ProFrame I, Reference Guide

Inventory File Maintenance (CSR Menu)

Contents (TAB's)

General
History
Adjust

Purpose: Setup and maintain inventory items.

Maintenance: Very often..

Access Menu: (start form Main Menu Screen)

File
Inventory File

File
CSR Menu
Option 9, Inventory File

See Accessing Records...

Inventory File Maintenance Screen

General TAB Section

Notes:

The General TAB is the main inventory Screen, it's the 1st screen displayed.
The Save, Forward, Back, Quit, Recall and Delete buttons are made active or activated only when you're working in the General TAB screen.
Example: You can only Quit while in the General TAB screen.
It's very important to Save in order for any changes to be updated back to this record. In other words, you can make many modifications to any of these TAB's, but unless you select this Save button, nothing gets updated.
For Networks, "Network Flags" (locks) keeps others from accessing the same item at the same time.

Our Item No, item number, this is a unique item number created by user.

Search Key (Item Number)

Date Entered, date this item was added.

Last Update, last date this record was updated by this process.

Item Description, description of this product.

Search Key (Item Description)

Class, all items should be assigned a class, this tell the system how to handle this item.

Four Classes:

Unit, items sold in Units, like Glass, Matboards, Supplies.

Stock Item.. Yes
Price Level Field... Unit/Box Price
Discount Levels... All 4
Order Entry Dimensions... No

Moulding, moulding products, sold in length, chop, boxed, split box etc...

Stock Item.. Yes
Price Level Field... Chop, Length, Cop&Assply, Unit/Box and Split
Discount Levels... All 5 (Level 1 - Chop, Level 2 - Length, Level 3 - Chop&Assply) etc...
Order Entry Dimensions... Yes (united inches)

Misc, this is a non-stock miscellaneous item, this unique type of item allows user to modify the description and pricing during order entry. It allows you to make it up during order entry. Like labor, extra charges or anything you may need. You can have as many as needed.

Stock Item.. No
Price Level Field... Unit/Box
Discount Levels... NONE, No discounting use for MISC items.
Order Entry Dimensions... No

Square, fits Glass type items, it opens the dimensions similar to moulding type but calculates square footage instead of united inches.

Stock Item.. Yes
Price Level Field... Chop, Length, Cop&Assply, Unit/Box and Split
Discount Levels... All 5 (Level 1 - Chop, Level 2 - Length, Level 3 - Chop&Assply) etc...
Order Entry Dimensions... Yes (square footage)

Note: Set Glass to Unit unless you need to sell in square footage.

Note: Moulding and Square acts the same as far as price levels are concerned.

Note: Square calculation ((Length * Width) / 144) = Square Footage.

Width, select width for Moulding type products. Used to calculate united inches.

Note: You can customized Widths and the United Inches chart..
learn more..

Location, warehouse location, stock bens etc... sort key when printing work orders. learn more...

Type, used with Qty Type Discounts. learn more...

Mats, assign this product to Discount Type Mats.
Glass, assign this product to Discount Type Glass.
Moulding, assign this product to Discount Type Moulding.
Formbard, assign this product to Discount Type Formboard.
Blank, No assignment.

Taxable, default during order entry.

On, Yes this is a taxable product.
Off, No this is NOT a taxable product.

Note: Order Entry Sales Tax Controls:

Sales Order Level, defaults from customer, can be turned (On or Off)
Line Item Level, defaults from inventory, can be turned (On or Off)
Line Item Level, defaults from customer, can all be forced ON

Note: See Customer File for more information...

Vendor Part No, enter the vendor part number for this product.

Search Key (VPN)

Aux Item No, enter the Auxiliary Item Number for this product. Normally when you change item numbers within Quick Inventory this becomes the old item number.

Search Key (Aux Item Number)

Vendor, each item should have a vendor assignment unless it's a MISC item. This plays a very important role in the Catalog System.

Notes:
You should setup your vendor file before inventory.
Vendors are listed aphetically.
See Vendor File...

Catalog, each item should be assigned to a Catalog unless it's a MISC item. Even then you should have a Catalog for MISC items. This plays a very important role in the Catalog System.

Notes:
You should setup your catalog file before inventory.
Catalogs are listed in code order (aphetically).
Ex: 100MET
See Catalog File...

Waste Factor, enter a waste factor to adjust chops when relieving inventory. (Usage)

Note: enter in decimal format, Ex: .025 would calculate as ((.025 * footage) + footage) = Usage

Note: This only applies to Moulding Chops..

Type II, user defined field. See ExportEASY..

Price Levels

Figure A

Chop Price, applies to moulding products. (footage price) (can be used for Glass)

Length Price, applies to any product sold in length. (footage price) (usually moulding)

Chop & Assemble, applies to moulding products. (footage price) (can be used for Glass)

Unit/Box Price, applies to any product sold in units or boxes. (footage or unit price)

Split Box Price, applies to any product sold in split boxes. (usually moulding) (footage or unit price)

Notes:

All products are sold in units or footage.
Glass can be sold in Square footage.
Chopped moulding products are calculated by footage based on united inches.
But, all chopped products are sold per chop.

Publish to Website, applies only to the optional Online Catalog Order System (website) If ON, this product is uploaded to the website database. Off - it is not uploaded.

Color Code, applies only to the optional Online Catalog Order System (website). Filter selection when listing this product on website.

Average Per-Box, average footage per box or pieces per box.

Item Discount Table, the discounting system covers four major areas. This being 3rd in Priority.

On Sale System, this and the Customer Discount works basically the same, this one is a Global discount table. It works across all customers and has the highest priority.
Customer Discount Table, this is unique for each customer and is 2nd in priority.
Item Level Discount, this is unique for each item and is 3rd in priority. But it's global in terms across all customers.
Quantity Type Discount, this allows Mats, Glass, Moulding and Foam Board type products to be setup with accumulative quantity break discounting. It's global across all customers. Only items that are assigned a type are included. This discount is last in priority.

Note: If Moulding Product, the Price Level headers line up with the Discount Levels 1 - 4

Chop - Level 1
Length - Level 2
C & A - Level 3
Unit/Box - Level 4
Split Box - Split Box.. lines up only with itself.
Ex: Chop Price = $1.87, Discount in Level 1 = 2% at 25..

Note: If Unit Product, the Unit/Box Price Level header line up with all Discount Levels 1 - 4

Unit/Box - Level 1, Level 2, Level 3 and Level 4
The Level 1, Level 2, Level 3 and 4... fields become quantity break price levels.
Ex: Unit/Box Price = $1.87
Discount in Level 1 = 2% at 25..
Discount in Level 2 = 3% at 50..

Discount Level 1, enter percentage in decimal format. Ex: 0.0800 = 8%

Quantity Level 1, enter quantity break value.

Discount Level 2, enter percentage in decimal format. Ex: 0.0800 = 8%

Quantity Level 2, enter quantity break value.

Discount Level 3, enter percentage in decimal format. Ex: 0.0800 = 8%

Quantity Level 3, enter quantity break value.

Discount Level 4, enter percentage in decimal format. Ex: 0.0800 = 8%

Quantity Level 4, enter quantity break value.

Discount Split Box, enter percentage in decimal format. Ex: 0.0800 = 8%

Quantity Split Box, enter quantity break value.

Item Memo, this memo is only displayed here.

On-Hand Section

ReOrder, enter re-order point. Used during Purchase Order entry.
Lock ReOrder Point, On - Lock re-order point..
.. Off - allow average sales to adjust the re-order point.
Note: custom program required.. call us
OnOrder, quantity on order. (Purchase Order)
OnHand, quantity on hand.
Allocated, quantity allocated on open orders.
Available, quantity available. (on hand - allocated)
ETA, estimated time of delivery. (Purchase Order)
UOM, unit of measure.
EOQ, estimated order quantity. (Purchase Order)
Factory Ord, User defined..

Parent Item, allows away to inventory a product and pull from it using other item numbers.

ItemNo, parent item number for this item. (blank for none)
PI Qty, quantity needed.

Note: All items are inherently parent items.

Ex: We setup item ABC as the Parent Item.. (just like any other item) This product is foam-board. It's setup as single sheet units at $1.59 per sheet. We setup another item called ABC-BOX as a single Box of 25 at $38.75 per box. (that's $1.55 per sheet) We set the Parent Item to ABC and the Parent Qty to 25. During order entry we can sell this product in single sheets using ABC or by the box using ABC-BOX.. either way inventory is maintained thru the ABC item. (parent item)

Command Buttons

Save, select this to Save all changes made while in this session.

Forward, select this to browse Forward to the next record.

Back, select this to browse Back to previous record.

Quit, select this to Quit without saving any changes made while in this session.

Recall, select this to Recall a deleted record.

Delete, select this to Delete a inventory record... see below for delete option.

To delete, the record must not be in current open invoices or work orders.
It takes 120 days after an invoice has been paid to be transferred into history files.
All deleted records may be Recalled unless the Re-Index Files has been executed.

History TAB Section

This is updated by the posting process and at year-end close.

Adjust TAB Section

This TAB allows for inventory adjustments.

Back Stock Inventory

1st Value and Location, are user defined.
2nd Value and Location, are user defined.
3rd Value and Location, are user defined.
4th Value and Location, are user defined.
5th Value and Location, are user defined.

Factory Ord, user defined.

Primary Capacity, primary capacity for this product.

Inventory Capacity, (Total Back Stock - On-Hand)

OnOrder, quantity on order. (Purchase Order)

OnHand, quantity on hand.

Adjustment Note, if you adjust the OnHand value.

Allocated, quantity allocated on open orders.

ReSet, select this to reset allocated (system will read open orders)

Available, quantity available. (on hand - allocated)

Costs, unit costs. (updates from PO)

ETA, estimated time of delivery. (Purchase Order)

UOM, unit of measure.

Last Receipt Date, date this item was received from Purchase Order.