Printing Item Notes in Point-of-Sale

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Printing Item Notes in Point-of-Sale

 

Overview

The purpose of this document is to explain the different type of notes that can be linked to a part and printed on Estimates and Work Orders.

 

Adding Notes to a Part in Inventory

From the main StockTrac® main menu, go into the Inventory module.

Click on the Edit Items button.

Pull up an item, and click on the Notes tab.

Two radio buttons are shown in the lower right-hand corner: Technician and Customer.

Click the Technician button, enter notes for the Technician, and then click Save.

Select the Customer button, enter notes for the Customer, and then click Save.

 

Adding Notes (Comments) for a Product Code

Notes/comments can also be assigned to an entire product code. To do this, go into the Point-of-Sale module.

Click on Setup, Documents & Printing, Item Comments.

Click on the Comment Setup tab first. Click the Add button, and enter a comment that will be assigned to a Product Code.

Next click the Product Code Comments tab. Highlight the Manufacturer of the part, then highlight the Product Code the part is assigned to, and then select the Comment that was just defined. Click OK to save the information.

 

Adding a Part with Notes to a Ticket in Point-of-Sale

From the main StockTrac® main menu, go into the Point-of-Sale module. Create a new ticket, and add the part that has notes attached to it.

The Notes button will be red and blinking. Click on it to see the notes attached to the part.

The three types of notes are shown above.

Technician Notes – These were entered in Inventory on the Notes tab. Additional notes cannot be entered here.

Customer Notes – These were also entered in Inventory on the Notes tab. Additional notes cannot be entered here.

Product Code Notes & Notes Entered for Customer – The first note was entered and assigned to the product code. The second note was manually typed in below the Product Code note.

 

The remaining sections will cover how the notes print on the various Point-of-Sale documents.

 

Notes Printed on an Estimate

The following notes print on an Estimate:

Product Category Notes (assigned to the Product Code in Point-of-Sale)

Additional comments entered for the item in Point-of-Sale

Customer Notes (entered on the Notes tab in Inventory)

 

Notes Printed on a Work Order

The following notes print on a Work Order:

Product Category Notes (assigned to the Product Code in Point-of-Sale)

Additional comments entered for the item in Point-of-Sale

Technician Notes (entered on the Notes tab in Inventory)

 

Contact Janco Support at 800.782-5872 (US) or 800.323.5872 (Canada) with questions about this or any other procedure.

 

— end of document —

 

 

Finding a Part in Inventory

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Finding a Part in Inventory

 

Overview

This article will describe how locate a part in Inventory when the manufacturer/category is not known.

 

Procedure

Go into the Inventory module.

 

Click on the Edit Items button.

Click the Find Part button at the bottom of the screen.

Type the part number in the Search For field. A partial number can be entered if the whole number is not known, and the system will show the closest part number to what was typed in. Notice that the manufacturer of the part shows at the top right of the screen. When the correct part is located, highlight it and click OK and then click Edit to change or view the part information.

 

Manually Adding a Part to Inventory

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Manually Adding a Part to Inventory

 

Overview

This article will explain how to manually add parts into the inventory file through the Inventory module. This will assume that the sale code and product code are already set up for the parts to be added. See the related topics for help on adding sale codes and product codes.

 

Procedure

From the main StockTrac® menu, go into the Inventory module.

Click on the Edit Items button, and the Select Items screen will display:

Click Add to create a new part. (HINT: If this part is similar to another part in the system, highlight the existing part first before clicking Add. This will reduce the amount of data entry required.)

Enter the following information:

Use current item as model – If the part being added is similar to the part that was highlighted when Add was clicked, click this box.

Manufacturer – Select the category that the part will be in.

Part Number – Give this part a number.

Product Code – Click the down arrow next to Product Code and chose one of the available product codes for this category. The Sale Code will automatically be filled in based on what is entered here.

Part Type – choose either Regular, Labor, Machining, Non-Stocked, Tire or Courtesy Check.

Put in a Pop Code, Description, Cost and Selling Price if needed. If the OK button does not light up, this means that a required field needs to be entered.

Click OK, and the system will return to the Select Items screen. Click on Edit to edit the part that was just added. Go through the different tabs and enter any additional information.

For a detailed explanation of the fields that can be entered and viewed for an item, see Inventory – Edit Items.

 

Updating Item Cost from Ordering

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Updating Item Cost from Ordering

 

Overview

This procedure shows how to update the cost field in Inventory, Edit Items with the cost entered in Inventory, Ordering.

 

Procedure

The screen shot below shows the “before” cost in Inventory, Edit Items:

Go into Vendor Tracking, and pull up the vendor you are buying this item from. Go to the Ordering/Categories tab.

Make sure the category the item is in is added in the Categories Section, and that the “Preferred” box is checked. See below for an example of the screen.

Once the category is listed and marked as preferred, the Item Cost should be updated when it’s changed in Inventory, Orders.

Pull up the order in Inventory, and change the cost (original cost in this example was $7.51).

In this example, the order was pulled up from the Building tab, the Cost was updated, and the Order button was clicked.

Next the order was pulled up in the On Delivery tab, and the Post button was clicked.

Below is a screen shot of the Item record, showing that the cost was updated.

 

Set Up Global Groups

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Set Up Global Groups

 

Overview

This function will allow groups to be set up that can then be assigned to your Global Profiles. This comes in handy if there are a lot of profiles on file. When in the Global Profile application, groups can be assigned to profiles, and the list of profiles can then be filtered to show only those profiles in a group.

 

Procedure

To set up Global Groups, go into the Inventory module.

Click Reports, Setup Global Groups.

Click Add to create a new group. When you are finished adding groups, click OK to exit the program.

Once the groups are added, they can be accessed in Global Profiles. Go to Inventory, Reports, Global. Pull up a Global Profile.

Drop down the Group field and assign the profile to one of the groups. Click Save to keep the change. Do this to as many profiles as desired.

Now when going into Global Profiles, you can change the drop down to show only globals for a certain group, as shown on the next screen.

Only globals assigned to the pricing group are now displayed.

View/Print Last Global in Inventory

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View/Print Last Global

 

Overview

The View/Print Last Global option allows the last global profile that was executed to be re-run.

 

Procedure

Go into the Inventory module.

Click Reports, View/Print Last Global.

Select the report destination (printer, preview or file). Once the global has executed, exit the program.

 

Global Batch in Inventory

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Global Batch in Inventory

 

Overview

The Global Batch option is used to run multiple global profiles in a batch in a user-defined order. Before running this function, the Global Profiles that are to be run in the batch need to have been defined.

 

Procedure

To run the Global Batch feature, go into the Inventory module.

Click Reports, Global Batch.

A list of all Global Batches that have been entered will display. Click the New button to add a new one.

The Global Profiles that have been set up will be displayed in the right column of the screen. Click on the ones to be included in the batch, and then click the Add button.

The left column shows the profiles that have been selected. The order in which the profiles are run can be changed by using the Move Up and Move Down button.

The Print dropdown field specifies to print No Reports, All Reports, or the Last Report Only. Click on Save.

Give the Global Batch a Title and click Save as New. The system will return to the list of Global Profiles.

Highlight the batch to run and click Run. The report(s) can be previewed or printed. Exit out of the program when finished.

 

Global Reporting in Inventory

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Global Reporting in Inventory

 

Overview

Global is used for making inventory searches and/or changes to a group of parts within the Inventory module. In addition, StockTrac® provides the ability to create Global Profiles and run those profiles without actually making any changes at (this is referred to as a Dry Run).

 

Procedure

To run the Global feature, go into the Inventory module.

Click Reports, Global.

A list of all globals that have been entered will display. Click the New button to add a new search.

The Categories & Shops tab will be active. Enter a Title for this global and select which Categories to use.

This search may also be assigned to a Group. See Reports, Setup Global Groups for more information.

Next click on the Search tab.

The Search tab allows you to define the criteria the items must meet to be included in the search results. Click the Add button.

Field to Search – enter the Field to Search on. The drop-down box lists several fields to pick from.

Type of Search – choose from Equals, Doesn’t Equal, Less Than, Greater Than, Equal or Less Than, and Equal or Greater Than.

Amount or Field – Select one of these options. If amount is selected, the system will prompt for an amount. If field is selected, a field can be selected from a drop-down box.

*** NOTE: To change the entire category or categories, leave the above tab blank. ***

Click OK to save the search. Add any additional searches via the same method, and then click on the Change tab.

The information on the Change tab tells the system what information will be altered when this global is run. Click the Add button.

Field to Change – use the drop down menu to specify which field(s) will be changed when this global is run.

Type of Change – select Set Equal To, Increase By, Decrease By, or Round to Nearest.

Set Equal To – If this is selected, the system will prompt to select either Amount, Field or Margin. If Amount is selected, a dollar amount can be entered. If Field is chosen, a drop-down list of fields will display. If Margin is selected, a percent field displays.

Increase By – This option will prompt for an amount or a percentage.

Decrease By – This selection will also prompt for an amount or a percentage.

Round to Nearest – If this is selected, the system will prompt for a dollar amount.

In this example, the system will increase the Selling Price 1 by 5% for all items in the selected category with a Quantity on Hand greater than zero. Click OK. Next click on the Fields tab.

This screen is where the fields that appear in the search results are defined. The available fields are listed on the left, and the fields that have been selected are on the right. Click one of the available fields and then click Add. Fields can also be moved up and down, and fields can be deleted. The item (part) number always appears on the search result, so that does not have to be selected. The fields that are selected here are what prints on the report or exports to the output file.

Once the fields are defined, click on the Output tab.

There are three sections to this tab:

Report Options (mandatory) – set the font, the font size, the orientation of the report, and choose whether or not to print a summary page.

File Export Options (optional) – if the search is to be exported, specify a file name, the delimiter, and a text qualifier. Also state if the header row is to be excluded. All information in the section is optional; the data does not have to be exported.

Dry Run – it is highly recommended that all searches be done first as a Dry Run to ensure the correct data is selected, manipulated, reported on and/or exported.

Make the desired selections and then click Run. When the data is correct in the Dry Run, uncheck the flag and re-run.

Do not forget to click Save to save this search to be run at a later date.

 

Total Value of Inventory Report

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Total Value of Inventory Report

 

Overview

The Total Value of Inventory report shows the total value of stocked parts at the shop. The report can be run to show the current value of inventory in the system, or the report can be run to show a previous month’s value. Previous month’s values are saved in the system when the Close a Period function is run in Sales.

 

Procedure

To run the Total Value of Inventory report, go into the Inventory module.

Click on the Reports drop-down menu, and then click on Total Value of Inventory.

Enter the following information:

Select the Manufacturers/Categories to be printed. The Select All and Unselect All buttons can be used to make choosing the information to be included on the report easier.

Period – Select either the Current Inventory Value or a Previous Month’s Value.

Include – Choose Only Rows with Data or All Rows.

Totals By – The report can sort and total by Manufacturer, Product Code or Sale Code.

Group – This button is available for multi-shop environments. Choose to group by Shops or Categories.

Click the Print button to print the report. A preview will appear on the screen. To send the report to a printer, click on the printer icon in the top left corner. Exit the preview when finished.

An example of the report is shown below:

 

The category name is on the left side of the report. Below is an explanation of the columns on the report:

Retail – Selling Price 1 * Quantity on Hand

List – List Price * Quantity on Hand

New Core – Core Amount * Quantity on Hand

Used Core – Core Amount * Used Cores

Average Net – Average Cost * Quantity on Hand

Exchange Net – Cost * Quantity on Hand

Net – (Cost * Quantity on Hand) + (Core * Quantity on Hand)

The fields referenced above can be found in Inventory, Edit Items (see the Master and Shop tabs).

 

Cross Reference Labels

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Cross Reference Labels

 

Overview

The Cross Reference Labels option provides a quick and easy way to print labels to affix to Superceded, Alternate and Cross Reference parts.

 

Procedure

To run Cross Reference Labels, go into the Inventory module.

Click on the Reports drop-down menu, and then click on Cross Reference Labels.

Select the Manufacturer to be printed. All Product Codes for that manufacturer are selected; uncheck any that are not to be included in the report.

Next tell the system to print either Supercessions, Alternates, or Cross References. For more information, see Edit Items, Alternates tab.

The Label Option will now be selected. Choose one of the following:

  • Active Parts (qty on hand) – Select this option to print labels to only include parts with a quantity on hand greater than zero
  • Active Parts (one label) – Choose this option to include all parts, even if the quantity on hand is zero

Click the Print button to print the labels. The following screen will display:

Select the printer, the label type, and various other information. Click OK, and select to either preview or print the labels. Exit when finished.