This application allows items in your Inventory file to be added, edited and deleted. Some of the reasons to edit your items may include:
- Correcting the selling price, labor or quantity on hand
- Looking up activity for an item, such as quantity sold, etc.
- Assigning the item to a different product and sale code
Items can be added to this file three ways:
- Manually via this function
- Via the Pricing module
- Through on-line catalogs that allow you to map parts, including ATDConnect, CARQUEST, Epicor LaserCat, NAPA and WorldPac.
To access this function, go into the Inventory module.
Choose Items, Edit Items from the pull-down menu, or click on the Edit Items button.
Select the category the item is assigned to and then type in the part number in the Search For field. Typing in a partial part number will bring up the parts that closely matched what was typed in. Whether a partial part number or the complete part number is entered, the system will automatically bring up the list of parts. Highlight the desired part. (NOTE: The Find Part button at the bottom of the screen can also be used if the category the part is in is not known. Using this option will locate the part in the Inventory file, regardless of which category it is in. If more than one category has the same part number, the system will display all of them and then the correct one can be selected.)
Once the desired part is highlighted, either double click on it or click the Edit button. Make any necessary changes to the item, and then simply close out of the screen by clicking on the X in the upper right-hand corner. The system will automatically save the change(s).
The Edit Items option also gives the ability to add a part to inventory. To add a part, click on the Add button at the bottom of the screen.
Click on the down-arrow next to Manufacturer, and choose the desired category. Enter the Part Number. Click on the down-arrow next to Product Code and choose from one of the available Product Codes assigned to this category. The system will automatically populate the sale code. Click on the down-arrow next to Part Type and choose from one of the options. Put in a Pop Code, Description, and Cost and Selling Price if necessary. Also if necessary, put in Labor Charges or Labor Pay. Click on OK. The system will take you back to the Select Item Screen.
Pull up an item by choosing the category and entering the part number in the Search For field. Once the item is highlighted, click Edit. The rest of this document will explain each tab in the Edit Item screen and give a description of the various fields on each tab.
The Master tab is the first tab that is displayed when going into the Edit Item screen. It is shown below:
Below is a description of each field on this screen:
Cost – This is the amount that was paid for this part.
Avg Cost – Each time an order is posted, this average cost field is updated. Sometimes the cost varies for the same part from different vendors, and it is necessary to average the cost. This Average Cost provides a more accurate way to value inventory if the part is purchased from several different vendors.
Jobber – This is a special price that could come from the supplier.
Core – This is the cost that the vendor charges for the return core of this part. Storing the Core price allows the generation of reports on the value of the cores on hand.
Haz Mat 1 and Haz Mat 2 – This is normally a disposal fee that is charged to the customer for getting rid of old batteries, tires, fuel, etc. Both Haz Mat fields can be used if necessary. This amount will automatically get added onto the invoice once this part number is typed in.
List – This price may come from the supplier or the manufacturer, and is typically used in a Global when setting new selling prices.
Selling 1-5 – These are the five levels of pricing that can be customized for each part. Normally, Selling Price 1 reflects the default retail price. Subsequent prices as wholesale, dealer, senior discounts, etc. can also be specified.
Default Selling Level – Each part will support up to five different selling levels. Use the arrows at the end of this field to select the selling level for this part.
Margin for Selling – The Margin Indicator will display the gross margin on this particular part. Every time the left- or right- arrow buttons are clicked, the Selling Price will decrease/increase, thereby increasing the margin.
Product Code – The Product Code identifies a specific product line within the same category. For example, brake rotors would have a different product code than friction material. A group of friction material can contain several different Product Codes (regular, semi-metallic, etc.). If more than one Product Code is available for a part, click on the down-arrow at the end of the field to select a different one. For more information on adding, changing and deleting Product Codes, see the Configuration module, then System Product Codes.
Sale Code – Sale Codes are used to identify part types and to break down total sales into sub-groups. The Sale Codes are usually identified with a category. For example, B is assigned to brakes, E to exhaust, S to shocks, etc. This is not normally changed once the inventory has been installed on the system, and care should be taken when changing a part’s Sale Code. For more information on adding, changing and deleting Sale Codes, see the Configuration module, then System Sale Codes.
Bendable – This option is normally specific to exhaust and tail pipes, and it indicates that the part is normally bent in the shop instead of stocking a pre-bent pipe. Check the box if it is bendable.
Fractional Quantities – This field is typically used for oil. If checked, it allows a fraction to be entered when selling this item. For example, 5.5 quarts of oil could be sold, instead of just a whole number.
Discontinued – If this box is checked, the system knows that this part is discontinued, and it will be no longer be available to be sold.
Part Type – When clicking on this down-arrow, these choices will display:
- Regular – this is the default answer if this is a ‘normal’ part.
- Labor – Select this if the part is labor. Doing this will group the sales dollars into the Labor columns on the sales reports.
- Machining – if this option is chosen, it will also report as Labor on the sales reports.
- Non-Stocked – The part will not be included in Total Dollar of Stock reports (perhaps because it’s a bulk item and an on-hand count is not needed).
- Tire – select this type if the part is a tire.
- Courtesy Check – xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Tax Profile– select the Part Tax Profile for this part. Part Tax Profiles can be set up in Configuration, Shop, Part Tax Profiles.
User Codes – User Codes is a four-digit alphanumeric code that can be assigned to a part or to multiple parts to identify them as a group. This is for reference only. Up to the four codes can be specified.
Bin Location – The Bin Location field is an alphanumeric field to identify the location of the part in the shop. It can be used to designate a row and shelf number where the parts are stored.
Car Location – The Car Location field can be used to specify an installation location on the vehicle. To assign the location, click on the box at the end of the field, and an additional selection screen will be displayed. Click the best description (up to three boxes) and then click OK when finished to close the window.
Labor Charges – The Labor Charges section refers to a labor amount the customer will be charged when using this particular part. Choose Flat Rate (total dollar amount no matter how long it takes to install) or Time. Time is entered in as hours and tenths of an hour (example: 1 hour would be 1.0 or 2 ½ hours would be entered in as 2.5, etc.). The system would then take this timed amount and multiply it by the hourly labor rate defined in the Configuration module for the Sale Code assigned to this part.
Labor Pay – This is the amount employees get paid for installing this part. Note: The Labor Pay section only applies to those employees that are setup for Flat Rate Pay. If employees are setup for any other pay method, i.e. Hourly, Hourly Plus Commission, etc., do not use the Labor Pay field. Select either Flat Rate or Time. Flat Rate represents the amount of labor for installing this part that will appear on the Estimate and is paid to the employee in dollars, no matter how long it took them to install it. The Time labor amounts are based entirely on a period of time represented in hours and tenths, i.e. 1.5 is 1-1/2 hours. This time is multiplied times the employee’s Hourly Flat Rate that is already defined in the Employee module.
Labor Skill Level – This refers to the skill level required to install the part. The labor rates are stored by skill level in the Sale Code in Configuration.
The left side of the screen shows the default information for all vendors. The right side shows vendor-specific Information, or the part’s ordering history. The fields are the same for each side and are described below.
Pkg Quantity – Package Quantity is the number of parts in each package that is ordered. An example would be parts like clamps, gaskets etc. can come in packages of 50 or 100. If this information is supplied from the vendor, it will be automatically updated when new prices are installed. Note: The cost amount is normally the cost for the package, but the Selling prices are priced based on a per-item basis.
Order Pkg – Check this box if a full package quantity is always ordered for this part number. This is convenient for ordering small parts such as gaskets, clamps, nuts, bolts, etc., where the package can’t be broken up when ordering.
Min Order Qty – If there is a minimum order quantity for this part, specify it here.
Pack Size – Normally this field would always stay at 1.
Pop Code – This popularity code comes from the vendor (or supplier), and it is based on the popularity of their designation. The letter A represents the most popular, with B being second, C being third, etc.
Pack Size – This is the number of units in a pack of this item.
Life Cycle – This is a code that may or may not be supplied from the vendor.
Weight – This is the weight of the item.
Status – – This is a code that may or may not be supplied from the vendor.
Availability – This is a code that may or may not be supplied from the vendor.
Line Code – This is very important for both Activant and Next Part. If line codes don’t match, things don’t come over correctly from online ordering. The Line Code is vendor dependent as certain vendors use these.
Sub Line Code – this field may or may not be supplied from the vendor.
Unit of Measure – This is a user-definable field that can be setup to assign specific unit of measure for a part (each, pound, gallon, quart, etc.).
SKU – Enter this part’s SKU in the field if desired.
Order In Multiples – If this part is to be ordered in multiple quantities (pair for example), enter that number here. Some parts, like shock absorbers, will be packaged two to a box.
On Hand – This should reflect the number of parts in inventory for this shop. This value can be changed to reflect the actual amount on-hand.
Committed – These are the number of parts that have been committed to jobs during Estimate time. Since this is gathered from scanning all the Estimates, it can’t be changed.
Used Cores – This is the Core-On-Hand for this part for this shop.
Used This Month – This is the number of these parts sold this month. When you close the month in the Sales Module, this number gets reset to zero.
Year To Date – This is the number of these parts sold so far this year. When you close the year in the Sales module, this number gets reset to zero.
Outside YTD – This is the number of these parts that were purchased outside (buyout purchases) so far this year (since the beginning of the fiscal year). This number cannot be changed, as it is based on archive Invoice histories.
Last 12 Months – This is the number of these parts that were sold in the last twelve months, i.e. June through June, or January through January. This number cannot be changed as it is based on archive Invoice histories.
Adjusted Year– This number is an AVERAGE MONTH’S usage, not an actual usage.
Selling Level – Each part will support up to five different selling levels. Use the arrows at the end of this field to select the selling level for this part.
Show Chart – Clicking on this button will provide a graphic illustration of this part’s movement over the last twelve month.
Shop Pop Code – The Shop Popularity code is determined by the setup in Inventory, Order, Setup Order Parameters, Miscellaneous tab. This is based on popularity movements.
Order Code (Automatic, SemiAutomatic or Manual) – Select from three different Ordering Methods; A for Automatic ordering, M for Manual and S for Semi-automatic ordering.
- The A will designate the part to be ordered automatically, using the history, seasonality, minimums etc. Since the automatic method calculates both the Minimum and Maximum Quantities, these fields cannot be changed. For more information about how the automatic ordering works, see Setup Order Parameters in Configuration.
- The M code allows the part to be defined as Maximum ordering only (the Minimum cannot be changed). If the M flag is set and a quantity is entered in the Maximum Quantity field, then StockTrac® will totally ignore the usage and seasonality when ordering and simply subtract what the on hand from what is defined as Maximum Quantity. If a value of zero is entered as the Maximum Quantity, then no parts will ever be ordered. Use this flag with caution, as setting a part as M could order short if it is a fast moving item or keep you overstocked if the part is not being used.
- The S ordering code defines a Minimum to keep on hand (the Maximum cannot be changed). When this flag is set and a quantity is entered in the Minimum Quantity field, StockTrac® will always keep at least this amount on hand. However, if your seasonality and usage require more, the systemwill order more. This code is handy for new numbers that have not yet developed a movement history. Again, use this flag with caution, as it can cause the item to become overstocked during slow times by always keeping a predefined number of parts on hand.
Min Qty (Minimum Quantity) and Max Qty (Maximum Quantity) – These fields correlate with the Order Code field. Refer to the Order Code field explanation above for further descriptions on these two fields.
Computed Max (Maximum) Qty – This value is what the computer thinks it should order for the item, based on the Order Code and how the Order Parameters are setup. This field is not editable.
On Order, To Spec (Special) Order, On Spec (Special) Order – The On Order field represents how many of these parts are currently on order. There could be several on one order, or a number of them on several orders. Since this information is taken from the current open order files, it cannot be changed. If a value is entered in the To Spec (Special) Order field, the part will automatically be placed on an order the next time an order is generated. The On Spec (Special) Order field represents how many of these parts are currently on special order. There could be several on one order, or a number of them on several orders. Since this information is taken from the current open order files, it cannot be changed here.
Last Sold, Last Recd (Received) and Last Ordered – These dates tell you the ordering history of this particular part.
The Activity tab provides a chronological history of the activity for a specific part. If the part has a lot of activity, the Filter section provide an easy way to look at specific activity. Just click on the Invoices button to view just Invoice activity, the Order button to view order activity, etc. Note: The Activity tab is for displaying historical data; none of the information that appears here can be changed.
If this part needs to contain a Supersession, an Alternate or a Cross Reference, that information is specified here.
Supersession – a newer part that replaces an older, discontinued part.
Alternate – a part from the same manufacturer that can be used in place of this part on a job.
Cross Reference – a part from another manufacturer that is interchangeable with this part. Note that a cross reference is basically a “note” in the system. The cross reference part number is a free-form text field that does not link to a part in your inventory file.
Click on one of the three types and click Add.
Enter the information as follows:
Manufacturer – select the manufacturer from the drop-down menu.
Stock Number – Click on the magnifying class next to Stock Number, and choose the desired part.
Description – This field will automatically be filled in.
Quantity – Specify the part quantity.
Assy Num – (Assembly Number) and Assy Order (Assembly Order) – An assembly is the creation of an Alternate or Supersession part which consists of multiple parts. A typical example of using this option would be in the case of a welded muffler/pipe assembly. Rather than stock the welded assembly as a single unit, an assembly could be created consisting of an exhaust pipe, muffler, tailpipe and hangers, and it could be fabricated at installation time. Multiple assemblies containing multiple parts can be created for each finished product. The Assy Num field would represent the assembly number, beginning with one, and the Assy Order would represent each part in the assembly. First, select the factory-assembled part from the Select Item screen for editing so Alternate Parts to replace it can be added. Begin by clicking the Add button and add all the parts to be included as Alternates in this assembly. When the original part is retrieved from inventory in Point-of-Sale, select to use the alternate part instead. The parts added as Alternate parts will be placed on the Estimate with their respective pricing.
The Notes tab section lets you enter part specific notes. The Technician portion is usually installation or configuration notes to help the technician with any problems or information about this part. The Customer portion of the note can contain warranty or other information that will print right underneath this part on the estimate/invoice.
To delete notes for either the Technician or Customer, click on the Clear button. Note: As text is entered in either of the Note portions, the Save button will become active. If you are entering a Technician note, be sure and click on Save before selecting on the Customer note button or the text will be lost.
If this installation of StockTrac® is configured for multiple shops, the Multi-Shops tab will display historical part information for 12 shops at a time. If there are more than 12 shops, a scroll bar will appear to bring more shops into view. Note: The Multi-Shops tab is for displaying historical data, and the information that displays here cannot be changed.
Back on the Select Item screen, you will see a button labeled Filtering.
Filtering is a quick way to find specific parts to be displayed. Click on the Filtering button, and the following screen will display.
Enter the following information:
Prod Code (Product Code) – Clicking on the down-arrow at the end of the field will display a list of Product Codes that can be assigned to this profile.
Pop Code – If this profile is to be used to view specific part popularity, enter the Popularity Code in this field.
User Codes – If User Codes have been assigned to inventory parts for sorting purposes, enter a specific code here if desired.
Part Type – Clicking on the down-arrow at the end of the field will display a list of Part Types that can be assigned to this profile.
The Clear button will clear all the fields on the screen. The Capture button will transfer information from the part that is highlighted on the Select Item screen to this window.
Once the desired filters have been set, click OK. Only those parts defined in filtering will now be displayed in the Edit Item window.
As was explained previously, the Select Item window shows a button labeled Edit.
Select the Edit option to change the highlighted part. When in the Edit mode, there are different things that can be done besides editing.
GoTo drop-down menu
These are shortcut ways to get to other parts in the same category.
First – goes to the first part in this category.
Previous – goes back one part number.
Next – moves to the next part in this category.
Last – jumps to the last part in the category.
View drop-down menu
Clicking on the View option provides a shortcut method of going between the different tabs on this part (Master, Vendors, Shop, Activity, Alternates and Notes).
Item drop-down menu
From this menu, parts can either be added or deleted.
Pressing the Add option will allow a new part to be added (as discussed previously). To delete the particular part that is highlighted, press the Delete option. A screen similar to the following will display:
Once the Delete button is pressed, that part is removed from the Inventory file. Note: If the Delete option is grayed out, it is because that part is still considered ‘Active’. A part is considered ‘Active’ when it has a Quantity on Hand value. The Quantity on Hand value will have to be changed to zero to delete the part; otherwise, the part cannot be deleted until the on-hand quantity becomes zero due to sales.