entering your initial inventory

See Also: Creating Orders

Invoice Summary

Entering Your Initial Inventory One of the most frequently asked questions is “How do I enter my inventory?” There are actually several ways of entering inventory into the computer.

The program is loaded with the current company order form at the time of purchase. The first thing to do is to take a physical inventory. When you are ready to take your physical inventory, I recommend using an actual company order form. You may have some “classic product” that will not be listed on the form. In that situation I recommend, listing the part number, quantity, price, description, and color if applicable, on a separate piece of paper.

There is also physical inventory report which lists all products in the database in alphabetical order by category, and then alphabetical by product within category. There is room on the report to track your current quantity on hand. You can use this report to take your current inventory but you will have to switch the order form’s display to alphabetical. See Settings “More Settings”

Clicking on Reports from the Menu bar, or alt+R.

Click on Inventory, or shift+I.

Click on Physical Inventory or shift+P.

It will take a while for the report to generate to screen. There are 20 some pages involved. Once it is generated, and the printer button at the top of the screen becomes active, you can print the report by clicking on the printer. To exit this report, simply click on the close bar in the upper left hand corner. The single arrows going right or left move you forward or backward one page, the arrows with the lines will either take you to the first page or to the last. The magnifying glass will zoom you in and out. You may still need to add “classic” product to an additional piece of paper.

With your inventory on either the company order form or the physical inventory report and an additional piece of paper, you’re ready to input the inventory. The inventory is entered in two areas. The bulk of your inventory can be entered as a New Personal Order. The remaining products that are not listed on the order form are entered into the Products window.

Reset Inventory

There are several inventory utility type commands available in the Reset Inventory Menu. You can reset the inventory levels of a particular section of product or of the entire inventory. You can also recalculate the average wholesale value of the product in your inventory to percentages entered into the order window.

NOTE: If you have been “playing” with the program, you are going to want to be sure your current inventory is reset to zero before entering your current inventory. To reset your inventory to zero:

Select Inventory from the Menu bar by clicking on Inventory or alt+I.

Then click on Reset Inventory and the “Reset Entire Inventory”. You will be prompted to confirm the action. O.K. will bring up another “Last Chance” screen, O.K. here will wipe it out!. Cancel from the first confirmation will return you to the contact window.

To reset an individual section or to recalc your average wholesale, select the appropriate command in the “Reset Inventory” menu.

Entering Inventory Via The Order Form

O.K. Inventory’s taken and we’re ready to rock!! Not only can you enter your current inventory via the order form but you can also establish Par levels for product you normally stock. Par is the preferred shelf level of a particular product you wish to have on hand at all times.

To enter the inventory that you have on your order from:

1. Create a “New Personal Order” and enter your inventory as an order. You have the option of entering the product “Par” levels at the same time.

2. The order can be saved and opened again later. You don’t have to do it all in one sitting.

3. When the order is complete, “Receive” the order into your inventory.

For details on creating “New Personal Orders” and “Receiving” them into inventory see the chapter on Orders.

Entering Inventory Via the Products Window

Any remaining product which you where unable to enter via the order form will have to be entered with the Products window. Be sure to search for any products that you need to enter before adding the product to the data base. The system is shipped with many older classic product and the product you are looking for may already be in the database. When entering the product information be sure to include the Average Wholesale value of the product. See Products

Deleting Old Unused Product

After entering your initial inventory, it is recommended that you remove any older product which you’re not using. This can be done automatically by clicking “Inventory” and the “Delete Old Unused Product” This command will automatically remove product which is not part of your inventory and is no longer available from the company. This command should be executed periodically to remove old product to keep your product database from getting out of hand.