StockTrac® Basic Terminology
We split our inventory up into Categories which are represented by Manufacturers.
Each Category is given a prefix, which allows you to easily get to that Manufacturer and to determine the order they will appear in your lookup lists. You can create your own Custom Manufacturers also for your own parts you have created.
The main purpose for splitting up by Manufacturer is to allow our integrations to find the correct parts by mapping them.
The Sale Code is a Job Type Classification label. All of our sales reports will be broken down by Sale Code. Every part that you sell in your system has to have a Sale Code attached to it, including labor parts. Sale Codes are defined by the user and have additional settings attached to them for labor rates, margins, corporate reporting, shop supplies, skill level. etc. The jobs on an invoice are also grouped by Sale Code. If you want to see a type of sale broken apart each day, such as shop supplies, you would want to assign it it’s own Sale Code. This is one of the main building blocks in StockTrac®.
These are a further break down of a Sale Code. They are assigned to parts to identify what type of part they are. This information usually comes from your suppliers on the parts as a line code type of identifier. Our NewPrice installation process will add new ones to your system under the Sale Code you specify. You can also create your own Product Codes. They are used in places where you want to single out a certain type of part, such as brake pads out of the Brake Sale Code.
StockTrac® has several classifications for Part Type: Regular part, Labor part, Machining part, Non-Stocked part, Tire part, and Courtesy Check part. By marking the parts as to what type they are, we can treat them appropriately. An example is allowing you to enter DOT#’s on parts that are set as Tire parts.
Any part that you are putting on an estimate that we do not find in your inventory file, or we find it in your inventory file but you have none on hand, we will call a Buyout. This just means you need to get the part from somewhere so we can prompt for the vendor information, and treat the cost and selling price differently based on how you have it set up.
It is best to have the parts you are using on your vehicles in your inventory file so that you can track your usage, where you purchased them from, monitor ordering parameters, etc. However, there are times that you need to use an odd part that is not in your inventory or is from a manufacturer that you have not installed pricing files for. In these cases, we allow you to add a custom part on the fly to an invoice. You still need to assign the Sale Code and Product Code so we can categorize the sale, but you can give it any part number and description that you like. Custom Parts will always default to Buyouts.
Pricing Files or NewPrices
These are the files we generate from data that we receive from your suppliers. You can insert these parts into your inventory file. We will work with you to get that flow of information set up to come to us from your suppliers so that we can get it to you.
When we talk about Standard Catalogs, these are ACES/AAIA standard catalogs that are used to look up parts if you choose. This information comes directly from the manufacturer and is put into our format so that you can find the parts you need for a specific vehicle. These are available to anyone on support and are updated when we receive new files from the manufacturers.
These terms are synonymous. The module that we have to track all your purchases from your vendors is called Vendor Tracking. However, we also refer to your suppliers when talking about pricing, parts, etc.