Inventory: Making Your Numbers Count To set up products: 1. Click Setup and select Product Setup. Page 1
2. Select a product type from the Product Type drop down menu. 3. Place your cursor in the Physical inventory cycle drop down menu and press F12 to create a unique inventory cycle name for each product. Creating separate inventory cycle names will let you record a physical inventory count on only the product you have assigned to that physical inventory cycle. Page 2
4. Click the Preferences tab to set up preferences for inventory periods as well as Barcode Label Options. Select the Product Code radio button, select a printer from the Bar Code Printer drop down menu, and record the Comm. Port for Barcode Printer. Page 3
To record products manually: 1. Click the Products icon, select Products and Services, and select a product type from the Product Type drop down menu. 2. Record product information on the Products tab. Page 4
3. Click the Product Details tab and record product details. Click the New button if you are recording multiple items under the same product name, such as the sizes and colors of frames. You can print barcode labels from this window. Page 5
To record products using the FRAMES Data CD: 1. Contact FRAMES Data to subscribe to the UPC (monthly) or Quarterly subscription service. 2. Click the Products icon and select FrameMate. 3. Click Tasks and select Install Catalog. Page 6
4. Install the catalog (manufacturers) and then choose the specific frames that you have in your office to transfer into OfficeMate. Note: Select the Detail check box to transfer the frame sizes and colors into OfficeMate. Page 7
5. Click Calculate Fee to calculate markups. You can multiply the cost price on the CD by a specific number or you can type 0 in the Factor text box and record the cost price as the same amount that you type in the Dollars text box. You can also type the price in the Fee column after the product line is loaded into FrameMate. Page 8
6. Click Cross Reference to choose the manufacturer and designer. (If you enter new vendor information here, keep in mind that you will have to go to the Vendor tab in the Business Names window to record complete information about the vendor.) Record all pertinent information that you want populated. Remember, to be able to search for frames by vendor for purchase orders, a vendor needs to be assigned. Page 9
7. Click Unselect All and then choose the sizes and colors matching the frames that you have in your office. The information will be transferred into OfficeMate. 8. Review your transferred frames. FrameMate does not transfer all of the information that you may need, such as quantity on hand and mount. To populate the quantity on hand you can open each frame and record an adjustment or you can complete a physical count to record all quantities on hand. To record inventory adjustments, click the Products icon, select Inventory, and select Adjustments. Page 10
Note: There are three types of adjustments: Adjustment ( /+), Receive Inventory, (+), and Return to Vendor ( ). You can also press F12 to create names for your adjustment types for reporting purposes. Page 11
To create purchase orders: OfficeMate recommends creating purchase orders and receiving items from those purchase orders to track dates received for certain reports. 1. Click the Products icon, select Inventory, select Purchase Order, and select Create/Maintain or From FeeSlip. 2. Print your barcode labels on the Receive PO window by highlighting each line and clicking the Print Bar Code button. Page 12
3. Scan the product into the Product Code text box in Rx lab orders or directly onto a fee slip. The proper sale of inventoried products on a fee slip is what reduces the inventory count (other than adjustments or physical counts). Page 13
To physically count or scan products: 1. Click the Products icon, select Inventory, and select Physical Count or Scan Count. 2. Select the Yes radio button to indicate that this is a new inventory cycle. 3. Select the name of the inventory count cycle from the Select a Count Cycle drop down menu. The names of the count cycles listed are the same as the names you designated for the count cycles when you were setting up your inventory preferences. Products listed in that count cycle will appear on the form. 4. Click Worksheet to print the physical count inventory worksheet if you are working without a scanner. 5. Click Record. Page 14
6. Exit the Physical Count Entry window and, if you are not using a barcode scanner, physically count your inventory and record your inventory counts on the worksheet. If you are using a scanner, scan your inventory into the Scanned Physical Count Entry window. 7. Reopen the Physical Count Entry window, if you are manually counting your inventory, and select the No radio button to indicate that this is not a new inventory cycle. Page 15
8. Select an inventory count cycle from the Select a Previous Cycle drop down menu. 9. Type the actual number of inventory items counted in the Count column. This step is not necessary if you are scanning your inventory items. Page 16
10. Click Print Variance to review the Physical Inventory Variance Report for differences between what was physically counted and what inventory OfficeMate reports you as having. Some reasons for the variance might include: First entry of physical count Previous incorrect entry Shrinkage (theft/not removing by adjustment) Incorrect fee slip entry 11. Click Record. 12. Click Update On Hand to update the quantity of inventory items that you have on hand and close the inventory cycle. Page 17
To view inventory reports: 1. Click the Reports icon and select your desired tab. 2. Click Add and then click the plus sign (+) next to Inventory to view the list of inventory reports. Note: You must be using purchase orders in order to print the Purchase Order reports. Note: The Stock Status report is a current report for each product type. It lists the stocking status, including the quantity and cost, of all product types or a specific product type. Page 18
3. Click the plus sign (+) next to Aging to view the list of aging reports. Note: The Frame Aging reports are based on receipt dates on purchase orders. Page 19