Unit Inventory Administrative Tables

Pear Tree
2016-11-10 15:47

Inventory – Units – Administration – Product Classes

-        Same window as Inventory – Parts – Administration – Product Classes.

-        This window has two purposes:

o   Accounting (GL Accounts are attached to the Class).

o   Sales (Used by the Salesperson to get a Report listing of Units sold or in Inventory by Class).

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Product Class: Mandatory

-        Some examples of classes:  New Motorhome, Used Motorhome, New Fifth Wheel, Used Fifth Wheel, Car, SUV, Truck, Van etc.

-        Manually enter the new Product Class.

-        Alphanumeric.

-        Freeform.

 

Type: Mandatory

-        Used for Units, Sales and Other Sales.

-        Choose Unit from dropdown: Part, Unit, Other Sales.

 

Description: Mandatory

-        Manually enter description of the Class.

-        Freeform.

-        Alphanumeric.   

 

Vol. Price:

-        Not really used.

-        Choose from dropdown.

 

Retail Markup %:

-        Information only.

-        Not linked to anything.

-        Must be numeric or will receive an Error message.

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-        Can be positive, negative, or 0.00.

 

Costline %:

-        Information only.

-        Not linked to anything.

-        Must be numeric or will receive an Error message.

 

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Prompt for Mileage:

-        Checkbox.

-        Required for Service Work Orders.

 

Coupon:

-        No longer used.

-        Not enabled.

 

Report Order:

-        Not linked to anything.

-        Has no impact in the system.

 

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A list of stores will appear.  No lines can be added or deleted.  

 

 

Notes on the General Ledger Accounts:

-        GL accounts must be entered for each store.  

-        For Incoming Units only, the system checks to make sure that the Product Class Inventory account matches the Inventory account on Invoices.

-        Outgoing Units use all three accounts: Sales, Cost of Sales and Inventory.

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o   Credit Sales Account for the Price of the Unit.

o   Credit Inventory Account for the Base Cost of the Unit - Debit Cost of Sales Account for the Cost of the Unit.

§  Price is the amount the Customer pays for the Unit.

§  Base Cost  is the initial cost of the Unit with no additional charges such as shipping charges, handling, sales taxes, PDI, etc.

§  Cost is the amount the Dealership paid for the Unit.

-        When buying a Unit and using the PO Receive window, no GL Transactions are created.  GL transactions for incoming Units come from Accounts Payable (AP Invoice).

-        The number of Classes set up depends on the number of GL accounts in the Chart of Accounts.

o   Whichever type (Sales, Cost of Sales or Inventory) has the largest number of accounts, that is how many Product Classes are created.

-        The following highlighted classes MUST be set up as shown because the system looks for these precise Product Class Codes in the Initialized Sale:

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o   The Sales Account only is needed for these Classes because no Inventory is involved.

-        License Class:  Credit License Sales Account – Debit License Company Account

 

Store ID/Store Name:

-        Defaults in from Store Parameters.

-        Cannot be edited in this window.

 

Sales GL Account: Mandatory

-        Either manually enter the Sales Account to credit for this Class or click the Underlined link and choose from the Table.

-        Income Account.

 

 

Cost of Sales  GL Account: Mandatory

-        Either manually enter the Cost of Sales Account for this Class or click the Underlined link and choose from the Table.

-        Expense Account.

 

Inventory  GL Account: Mandatory

-        Either manually enter the Inventory  Account for this Class or click the Underlined link and choose from the Table.

-        Must be a Control Account or will receive an Error message.

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Inventory  Adjustment GL Account:

-        Not used for Units, Parts Inventory only.

-        Expense Account.

 

Submit:

-        Submits any new or updated information to the system.

 

Clear:

-        Clears the screen.

-        If any new information has not been submitted it will be lost.

 

Delete:

-        Deletes a Product Class’ information from the system.

-        The system will ask for confirmation before deleting.

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UNIT SPECIFICATION

 

Inventory – Unit – Administration – Unit Specs – Category Specs

Different specifications can be added for different types of Categories (RV, Car, Truck, etc.).  

 

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Category:

-        Choose a category from the dropdown.

-        If the category is not showing, needs to be added in the Category Table (PTS – Table Mtc. – Inventory Units – Unit Categories).

 

Specification:

-        The + Button in the Title section can add extra rows to the table.  

-        The X Button on the Line can delete a row.

-        Manually type in the Specification for that Category.

-        Alphanumeric.

-        Freeform.

 

Add V6 Defaults:

-        Adds all V6 specifications to the table.

-        The X Button on the Line can delete a row for any V6 specification not required for that Category.

 

Add From…:

-        Clicking this button adds a second Category dropdown.

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-        Choose a Category from the dropdown.  All specifications set up for that category will be added to the Table.

-        The X Button on the Line can delete a row for any specification not required for that Category.

 

Submit:

-        Submits any new or updated information to the system.

 

Clear:

-        Clears the screen.

-        If any new information has not been submitted it will be lost.

 

Inventory – Unit – Administration – Unit Specs – Class Specs

Separates the Inventory Categories by Class.  For RVs it could be New versus Used or Fifth Wheel versus Tent Trailer.  Specifications are added that pertain to this particular Class but not to other Classes.  Any time a new Unit is added in the Unit Update window, the specifications for that Class will be auto-populated in the Specs section, if it is set up in this Table.

 

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Product Class:

-        Choose the Unit Product Class from the dropdown (from Inventory – Units – Administration – Product Classes).

-        Will only show Class Type Unit from the Table.

 

Specification:

-        The + Button in the Title section can add extra rows to the table.  

-        The X Button on the Line can delete a row.

-        Manually type in the Specification for that Category.

-        Alphanumeric.

-        Freeform.

 

Add From…:

-        Clicking this button adds a second Category dropdown.

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-        Choose a Category from the dropdown.  All specifications set up for that category will be added to the Table.

-        The X Button on the Line can delete a row for any specification not required for that Category.

 

Submit:

-        Submits any new or updated information to the system.

 

Clear:

-        Clears the screen.

-        If any new information has not been submitted it will be lost.

 

Delete:

-        Deletes a Product Class’ specification  information from the system.

 

 

Sales - Administration – Sales Cost Codes

 

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Cost Code: Mandatory

-        Manually enter in the Cost Code or use the Underlined link to choose one from the Table.

-        Alphanumeric.

-        Unlimited space.

 

Description: Mandatory

-        Description of the Cost Code.

-        Alphanumeric.

-        Unlimited space.

-        Freeform.

 

Use COS from Unit Class:

-        Use Cost Of Sales from Unit Class.

-        If checked will use the Cost of Sales GL Account from Inventory – Units – Administration Product Classes.

 

Store:

-        Defaults in from Store Profile.

-        Cannot be edited in this window.

 

Name:

-        Defaults in from Store Profile.

-        Cannot be edited in this window.

 

Inventory GL Account:

-        Either manually enter the Inventory Account for this Cost Code or click the Underlined link and choose from the Table.

-        Must be a Control Account or will receive an Error message.

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Cost of Sales  GL Account: Mandatory

-        Either manually enter the Cost of Sales Account for this Cost Code or click the Underlined link and choose from the Table.

-        Non-Control Expense Account.

 

Non Accounts Payable Credit GL Account:

-        Either manually enter the Non Accounts Payable Credit Account for this Cost Code or click the Underlined link and choose from the Table.

-        Non-Control Account.

 

Submit:

-        Submits any new or updated information to the system.

 

Clear:

-        Clears the screen.

-        If any new information has not been submitted it will be lost.

 

Delete:

-        Deletes a Cost Code’s information from the system.

 

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