialized Items for more details.

Take the following steps to create and classify a new inventory item: 1.

Launch the new inventory item wizard. Review the Product Catalog > Entering New Inventory Items section for more details on the new inventory item wizard.

2.

Enter the product description in the first page of the new item wizard and click the next button.

3.

Select the Serialized item option from the Classification options as shown below:

Inventory that is classified as Serialized Items will generate the same general transactions as an item classified as Track Count. Review the Non-Inventory Serialized Item section for information on serialized items that do not generate perpetual inventory general ledger transactions. 4.

Complete the new item wizard as described in the Product Catalog > Entering New Inventory Items section.

Complete the following steps to classify an existing inventory item as a serialized item: The Count value within the Count tab must be zero to change the classification of an inventory item. Review the Tracking Counts > Adjusting Inventory Count and Values section for more details on adjusting counts. 1.

Open the inventory item and click on the General tab as shown below:

2.

Click on the Change button to the right of the Classification field to open the Change Inventory Classification dialog.

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3.

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Select the Serialized Items classification and click the OK button.

Serialized Items

Non-Inventory Serialized Item A serialized item classified as Non-inventory Serialized Items is useful for serialized items that are not recorded as standard inventory. This classification is used for customer vehicles, serialized rental items, or other depreciable fixed assets. An item classified as Non-inventory Serialized Item does not generate inventory asset transactions similar to an item classified as No Count. This inventory type is often used to record a customer's vehicles or large equipment. The vehicle's VIN is used as the serial number. Review the Recording a Vehicle by VIN Number section for more details on recording customer vehicles. A serialized fixed asset item that is rented can be depreciated using the depreciation module of EBMS if it is classified as a Non-inventory Serialized Item. For example, serialized items that are rented to customers and need to be depreciated must be classified as non-inventory serialized items. The value of a rental asset is listed under the fixed assets section of the general ledger rather than inventory. The following example displays the general ledger settings for a rental item:

The Sales general ledger is set to the miscellaneous income general ledger account that is classified as Sale of Assets. This will launch the disposal wizard of the depreciation module if the EBMS Fixed Assets module is present. The Use Price Level G/L Account option should be disabled so a complete 9 digit G/L account can be entered. The Purchase general ledger account should be set to the equipment asset account that is classified as Depreciable Asset. This will cause the new asset wizard of the depreciation module to be launched if the EBMS Fixed Asset module is present. A null account was entered into the Inventory Variance and the Manufacturing Offset general ledger codes since these accounts will not be used. An item classified as Non-inventory Serialized Item causes the Inventory Asset G/L account to be disabled. This item will not generate any inventory change transactions similar to an item classified as No Count. Review the Tracking Counts > Inventory Variance section for more details on inventory transactions.

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Serialized Item Specifications and Other Item Details One of the most powerful features of the serialized item module is that a record is created for each individual item purchased or sold. This record records the serial number, history, additional costs, and any associated work orders. Review this section for more information on the following description options: A. General item Description, Memo, and Inventory code: These descriptions are standard and are included in EBMS licenses that include the serialized item module. a. The Description is listed within all serialized item lists such as the main Inventory > Serialized Item list, the Serial Numbers tab of the inventory item, and the serial number selection lists throughout EBMS. The Description entry should include any description details that help identify the item within serialized item lists. The Description can be created as a combination of the First __ Details set in the Inventory > Options > Serial No. Specs tab as shown below:

The Serial No. Specs tab is part of the optional Serial No. Specs feature described later in this section. b. The alternative description is the Memo entry. Unlike the Description, this information will not be displayed on lists or reports. The serialized item record must be opened to view this information. c. The Inventory code is the most important of all the standard description entries. This setting is required to create a serialized item record. The main Inventory ID record also contains the default Serial No. Specs that are described below. Review the Serialized Item Overview for more details on creating or setting the Inventory ID. The following 2 description features are options. B. Images: This option gives the user the ability to attach multiple images of the serialized item. Review the Creating Website Content > Inserting Graphics into EBMS section within the ecommerce documentation for details on how to add images to a serialized item. C. User defined Serial No. Specs: The Serial No. Specs are a list of user defined fields that contain specific specifications about the serial number as shown below: This optional feature is added to the Serialized Item module. Contact your EBMS rep if this option does not exist within the EBMS license. The Serial No. Specs tab on the serialized item as shown below can be configured with specifications created by the user.

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Serialized Items

Continue with the following steps to setup and configure the Serial No. Specs: 1. The recommended first step in creating Serial No. Specs is to create the serialized item specification defaults within the inventory item. This step creates standard labels and specifications for a specific group of items. a. Create an inventory item classified as a Serialized Item or open an existing item classified as a Serialized Item. Review the Classifying a Serialized Item section for more information on creating a serialized item. b.

Click on the Serial No. Specs Defaults tab on the inventory item as shown below:

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c. Enter the specification Description labels for this item. The Serial No. Specs should be kept blank unless the inventory item's specifications are consistent. These labels and Serial No. Specs will be copied to each serialized item record created.

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2.

Click on the Serial Numbers tab of the inventory item and open a serialized item record.

3.

Click on the Serial No. Specs tab to populate the specifications for the specific serial number as shown below:

Serialized Items

4. Click on the Import Serial No. Spec Defaults button to copy the default Description and Info from the inventory item's Serial No. Spec Defaults tab. This information will be copied when the serialized item is created if the defaults are entered within the inventory item before the serialized item records are created. Review the Serialized Items Overview for more information about processing a serialized item.

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Recording a Vehicle or Equipment by VIN Number The serialized item database which is used to track the serial number of equipment can also be used to track a customer’s vehicle information. This tool allows the user to track the work orders or invoices associated with a specific vehicle or equipment giving the user a history of the customer’s equipment. This option is used by many auto parts and accessories stores, vehicle service centers, truck up fitters, trailer sales and service companies, and other vehicle or large equipment sales and service companies. A generic inventory item needs to be created to identify the associated serialized item records as a vehicle VIN numbers. These serialized items/Vehicle VINs are used as service-only VINs unless vehicles with VINs are sold. Complete the following steps to create an inventory item that is used only to identify the serialized item as a vehicle. 1. Create a generic inventory item classified as a Non-Inventory Serialized Item as shown below. Note that most settings within the inventory item can be ignored. Review the Non-Inventory Serialized Item section for more details on creating this generic item.

2. Record this generic non-inventory item within inventory options. Click Inventory > Options and click on the Serial No Specs tab as shown below:

3. Enter the generic inventory item that was created in step #1. This entry is required to automate the VIN number entry within the sales order. 4. Enter each of the customer’s vehicle(s) within the Serialized Item tab of the customer. Complete the following steps to add vehicles to a customer’s record: a. Open a customer record by selecting Sales > Customers from the main EBMS menu and selecting a customer record from the customer list b. Click on the Serialized Items tab of the customer record c. Click on the New Item button on the lower right corner of the dialog to open the following dialog:

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Serialized Items

d. e. f.

g.

Enter the vehicle’s VIN number into the Serial Number entry Enter the generic inventory item created in step #1 into the Inventory Item entry Keep the Description blank if the Inventory > Options > Serial No Specs tab > Update Serialized Item Description with the First __ Details option is set to a non-zero value. Enter a brief Description of the vehicle if this option is set to zero. Enable the View serialized item when wizard is finished option to enter any additional vehicle specifications and click Next to open the following dialog:

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h. i. j.

5.

The Customer will default to the current customer ID Enter the Purchase Date if available and click Finish. Enter the Serial No Specs and other descriptions of the vehicle if the inventory item record is opened. Review the Serialized Item Specifications and other Item Details section for details instructions on this step. k. Repeat for any additional vehicle for this customer. Note that vehicle information can also be added as service or parts are purchased. Review the Selling and/or Associating an Item with a Customer section for more details on adding serialized items to a customer record. Repeat the steps list above for additional customers.

Review the Attaching a Vehicle to a Sales Invoice or Work Order section for details on attaching a vehicle to EBMS documents.

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Serialized Items

Attaching a Vehicle to a Sales Invoice or Work Order The following features are part of the serialized item specifications feature that is used to track the history of a vehicle or other piece of equipment that contains a VIN number. Complete the following steps to add a vehicle to a sales order: 1.

Verify that the setup steps explained in the Recording a Vehicle or Equipment by VIN Number section are completed before continuing with this section.

2.

Open a sales order by selecting Sales > Invoices and SOs from the main EBMS menu as shown below:

3.

Click on the Serial No tab on the top right corner of the sales order. Right click on the Serial No tab and select Open to this tab from the context menu to open the Serial No tab each time a sales order is opened.

4.

The user can add a vehicle or piece of equipment to the customer record by entering a new Serial No/VIN Number in the Serial No entry. Note that the new serial number wizard will be suppressed if the Inventory > Utilities > Serial No Specs tab > Default

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Serial Number is properly set. Review the instructions in the Recording a Vehicle or Equipment by VIN Number section for more details. 5.

Enter the vehicle’s VIN number or the equipment’s Serial No. Click on the look up button to view all of the customer’s vehicles or Serial No as shown below:

6.

Enable the Items Owned by the customer option to limit the Serial Number/VIN number list to only the vehicles or equipment owned by the current customer. Highlight the desired serial number and click Select.

7.

Click on the New button to add a new Serial Number/VIN number to the list. The Serial Number/VIN can be entered into the sales order and be added to the customer’s vehicle or equipment list without launching the new serial number wizard. Review the Recording a Vehicle or Equipment by VIN Number section for more details.

8.

The Serial No’s Info and Description can be changed from the Serial No tab.

The invoice history for each vehicle can be viewed from the serial number. Review the Viewing Item Details and History section for more details. The Serial No within the sales invoice will be copied to any tasks created from the invoice. The Serial Number with the billing tab of the task will also be copied to the sales order if the sales order is created from the task. Note that the serial number will not be copied if existing documents are associated with each other.

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Purchasing or Manufacturing an Item Purchasing Serialized Items Purchasing a serialized item is the most common method used to add a serialized item to the system. Processing the purchase of a serialized item is similar to purchasing any other inventory item with the addition of the following serial number entry processes. Review the Purchasing section for more details on purchasing options. Enter a serialized item into a purchase order or expense invoice manually or from the purchasing window as shown below:

The Received column must be populated before the serial numbers for each item can be entered into the purchase order or invoice. Save the purchase order (Click File > Save) before entering serial numbers if you wish to enter product details. Right-click on the invoice line and select Serial Numbers to enter serial numbers as shown below:

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Since the invoice contains five Honda Air Compressors, a serial number must be entered for each item as shown below:

The Description of individual items can be changed within this dialog. Other details can be entered into the individual serial number records by right clicking on the serial number line and selecting Serial Number as shown below:

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Serialized Items

The purchase order document must be saved after the serial numbers have been entered before the serialized item record can be opened. The following serialized item dialog will open to record or view specific information about the selected serialized item:

The Description entry will be shown on the serial number selection list within the sales invoice or inventory item. Other details can be entered within the Memo entry. Notice that the Current Owner and Sale entries are blank since the item has not been sold yet. Additional

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tabs can be added to the serialized item record to record specific information within individual entry fields. Contact an EBMS representative for more details on custom fields within a record. Review the Selling and/or Associating an item with a customer > Viewing Item Details and History section for more details on the serialized item record. Save the serialized item record by clicking OK and repeat the steps listed above for subsequent serial numbers. Save serial numbers to return to purchase order window. Serialized items can be added using the manufacturing process. Review the Manufacturing a Serialized Item section for more details on manufacturing serialized items. A serialized item can be manually added to stock although the purchasing step is recommended. Review the Manually Adding an Item to Stock section for more details. Review the Creating a Serial Number for more information on generating serial numbers.

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Creating a Serial Number The serial number requires a unique alphanumeric ID. This ID or code may contain numbers, capital letters and some limited characters such as dashes, slashes, and periods. It should not contain any spaces or odd symbols. The code can be used to record a serial number of a piece of equipment or whole goods. It can also be used to record VIN (vehicle identification number) numbers for cars, trucks, or trailers. The serial number must be unique within the inventory item. The serial number value is normally obtained from the piece of equipment, packing slip or vendor invoice when new serialized items are purchased. Review the Purchasing Serialized Items section for more details. The serial number is created by the user if the serialized number is manufactured. Review the Manufacturing a Serialized Item section for more details. A serial number can be created by the EBMS software if the item is manufactured. This random number should be used only to create a unique identifier for the manufactured item. Do not auto create the serial number if the code must be sequential or contains values that identify the manufactured item. Complete the following steps to have the software automatically create the serial number: 1.

Open the serialized inventory item record by selecting Product Catalog from the main Inventory menu.

2.

Select the serialized item from the inventory look up list and click on the Serial Numbers tab.

3.

Enable auto-assign on receive option to generate a random serial number. Use the Filter Down feature to enable this option for a group of inventory items. Review the EBMS Main Documentation > Standard Features > Changing Default, Filter Down Data and Globally Change Data section for more details.

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Viewing or Changing Serialized Items from the Inventory Item The details of each serialized item can be reviewed from the inventory item record. Open an inventory item that is classified as a Serialized item. Click on the Serial Numbers tab as shown below:

A specific serial number can be located by entering a serial number into the Search entry. To list only serialized items with a specific status, select one of the following options from the View option:

• • • •

Available for Sale - A serialized item has been entered into a purchase order or invoice but has not been selected within a sales order. Reserved - A serialized item has been selected within a sales order but the sales invoice has not been processed. Sold - A serialized item has been selected within a sales invoice and the invoice has been processed. The serialized item will show within the Serialized Items tab of the customer. Review the Selling and/or Associating an Item with a Customer Tab > Vewing or Adding Items within the Customer Window section for more details on the Serialized Item tab. Service Only - The serialized item was not purchased from the user but was manually entered to record service history or other information. Review the VSelling and/or Associating an Itme witha a Customer Tab > Viewing or Adding Items within the Customer Window section for more details on adding serialized items from the customer window.

•

Not Sold

•

Processed Items

Adding a serialized item An inventory item can manually be added within the inventory item window. It is recommended that items are entered into the system using a purchase order if serialized items were purchased or using the manufacturing window if items were manufactured. The New Item button should only be used to make adjustments to the serialized item list. Click New Item to manually add a serial number to the list and the following window will open:

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Enter the product's Serial Number and make any necessary Description changes. Enable the View serialized item when wizard is finished option to enter any additional details into the serialized item record. Click Next to continue.

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The system will create an inventory transaction if the Inventory Method is set to Perpetual. The transaction date will be copied for the Date entry and the inventory value shown in the Cost entry will be added to the inventory asset value. Click Finish to complete the addition process. Deleting a Serialized Item A serial number can be deleted if the item has been destroyed. Use a sales order or the manufacturing screen if the item was sold or used to manufacture another item. Select the inventory item within the details tab of the inventory item. Click on the Remove button to delete a serialized item. The following dialog will open if an inventory asset adjustment must be made:

Select a G/L transaction Date and click the OK button to complete the deletion. The New Item and Delete buttons should not be used to correct or change a serial number. Open the serialized item by selecting the item, clicking the Properties button to open the item, and then right-click on the serial number and select Change ID from the context menu.

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Manufacturing a Serialized Item A serialized item can be added to stock using the manufacturing process as described in this section. The optional manufacturing module must be present within EBMS to facilitate this process. Contact an EBMS sales or support person if the Inventory Manufacturing option is not listed in the installed module list.

Continue with this section to manufacture inventory that is serialized: Select Inventory > Manufacturing from the main menu to open the manufacturing screen as shown below:

Enter the batch information into the manufacturing batch. Review sections Manufacturing > Creating A Batch for batch entry details. Enter a serialized item that is being manufactured into the Finished Goods list. Right-click on each Finished Goods line that contains an inventory item classified as Serialized Item and select Serial Numbers from the context menu. The following dialog will open allowing the user to assign serial numbers to the manufactured finished goods:

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Enter the serial number for each Finished Good item. These serial numbers must be entered before a batch can be processed. The Vendor setting within the Costs tab of the item will be populated with ($)MFG when a serialized item is manufactured. Review the manufacturing documentation for more details on the manufacturing window. Review the Made-to-Order Serialized Items section for details on manufacturing serialized items at the time of the sales order.

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Manually Adding an Item to Stock Serialized items can be manually added to stock. This procedure creates similar transactions as manually adding other inventory to stock. The system will create inventory adjustment general ledger transactions that are described later in this section. The preferred method of adding stock is using an expense invoice if the serialized item is being purchased or using the manufacturing screen if the product is being manufactured. Review the Purchasing Serialized Items and Manufacturing a Serialized Item sections for more details. Open an inventory item by going to Inventory > Product Catalog. Click on the Serial Numbers tab as shown below:

Click on the New Item button to manually add a new serialized item as shown below:

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Enter a unique Serial number to identify the additional item. Review the Creating a Serial Number for more information on generating serial numbers. The Description can be used to identify any unique characteristics of the item. The Service Only switch should be disabled. If this option is enabled, the item does now show it in stock but is the equivalent of being purchased and sold to a customer. Review the Selling and/or Associating an item with a customer > Viewing or Adding Items to the Customer Tab for more details about this option. Enable the View serialized item when wizard is finished option to open the serialized item window. Click Next to continue.

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The Date and Cost entries are used to create adjustment general ledger transactions similar to the standard Tracking Counts > Adjusting Inventory Count and Value. The following transaction will be created if the inventory item is classified as Serialized Item. Debit

Credit

Amount

Inventory Asset Account

Inventory Variance

Adjustment Value (The value will be negative if the count has been reduced)

The actual transactions can be viewed by clicking Inventory > Display Unposted Transactions > By G/L Account to open the following summary list:

The following transaction will be created if the inventory item is classified as Non-Inventory Serialized Items. Debit

Credit

Amount

Inventory Variance

Inventory Variance

Adjustment Value

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Since both the debit and credit transaction are posted to the same inventory variance account, the general ledger will not be affected. These transactions will adjust the inventory history value. Review the Product Catalog > Inventory History for more details on inventory history. The serialized item record will open if the View serialized item when wizard is finished option is enabled on the first page of the wizard. Note that the Vendor setting within the Cost tab of the item will be set to ($)ADJUST when an item is manually added. Review the Viewing or Changing Serialized Items from the Inventory Item section for more details on the Detail tab of a serialized item. Click on Count tab and notice that the count number increased since a new item has been added.

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Adding Parts and Other Costs to a Serialized Item EBMS allows the user to add parts, labor, or other costs to individual serialized items. For example, a serialized item that is purchased from a vendor or is a trade-in may need an additional part before the item is sold. The cost of the part(s) must be reduced from inventory and added to the cost of the serialized item. The total cost of inventory (parts or other perpetual items), labor, and other costs are recorded within the individual items to manage the serialized item. Complete the following steps to add costs to an item: 1.

Open an inventory item classified as Serialized Item.

2.

Click on the Serial Numbers tab and select a specific serialized item:

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3.

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Click on the Properties button to open the specific serialized item record and click on the Costs tab as shown below:

Serialized Items

The Purchase detail is located on the upper portion of the Costs tab. The Cost reflects the original cost of the serialized item. This Cost is derived from the expense invoice if the item was purchased or the manufactured value if the item was manufactured. The Vendor will display ($)ADJUST if the item was manually added or ($)MFG if the item was manufactured. Additional costs are added to an item in batches. Complete the following steps to add a batch of costs to a serialized item: 4.

Click on the New Costs button to create a new batch of costs.

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The manufacturing Batch number is automatically incremented unless the user manually enters a batch number. The Batch number can be set within Inventory > Options > Manufacturing tab. Enter the Date the batch of costs is added to the inventory item. The User defaults to the login user. This value can be set to identify the individual responsible for posting the costs to the item. The Only post Track Count Inventory Values to G/L option is used to determine if NO Count items are excluded from the inventory value in general ledger. In the example used above, the following costs are combined into a serialized item. $10.00 - original serialized item cost (recorded in the inventory asset G/L account) $ 18.00 - Battery classified as Track Count (recorded in the asset G/L account) $ 1.75 - Reflective Letters classified as Track Count (recorded in the asset G/L account) $ 40.00 - in labor that is not recorded as inventory (not included in the inventory asset G/L) $69.75 - total value of inventory serialized item after costs are added to item. Since the total value of the item is greater than the total of the original item + track count parts, the inventory asset value increases. The Only post Track Count Inventory Values to G/L option should be enabled only if the added cost batch should not increase the value of inventory in general ledger. For example, if labor or No Count, inventory should not be added to the serialized item causing the value in inventory to remain unchanged when the batch is processed. Note that the total cost of the items including no count inventory is added to the Total Cost to be used for management or pricing purposes. Note that the cost of the serialized item within the sales invoice will not include service and No Count items. The Only post Track Count Inventory Values to G/L option will have no affect on the totals if all the added costs are Track Count or other perpetual inventory items. 5.

Enter miscellaneous information within the Memo field.

6.

Enter cost details. a. Enter the quantity of items added in both the Quantity and Transferred columns. The only advantage of entering a Quantity amount and not entering a Transferred amount is if you wish to allocate some inventory but the inventory has not been added at the time of the entry. The Quantity and Transferred fields are processed in a similar way as the Ordered and Shipped fields within the sales invoice. The quantity affects the Net Ordered amount with in the inventory item's count tab but it is not subtracted from the total inventory On-Hand. b.

Enter the Inventory item and unit of Measure setting. The Description will be populated from the inventory record. c. The Cost (Pricing) amount will be copied from the perpetual cost of the inventory item and cannot be changed if the inventory item is classified as Track Count. The cost can be edited if the item is classified as No Count or Service. d. The Cost (G/L) value will be zero if the Only post Track Count Inventory Values to G/L option is enabled and the inventory item is not classified as Track Count or other perpetual item.

Repeat the steps listed above for each inventory item that you wish to add to the registered whole goods. Click on the OK button to save the batch of costs without processing the batch. The batch must be processed by clicking on the Process button to apply costs to serialized item. The process procedure creates the following general ledger transactions: Debit

Credit

Amount

Inventory Asset Account

Inventory Variance

Total Cost (G/L)

(Serialized item)

(Serialized item)

Inventory Variance Account of each detail item

If the Cost (G/L) value not zero (Track Count items) then Inventory Asset Account If the Cost(G/L) is zero (No Count Items) then Manufacturing Offset general ledger found within the item’s Advance tab.

Multiple cost batches can be applied to a serialized item. Complete the following steps to unprocess or void a cost batch:

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1.

Select a cost batch from the Cost tab of the serialized item.

2.

Click on the Edit Batch button to open the cost batch.

Cost (Pricing) of each line

Serialized Items

3.

Click on the Unprocess button to reverse the cost transactions.

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Made-To-Order Serialized Items Serialized items are often used within a Made-To-Order (MTO) environment so that individual records are created for each item. An inventory item classified as Serialized Items is useful for a wide variety of items that may not contain a specific serial number but need to be tracked after the sale. Manufactured equipment, storage sheds, or other items can be uniquely identified using a code or number generated during manufacturing for warranty purposes or other future repairs or changes. Review the Creating a Serial Number for more information on generating serial numbers.

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1.

Launch the new inventory wizard and select the target folder for the new kit. Click Next to enter the Description as shown below.

2.

Click on the Next button to continue.

Serialized Items

3.

Set the Classification option to Serialized Items and enable the Made to Order option.

4.

Enter the Gross Weight, Tax Group settings if applicable and click Next.

5.

Enter the Pricing Information or any additional information.

6.

Enter the Item Code on the last page of the wizard and enable the I want to view the new inventory now option.

7.

Click on the Finish button to open the inventory Item.

8.

Click on the Components tab as shown below:

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9.

List the parts of the made-to-order portable tool kit into the Components tab. Enable the Assembly Kit option. Review the Inventory > Components > Adding Components to Create an Assembly Kit for more details on adding components to an assembly.

The serial number entry dialog will open when the MTO serialized item is entered into the sales order if the Select serial number or lot while the item is entered option is enabled. Go to Sales > Options > Invoices and S.O.s tab to view or set this option as shown below:

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Serialized Items

Review the Made-to-Order Kitting > Overview of the MTO Process and the Made-to-Order Kitting > Inserting a MTO item into a Sales Order sections of the Made-to-Order Kitting section of this manual for details on inserting a MTO item into a sales order or invoice. Right-click on the serialized item and select Serial Numbers from the context menu as shown below:

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Enter the appropriate serial number for each new serialized item.

The Description of individual items can be changed within this dialog. Other details can be entered into the individual serial number records by right-clicking on the serial number line and selecting View Serial Number as shown above. Review the Purchasing Serialized Items section for more details on entering serialized item details. An MTO serialized item will be added to a customer record when the sales order is processed in the same manner as serialized items that are selected within the sales invoice window.

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Selling and/or Associating an item with a customer Pricing Serialized Items EBMS enables the user a lot of flexibility in pricing serialized items. The price can be based on the inventory item similar to standard items. This method requires all the individual items to be priced the same based on the inventory ID code. This allows the user to customize a specific unit and change the price for the specific unit. Trade-in items, used equipment, customized equipment, and other specialized units can be managed and priced using this feature.

o

Inventory items can be priced based on the last cost. The last cost is based on the most recent cost of the serial number and does not include added costs.

o

Item pricing can be calculated from the list price or base price.

o

Item pricing can be set manually.

Review the Pricing section for details on standard pricing options. A price can be associated to individual serial numbers. This price can override the pricing formula setup within the inventory item. Complete the following steps required to price based on individual serial numbers. 1.

Open the serialized item by clicking on Inventory > Serialized Items or by selecting an item from the Serial Numbers tab of the inventory item.

2.

Click on the General tab as shown below:

3.

Enable the Use the price and description from item in the sales invoice option to override the inventory item pricing with the Sales price recorded on the serialized item. See example above.

4.

Open a sales invoice and add a serialized item on the invoice as shown below:

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5.

Enter a Inventory item that is classified as a serialized item and the following window will appear:

6.

Select the correct Serial Number items that are being sold.

Serialized Items

Selling a Serialized Item Processing the sale of a serialized item in a sales invoice is similar to any other inventory item. Enter the items within a sales order as show below:

If the Select serial number while the item is entered option is enabled, the serial number selection dialog will open when the inventory item is entered into the Shipped column of the sales order. Otherwise, the user will not be prompted to enter the serial numbers until the sales invoice is processed. Go to Sales > Options > Invoices and S.O.s to view or change the Select serial number while the item is entered option. The following serialized item dialog will open for each serialized inventory item listed on the sales order or invoice.

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The serialized item selection dialog consists of two lists: the left-hand list displays all the available unsold items and the list on the right side displays all the selected items. Each display consists of two columns: the serial numbers and the item descriptions. To select an item, highlight the desired serial number and click on the Select button. The highlighted item will move from the left to the right pane. To unselect or move the item back to the left list, highlight the item and press the Unselect button. The Select button will be disabled if the number entered in the quantity column of the sales order has been selected. To select additional items, some selected items will have to be unselected. Click on the OK button when the proper number of items has been selected. You can wait to select items until the sales invoice is processed. A sales invoice cannot be processed until all the serialized items have been selected.

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Serialized Items

Viewing Item Details and History A serialized item including its history can be viewed anytime from the point of purchase or manufacture until years after the item is sold. The individual items can be viewed from the customer record by clicking on the Serialized Items tab as show below:

Various tabs appear with history on the serialized item.

• • • •

The Costs tab lists the purchase details as well as other costs added to the serialized item. Review the Serialized Item Overview > Purchasing Or Manufacturing an Item > Adding Parts and Other Costs to a Serialized Item section for details. The History tab lists all the transaction history for the serialized item. This includes the purchase or manufacturing document, any transfers to different locations, and the sales document if it was sold. The Tasks tab will appear if the optional Tasks & Work Order module is present. The Task tab would display on the work orders related to the specific serial number. Review the Tasks section of the Labor documentation for more details on tracking work orders for a serialized item. The Invoice tab will appear if the Serialized Item Specifications module is included. Review the Serialized Item Specifications and other Item Details section for more details on this option.

The Memo can be used to record miscellaneous information. The Website and Images tab will only appear if the EBMS e-Commerce module is present. Review the Advanced Features > Listing Serialized Items section of the e-commerce documentation for more details on showing the serialized item within a website.

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Viewing or Adding Items to the Customer Tab The Serialized Items tab located within the customer record is useful to track the items that are purchased by the customer. This feature in combination with the optional Task & Work Order module is useful to track the service history of serialized items for each customer. For example: 1.

An auto service dealer would record each customer's vehicle using the VIN number as the serial number. The entire service history of the vehicle would be listed.

2.

An equipment manufacturer may record the serial number of each item sold. Any warranty or service history would be attached to the serialized item.

3.

A equipment sales company such as an HVAC, Plumber, Electrician, Electronics dealer, etc. could use this feature to record the larger serialized items for each customer. This detail could be used for any future service reference.

In all of the examples listed above, the customer may own serialized equipment that was not purchased by the service company. Complete the following steps to add serialized items to a customer's Serialized Items tab without selling the produce to the customer:

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1.

Open a customer record and click on the Serialized Items tab as shown below:

2.

Click on the New Item button to open the New Serialized Item dialog as shown below:

Serialized Items

3.

Enter a unique Serial Number for the piece of equipment. You can enter a generic number if the serial number of the service item is unknown.

4.

A Product Catalog ID must be entered for the existing serialized item even if the item was not sold to the customer. The user may wish to create a generic Inventory Item to attach to the items that were purchased elsewhere.

5.

Enter a Description of the item being serviced.

The Service Only switch is enabled and the option cannot be changed since the serialized item was not purchased and cannot be sold. 6.

Enable the View serialized item when wizard is finished option so the user can enter more details within the Memo of the item. Click the Next button for the following wizard page:

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The Customer ID will be populated. The Purchase Date entry is optional. 7.

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Click the Finished button to complete the addition of the service only serialized item.

Serialized Items

Changing the Ownership of an Item The ownership of an item can be changed after an item is sold or added to a customer's Serialized Item tab. This may happen if the user is tracking the service history or warranty details for an item that was resold to another customer. Open a serialized item as shown below:

Replace the Current Owner's customer ID with the new owner's ID. This will cause the serialized item to be moved from the original owners serialized item tab to the new owner's customer tab. A service company may wish to enter the owner's information into the Current Owner's field even if the job or original equipment was billed to the contractor or other customer. Returning a serialized Item A serialized item that was sold can be traded in or returned by completing the following steps: 1.

Open a new or existing sales order to record the product trade-in or return as shown below:

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2.

Enter an Ordered and Shipped quantity of negative one if a single item is being returned. Enter the serialized Inventory item that is being returned.

3.

Enter the Serial Number into the Serial Number field of the new dialog.

4.

Click on the Close button.

The serialized item will be removed from the original customer's Serialized Items tab and made available to resell when the sales invoice is processed. Review the Selling a Serialized Item section for details on reselling the item or the Serialized Items > Purchasing or Manufacturing an Item > Adding Parts and Other Costs to a Serialized Item section to add parts to a trade-in unit.

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Multi-Vendor Catalog Overview

The Multiple Vendor Catalog module is an EBMS add-on that allows the user to view or select parts or products from a vendor supplied product list or file. This module includes many powerful features that allow the user to accomplish the following: • The user can view information from multiple vendors, with varied file formats, from a common interface without adding all the parts into the EBMS inventory system. • Multiple vendor catalogs can be kept updated on a regular basis by automating a copy from vendor supplied files located on a commonly accessed online location. • The vendor supplied parts information can be viewed or selected from within EBMS using the inventory list dialog. This allows the user to select a product from a vendor supplied list from within an EBMS invoice. • Product information can be copied into the EBMS inventory database without retyping descriptions, costs, and other details from the vendor's product list. • List pricing, unit costs, UPC codes, and other information can be updated directly from a list or file supplied by a vendor. Vendors distribute their product information in a variety of file formats with a variation of product information. Organizing and viewing this valuable information with a common interface can save a lot of time and frustration. Not only can this information be viewed from within EBMS, but the information can directly update inventory items within EBMS. This module simplifies inventory management within EBMS since only selected items are imported into the EBMS inventory list. This minimizes clutter within the user's product list. The following file formats are recommended: • Comma delimited - *.CSV • Text (Tab delimited) - *.TXT • Excel - *.XLSX (note: will require Microsoft Excel to save as a CSV or TXT file) Complete the following two steps to attach a vendor's product catalog to EBMS: 1. A standard Text Data Import feature within the EBMS software can be used to convert these files into EBMS files as well as automate the communication between the vendor's FTP site and the EBMS software. Review the Utilities > Text Data Import and Export Utility section of the main documentation for instructions on this step. 2. Create a relationship between the information stores in the vendor product file within EBMS to the EBMS inventory catalog. Review the Creating a relationship between the Product Catalog and EBMS section for more details on this step. Review the Accessing the Vendor Catalog from a Proposal or Sales Order section for more details on using this powerful feature. The module includes a powerful tool to keep the information within the EBMS inventory item updated. This step will copy information such as pricing, product details, and costs from the newest vendor catalog to the inventory items within EBMS.

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Review the Updating Prices and other information from the new file section for details on this process. This tool can also be used to copy a group of products from a standard file such as a vendor file. Review the Creating Inventory items from a Product Catalog section for more details on this process. This Multiple Vendor Catalog module can also be used to update the EBMS inventory file with new pricing based on a specific date. Export the current price list into MS Excel and then import back into EBMS at the time the changes are required. Multi-Vendor Catalog is an optional module. Review the Main > Optional Features > Optional EBMS Modules section of the main documentation for details on how to identify or add optional modules.

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Creating a relationship between the Product Catalog and EBMS A vendor's product catalog file must be in dBASE (*.DBF) format and must be saved in the company's data directory before continuing with this section. Review the Utilities > Text Data Import and Export Utility section of the main documentation for more details. 1. Select Inventory > Options from the EBMS menu and click on the Vendor Catalogs tab as shown below:

2.

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Click on the New button to open the catalog dialog:

3.

Enter the Catalog File name or click on the lookup button to the right of the field to select the database from the file list.

4. 5.

Enter a brief Description of the product catalog. Select the appropriate Key Type. This setting determines how product information within the catalog file is related to the EBMS inventory items. The key must be unique for every product in the catalog. The following options are available: o Manufacturer + Manufacturer Part Number This option links the vendor catalog field names entered in the Key Expressions to the manufacturer and part number in the fields on the Inventory Item General tab. This option should be used if the manufacturer of the products distributes the product catalog that is being created.

6.

7. 8. 9.

o

UPC Code This setting should be used only if the UPC Code is the only unique product ID in the vendor's catalog.

o

Inventory ID This option should be used if the EBMS inventory ID is the same as the vendor's part number in the catalog. The inventory ID within EBMS can also be created by a dBase formula within the ID expression.

o

Distributor + Distributor Part Number - This option links the vendor catalog filed names entered in the Key Expressions to the vendor and part number in the Purchasing tab of the fields on the Inventory Item. This option should be used if the distributor rather than the manufacturer is distributing the product catalog.

Enter the Key Expression(s). The vendor catalog field name containing the part number or ID should be typed in the expression field without quotes or any other punctuation. These expressions will normally contain field names but may contain static text or dBase formulas. All static text must be enclosed with double quotes. For example, if the entire product's catalog is from a single manufacturer or distributor, the manufacturer or distributors ID should be enter as "FORD" including the double quotes. Reminder: The combination of all the Key Expression information must be unique for every product that is imported into EBMS. Select a Source if applicable. This setting allows the user to map manufacturer ID's used by the supplier with the EBMS Manufacturer ID's. Review the Manufacturer Settings section to learn how to setup manufacturer Source files. Enter the Key Expression(s). The vendor catalog field name containing the manufacturer ID's of the source should be typed in the expression field without quotes or any other punctuation. Click the Next button to continue.

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The fields within the product Catalog Expressions must be associated to the Inventory Fields found in EBMS. Click on the Catalog Expressions on the left and drag them (by suppressing the left mouse button) to the appropriate Inventory Field on the right. A connecting line will show to indicate the associations between the two files. 10.

Right-click on the connecting line and select Delete Link to remove a link.

This association will determine what information is copied from the vendor's catalog file into EBMS when a new item is created in inventory. Select Search Catalog when entering an inventory ID if users should be prompted to import a product when entering the ID on a Sales Order or any other document

Select Update from additional Vendor Catalog when importing when there are multiple catalogs for the same product and information on a catalog positioned lower in the list has information that should be imported as well. A supplier may be providing pricing but a manufacturer may be providing a better description. 11.

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Click Next to continue.

EBMS facilitates information updates from Vendor Catalogs such as price, UPC, or part number changes.

12.

Select the information that is to be copied to EBMS during the update procedure by checking the field OFF or ON.

13.

Click the Next button to continue.

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Any column checked on this page can be used to sort the products within the vendor's catalog. Removing the check marks of fields or columns that will never be used to sort will enhance performance of the list.

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If the supplier has provided a category for each product listed in vendor product catalog, select the Parent Folder and then the subfolder(s)/category(s) as identified in the vendor catalog. When importing a product EBMS will look to see if the category hierarchy exists based on the folder names and will create it if it does not. Click the Finish button to complete. You can change the values set by this wizard by selecting the product catalog from the list and clicking on the Properties button. Note the tabs to change General, Links, Update, and Sort controls.

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Accessing the Vendor Catalog from a Proposal or Sales Order A complete list of available products from multiple vendors can be conveniently accessed from a proposal or sales order even if these items do not exist within the main EBMS inventory file. Unlike many inventory and order entry software, It is not recommended that the vendor product list be inserted into the EBMS inventory item database before they are purchased or sold. A inventory catalog within EBMS can be unduly massive if the user imports all parts numbers from a vendor's catalog. A user normally handles a very small percentage of the items handled by the distributor. The EBMS software gives the user access to all of the vendor's parts without including them in the main inventory catalog. Open a sales order or invoice by selecting Sales > Invoices and S.O.s from the main EBMS Menu. Review the Sales Orders > Entering a Sales Order section within the Sales documentation for more details on this step. The inventory item can accessed and copied to the EBMS inventory catalog using any of the following methods: A. View the vendor Catalog from the Inventory look-up window: 1. Open the Inventory look-up window by clicking on the look-up icon to the right of the Inventory item column within the sales order, right click on the Inventory item column and select Look Up, or hit Ctrl + F4 when the cursor is on this column to open the following Inventory lookup list:

2. Click on the Catalog button located on the bottom right side of the inventory lookup dialog to open the catalog list as shown below:

3. The software can link a user defined number of catalogs to EBMS. Select one of the listed catalogs to change the inventory lookup dialog to the vendor catalog list as shown below. Review the Creating a relationship between the Product Catalog and EBMS section for instructions to add to this list.

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4. Vendor catalogs contain a variety of product information. The list can be sorted based on the user's sort settings. Review the Viewing and Sorting Items section for instructions on identifying sort columns. 5. Select an item from the vendor's catalog list by double clicking on an item or highlighting an item and clicking Select. 6. The item will be added to the sales order or proposal if the item is already within the EBMS inventory catalog or item list. If this item has never been added to EBMS, the system will launch the new inventory item wizard as shown below:

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7. Click next for each step of creating the new inventory item. Note that the default information will be copied from the vendor catalog or from the default settings within the selected folder. Review the Product Catalog > Entering New Inventory items section for more details on this wizard. 8. Complete the creating of the item by clicking the Finish button of the new inventory item wizard and return to the sales order or proposal dialog.

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9.

B.

The same vendor catalog dialog will appear when you open the inventory lookup window.

10. Click on the Catalog button and select EBMS Inventory from the catalog list to return to the EBMS inventory catalog. The second way to copy inventory items from a vendor catalog is to type the part number into the Inventory Item column of the sales order or quote as shown below. Complete the following steps: 1. Open the sales order or proposal dialog as shown below:

2. Note that the part number is underlined to indicate that the part does not exist within the EBMS inventory catalog. Tab off of the Inventory ID column. The following dialog will appear if the software finds the part number within a vendor catalog.

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3. Click on the Import button to import the inventory item from the vendor catalog. This button launches the new inventory item wizard as described in step 6 on the previous section above. 4. Click on the New Item button to launch the new inventory item wizard without coping any information from the vendor catalog. Note that EBMS will only search catalogs with the Searches Catalog when entering an inventory ID option set within the catalog's Links tab as shown below. Go to Inventory > Options > Vendor Catalogs tab, select a catalog, click on the Properties button, and click on the Link tab to set the option shown below:

The EBMS software can search multiple vendor catalogs for the part number entered within the sales document. Review the Creating a relationship between the Product Catalog and EBMS for details on adding these catalogs.

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Creating Inventory Items from a Product Catalog The Multiple Vendor Catalog module can be a time saver when a larger number of inventory items as well as item details need to be entered into EBMS. Product information can be copied directly into the EBMS inventory database without retyping descriptions, costs, manufacturers' part numbers, and other details from the vendor's catalog. 1. 2.

Select Inventory > Product Catalog from the EBMS menu and click on the Catalog button. Select the desired catalog from the drop-down menu as shown below.

3.

Find the desired inventory item and select the Import button as seen below.

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If the item is not in EBMS inventory, the import will take you through the new inventory item wizard. The association in the Links tab of the catalog properties will determine what information is copied from the vendor's catalog file into EBMS when a new item is created. For more information on adding a new inventory item, review the Inventory > Product Catalog > Entering New Inventory Items section in the main manual. To see what links are set, go to Inventory > Options > Vendor Catalogs > Properties button > Links tab section as seen below.

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Viewing and Sorting Finding items in a vendor catalog file is simplified with the Multiple Vendor Catalog module. The columns in a vendor catalog file that can be sorted are determined by the user. To see what columns can be sorted, go to Inventory > Options > Vendor Catalogs > Properties button > Sort tab as seen below.

To sort or to find an item in a vendor catalog, open the vendor catalog by selecting Inventory > Product Catalog from the EBMS menu and select the desired catalog by clicking on the Catalog button. Click on the title of the column in the vendor catalog that you want to sort or search. A triangle and a search box will appear for that column as seen below (example: The description field is being sorted).

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Updating Prices and Other Information From the New File Updating inventory items in EBMS from a vendor catalog is fast and simple once the correct parameters are set. The updated inventory items are controlled by going to Inventory > Options > Vendor Catalogs > Properties button > General tab. The items that will be updated are the items that the Key Type Field matches the Key Expression in the vendor catalog (example #1 below: The Inventory ID of the inventory item in EBMS needs to match the field in the vendor price catalog called ID). (example #2 below: The Manufacturer field of the inventory item in EBMS needs to contain Ford and the Manufacturer Part Number field in EBMS needs to match the field in the vendor price catalog called ID)

The fields to be updated in the Inventory item are controlled by going to Inventory > Options > Vendor Catalogs > Properties button > Update tab as seen below (example below: The fields Base Price and Cost will be updated in the EBMS inventory items). When the Base Price is updated the Markup formula is set to (None), however when the Markup formula is Calculate cost from multiplier: ____, ___ Decimals,Round _ the Base Price is not changed.

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After the new vendor price catalog is saved into the EBMS data directory and the correct parameters are set up, Select Inventory > Options > Vendor Catalogs and click on the Update button. The screen below will appear.

Select the Vendor Catalog that needs to be updated by putting a check mark in the Update field and select the OK button (example above: The EBMS inventory items that are linked to the Mega Vendor Catalog will be updated). After the utility is finished, the following screen will appear with the number of items that have been changed (example below: Four EBMS inventory items were changed or updated from the new vendor price catalog).

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Select Finish to exit the update utility.

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Lots Lots Overview The ability to track lots is used in industries that require a lot number to trace the source of raw materials or product that is being sold. Many food industries have traceability requirements. Many manufacturing companies are required to track the lot information for raw materials used for manufacturing. Dated product requires lots to track the sell by dates or expiration dates on product sold. The Lots Module enhances the already robust inventory tracking tools within EBMS. This option gives the user the ability to track multiple lot numbers within a single inventory item. Additional information such as an expiration date can be associated with each lot. Lot numbers and other lot information are entered within the purchase order lines or manufactured finished goods records. This lot information can be used to maintain traceability records, facilitate quality evaluations, or any other reason to track each lot from the time it was purchased until it is sold or consumed in a manufacturing environment. Inventory items must be classified using one of the following inventory Classifications:

•

Lots – Avg Cost – The classification should be selected to create lots where the lot number does not affect the value of the product. This classification averages the cost value of each lot rather than processing costs based on the individual lot costs.

•

Lots – Linked Cost – This classification links the cost to the lot number in a FIFO manner similar to other Track Count items. Review the Tracking Counts > Tracking Inventory Counts Overview section for more details on linking inventory items.

All inventory items purchased with either Lots classification, require a Lot Number when the items are purchased or manufactured. The Lot Number and the Lot Date can be manually assigned or Auto-assigned by the software. Review the Creating Lots section for more details on creating the inventory ID or creating lots records including dates. The power of the Lots module is a lot number is assigned each time an inventory item is sold, consumed within the manufacturing module, transferred to a job, or moved to anther warehouse. Review the Assigning Lots to a Sale or items Consumed section for details. The transactions associated with individual lots can be evaluated or adjusted within the inventory item or the Inventory Lots properties dialog. Review Tracing Lots and Reporting Lots Information section for details.

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Lots

Creating Lots Lot records are identified by a lot number that is manually assigned by the user or automatically assigned by the software. Other information such as the Lot Date can also be assigned manually or by the system. Lot records are created by completing the following two steps: 1.

1.

Create an inventory item that is classified using 1 of 2 Lots classifications. a.

Create an inventory item with a Classification of Lots - Ave Costs or Lots - Linked Costs as shown in the new inventory wizard example below. Review the Lots Overview section for more details on the Lots Classification.

b.

Complete the new inventory item wizard. Review the Product Catalog > Entering New Inventory Items section for more details.

Enter a new lot number into the purchase order or manufacturing batch - A new lots record is created as soon as a unique Lot Number is associated with a purchase or newly manufactured item. The On Hand quantity is incremented on an existing lots record if an existing lot number is entered into the PO or batch.

Complete the following steps to record the purchase of product that includes a lot number or date. Review the Expenses > Purchase Orders > Entering a New Purchase Order section within the main documentation for more details on creating purchase order detail lines. 1.

Open a purchase order as shown below:

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2.

Right click on either of the purchase order details lines since both the STT2IN and STC36IN are classified as Lots and the following context menu will appear:

3.

Click on the Lots option on the context menu to open the Lot Selection dialog as shown below:

Lots

4. 5.

The Quantity will default from the purchase order. Change the Quantity value if the purchase order line involves multiple Lot Numbers.

Enter a required Lot Number or code. If the Lot Number is not unique a warning message will appear. a.

Click Yes to increment the On Hand amount by the Quantity count rather than creating a new lot record.

b.

Click the No button to change the Lot Number to a unique number or code.

6.

Enter an optional Lot Date. Multiple dates can not be assigned to the lot record.

7.

Click OK to record lot information.

The Lot Number and Lot Date can be automatically assigned by enabling the Auto-assign on receive option located on the Lots tab of the inventory item as shown below:

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Note that the Lots information must be entered before the purchase order is processed into an invoice. Review the Expenses > Invoices > Processing an Invoice section for more details on processing a purchase order into an invoice and updating inventory values. New Lots records can also be created by manufacturing Finished Goods that are classified as Lots. Right click on the Finished Goods lines within a manufacturing batch and select Lots from the context menu. The Lots Selection dialog and entries are similar to the purchase order options explained in this section. Review the Manufacturing > Creating a Batch > Creating a Simple Manufacturing Batch section for more details on creating and processing a manufacturing batch.

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Lots

Assigning Lots to a Sale or Items Consumed The power of the Lots module is that a lot number is assigned each time an inventory item is sold, consumed within the manufacturing module, transferred to a job, or moved to anther warehouse. The Lot Number can be assigned using one of the following methods:

•

Manually selecting the lot number

•

Scanning the lot number using a bar code

•

Automatically selecting lots

Manually Selecting the Lot Number The lot number can be assigned to the detail lines of a sales order any time before the sales order is processed into a sales invoice. Complete the following steps to select the desired Lot Number within a sales order. 1.

Open a sales invoice and right click on any detail line to view or select Lot properties as shown below:

2.

Click on the Lots option to open the selection dialog as shown below:

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Note that the Selected pane shows the Quantity within the sales order. 3.

Double click on the desired Lot within the Available pane to set the Lot Number and Lot Date within the Selected pane of the dialog.

4.

Reduce the Quantity amount if the first Lot of the product is being taken from multiple lots.

5.

The Total to Select and the Total Selected must equal before the dialog is closed. Click OK to return to the sales order.

Repeat for each line of the sales order with inventory items classified as Lots. Scanning the Lot Number using a Bar Code Lot numbers can be scanned into a sales order, manufacturing batch, or other document using the standard bar code. EBMS allows the user to scan a Lot Number into EBMS the same way as an inventory item ID. This feature gives the user the ability to scan product into a sales order using a single Lot Number bar code rather than scanning an inventory ID and a 2nd lot number bar code. The software will prompt the user if duplicate Lot Numbers exist with different inventory IDs. Automatically Selecting Lots The EBMS lots selection process can be automatically assigned by the software for inventory items Classified as Lots - Ave Costs. The Lots Control option below does not appear if the inventory item is Classified as Lots - Linked Costs.

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Lots

Select one of the following Lots Control settings:

• • •

Force Selection - This recommended option forces the user to manually select the Lot Number. This option requires the user to select a Lot Number before the sales order is processed into an invoice. Prompt to Select - This option prompts the user to select a Lot Number but does not require a selection. The user can cancel the selection process. No Prompts - The user has the option to right click on the detail line to assign a lot number but is never prompted to make the selection.

Continue with the Tracing Lots and Reporting Lots Information section to review existing lots information.

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Tracing Lots and Reporting Lot Information Lots information can be accessed by one of the following two methods: 1.

Click on the Lots tab of the inventory item classified as Lots as shown below:

a.

The Lot Number is a unique code for each inventory item.

b.

The On Hand quantity reflects the quantity of product in stock. The On Hand value = Processed - Shipped + Received

c.

Amount Received reflect the amount that has been received on a purchase order but has not been processed into an expense invoice.

d.

The total Shipped equals the quantity shipped on a sales order but has not been processed into a sales invoice.

e.

The Processed value reflects the quantity of product that is posted to the financial ledger.

f.

Use the View setting to query the list.

▪ ▪

g.

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Active - Includes lots that are assigned to sales orders and purchase orders but have not been processed. Lots will also appear active if they are over sold.

▪

Available for Sale - This status identifies product that is in inventory and available to sell. The lot quantity in the query would equal the On Hand value on the Count tab. Available for Sale is similar to Active but will not appear as soon as it is assigned to a sales order.

▪ ▪

Sold - On a processed sales invoice. Processed items - lots will not be listed until the purchase order is processed. The lots list displayed with this status should match the Processed value shown in the Count tab with the following exception: A lot will show on the list if it was processed in a sales order and was NOT processed within the purchase order (sold before it was purchased).

Click on the Properties button to view the transactions for each lot.

• 2.

All - List all lots. Use this query to search for a lot based on the lot number or date.

Click on New Item, Adjust, or Remove buttons to adjust inventory levels. Review the Tracking Counts > Adjusting Inventory Count and Value section for more details on adjustments.

The second way to access lots information is to open the Inventory Lots dialog to view all lot records by selecting the Inventory > Inventory Lots from the main EBMS menu as shown below:.

Lots

a.

Select any transaction record and click on the View Document button to view the source document. See the Lot properties dialog details later in this section.

b.

Click on the Reverse Line button to void the transactions.

c.

Activate the inventory utilities to verify the integrity of the lots date by clicking on the Verify Status button.

d.

Select OK to return back to the lot list.

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Product Attributes Product Attribute Overview The product attributes module is used to group a significant number of items together based on one or more of the inventory's item attributes. An inventory group (folder) may contain multiple items that are very similar but differ based on the items attribute. An attribute is defined as a common characteristic such as color, size, style etc.. Some examples:

• •

Shelf or furniture - A company may contain a group of wooden shelf inventory items that vary based on the wood type, stain or color of the finish, and the length of the shelf. Since 5 different wood types are offered, in 8 different stains and 6 varying lengths, there may be up to 240 inventory items in EBMS to manage all the combinations of the selected shelf. Clothing or shoes - A store sells shirts in a variety of sizes and colors. An inventory item is created for each item that is sold within the store. All of the item IDs within EBMS are grouped in a single folder.

Attributes are defined within the inventory folder. A folder may have one or more product attributes. For example, a specific folder that contains shoe inventory items may have a total of four attributes; size, width, color, and style. All the items within an inventory folder must contain the same attributes. The number and type of attribute can vary between folders. Review the Attribute Setup section for more details. Fixed Product Attributes contain a single attribute value for each attribute setting within the inventory item. For example, the attribute may define the shoe as size 10, D width, black color, and classic style. Each attribute setting defines the inventory item. Review the Entering Item Attributes section for more details. A specific inventory item within a folder group containing hundreds or thousands of items can easily be identified by selecting the desired attributes rather than memorizing inventory ID codes. Custom Product Attributes may contain multiple attribute values within a single inventory item. For example, a custom piece of furniture may be stained using a list of stain options. This list of attribute values can be used using Value Sets. Review the Value Sets section for more details.

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Product Attributes

Attribute Setup The attribute must be defined at the product folder. Separate folders must be created if the number of attributes or the attribute labels differ from each other. All items within a folder will have a common attribute list. Complete the following steps to define the product attributes for the folder: 1.

Create an inventory folder for a group of items with common attributes by selecting Inventory > Options > Product Categories from the main EBMS menu as shown below. Review the Product Catalog > Adding and Deleting Inventory Folders section for more details on creating new folders. Right click on an existing folder and select Properties from the context menu if the folder already exists.

2.

Click on the Product Attributes tab as shown below:

3.

Click on the Add button to add a new attribute to the list or click the Insert button to insert an attribute into the list as shown below:

4.

Enable the Check this box to include subfolders if the subfolders contain the same attribute. Click OK to save.

5.

Repeat the steps above for each attribute as shown below:

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6.

Use the Move Up, Move Down buttons to reorder attributes. Click on the Reorder Subfolders to copy the reorder settings to subfolders.

7.

The default inventory item is an optional setting that is especially useful on the web. The Inventory Default Item will default the attribute settings.

8.

Click OK to save product attribute settings. Set other default values for the new folder.

The attribute value is set within each inventory item. Continue with the next section - Entering Item Attributes to set attribute values.

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Entering Item Attributes The item attribute values are set within the product attribute folder of each inventory item. Attribute settings must be completed within the Inventory Item folder before continuing with this section. Review the Attribute Setup section for more details. 1.

Create a new inventory item or open an existing item.

2.

Click on the Product Attributes tab as shown below:

3.

Click on the first Attribute - weight and click on the Add button to open the following dialog:

4.

Enter the attribute value. A collection of all the entered values and value sets can be viewed at Inventory > Options > Product Attributes. Review the Custom Attributes > Value Sets section for more details.

5.

Verify that the This is also a value option is enabled. Click OK to save.

6.

Click on the second attribute - type and complete the above steps to add values to the remaining attributes.

Values can be set for a group of items by using the Edit Defaults feature. Right click on the inventory folder and select Edit Defaults. Click on the Product Attributes tab as shown below:

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1.

Enter the attribute value as explained above.

2.

Right click on the value and select Filter Down as shown above.

Attributes can contain multiple values. Review the Custom Attributes > Value Sets section for more details. Review the Selling and Purchasing Items with Attributes > Using Attributes within a Sales Order or Quote section to query attributes within a sales order.

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Product Attributes

Selling and Purchasing Items with Attributes Using Attributes within a Sales Order or Quote The Inventory Item lookup window can be configured to query products based on attributes of the items within the folder as shown below. The Product Selector box will only show if the attributes are set up for the selected folder. Note that the Product Selector list will not show if the Inventory Items lookup list is set to show All instead of the Use Folder option. See setting in upper left-hand corner of the dialog shown below. Review the Attribute Setup section for details on setting up attributes for a folder. The Attribute setting must be set for all inventory items within the folder. Review the Entering Item Attributes section for more instructions. The following dialog also includes the available serialized items based on the selected attributes. Review the Serialized Items Overview section for more details on this optional item classification. Complete the following steps to select an item within a sales document based on the product's attributes: 1. Open a sales order or proposal and select the inventory item lookup button to open the Inventory Item lookup list as shown below. Review the Sales Orders > Entering a Sales Order or the Proposals > Getting Started > Creating and Printing Proposals sections within the Sales documentation for details on creating or opening these documents.

2. Select the Configurator Mode to query the items. The Item Mode will be set if the dialog is showing the current item's configuration. 3. Click on the Remove Selections to blank the current settings. Blank settings allow the user to query the available items based on the attribute values already set. 4. Select an Attribute Value option. The Value option shown above lists a combination of the values within the items within the folder. Note that only the items within the same folder are available using the Product Selector. 5. Repeat for each of the other attributes on the list. Note that each attribute reduces the available inventory items within the list. The order of the attributes within the Attribute Setting are important. 6.

Select the desired item ID or Serial Number from the list to add the item to the sales order or proposal.

Inventory items may contain multiple attributes if the item is customizable allowing multiple options. Review the Value Sets and Options section for more details on multiple attributes for a single item.

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Purchasing Items with Attributes The Product Attributes option within EBMS is primarily used to identify specific inventory IDs based on the item's attributes when selling product to a customer. Although the attribute tools are primarily used when selling items to a customer, the way the product is purchased influences the way inventory items are organized within the EBMS product catalog. Determine which of the following ways the product is sold from the vendor: A. The vendor's part number only defines the general item and does not define the attributes such as color, size, and style. Use the purchase-to-order (PTO) feature of EBMS for this type of product. Review the Purchase to Order Kitting > Overview of the PTO Process section for more details. B. The vendor lists a product part number for each combination of product attributes: This option requires a large number inventory records for a model of product. The benefits of individual part numbers for each combination is as follows: a.

The vendor part number contains both the supplier's SKU# and the bar code number for each item

b.

EBMS will track sales history for each combination of attributes

c.

The inventory stock levels of each item is managed within the EBMS software

d.

Pricing is managed individually

Complete the following steps to set up inventory records for each combination of product attributes: 1.

Create an inventory folder for the group of similar items. Set the folder defaults appropriately.

2. Configure the attribute labels for the group of items. Review the Product Attributes > Attribute Setup section for attribute setup for a folder. 3. Create inventory items for each combination of product attributes handled by the vendor or supplier: Similar inventory items can be duplicated using the Create Duplicate option. Open an inventory item, right click on the Inventory ID, and select Create Duplicate from the context menu as shown below:

Make minor changes for the new inventory item and change the Inventory ID at the end of the wizard. Make the appropriate changes to the Product Attribute Settings. Review the Entering Item Attributes section for more details. Review the Selling and Purchasing Items with Attributes > Using Attributes within a Sales Order or Quote section to select items using the product attribute options.

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Custom Attributes Value Sets and Options The user can configure attributes with custom or simple attributes using the Value Set settings. The Product Attributes value sets can be viewed or configured within the Product Attributes tab as shown below. Custom Attributes: EBMS allows the user to associate multiple values to an attribute by using a Value Set. Multiple values give the user the ability to create a custom inventory item that allows multiple values within a single attribute. Simple Attributes: a simple attribute is an attribute with a single setting or option. Value sets for simple attributes seem redundant since the Value Set setting often equals the Values in the Selected Set setting. This one-to-one association allows the user to create custom attributes. The Attribute list and the Value Set settings from simple attributes are often created within the inventory folder or inventory item rather than within this dialog. Review the following information to configure custom attributes. Select Inventory > Options > Product Attributes from the main EBMS menu to open the following dialog:

This dialog can be used to change, delete, or merge Value Sets. Select the Value Set list you wish to display or edit but select one of the following query options: A.

Click on an Attribute from the Attribute list to show all the value sets for the selected attribute.

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B.

Double click on an inventory folder to list the Value Sets within a specific folder.

C.

Click on the Show All button to show all Value Sets.

Click on the value set New button to create a new Value Set. Use the Delete, Rename, or Copy buttons to edit the value sets. Click on the Merge Attributes button to combine value sets. Review the Merging Attribute Value Sets section for instructions on this powerful tool. Click on a Value Set to view the Value list. Use the New or Edit buttons to open the following dialog:

Enter the Value description as shown above. Right click on the Image object and Insert Image or other graphics command to associate an image to the value. This image can be displayed if the product attributes are used with the EBMS ecommerce options. Review the Creating Website Content > Product Attributes section within the Ecommerce documentation for more information on product attributes on a website. Click OK to return to the Value Set list.

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Product Attributes

Custom Attributes and Optional Components Custom Attributes can be associated with optional components to combine the process of selecting custom attributes and optional components. This powerful combination gives the user maximum flexibility with items with attributes and components. Complete the following steps to associate custom attributes with optional components: 1. Open an inventory item with optional components. Review the Components and Accessories > Optional Components or Accessories section for instructions on creating optional components within an inventory item. 2. Set the product attributes within the main inventory item by clicking on the Product Attributes tab of the main item. Review the Entering Item Attribute section for more details. 3. Set the product attributes within each of the optional components' inventory items to match the settings on the main item explained in step #2. 4.

Open the optional components dialog from the components tab of the item as shown below:

5.

Set the Type setting to Configure With Options.

6. Set the Category description. This label will be shown on the component list and also on the option dialog within the sales order. 7. Set the Attribute setting that is associated with the current inventory component. This associates the specific component record with the attribute label. 8. Add the component options and set the associated Attribute value as entered in the custom attribute value list for the selected value set. Review the Value Sets and Options section for details on creating custom attribute value sets.

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9. Review the Components and Accessories > Optional Components or Accessories section for details on the many other settings with the component dialog. Click OK to save the optional component settings. 10. Repeat each of the steps listed above for each component. Test the setup by entering the main item within a sales order or proposal and selecting the specific attributes. Review the Selling and Purchasing Items with Attributes > Using Attributes within a Sales Order or Quote section for more details.

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Product Attributes

Using Serialized Items

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Merging Attribute Value Sets The Merge Attribute utility is used to combine attributes and value sets within a folder and subfolders. Use this utility with extreme caution since the merge cannot be reversed. Open the attribute Value Set lists by selecting Inventory > Options > Product Attributes tab to open the following dialog:

1.

397

Click on the Merge Attributes button to open the following dialog:

Product Attributes

2. Select an Inventory Folder by double clicking on the root folder that contains the attributes you wish to merge. Note that both the attribute that will be deleted and the attribute that will receive the value sets must exist within the same folder. 3.

Click on the Source Attribute to select the Attribute to DELETE.

4.

Click on the Destination Attribute to select the Attribute receiving the value sets.

5. Verify that the proper Inventory Folder, Attribute to DELETE, and Attribute receiving value sets are properly selected before clicking on the Merge button. Caution: the merge process cannot be reversed. Use the merge and the value set utilities with caution since the result can affect multiple folders and could change the attribute labels or values for many inventory items.

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Mobile Scanner Mobile Scanner Overview

The Eagle Mobile Scanner solution has functionality that features Shipping, Receiving, Warehouse and Job Transfers; including editing of quantities right on the device. An intuitive interface seamlessly integrates this remote, Wi-Fi enabled, hand-held device directly with your EBMS system. The expanded keypad makes typing and modifying data easy for all users. The device also features inventory count processing to allow cycle or end-of-year counting that makes inventory tracking and ordering a snap. Include the UPC Association functionality and the bar coding and tracking of your inventory has never been this fast and easy! Main Features

•

Highly functional touch screen

•

Adjust Inventory counts

•

Associate item UPC codes

•

Populate Sales Orders on the fly

•

Handle Shipping, Receiving, Warehouse & Job Transfers

•

Print reports and labels quickly and easily

•

Go wherever you have Wi-Fi coverage

•

Set per employee permission controls and more

Streamline processes, reduce time spent managing inventory, and dramatically cut human errors. Continue on to the Configuring the Scanner in EBMS section to configure the scanner. Review the Inventory section for more details on the Inventory mode. Review the Shipping section for an overview on scanning inventory into a Sales Order. Review the Receiving section an overview on receiving inventory into a Purchase Order. Review the Warehouse Transfers section for details on warehouse transfers. Review the Job Transfers section for details on job transfers. Review the Tasks section for details on how to use the Tasks module with the scanner.

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Mobile Scanner

Configuring the Scanner in EBMS The EBMS Scanner software should already be installed onto the scanner. The next sections will explain how to update the scanner, configure the scanner, configure users for the use of the scanner, printer setup, and Wi-Fi setup. Keypad Shortcuts

•

" * " – save and process record

•

Green button – record details for the current screen

•

Red button – settings for the current screen

•

Esc button – back

•

F1 – print

•

F2 – delete the current record

Prerequisites Connect the Scanner/scanner dock to a computer in order to install updates to the software. The computer should also have the Windows Mobile Device Software installed since that is used to transfer the update to the scanner. This can be downloaded from a web browser at http://www.microsoft.com/en-us/download/details.aspx?id=3182 and will work with all versions of Windows, Vista to Windows 10. Some versions of Windows server are not compatible. Update Scanner Software 1.

Open EBMS Software

2.

Select File > Scanner > Update Device Software from the Main EBMS menu.

3.

Select CipherLab from the following options:

Note: When updating the scanner, it may ask to install .NET, however, this is not needed since all newer scanners come with a newer version of .NET installed. Click cancel and then OK on the next screen to continue the software update. "Enable external services" must be turned on for the mobile scanner to communicate with EBMS.

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End-user Scanner Software Configuration This setup will allow a specific user inside of EBMS to login to the EBMS Scanner Software. 1.

Open an Employee Record in Payroll > Employees that will be using the scanner.

2. Fill out the barcode tab on the employee record for each option that the employee should have access to on the scanner. The normal EBMS security settings do not apply to the scanner.

3. Enter the Time Clock PIN on the General tab. In this example, 1234 is entered to log the employee into the scanner. It is also possible to log in with the employee ID.

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Mobile Scanner

Scanner State and Options This section explains how to set defaults for the EBMS Scanner Software for Sales, Job Costing, Inventory, Warehousing, Report, and Jobs functions. 1.

Select File > Scanner > Scanner State and Options.

2.

Select the scanner to modify the settings and click on Properties.

3.

On the General tab, there will be different options showing depending on what modules are installed on EBMS.

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4. Select the Reports tab. There is a Report Folder called Mobile Scanner under System Folders. If not already selected, click Look Up and select it. Each mode has the option of printing a report. Only one report per mode is recognized by the scanner.

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5. Select the Job tab. In order for a job stage to be available to select from, the stage needs to be in the Available list.

Connect EBMS Scanner Software to EBMS Software This step connects the EBMS Scanner to your EBMS Software (Note: Do the following steps on the mobile scanner) 1.

Power on the scanner and double click on the EBMS Scanner icon.

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2.

Select Options > Edit Web Service URL.

3.

Enter the following fields: a.

Server/IP Field – The IP address of the server. Entering in the server name may cause an error.

b. Port Field – 23166 is the default port and should not be changed. It needs to match the port number the EBMS Services is using. c.

405

Company ID – This can be found in the EBMS Services Configuration software.

Mobile Scanner

4.

Click Save.

Wireless Setup for Scanner This will set up the scanner for WiFi Connection use to your Wireless Access Points (Note: Do the following steps on the mobile scanner) Manual Setup to WiFi (Hidden WiFi Connection) 1.

Double click on the wireless icon in the task tray.

2.

Click on the Configuration tab.

3.

Click on Manage Profiles and enter the following:

4.

a.

SSID (case sensitive)

b.

WPA - may vary, but likely WPA2

c.

Encryption - may vary, but likely AES-CCMP

d.

Authentication - PSK

e.

Passphrase - the network key for the wireless router/access point

Click OK and the network

Auto Setup to WiFi 1.

Double click on the wireless icon in the task tray.

2.

Click on the Configuration tab.

3.

Click on the Scan button.

4.

Double click on the WiFi name.

5.

Create a new profile and click Yes.

6.

Scroll down to the bottom of the list for the Password. In the Value field, enter the WiFi Password.

Printing from the Scanner The printing service with the Scanner uses the Default printer. Which is set on the computer that is running the EBMS Services Configuration software. The EBMS Services must use an administrator user to be able to print to printer. 1.

In the Windows Start menu, search for Services and open.

2.

In the Services List, double click on the EBMS Services.

3.

Click on Log On tab.

4.

Change from Local System account to This account. Enter the full username and password.

5.

Click OK.

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Mobile Scanner

Inventory The Inventory mode is one of the most useful and diverse.

Enter the Inventory Item number and select the desired Mode.

There are several options with the Mode menu:

•

• • •

Count –There are two different ways to change the inventory quantities on hand. o Cycle – This option will make the adjustment effective immediately. Change the quantity to the correct number and press enter on the scanner keypad. o End-of-Year –This option allows a reference number to be entered which can later be viewed in EBMS. Select Inventory > Adjust Counts from the main EBMS menu, to apply the adjustments to multiple items at one time When in this mode the quantity changes are not made until the adjustments are processed in EBMS. Order – The option gives the user the ability to enter a quantity to order. UPC Associate –This will show the existing UPC/Alternate ID number if one exists. If a barcode number is scanned or entered the item will be updated with this new information. Set Location –This option will show the existing location of the item, if there is one. If a Location name is scanned or entered, there is a button to add or remove that location from the item.

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•

Print Labels –This will give the option of entering a quantity to print. The label report must first be selected in EBMS in Scanner>Options. The user would press enter on the keypad to print the labels.

The Warehouse menu lists all the warehouses and shows a check mark beside the selected warehouse. The quantities shown in the various other windows are always for the selected warehouse only. The Price Level menu will show all the price levels with a check mark beside the current price level being used. The prices shown in the details section is for the currently selected price level.

The History section will show the following information: last purchase date, Last sale date, year to date (YTD) sales, and last year’s YTD amount.

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Shipping This section will give an overview on scanning inventory into a Sales Order.

Barcodes that represent a sales order number or a customer ID can be scanned or manually entered into the shipping mode. A new sales order will be created if a customer ID is scanned or entered when in the shipping mode.

Select the Options button to select any of the following options for the Sales Order screen:

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• • • • a.

Return Mode: This option will subtract the scan number (in the lower left corner of the screen) from the ordered and/or shipped quantity depending on the settings. Print: This option will print the report that has been set in EBMS for the scanner. Process: Processes and closes the Sales Order. Once a sales order has been processed it cannot be open from the scanner. Settings… (Red): The Red indicates that the red hot key on the scanner can be used to open the settings window. The first setting determines whether each scan should change the items quantity for ordered, shipped or both.

b. The second setting is related to items that have multiple units of measure. One may choose to select the unit of measure or automatically use the default unit of measure.

•

•

411

View Detail… (Green): The Green indicates that green hot key on the scanner will open the View Detail dialog. The details dialog shows information for the selected item in one easy to view screen, as shown below:

Manual Entry: Select this option to manually type in an item number. This is useful when encountering a barcode that is no longer readable.

•

Cancel: Select to close the sales order without making changes.

•

Save and Exit: Select this option to close and save as a sales order.

Mobile Scanner

The Totals button at the top menu will simply show the sales order total and the total due. The Scan option at the bottom of the screen is the quantity added to the shipped and/or ordered amount every time a barcode is scanned. The Ordered and Shipped options represent the amounts of the currently selected item. The number can be changed manually using the scanner keypad. After entering the new number, the enter button on the scanner must be pressed to update the quantity. The Unit field allows the unit of measure to be changed for the currently selected item.

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Receiving This section will give an overview on receiving inventory into a Purchase Order.

Barcodes that represent a purchase order number or a vendor ID can be scanned or manually entered into the shipping mode. A new purchase order will be created if a vendor ID is scanned or entered when in the shipping mode.

Select the Options button to select any of the following commands for the Purchase Order screen:

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Mobile Scanner

•

Label Printing Mode: This option allows labels to be printed for all items on the PO. The label report printed is selected in EBMS scanner options.

•

Print: This option will print the report that has been set in EBMS for the scanner.

•

Create Back Order: Select this option to copy the items that are not received to a new purchase order.

•

Settings… (Red): The Red indicates that the red hot key on the scanner can be used to open the settings window.

• •

o

The first setting determines whether each scan should change the items quantity for ordered, shipped or both.

o

The second setting is related to items that have multiple units of measure. One may choose to select the unit of measure or automatically use the default unit of measure.

View Detail… (Green): The Green indicates that green hot key on the scanner will open the View Detail window. It shows information for the selected item in one easy to view screen. Manual Entry: Select this option to manually type in an item number. This is useful when encountering a barcode that is no longer readable.

•

Cancel: Select to close the purchase order without making changes.

•

Save and Exit: Select this option to close and save as a purchase order.

The Totals button at the top menu will simply show the purchase order total and the total due. The Scan option at the bottom of the screen is the quantity added to the shipped and/or ordered amount every time a barcode is scanned. The Ordered and Shipped options represent the amounts of the currently selected item. The number can be changed manually using the scanner keypad. After entering the new number, the enter button on the scanner must be pressed to update the quantity. The Unit field allows the unit of measure to be changed for the currently selected item.

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Warehouse Transfers The initial screen in the warehouse mode allows the user to scan or type the “From” and “To” warehouse ID as shown below:

Click the OK button to create a new warehouse transfer as show below:

Scan the barcode or select Options > Manual Entry to manually enter the barcode of the inventory item to be transferred.

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The following commands can be selected from the Options menu:

•

Select Print to print the report that has been set in EBMS for the scanner.

•

Select Process to complete the warehouse transfer.

•

• •

Select Settings… (Red) to open the settings dialog. The Red indicates that the red hot key on the scanner can be used to open the settings window.

o

The first setting determines whether each scan should change the items quantity for ordered, shipped or both.

o

The second setting is related to items that have multiple units of measure. One may choose to select the unit of measure or automatically use the default unit of measure.

Select View Detail… (Green) to open the details dialog which shows information for the selected item in an east to view screen. The Green indicates that green hot key on the scanner will open the View Detail window. Select Manual Entry to manually type in an item number. This is useful when encountering a barcode that is no longer readable.

•

Select Cancel to close the warehouse transfer without making changes.

•

Select Save and Exit to close and save the warehouse transfer.

Currently the scanner cannot open existing warehouse transfers.

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Job Transfers The initial screen in the Job Transfer mode allows the user to scan or enter a job transfer number.

Enter a job transfer number and click OK to create a new job transfer as shown below:

Select the Options button to select any of the following options for the Job Transfer mode:

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• • • • a.

Return Mode: This option will subtract the scan number (in the lower left corner of the screen) from the ordered and/or shipped quantity depending on the settings. Print: This option will print the report that has been set in EBMS for the scanner. Process: Processes and closes the Job Transfer. Once a Job Transfer has been processed it cannot be open from the scanner. Settings… (Red): The Red indicates that the red hot key on the scanner can be used to open the settings window. The first setting determines whether each scan should change the items quantity for ordered, shipped or both.

b. The second setting is related to items that have multiple units of measure. One may choose to select the unit of measure or automatically use the default unit of measure.

•

View Detail… (Green): The Green indicates that green hot key on the scanner will open the View Detail dialog. The details dialog shows information for the selected item in one easy to view screen.

•

Manual Entry: Select this option to manually type in a job transfer number.

•

Cancel: Select to close the job transfer without making changes.

•

Save and Exit: Select this option to close and save as a job transfer.

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Tasks The initial screen in the Tasks mode allows the user to scan or enter a task/work order number. Note that it will only accept a work order/task number that has an associated sales order.

Enter a work order/task number and select OK to open the associated sales order.

Select the Options button to select any of the following commands for the work order/tasks screen:

No new items can be added to the order. The user can only modify the quantities of the existing items.

• •

419

Return Mode: This option will subtract the scan number (in the lower left corner of the screen) from the ordered and/or shipped quantity depending on the settings. Print: This option will print the report that has been set in EBMS for the scanner.

Mobile Scanner

•

Select Process to complete the work order/task.

•

Settings… (Red): The Red indicates that the red hot key on the scanner can be used to open the settings window.

•

o

The first setting determines whether each scan should change the items quantity for ordered, shipped or both.

o

The second setting is related to items that have multiple units of measure. One may choose to select the unit of measure or automatically use the default unit of measure.

View Detail… (Green): The Green indicates that green hot key on the scanner will open the View Detail window. It shows information for the selected item in one easy to view screen.

•

Manual Entry: Select this option to manually type in a work order/task number.

•

Cancel: Select to close the work order/task without making changes.

•

Save and Exit: Select this option to close and save the work order/task.

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Index 1 1096 fax 1 A Accessories Overview 189

B Back Order 57, 63 Barcode Scanner 1 Base Price 5, 10, 54, 69, 75, 85, 96, 196, 198, 342, 371

Account balances 254

copied 198

Accounts Payable 130

copy 54

Accounts Receivable 130

percentage of 75

Adding Accessories 189, 194

Base price range 75

Adding Items 63, 323, 347

Beginning Fiscal Period 166

Customer Tab 347 Additional Dates 92

Bracketed Pricing 96 C

Additional Items 191, 222, 328, 344

Calculate button 157, 166

Additional Out values 115

Calculate Consumed Totals 227, 253

Additional Units 139, 142, 143

Disable 253

Adjust cost 238

Calculate Manufactured 253

Adjusting 117, 238

Calculate Maximum 157

Inventory Count 117 Set 238 Total 117 Adjustment Date 117 Adjustment Value 117, 328 Adjustments button 117 Advanced Features 75, 196

Turn 157 Calculate Minimum 157 Check 157 Calculate Order Quantities 157, 166 Launch 166 Calculated Prices 69, 75, 82 Rounding 82

Advanced Inventory 157, 163, 166

Calculating Prices Automatically 75

Advanced Inventory Utilities 157, 166

Catalog button 366, 369

Advanced Tab 5, 10, 27, 130, 191, 235, 238, 254, 275, 282, 285 All Customers 92, 100, 108 Special Pricing 108 All Folders 5, 37, 100 Select 100 All General Ledger Accounts 254 All Inventory Items 3, 10, 86, 100, 108, 153, 166 select 100, 166 All Warehouses 294 Select 294 Allow Replenishment 147 Assembly Kit 189, 191, 337 Enable 337 Assets 10, 15, 54, 229, 301, 308, 332 Sale 308

clicking 369 Catalog Expressions 355 Catalog File 355 Changing Serialized Items 323 Characteristics 10, 15, 305, 328 item 328 Classification 5, 10, 15, 22, 54, 57, 63, 69, 111, 117, 163, 181, 187, 227, 259, 260, 264, 306, 308, 337 create 163 number 163 Set 54, 57, 111, 337 Classification tracks 15 count 15 Columns display 111, 153 Company Profiles 279

Auto Accessories 75, 86

Completed Date 227, 232, 254

Auto Parts 3

Component ID 191, 196

Automated 57, 63, 166

Component list 191, 194, 196, 198, 219, 222, 227, 238, 260

delay 166

Component With Options 191, 196, 222

Automated Ordering 166

Components Overview 189

Automated Stock Level 166

Consumed Items Warehouse 246, 279, 282, 285 copied 246

421

Consumed Totals 253

Digit Inventory Variance 5, 130

Contains Field Names 355

Discount merchandise 57

Contains rounding tables 82

group 57

Cost Comparison 75

Discounts 57, 75, 91, 92, 96

Cost Finished Goods 238

Display Unposted Transactions 117, 328

Cost Level 163

Drop Ship 147, 181, 183

Cost Pool Maximums 163

Clicking 181

lines 163 using 163

Purchase Method 181 Drop Ship Purchase 147, 181, 183

Count item 297, 332

Drop Shipment 2, 147, 181, 183

Create Items 187, 238

Drop Shop 183

Create Purchase Orders 147, 150, 153, 160, 183, 187 Current Owner 318, 350 Replace 350

E EBMS Fixed Assets 308 EBMS Multiple Warehouse 246

Customer Folders 92, 100, 108

Edit Batch 332

Customer ID 27, 100, 183, 347, 350

Edit Defaults 5, 17, 86, 147, 166, 282

Customer purchases 91

Use 282

Customer Query 92

Employees 57

Customer Tab 100, 346, 347, 350

Ending Fiscal Period 166

Adding Items 347

Entering New Inventory Items 5, 10, 54, 366

D

Entry Date 22

Database 153, 353, 355, 366

F

DBase formula 355

FIFO inventory 111

Default Manufactured Quantity 227

FIFO window 111

Turn 227 Default Orders button 153, 160 describes 153

Filter Down 5, 17, 82, 86, 166, 282 Finished Goods list 227, 238, 246, 253, 326 Fixed Cost 235, 238

Default Purchase Warehouse 279, 282, 285, 287, 297

clicking 238

default 297 Set 287 Default Sales Warehouse 279, 282, 285, 287, 297 change 297

enables 238 Folder Name 3, 5, 22, 54 Fractional Quantities 5, 134, 138 G

default 297

Generate Purchase 301

Set 282, 285

Gross Weight 10, 22, 54, 153, 337

Default Selling 138 Default Selling option 134 Default Selling Unit 10, 54, 57, 63 Default Transferred Quantity 297 Equal 297 Default Warehouse 279, 296 default 296

I Identify Service Items 54 Using Inventory Items 54 Inactive 3, 22, 37, 142 select 37 Inventory Account Inactive 37 Making 37

Delete Folder button 3

Inventory Adjustment window 117

Deleting Inventory Folders 3

Inventory Amounts 111, 160

Depreciable Asset 308

Inventory Asset Account 5, 111, 117, 254, 297, 328, 332

Determine Sales Level 163

Inventory Components 22, 191, 219, 238

launch 163 Digit code 130 Digit extension 130 create 130

Inventory Count 115, 117, 290 Adjusting 117 Inventory Counts Overview 111 Tracking 111

422

Inventory

Inventory Defaults 5 Changing 5 Inventory Fields 54, 355 Inventory Folders 3

J Job Costing Manual 235 Job Transfer 115 K

Inventory History 3, 22, 24

Key Expressions 355, 371

Inventory ID 10, 22, 54, 371

Key Type 355, 371

Inventory Item Count 111, 115, 117, 138, 181, 227, 254, 297, 332 Inventory Item ID 10, 22, 41, 150, 181, 191, 296, 347 Inventory Item window 10, 37, 54, 75, 115, 153, 189, 297, 323 Inventory Manufacturing 326 Inventory Manufacturing Offset 254 Inventory menu 10, 294, 346 Inventory Method 111, 130, 254, 297, 323 Inventory Order Sheet 153 select 153 Inventory Overview 2 Inventory Pricing 70 Inventory Pricing Overview 69 Inventory Purchasing 153, 293, 294 Select 294 Inventory Purchasing Overview 153 Inventory Purchasing Screen 153 Inventory Purchasing window 147, 150, 153, 160, 293, 294 Inventory Query 92, 100, 108 Inventory Serialized Items 15, 306, 308, 328, 332, 342 Inventory Set 189 Inventory Stock Level Settings 166 Inventory tracking 2 Inventory Unit 191, 235 Inventory Value 15, 111, 130, 187, 229, 238, 323, 332 Finished Goods 238 Inventory Variance Account 5, 117, 130, 235, 238, 254, 328, 332 Inventory Variance Transactions 130, 301 Inventory window 5, 22, 41 Invoice Date 117, 150 Item Code 10, 57, 63, 238, 337 Item cost 150, 163, 191, 332 Item Details 10, 346, 366 Viewing 346 Item History 346 details 346 Item ID 22, 296 Items Consumed 222, 227, 238, 246, 253, 254, 260 Quantity 227 total 238 Items Consumed list 222, 227, 238, 253, 260 line 238

L Labor Costs 219, 222, 235 Batch 235 Last In First Out 111 Listed records 110 view 110 Lookup 22, 191, 222, 227, 279, 282, 355 Lot tracking 375 Lots Overview 375 M Made-to-Order Kits 189 Made-To-Order Serialized Items 337 Main Unit 5, 10, 92, 138, 139, 142, 143, 235 change 142 clicking 142 Manually Calculating Items Consumed 253 Manually Setting Prices 75, 85 Manufacture Part Number 22 Manufactured Inventory 189, 326 Manufacturer Part Number 22, 366, 371 Manufacturer's Web Site 17 Manufacturing Module 189, 219, 326 Manufacturing Offset 5, 235, 238, 308, 332 Manufacturing window 219, 246, 326 Markup 5, 10, 54, 69, 70, 75, 85, 86, 198 set 75 Maximum Formula 166 set 166 Maximum Inventory 115, 153, 160, 166, 294 Maximum Ordering 166 Measure Overview 138 Unit 138 Mega Vendor Catalog 371 linked 371 Merge button 279 combine 279 Minimum Count 96, 100 Minimum Formula 166 set 166 Minimum Inventory 157, 160, 294 Minimum Ordering 166 Miscellaneous Costs 222, 229, 235 Adding 235

423

Multiple Departments 282 Associating 282

Price rounding price 82 Pricing Information 139, 337

Multiple Order Amounts 157, 160

Primary Vendor 150, 153, 160, 181

Multiple Vendor Catalog 353, 366, 369

Process button 332

Multiple Warehouses 1, 246, 275, 293, 296 Multi-Vendor Catalog 353 N

clicking 332 Process Date 117 Processed count 115

Negative Numbers 57

Processed saved batch 227

Negative Quantity 27

Processed value 346

Net Count 157, 297

Product Catalog 2, 3, 355, 366

Net Ordered 41, 115, 153, 157, 160, 227, 332

Product Returns 27

affects 332

Promotional Prices based on Date 92

New Costs 332

Proposal 57, 63, 108, 110, 138, 194, 196, 259, 264

New file 371

Purchase Account 130

New Folder 3

Purchase Cost 130, 153, 332, 346

New Folder button 54

Purchase Date 347

New Inventory Items 5, 10, 22, 191, 366

Purchase detail 332

Entering 10 New Serialized Item dialog 347 New Unit 139, 235 Adding 139

Purchase Method 2, 5, 147, 181, 183, 187 change 181 Drop Ship 181 Purchase Method option 147, 183

New Warehouse 279, 282, 285, 287, 297, 301

Purchase Method setting 181

Next Batch Number 227

Purchase Order 147, 150, 153, 160, 181, 183, 296, 318, 323, 346

change 227

Creating 296

Next Warehouse Transfer 279, 282, 285, 287, 297

Purchase Orders Received 153

No Count 5, 10, 15, 181, 187, 227, 238, 254

Purchase Orders Shipped 153

Non-Inventory Serialized Item 308

Purchasing Parameters 147, 157

O

Creating 157

Optional Component Pricing 198

Purchasing Tab 150, 153, 163, 181, 355

Optional Components 189, 196, 198

Purchasing Vendor dialog 160

Options Type 196

Purchasing window 115, 147, 150, 153, 160, 183, 294, 318

Order Amount 41, 115, 153, 157, 160, 294, 297 increments 153 Ordered and Shipped 57, 63, 332, 350 Ordered and Shipped column 134 Ordered and Shipped quantities 57, 63, 350 Other Percentage Adjustments 57 P

Print button 153 Purchasing window facilitates 183 ordering 183 Q Quantity Amount 227, 279, 282, 285, 297, 332 R Raw Materials 189, 219, 222, 238, 246

Part Number 22, 150, 187, 355

Received 91, 100, 115, 117, 134, 147, 181, 183, 318

Payroll 219

Reflective Letters 332

Percent 163

Refresh button 153

Percentage Adjustment 10, 57, 63

Registered Whole Goods 5, 24, 111, 297, 332

Perpetual Inventory 5, 117, 130, 147, 259, 260, 297, 306, 332

Rental Code 15

Perpetual Inventory Method 15, 111

Reorder Increment 157

Pick location 172

Require Integer 5, 134, 138, 139

Pick option 10

Round column 82

Pick Sheet 172

Round option 82, 85, 198

Price level 2, 5, 10, 17, 54, 57, 69, 70, 75, 82, 85, 86, 91, 92, 96, 100, 139, 181

Rounding function 69, 75 subject 75

424

Inventory

S Sale Price 130, 187, 342

Single Department 275, 279, 285 Associating 285

Sales Account 5, 130

Source 24, 219, 287, 303

Sales Classification 150, 163

Special Order Label 181

view 163

Special order processing 147

Sales general 10, 130, 191, 235, 238, 308

Special order Purchase Methods 147, 181, 187

Sales History 24, 27, 153, 157, 166, 290, 303, 306

Special order purchasing 147, 187

Sales Level 153, 163

Special Pricing 91, 92, 100, 108, 110

Sales menu 41

All Customers 108

Sales Options 41, 96, 100, 337, 344

Customers 100

Sales Orders Ordered 153

Group 100

Sales Orders Shipped 153

Prioritizing 108

Sales Person Commission 189

select 100

Scheduled Date 227, 232

Viewing 110

Separate Cost 229

Special Pricing button 92, 96, 108

Serial Number 15, 305, 306, 318, 323, 326, 328, 332, 337, 342, 344, 346, 347, 350

Special Pricing list 96, 100, 108

selecting 108

item 350

Special Pricing Overview 91

selecting 318

Special rounding 82

Serial number record 15

Specific pieces 305

Serialized item list 323, 346

Specific Price Level 17

Serialized Item Overview 305

Standard Inventory Utilities 166

Serialized item record 318

Standard Transfer Transactions 297

Serialized Items 305, 306, 318, 332, 342, 344

Status 22, 37, 227, 232, 254, 323, 346

Classifying 306 Deleting 323 Manufacturing 326

Set 227 Substitute button 41 replace 41

Other Costs 332

Substitute Item 22, 41

Pricing 342

Sync Quantities 147, 181, 183, 187

Purchasing 318 Select 306 Selling 344 Serilized Items Overview 10 Review 10 Service classifications 15, 227 Service labor 2, 3, 54 Set Margin 5, 10, 75 Setting identifies 246 Shipped quantity 57, 63, 181, 183 Shipped value 181 Show items 153, 160 Show on Invoice 10, 22 Show on Printed Document 191, 194, 196, 260 Simple formula 163 Simple Manufacturing Batch 227 Creating 227 Single Company Division 279 Single Component 191, 222 Type 222

425

T Task 1, 153, 163, 287, 346, 347 Tax Group 5, 10, 22, 54, 63, 337 Taxable 5, 10, 22, 54 Turn 10, 54 Ticket Id 297 Tool Kit 189, 219, 337 Toolbox 189, 194, 219 Total Consumed 227, 253 changing 227 Total Cost 111, 191, 196, 198, 222, 227, 229, 238, 332 added 332 total 227 Total In 115 Total on Hand 115 Total Out values 115 Total Quantity 115, 227 Track Count 111 Select 111 Track Count Inventory Values 332

Track Count item 111, 222, 229, 332 Transaction Date 5, 323 U

Vendor Part Number 150, 181, 183, 355 reflects 150 Vendor supplies 75, 353

Unit Cost 117, 143, 191, 222, 227, 238, 353

Vendor's product 153, 353, 355, 366

Unit Price 27, 57, 63, 110, 196, 227, 260

Vendor's Product Catalog 355

Universal Product Code 22

Vendor's purchasing list 153

Unprocessed 2, 232, 257

Volume Discounts 57, 96

Update from Purchases 75, 238

W

Update Inventory Costs 75

Warehouse ID 279, 282, 285

Using Inventory Components 222, 227, 238

Warehouse Module 287

Manufacturing 222

Warehouse Overview 275

Review 227

Warehouse setting 246, 296

Using Inventory Items 54, 235 Identify Service Items 54 Utilities 24, 37, 69, 86, 157, 163, 166, 371

Warehouse Transfer 279, 282, 285, 287, 297, 301 Variance Transactions 301 Warehouse Transfer window 279, 282, 285, 287, 297

Running 163

Warehouse Transfers Option 301

Utilities menu 157

Variance Transactions 301

V Variance transaction cancels 130 Variance Transactions 130, 301 Warehouse Transfers 301 Warehouse Transfers Option 301 Vendor Catalogs 75, 353, 355, 366, 369, 371 Select 371 Vendor ID 153, 160

Warehousing 246, 279, 282, 285, 287, 290, 293, 296, 297, 301, 303 change 279, 282 contain 296 hide 279 Select 287 view 290 Work Order 305, 346, 347

426