TRACS Main Menu. >> T R A C S << All Rights Reserved Tire Management System Copyright (c) 1984,1994 Version 9.0 Compu-Power, Inc.

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1 INVENTORY MANAGEMENT Chapter 1: System Control Master File TRACS Main Menu >> T R A C S << All Rights Reserved Tire Management System Copyright (c) 1984,1994 Version 9.0 Compu-Power, Inc. File Date: >> TRACS << Time: 1. Inventory Management 11. General Ledger/Fin. Reporting 2. Pricing Control 12. Master Control 3. Customer Order Processing 13. Remote Store Networking 4. Retail Point-of-Sale 14. National Accounts 5. Accounts Receivable 15. TRACSJ Utilities 6. Sales Analysis & Mgmt Reporting 16. Change File Set 7. Purchasing 17. Mail System 8. Accounts Payable 18. RoadWare 9. Payroll 19. Change Printer ( ) 10. General Ledger Interface Enter Selection# or Return: INVENTORY MANAGEMENT MENU File Date: >> TRACS << Inventory Management >> TRACS << Time: 1. System Control Master File 14. Bill-of-Materials List 2. Inventory Item Master File 15. Inventory Valuation Report 3. Inventory Item Sort 16. Stock Status Inquiry/Report 4. Department Master File 17. Suggested Reorder Report 5. Major/Minor Master File 18. Slow Moving Items Report 6. Item Category Master File 19. Overstock Report 7. Acceptable Substitute File 20. Inventory Turn Analysis 8. Item Quicksearch 21. Warranty Adjustments 9. Item Purchase History 22. Non-Stock Item Tracking Report 10. Item Sales History 23. Inventory Reports 11. Inventory Receipts/Adjustments 24. Tire Disposal Fee Inquiry/Update 12. Physical Inventory Processing 25. Government/National Accounts 13. Inventory Item Lists 26. Change Printer ( ) Enter Selection# or Return: Compu-Power, Inc. All Rights Reserved 8/99 Page 1.1

2 INVENTORY SYSTEM CONTROL FILE OPTIONS MM/DD/YY >> Inventory System Control File(v10.3) << 0 Inventory System Control File Options 1. Basic information 1 2. Basic information 2 3. Stock replenishment report defaults 4. Stock replenishment store defaults 5. Valuation report defaults 6. Stock status defaults 7. Category groupings F1 Accept F2 Exit F3 F4 F5 F6 F7 F8 BASIC INFORMATION.1 MM/DD/YY Inventory System Control File(v10.3) 0 Basic Information 1 Company Number of Stores 99 Price Description Month counter Customer service level 00 % Requisition cost 0.00 Carrying cost 0.00 Cost discount factor 0 % Sales Double extension LIFO method Inventory control method User-defined date Subtract BO from qty avail? Item delete password Physical inventory method Single Store Transfers Quicksearch options: Search: Default Price: 1 Verify Maj/Min & Category? G/L Interface on Rcpts/Adjs/Xfers & Physical Inventory? Create item records in Inventory Receipts and Purchasing? Display discounts in Purchase History? F1 Accept F2 Cancel F3 F4 F5 F6 F7 Help F8 Options The Inventory System Control file options 1 (Basic Information 1) and 2 (Basic Information 2) are setup screens that tell the system how to handle processes and procedures in other programs. These setting are very important and are not usually changed once they have been set. Compu-Power, Inc. Page 1.2 7/99

3 Basic Information.1 Field Limits Field Name Description 30 alphanumeric Company name Type your name as it is to appear on all inventory reports and lists. 99 Number of stores Type in the highest Store Number set up on the system in Master Control. In other words, if you have five stores and one store has a STORE NO. = 10, type 10 in this field. Future maximum: Month Counter Enter the number 1 to indicate the first month the TRACS system is installed. From this point on, the system automatically updates this field during month-end processing. (Month-end processing is End-of-Day Processing, answering "yes" to the End of Month? question.) For example, if you have five months of history accumulated in the system, the month counter field will show 5. The system uses this number as a divisor in sales analysis reports to calculate monthly averages based on the amount of accumulated history Customer service level (%) This field represents the percentage of customers for which you strive to stock enough inventory to service all their orders. The Automatic EOQ (Economic Order Quantity) inventory control method uses this entry to calculate safety stock quantities. The industry average is 70% Requisition cost ($) Enter the cost of processing a purchase order. The average is $7.50 $8.50 per PO. The system uses this figure in the Automatic EOQ (Economic Order Quantity) calculations. (EOQ is one of the system=s inventory control method options. The other option is minimum/maximum..) Carrying cost (%) Enter the cost of carrying or stocking inventory as a percentage of your cost of sales. The system uses this figure in EOQ calculations. The average entry is around 35%. 99 Cost discount factor This field entry is only used in the Customer Order Processing module=s Batch Sales Order Processing function. The system uses this field for items which have no cost amount entered. The percentage you key into this field is multiplied by the price to calculate a cost. Compu-Power, Inc. All Rights Reserved 8/99 Page 1.3

4 M or W Sales history This field controls how the system accumulates inventory sales history. M = Monthly: System accumulates sales history by the month. Monthly history provides a clear basis for comparing Jan-year 1 with Jan-year 2. (Default) W = Weekly: System accumulates sales history by the week. Weekly history may be preferred where inventory has a rapid turnover and a small profit margin. NOTE: If Automatic EOQ inventory control is used, the sales history must be in months. Double extension LIFO method This field offers options for the "LIFO double extension" inventory valuation method. Fixed base year cost (Default): If you use this method, enter each item=s Base Year Cost on screen.b of the Inventory Item Master File. Base year = Last Cost: With this method, the End-of-Year program in the Customer Order Processing and Retail Point of Sale order entry functions sets the Base Year Cost equal to the Last Cost in the item record. (During the initial year of using this method, you must manually enter the Base Year Cost.) Base year = Replacement Cost: With this method, the End-of-Year program in the Customer Order Processing and Retail Point of Sale order entry functions sets the Base Year Cost equal to the Replacement Cost in the item record. (During the initial year of using this method, you must manually enter the Base Year Cost.) NOTE: The End-of-Year program in the order entry modules refers to End-of-Day Processing when you answer "Y" to the "End of year?" question. Compu-Power, Inc. Page 1.4 7/99

5 0 or 1 Inventory control method This field establishes the default inventory control method for the Inventory Item Master File. You can change the inventory control method on an item-by-item basis within the Item Master File. 0 = Min/Max (Default) With this method, the user establishes the minimum and maximum inventory levels. After the system accumulates three months of sales history, you have the option to let the system maintain the level by using AUTOMATIC CALCULATION OF MIN/MAX LEVELS under the Stock Status Inquiry/Report function. 1 = Automatic EOQ With this method, the system automatically calculates the demand, lead time, and Economic Order Quantity based on costs, sales, and vendor performance. (Seasonality is not taken into consideration.) 0 or 1 User-defined date Your selection in this field determines which data field appears in the Inventory Item Master File records. 0 = Next receipt date (Default) Each time you process a purchase order, the DATE PROMISED field becomes the DATE OF NEXT RECEIPT in the inventory record. Since the system automatically updates this field each time a new purchase order is processed for this item, the date will not be accurate when more than one outstanding purchase order exists for an item. (That is, the next receipt date used is the date of the most recent and not the oldest purchase order.) 1 = Replacement Cost effective date Each time the Replacement Cost is updated, the system automatically updates the Inventory Item Master File REPLACEMENT COST field. (The date of the most recent update of Replacement Cost appears on screen.b of the Inventory Item Master File.) Replacement Cost can be updated through Purchasing or through Inventory Receipts/ Adjustments. NOTE: Replacement cost updates occur when requested during Purchase Order Receipts. (Replacement cost updates can also occur, manually, through the Automatic Roll option.) Compu-Power, Inc. All Rights Reserved 8/99 Page 1.5

6 Y or N Subtract BO from qty avail? This field determines how the system calculates the AVAILABLE stock status quantity in the Inventory Master File. Y = (Default) The system includes the quantity on customer BACKORDER when calculating the AVAILABLE quantity. That is, the system subtracts quantity from the On-Hand quantity to arrive at the available quantity. On-Hand Allocated Backordered = AVAILABLE N = The AVAILABLE quantity will not include quantities on backorder for customers. On-Hand Allocated = AVAILABLE 6 alphanumeric Item delete password Enter the password required to delete items from the Inventory Item Master File. If you enter a password here, the operator will be required to use this password to delete an item from inventory. 1 or 2 Physical inventory method This field determines the default method for generating physical inventory count sheets. (In other words, your selection here becomes the default in the "Physical Inventory Method" field when you "Generate Count Sheets" in the Physical Inventory Processing function.) 1 = Automatic (Default) The computer generates count sheets showing all inventory items within specified major/minor groups. 2 = Manual The system assumes you have your own count sheets. You still need to do the Generate Count Sheet step to freeze inventory, but the system does not generate individual items on a count sheet. With this method, you use the MANUAL ENTRY FORM method to enter your counts into the computer. (Update/Review Count Sheets step) Posting Reports: Posting reports are the Variance Report (for editing) and the Variance Register (variance report that prints automatically after posting). $ Automatic method: items print in major/minor order $ Manual method: items print in the same order by which you enter them Compu-Power, Inc. Page 1.6 7/99

7 Y or N Single Store Transfers This field affects the transfer function through Inventory Receipts/Adjustments Entry, only. A single-store transfer is a one-sided transfer either OUT -or- IN. Regular inter-store transfers are two-sided transactions. Y = Option 8, Single Store Transfer OUT, and 9, Single Store Transfer IN are active on the Inventory Receipts/Adjustments Entry submenu. (The transfer function in Retail Point of Sale order entry is blocked from use when this single-store transfer flag is set to "Yes".) N = Options 8 and 9 are not activated on the Inventory Receipts/Adjustments Entry submenu. Only, interstore transfers (2-sided "FROM-and-TO" transactions) are available. 0 or 1 Quicksearch option This field controls which field from the Inventory Item Master File the system uses to search inventory for the Item Quicksearch display. 0 = Size Item Quicksearch is based on the SIZE field in the Inventory Item Master File. 1 = Alternate Size Item Quicksearch is based on the ALT SIZE field in the Inventory Item Master File. 1-6 Default Price Enter the price level to be used in item quicksearch unless overridden by the user. The system defaults to price level 1. Y or N Verify Maj/Min & Category? This field controls whether or not you want the system to verify your entries in the MAJOR, MINOR, and CATEGORY fields in the Inventory Item Master File. N = (Default) The system allows invalid or blank entries in the Major/Minor and Item Category fields. Y = The system requires a valid entry in the MAJOR, MINOR, and CATEGORY fields in the Inventory Item Master File. If you have a blank or invalid entry, the system gives you a warning message and offers to delete the record. If you answer "NO" to the deletion offer, the cursor moves to the invalid or blank fields for your corrected entry. Compu-Power, Inc. All Rights Reserved 8/99 Page 1.7

8 Y or N Y or N Y or N G/L Interface on Rcpts/Adjs/ Xfers and Physical Inventory? Create item records in Inventory Receipts and Purchasing? Display discounts in Purchase History? This field controls whether or not the system updates the General Ledger Interface each time you perform any of the following functions: $ Inventory Receipts/Adjustments $ Inter-store transfers $ Physical Inventory Processing Y = (Default) The system updates the General Ledger Interface each time you perform any of the above processes. N = The General Ledger entries must be made manually each time you perform any of the above processes. This field controls whether or not inventory item records will be created Aon the fly@ in Inventory Receipts and/or Purchase Order Entry. Y = (Default) If an item is not found when entered through Inventory Receipts or Purchase Order Entry, the user will be asked if the item should be created as a stock item when received. In Inventory Receipts, the item must already exist in another store. N = No option will be given to create a new item in Inventory Receipts or Purchase Order Entry. This field controls whether or not invoice and bonus discounts entered in the major/minor file should be displayed in Item Purchase History. Y = (Default) Invoice and bonus discounts which are entered in the major/minor file will be displayed in Item Purchase History. N = Invoice and bonus discounts will not be displayed in Item Purchase History. Compu-Power, Inc. Page 1.8 7/99

9 Price and Descriptions: Use the following fields to describe each of the six standard price levels available for each inventory item. Your entries become the field names in the Inventory Item Master File and the column headings for prices on reports. 10 alphanumeric Price level 1 Price level 2 Price level 3 Price level 4 Price level 5 Price level 6 Field name that describes Price Level 1 in the Inventory Item Master File and on all reports/lists. NOTES: (1) Each customer is assigned a Price Level in the Accounts Receivable Customer Master File. Unless you choose one of the pricing hierarchy options (*), the order entry modules automatically use the "standard price" assigned to each individual customer. (*)pricing hierarchy options (Pricing Control module): $ contract pricing $ bargain-sheet discount pricing $ promotional pricing $ matrix pricing Standard prices are based on markup/ markdown formulas in each Major/Minor Item record. (These prices can be updated, automatically, through the "Standard Price/ Cost Update Program in the Pricing Control module.) (2) To have column headings "centered" on reports, use all ten available spaces. Center the descriptions by using leading or trailing spaces or periods. EX:..RETAIL.. COMMERCIAL WAREHOUSE. (Same as above) (Same as above) (Same as above) (Same as above) (Same as above) Compu-Power, Inc. All Rights Reserved 8/99 Page 1.9

10 BASIC INFORMATION.2 mm/dd/yy Inventory System Control File(v8.1) 0 Basic Information 2 Disable Inter-Store Transfers in Rcpts/Adjs/Xfers? Quicksearch for Available Quantity First? Quicksearch by Size/Stock Status Code when by Size? Special highlight of spiffed items in Q.S.? Y Enable logging of daily average cost changes? Item query 12 month quantity display option Only track purchasing bonus discounts? Item global change password Quicksearch mode Direct shipment password Special Slsm. Cost Display Option? Display all sales history in Q.S.? N N N N Y Price F1 Accept F2 Cancel F3 F4 F5 F6 F7 Help F8 Options Basic Information.2 Field Limits Field Name Description Y or N Y or N Y or N Disable Inter-Store Transfers in Rcpts/Adjs/Xfers? Quicksearch for Available Quantity First? Quicksearch by Size/Stock Status Code when by Size? This field controls whether or not Inter-Store Transfers (in Inventory Receipts/Adjustment) will be allowed. Y = Inter-Store Transfers will not be allowed. N = Inter-Store Transfers will be allowed. This field controls whether or not Item Quicksearch looks for items with available quantity first. Y = Items with zero quantity will be ignored. N = Item Quicksearch will display all items which match the search parameters. This field controls whether or not Item Quicksearch will display in size and stock status order when searching by size. Y = Items will be displayed in order by size and stock status code. N = Item Quicksearch will display items in size and major/minor order. Compu-Power, Inc. Page /99

11 Y or N Y or N Special highlight of spiffed items in Q.S.? Enable logging of daily average cost changes? This field controls whether or not Item Quicksearch will highlight and flash on spiffed items. Y = Item Quicksearch will highlight and flash on spiffed item lines. N = Item Quicksearch will highlight only the price on spiffed item lines. The line will not flash. This field controls whether or not average cost changed will be logged and printed on a report during End of Day Processing. Y = Average cost changes will be logged and printed on a report during End of Day Processing. N = Average cost changes will not be logged. 0-2 Item query 12 month quantity display option 0 = Unit Sales Only 1 = Unit Sales Plus Tfr Out (added together in one column) Y or N 8 alphanumeric Only track purchasing bonus discounts? Item global change password 2 = Unit Sales and Tfr Out (shown in separate columns) This field controls whether bonus discounts entered in the major/minor file will be actually taken or just tracked. Y = Bonus discounts will be tracked but not taken. N = Bonus discounts will be taken and tracked in item purchase history. Enter the password required to change items in all stores when making changes to an inventory item record in the Inventory Item Master File. If you enter a password here, the operator will be required to use this password to change items in other stores. 0-3 Quicksearch mode 0 = Standard or in order by: 1 = Price 2 = GP Dollars 3 = GP Percentage 6 alphanumeric Direct shipment password If you answer Y to DIR SHIP in Inventory Receipts and Adjustments, you will be prompted for this password. Compu-Power, Inc. All Rights Reserved 8/99 Page 1.11

12 Y or N Y or N Special Slsm. Cost Display Option? Display all sales history in Q.S.? This field controls whether salesman cost will be displayed in Item Quicksearch (if user=s cost option is set to display in the.profile variables; see TRACS Utilities Information) Y = Salesman cost will be displayed in Item Sales History and Invoice History. N = Salesman cost will not be displayed in Item Sales History and Invoice History. This field controls whether or not all sales history will be displayed in Item Quicksearch. Y = All sales history will be displayed. N = Only sales history for current customer will be displayed. STOCK REPLENISHMENT REPORT DEFAULTS MM/DD/YY Inventory System Control File(v10.3) 0 Stock Replenishment Report Defaults Starting major Starting minor Ending major Ending minor Include stock status codes Exclude stock status codes Print option Include on-order in warehouse available? Include on-order in store available? Create transfers? Allow transfers? Select items w/ zero max? Over allocated items only? Whse Bin Loc No No No No No No F1 Accept F2 Cancel F3 F4 F5 F6 F7 Help F8 Options Use this screen to select the options and set the report defaults for the Stock Replenishment Report that can be generated, automatically, as part of End-of-Day Processing. (Refer to the Report Scheduler in Sales Analysis & Mgmt. Reporting system control. The Stock Replenishment Report is one of the options in the Report Scheduler.) Compu-Power, Inc. Page /99

13 NOTE: You can also run the Stock Replenishment Report, manually, through Inventory Reports (option #23) on the Inventory menu. The report options are the same except "Store Selections" requires a manual entry. The Stock Replenishment Report run from the Inventory menu (#23, Inventory Reports) gives you the option to use the system control "DEFAULTS" you enter here. (See "Store Selections" field in the Report Options window.) Stock Replenishment Report Defaults Field Limits Field Name Description 8 alphanumeric 8 alphanumeric 8 alphanumeric 8 alphanumeric Starting major Starting minor Ending major Ending minor Include stock status codes See also: Stock Status defaults screen in Inventory system control. If you want the Stock Replenishment Report for a specific range of major/minors, type in the name of the major where you want the report to begin. If you leave this field blank, the report will start with the first major in the Major/Minor Master File sequence. If you want the Stock Replenishment Report for a specific range of major/minors, type in the name of the minor where you want the report to begin. If you leave this field blank, the report will start with the first minor in the Major/Minor Master File sequence. If you want the Stock Replenishment Report for a specific range of major/minors, type in the name of the major where you want the report to end. If you leave this field blank, the report will end with the last major in the Major/Minor Master File sequence. If you want the Stock Replenishment Report for a specific range of major/minors, type in the name of the minor where you want the report to end. If you leave this field blank, the report will end with the last minor in the Major/Minor Master File sequence. Specify one (or as many as 10) stock status codes to include in the Stock Replenishment Report. If you leave this field blank, all stock status codes are included in the report. One Stock Status code is assigned to each inventory item in the Inventory Item Master File. Stock Status codes are user-defined and assigned to inventory groupings on the Stock Status Defaults screen in the Inventory system control. Compu-Power, Inc. All Rights Reserved 8/99 Page 1.13

14 Exclude stock status codes See also: Stock Status defaults screen in Inventory system control. Specify one (or as many as 10) stock status codes to exclude in the Stock Replenishment Report. If you leave this field blank, all stock status codes are included in the report. One Stock Status code is assigned to each inventory item in the Inventory Item Master File. Stock Status codes are user-defined and assigned to inventory groupings on the Stock Status Defaults screen in the Inventory system control. S, W, or T Bin location option Since a store can keep its own stock plus rely on backup stock from the warehouse, do you want the Stock Replenishment Report based on quantities in the store, the warehouse location or transfer quantities. S = Base the Stock Replenishment Report on the store quantities. W = T = Base the Stock Replenishment Report on the warehouse quantities. Base the Stock Replenishment on the transfer quantities. Y or N Y or N Include on-order in warehouse available? Include on-order in store available? This default indicates whether or not the Stock Replenishment Report includes the ON-ORDER quantity in the warehouse=s AVAILABLE quantity. Y = Include ON-ORDER quantity in warehouse=s AVAILABLE quantity. N = Do not include ON-ORDER quantity in warehouse=s AVAILABLE quantity. This default indicates whether or not the Stock Replenishment Report includes the ON-ORDER quantity in the store=s AVAILABLE quantity. Y = Include ON-ORDER quantity in store=s AVAILABLE quantity. N = Do not include ON-ORDER quantity in store=s AVAILABLE quantity. Y or N Create transfers? This option indicates whether or not you want the Stock Replenishment Report to actually create a picking list for the stock transfer. Y = Create picking list for stock transfer. N = Do not create picking list for stock transfer. Compu-Power, Inc. Page /99

15 Y or N Allow transfer qty > available? This option indicates whether or not you want the picking list for the created transfer to include items with the transfer quantity greater than the quantity available. (The cursor only stops in this field if you answer "Y" to "Create transfers?" option, above.) Y = Include items with transfer quantity greater than available quantity. N = Do not include items with transfer quantity greater than available quantity. 1, 2, or 3 Select items w/ zero max? This option indicates whether or not you want items with a zero maximum inventory level to be included in the Stock Replenishment Report. (The MAX LEVEL field in screen.b of the Inventory Item Master File contains the maximum inventory level entry.) 1 = Yes, include items with a maximum inventory stocking level or zero. 2 = No, do not include items with a maximum inventory stocking level of zero. 3 = Only include items with a maximum inventory stocking level of zero. Y or N Over allocated items only? Y = Replenish stores/items which cannot fill their orders only. N = Replenish stock in store order Last used inv. transfer number? Enter the number of the last inventory transfer. Compu-Power, Inc. All Rights Reserved 8/99 Page 1.15

16 STOCK REPLENISHMENT STORE DEFAULTS MM/DD/YY Inventory System Control File(v10.3) 0 Store Store Name Run? Warehouse Yes # Yes # Yes # Yes # Yes # F1 Accept F2 F3 Nextpage F4 Prevpage F5 F6 F7 F8 This screen shows all stores set up under Store Control in the Master Control (#12, TRACS Main menu). You designate which stores will be included in the Stock Replenishment Report available automatically as part of the End-of-Day Processing. (The Stock Replenishment Report run from the Inventory menu (#23, Inventory Reports) includes a "defaults" option in the "Store Selection" field. The defaults come from Inventory system control, Stock Replenishment Store Defaults. Both the "Store selections" and "Defaults" options display warehouse locations. With the "Defaults" option, the warehouse locations selected to Run? in system control appear as "selected". Stock Replenishment Store Defaults Field Limits Field Name Description Y or N Run? Y = Run Stock Replenishment Report for this store. N = Do not run Stock Replenishment Report for this store Warehouse Enter the Store Number for the location that acts as the "warehouse" for this store=s inventory. Compu-Power, Inc. Page /99

17 VALUATION REPORT DEFAULTS MM/DD/YY Inventory System Control File(v10.3) 0 Inventory Valuation Report Defaults Starting major Starting minor Ending major Ending minor Store selections Print by individual store? Include stock status codes Exclude stock status codes Report option Quantity on hand option Valuation method Page break by major Page break by minor Period ending date F1 Accept F2 Cancel F3 F4 F5 F6 F7 Help F8 Options The Inventory Valuation report can be scheduled with End-of-Day Reports in the Sales Analysis Reports Scheduler (#6, then #1 from the TRACS main menu). You must set the default information here so the system will know how to print the Inventory Valuation report. Inventory Valuation Report Defaults Field Limits Field Name Description 8 alphanumeric 8 alphanumeric 8 alphanumeric Starting major Starting minor Ending major If you want the Inventory Valuation report for a specific range of major/minors, type in the name of the major where you want the report to begin. If you leave this field blank, the report will start with the first major in the Major/Minor Master File sequence. If you want the Inventory Valuation report for a specific range of major/minors, type in the name of the minor where you want the report to begin. If you leave this field blank, the report will start with the first minor in the Major/Minor Master File sequence. If you want the Inventory Valuation report for a specific range of major/minors, type in the name of the major where you want the report to end. If you leave this field blank, the report will end with the first major in the Major/Minor Master File sequence. Compu-Power, Inc. All Rights Reserved 8/99 Page 1.17

18 8 alphanumeric Ending minor If you want the Inventory Valuation report for a specific range of major/minors, type in the name of the minor where you want the report to end. If you leave this field blank, the report will end with the first minor in the Major/Minor Master File sequence. 1-4 Store selections 1 = All stores 2 = Selected Stores 3 = Store Type (See Master Control Instructions to set up.) 4 = Cons S/A Stores (See Master Control Instructions to set up.) Y or N Print by individual store Y = Instead of grouping the valuation item-by-item, the valuation groups and totals inventory, by store, for all items within a given major/minor. No individual item totals appear. Report includes store totals and grand totals. N = The valuation groups and totals inventory, item-byitem, for all selected stores within a given major/minor. No individual valuation calculates for individual stores. Report includes store totals and grand totals. Include stock status codes See also: Stock Status defaults screen in Inventory system control. Exclude stock status codes See also: Stock Status defaults screen in Inventory system control. Specify one (or as many as 10) stock status codes to include in the Inventory Valuation report. If you leave this field blank, all stock status codes are included in the report. One Stock Status code is assigned to each inventory item in the Inventory Item Master File. Stock Status codes are user-defined and assigned to inventory groupings on the Stock Status Defaults screen in the Inventory system control. Specify one (or as many as 10) stock status codes to exclude from the Inventory Valuation report. If you leave this field blank, all stock status codes are included in the report. One Stock Status code is assigned to each inventory item in the Inventory Item Master File. Stock Status codes are user-defined and assigned to inventory groupings on the Stock Status Defaults screen in the Inventory system control. Compu-Power, Inc. Page /99

19 1-5 Report option 1 = Detail with zero-quantity items 2 = Detail excluding zero-quantity items 3 = Summary by Major/Minor 4 = Store grand totals only 5 = Only itmes with special cost quantities 1-2 Quantity on hand option 1 = Current 2 = Last Physical Count 1-6 Valuation method This field determines which cost to use for each item from the Inventory Item Master File. 1 = Average 2 = Replacement 3 = LIFO 4 = FIFO 5 = LIFO Double Extension 6 = Last Y or N Use special cost if it exists? Y = The special cost field from the Inventory Item Master File will be printed instead of the cost chosen above if special cost exists for that item. N = The cost chosen above cost will be printed. Y or N Page break by major Page break by minor Y = Inventory valuation report will begin a new page when the major and/or minor changes. N = Inventory valuation report will print items continuously, one after the other (by major/minor). The system defaults to N. 99/99/99 Period ending date Enter the date which represents the last day inventory has been updated. Default is the system date. Compu-Power, Inc. All Rights Reserved 8/99 Page 1.19

20 STOCK STATUS DEFAULTS MM/DD/YY Inventory System Control File(v10.3) 0 Stock Status Defaults Average Cost Equalization Polling Stock Replenishment Warranty adjustments: Tread Percentage % Labor items Generic items Service reminders Parts Discontinued items No inventory control Packages Non-stock items Specials Sublet Tubes Wheels Recaps Casings F1 Accept F2 Cancel F3 F4 F5 F6 F7 Help F8 Options The Stock Status codes you assign on this screen are the key to special functions within the TRACS Tire Management System. Each inventory item is assigned one stock status code in the STOCK STATUS field. Enter Stock Status code defaults for the following types of inventory items. (You can list up to 10 singlecharacter codes for each inventory item type. If you assign more than one code to an inventory type, list the codes one after the other without commas or spaces.) Keep the Stock Status codes unique. In other words, do not re-use the same code for different inventory item types. Many reports in the TRACS system allow you to INCLUDE or EXCLUDE one or more Stock Status codes so you can tailor a report to show specific types of inventory items. Invoice version #1 includes hard-coded Stock Status codes that draw sales subtotals at the bottom of the invoice for some of the Stock Status headings (as noted). Compu-Power, Inc. Page /99

21 Stock Status Defaults Field Name Description TIRES (Invoice Version #1: Totals for "tires" (Stock Status = T) print on the bottom of this version. WARRANTY ADJUSTMENTS: MILEAGE TREAD DEPTH PERCENTAGE Requires "special" inventory item. The Stock Status code(s) you enter here identifies all tires in your inventory. $ The system uses this code to track tire starting/ending unit counts (Master Control, Store Control File, Inventory Information screen.) $ The system used this code in the "special discount" function in Retail Point of Sale order entry to identify tire items. The codes you enter for Mileage and Tread Depth, and Percentage warranty adjustments trigger the warranty adjustment function during order entry. You set up one mileage warranty adjustment "special" item in the Inventory Item Master File for each manufacturer who offers a mileage warranty. (Retail Point-of-Sale, only) You set up one tread depth adjustment "special" item in the Inventory Item Master File for each manufacturer who offers a tread depth warranty. (Retail Point-of-Sale, only) You set up one percentage warranty adjustment Aspecial@ inventory item with the stock status code you enter here. When you order this special item during Retail Point-of-Sale and Customer Order Processing order entry, the following prompt appears: % of tread/mileage used 0.00 Item #? Price Based on the original item number and the percentage you enter above, the system calculates a credit price adjustment using the current price for the item. NOTE: Items with the Stock Status code(s) you assign to "mileage, tread depth, and percentage" warranty adjustments are automatically "no inventory control" items. (Refer to the "no inventory control" stock status.) Compu-Power, Inc. All Rights Reserved 8/99 Page 1.21

22 MECHANICS Require "special" inventory item. The item number becomes the Mechanic number: Item 0001 = Mechanic No. 1 See also: POS system control: $ "Mechanic Stock Status Codes" COP system control: $ "Mechanic Tracing in COP? $ "Mechanic Stock Status Codes?" (Invoice Version #1: Totals for "mechanic" sales items (Stock Status = M) print on the bottom of this version in the LABOR box. You set up a special "mechanic" inventory item record for each mechanic in your store personnel. Use a 4-digit item number for your "mechanic" items. (First mechanic item number = 0001). Enter the mechanic=s name in the "description" field. If mechanics get commission, make the Salesman number (A/R Salesman Master File) the same as the mechanic number (Inventory Item Master File). In other words, mechanic #0001 would be Salesman #1. The Stock Status code(s) you assign to "mechanic" items trigger the system to display a special screen.b in the Inventory Item Master File. Mechanic Cost Information Hourly Rate During Retail Point of Sale and Customer Order Processing order entry, the system prompts for mechanic number on items with Stock Status code(s) you designate in the COP and/or POS system control "Mechanic Stock Status Codes" fields. NOTE: Items with Stock Status code(s) you assign to mechanic are automatically "no inventory control" items. (Refer to the "no inventory control" stock status.) Compu-Power, Inc. Page /99

23 LABOR ITEMS Require "special" inventory item. See also: POS system control: $ "Mechanic Stock Status Codes" (Addon Charges/Slm Info. screen, field #31). $ "Track vehicle service history" (Order/Invoice information screen, field #35). COP system control: $ "Mechanic Stock Status Codes" (Line Item Entry Parameters screen). $ "Mechanic Tracking C.O.P.?" (Order Header Parameters screen). Invoice Version #1: Totals for "labor" item sales (Stock Status = L) print on the bottom of this version in the SERVICE box. The Stock Status code(s) you assign to "labor" items trigger the system to display a special screen.b in the Inventory Item Master File. Labor Cost Information Labor time (in tenths of an hour) 0 Replacement Cost Last Cost Average Cost Price Base Cost Base Year Cost Special Cost System control settings: To make the system prompt for MECHANIC NUMBER when you sell the labor item, include the labor Stock Status code in the Retail Point of Sale and/or Customer Order Processing system control "Mechanic Stock Status codes" fields. This links the labor item to the mechanic. (The mechanic prompt will appear at the invoicing stage of Retail Point of Sale and Customer Order Processing order entry. In Customer Order Processing (COP), you must also answer "yes" to the "Mechanic tracking in C.O.P.?" system control field. Setting up the "labor" item: NOTE: Depending on how you set up the "labor" item, the system will cost labor one of two ways: $ Labor cost is based on the mechanic=s hourly rate and the "units" of time used to do the labor. (For the labor and mechanic item to be linked together, the labor item has Stock Status code assigned to labor, and the labor Stock Status code is listed in the prompt-for-mechanic field ["Mechanic Stock Status Code"] in the order entry system control files.) $ Labor cost comes from the item cost you pre-assign to the labor in the Inventory Item record, screen.b window. (Labor item has Stock Status code assigned to labor, but the labor Stock Status code is NOT included in the prompt-for-mechanic field in the order entry system control files.) NOTE: Items with the Stock Status codes you assign to labor are automatically "no inventory control" items. (Refer to the "no inventory control" stock status.) Compu-Power, Inc. All Rights Reserved 8/99 Page 1.23

24 GENERIC ITEMS Requires "special" inventory item. The stock status code(s) you assign to "generic items" triggers a special prompt during Retail Point of Sale order entry. The "generic items" function handles situations where the exact item number is unknown until the mechanic actually provides the service. For example, a generic oil filter could have an item no. = OF? During the invoicing process in Retail Point of Sale order entry, the system displays the following prompt, asking the operator to enter the actual item that was used. GENERIC ITEM, ENTER ACTUAL ITEM NOTE: Items with the Stock Status code(s) you assign to "generic" are automatically "no inventory control" items. (Refer to the "no inventory control" stock status.) SERVICE REMINDERS Requires "special" inventory item. See also: "Track Vehicle Service History?" field in Retail Point of Sale system control. Service reminders are comment lines you add during Retail Point of Sale order entry. You set up "special" inventory items with the stock status code you enter here. As part of Retail Point of Sale service, the mechanic notes the service recommendation. $ The customer can choose to have the work done immediately, or $ The special "service reminder" item is added to the order at the invoicing stage. The "description" field from the item record prints on the invoice to let the customer know service is suggested. The "service reminder" becomes part of the vehicle service history, and will be available in the post card reminder function. NOTE: Items with the Stock Status code(s) you assign to "service reminders" are automatically "no inventory control" items. (Refer to the "no inventory control" stock status.) PARTS See also: POS system control: $ "Service Surcharge %" field $ "Service Surcharge min. amt" field The POS surcharge calculation is based on "parts" and "labor" items as identified by Stock Status codes. After you designate the code(s) for "parts" in this system control file, assign the code to individual inventory items. Invoice Version #1: Totals for "parts" (Stock Status = P) print on the bottom of this version. Compu-Power, Inc. Page /99

25 DISCONTINUED ITEMS No automatic backorders generate through Purchasing for items with the Stock Status code you designate in this field. Discontinued items will not display in Item Quicksearch and cannot be ordered through Purchasing. NO INVENTORY CONTROL The Stock Status code(s) you assign in this field will be treated by the system as items for which you do not track on-hand quantity. No "out-of-stock" condition warnings appear during order entry. NOTE: Certain types of items on this Stock Status Defaults screen are automatically treated as "no inventory control" items $ Non-stock $ Mechanics $ Labor $ Generic items $ Warranty adjustment (mileage, tread depth and Pct.) $ Service Reminders $ Sublet PACKAGES NON-STOCK ITEMS See also: Non-Stock Item Tracking Report in Inventory module and "Non-Stock Tracking" field in COP and POS system control. Stock Status Code "K" is hard-coded to pull item sales subtotals for "packages" at the bottom of invoice version #1. The "non-stocks" identified by Stock Status codes are items not carried in the warehouse, but set up in your Inventory Item Master File for occasional sale. Setting up "non-stock" items saves keying time during order entry and can provide sales history for items you may consider adding to your inventory. (Non-stocks identified by Stock Status codes are different from true non-stocked items which are added, on-line, during order entry.) NOTE: Items with the Stock Status code(s) you assign to "non-stocks" are automatically "no inventory control" items. (Refer to the "no inventory control" stock status.) SPECIALS SUBLET Stock Status Code "C" is hard-coded to pull item sales subtotals for "specials" at the bottom of invoice version #1. Stock Status Code "U" is hard-coded to put item sales subtotals for "sublet" items at the bottom of invoice version #1. NOTE: Items with the Stock Status code(s) you assign to "sublet" are automatically "no inventory control" items. (Refer to the "no inventory control" stock status.) TUBES Identifies items for the Informix-SQL "Customer Purch- Tire/Recaps/Oth" report. Compu-Power, Inc. All Rights Reserved 8/99 Page 1.25

26 WHEELS RECAPS CASINGS AVERAGE COST EQUALIZATION POLLING STOCK REPLENISHMENT Identifies items for the Informix-SQL "Customer Purch- Tire/Recaps/Oth" report. Identifies items for the Informix-SQL "Customer Purch- Tire/Recaps/Oth" report. Average cost is automatically recalculated on casing credit items. Average cost is equalized across all stores. POLLING ONLY - Stock replenishment is done for these stock status codes, in effect creating a purchase order at the receiving station. CATEGORY GROUPINGS MM/DD/YY Inventory System Control File(v10.3) 0 Category Groupings End Category Description F1 Accept F2 Cancel F3 F4 F5 F6 F7 F8 Category groupings are used to create subtotals on the Inventory Valuation report and some Item Category sales analysis reports. Field Limits Field Name Description 20 alphanumeric End Category Description Enter Item Category number to mark the end of a "group" of categories. Assign a name to describe each Item Category grouping. Compu-Power, Inc. Page /99