5.1.1 Inventory Entry

Inventory Entry allows you to create, delete or modify inventory.

The Part Number may be created or edited. You may also add a Superseding Part Number. Type in the Part Number as follows: the Manufacturer Code first, a <.>, then the Number (example: 3M.2000) and press

<ENTER>.

Superseding Part Numbers will automatically go to the new Part Number. To Un-Supersede, you must go to “Superseding Inventory Entry” (5.1.5 or in 5.1.1 type <S> at the Part Number field).

If entering a new Part Number, the manufacturer must already exist. If entering an existing Part Number, the information will be displayed and you will be at "Enter Selection". Please refer to instructions on "Enter Selection" below under Enter Selection Options.

When a new Part Number is entered, the following are checked to see if this part number already has been entered – Hold Orders, Back Orders, Unposted Orders, Consignments, Quotes, Special Orders, Purchase Orders, Receiving, and Return to Vendor entries. If the part number exists in any of these transactions, then a list will be displayed with the option to rint, along with the following message: “ATTENTION: The above transactions were created with this part when it was Not on File. Please check these transactions and make sure that the Quantity on Hand is correct and the Unit of Measure matches the Inventory Entry exactly.” If there are Hold Orders on the above list that should affect inventory, then the Quantity on Hand was never downcounted. In that case, you must adjust your inventory for this part.

When a part number is entered (ex. TT.XYZ), the system builds a cross-reference so that the part number only (ex. XYZ) can be entered anywhere a barcode could be entered, to retrieve the original part. Note: the barcodes take precedence over these cross-referenced items. You must turn this feature on in “Inventory Setup” in SYSTEM MANAGEMENT (10.2.4.2 field 14).

You may trim characters from Part Numbers when building Part Only Entry cross reference in “Inventory Setup” in SYSTEM MANAGEMENT (10.2.4.2 field 15). For example, if the part number is TT.XYZ-01, and you enter a dash <-> as a trim character, the two entries would be created (XYZ-01 and XYZ01) to retrieve TT.XYZ-01.

If the Part Number you are entering is no longer available and has a Superseding Part Number you may enter it here. Enter an <S> before entering the part number, and press <ENTER>. You will now be in the "Superseding Inventory Entry" (5.1.5) screen.

If Superseding, you will see the prompt: "Do you want Sales History copied to New Part Number (Y/N)?". Enter a <Y> and press <ENTER>, to have the old Part Number's sales history copied to new Part Number.

When a Part Number is Superseded, the Bar Code for that Part Number Units of Measure are copied to the new Part Number and deleted from the old. (Unless the new Part Number already exists before Superseding, then the Bar Code will remain with the old Part Number.)

If the Superseded (old) Part Number is then Un-Superseded and the Superseding (new) Part Number is not kept on file, then the Bar Code is copied back to the old Part Number.

If the Superseded (old) Part Number is Un-Superseded and the Superseding (new) Part Number remains on file, then the Bar Code remains with the new Part Number.

For added Security the Salesperson Code is requested before being able to access Inventory Entry. This will stop unauthorized personnel from accessing inventory information. You may have this option turned on/off in "Inventory Setup" in SYSTEM MANAGEMENT (10.2.4.2 field 3).

If you have a Multi-Location system, a prompt will appear for the Location Number. This allows you to modify Inventory for any location. Although the part numbers are the same, there is specific information unique to each location. The Location identification is listed in the center of the second highlight bar.

The current date will be displayed for the Creation Date.

1. The Description of the part number will appear on the Invoice. The description field is 40 characters. The entire description may not print out in all reports because of limited space on the report.

If you have not pressed <ENTER> at the description field and want to go back to the Part Number field, press the <\> or <ESC> key. You will now be at the Part Number field.

2. Notes appear at the “POS Order Entry” Screen in POINT OF SALE (1.1), after you type in the Part Number. They are used to help your Counterpeople sell additional products or tell the Customer special instructions.

3. Use Group Codes to sort the inventory into categories. Inventory reports can be run using any Group Code. Customer Special Pricing can be limited by using Group Codes. Please set up Group Codes in "Group Codes" in INVENTORY (5.1.9).

4. If there is Alternate Part Number in your inventory that can be sold in place of this item put that Part Number in that field. This item will be displayed at Inventory Inquiry. You may enter multiple Alternate Part Numbers.

Note: You may use this field to "Exclude from Web" by placing a <Y> in the Exclude from Web column. See example below:

Alternate Part No. Description Exclude from Web

3M.2001 500A 9X11 WET OR DRY SHEETS12 Y

3M.2002 400A 9X11 WET OR DRY SHEETS

3M.2003 360A 9X11 WET OR DRY SHEETS

The Exclude from Web field associated with each alternate part can be used if using the Perfection Web Service. There is no other functionality for this Exclude field in Perfection.

5. You have three Taxable Indicator choices: Y = The item is always taxable. Only customers listed as NT (non-taxable) in “Customer Entry” in ACCOUNTS RECEIVABLE (6.1.1 field 19) will not be taxed for this item. N = This item is never taxed. Blank = The taxable status is defaulted to the customer’s taxable status in “Customer Entry” in ACCOUNTS RECEIVABLE (6.1.1 fields 19 & 20).

6. For items that you purchase in large Units of Measure and sell in smaller units, Case Lot breakdown will automatically maintain the Quantity on Hand. The system uses the standard pack to replenish the smaller Units of Measure. The Unit of Measure will breakdown when the Quantity on Hand of the lesser Unit is less than zero.

For example: You buy an item by the Case (containing 50 EACHs), but you sell by the Each. When the EACHs Quantity On Hand reaches less than zero (-1), the system automatically takes 1 case out of the QOH of CASE and puts 50 in the QOH of EACH. This will only occur if the "Case Lot" is set to "Y".

If the Case Lot is "Y" in "Inventory Entry", then the Standard Pack is used to calculate total EACHs

If the Case Lot is "N", then the program simply adds the QOHs and the QOOs for each unit and totals it.

7. The item must have one of three Status levels - Active, Obsolete, or Inactive. Inventory reports can be run using the status.

8. The Item Type may be listed as a Normal, Non-Inventory, or Service type.

Normal Inventory items are kept in stock and need Quantity on Hand maintenance.

Non-Inventory items are sold but not kept in stock and you do not maintain a Quantity on Hand. Three decimal places can be used for Quantity Shipped at “POS Order Entry” in POINT OF SALE (1.1).

Service items do not have a physical item, such as Labor or Repair. Three places after the decimal can be used for Quantity Shipped at “POS Order Entry” in POINT OF SALE (1.1). This allows you to sell labor at a portion of an hour.

If this Part Number is Superseded by another part number, then the new Part Number will be displayed.

If this Part Number is the superseded Part Number for another, the Superseded Part Number will be displayed. When you press <ENTER>, the part number will change to the Superseded Part Number.

If you have a Multi-Store system you will now be asked for Location Number. Information entered will be just for the Location specified unless "Update ALL Locations" is set to "Y" in “Inventory Setup” in SYSTEM MANAGEMENT (10.2.4.2 field 1).

9. The system maintains up to four (4) Units of Measure per Part Number. Units of Measure should be in ascending size, (pint, quart, gallon) or ascending standard packs, (each, box, pallet). The first Unit of Measure will default to “EACH”. You may change this by simply typing in the new Unit of Measure.

It is very important that the Units of Measure are in ascending order (smallest to the largest). This is especially important when using Case Lot Breakdown. A warning message will appear when entering the Warehouse Cost if it is not in ascending order.

To change or delete a Unit of Measure you must use the option at the “Enter Selection” prompt. When you change or delete a Unit of Measure the entire part number is saved and all critical files will be checked for the Part Number.

A Unit of Measure Password may be setup in “Inventory Setup” in SYSTEM MANAGEMENT

(10.2.4.2 field 6). The password will be prompted when using the option to change or delete a Unit of Measure or when inserting a new column in the Unit of Measure field.

10. The Standard Pack must be greater than zero (0).

If Case Lot is set to Yes, the Standard Pack is the amount of Units of Measure this item has in the next largest Unit of Measure. For example, there may be 10 EACHs in a BOX, therefore the standard pack for EACH is 10. Case Lot Breakdown uses these amounts to replenish the lower Units of Measure.

If Case Lot is set to No, the Standard Pack is the amount of the Unit of Measure that you have to order. For example, if you must purchase 6 Pints at a time, then the Standard Pack for Pint would be 6.

11. The Current Source is the current Vendor you purchase this Unit of Measure from. The system tracks multiple Vendors per Part Number Unit of Measure. This source will automatically be entered in Costs and Prices.

If the Current Source that is setup in field 11, is deleted from the Vendor Source List or is not defined in the Vendor Source List, then a warning message will be presented to enter in the Vendor Code. For example:

Current Source "PB" not found in the Vendor Source list, please re-enter.

This is purely a warning message and can still be by-passed, but the program was allowing this before so this should help put visibility on a potential problem, because if the current source does not exist in the vendor source list then price code 98 will be blank.

12. The Warehouse (Average) Cost will be calculated during “Receive Merchandise” in RECEIVING (4.1.1) and should only be entered when first creating an item.

You may choose to have your Warehouse Cost (Price Code 99) based on Average Cost or Replacement Cost. If the Replacement Cost Flag is set to Yes in “Inventory Setup” in SYSTEM MANAGEMENT (10.2.4.2 field 7 page 1), then when the Warehouse Cost (Price Code 99) is affected, the Warehouse Cost will be overwritten to the new Replacement Cost (Price Code 98) instead of averaging. Price Code 99 (Warehouse Cost) will always be equal to Price Code 98 (Replacement Cost).

The calculation used during Receiving, if using Average Costing, is as follows:

(Qty on Hand x Warehouse Cost) + (Qty Recd x Cost)

Warehouse Cost = ____________________________________________

(Qty on Hand + Qty Received)

The Quantity on Hold is included in the Quantity on Hand when calculating the Warehouse Cost. Since the Quantity on Hold is not actually gone from inventory yet, this makes the calculation more precise.

You may prevent the Warehouse Cost from being manually changed, even if password protected. This is setup in “Inventory Setup” in SYSTEM MANAGEMENT (10.2.4.2, field 4 page1). If you try to go into the Warehouse Cost field, the program will give you the message: “Warehouse Cost cannot be edited”. The cursor will then go to the next field. The only exception is on new parts that are added.

13. Quantity on Hand (QOH) is maintained when Inventory is sold in “POS Order Entry” in POINT OF SALE (1.1) and received in “Receive Merchandise" in RECEIVING (4.1.1). The QOH is reserved as soon as you enter the Part Number in the Line Item field (6) on the order, this is dependent on the type of order and the setups in "POS Defaults and Comments" in SYSTEM MANAGEMENT (10.2.6.2), i.e. <CI>, <CO> etc... There is also a "Quick Entry" program to "Change Quantity on Hand" in INVENTORY (5.6.1.1).

For additional security, a Quantity on Hand Password may be set up in “Inventory Setup” in SYSTEM MANAGEMENT (10.2.4.2). This will stop unauthorized personnel from changing the Quantity on Hand through “Inventory Entry”. If a password is not entered, the cursor will by-pass this field and go to the “Quantity on Order” field.

The System will automatically calculate the Quantity on Hand of a part number when sold and received. The calculations differ if the Case Lot is set to Yes or No.

If the Case Lot is set to Yes, the Standard Pack is used to calculate the total of the lowest Unit of Measure. For example: If the QOH of CASE is 3 and the QOH of EACH is 4 with a Standard Pack of 5, then the QOH total displayed will be 19 (3 x 5 = 15 + 4 = 19).

If Case Lot is set to No, the program simply adds the QOH for each Unit of Measure and total them. For example: If the QOH of CASE is 3 and the QOH of EACH is 4, then the QOH total displayed will be 7 (3+4 = 7). The Standard Pack is not used in the calculation.

14. The Quantity on Order (QOO) is set from the Purchase Order program when the Purchase Order is released. Normally you do not change this field, the system will maintain it.

The System will automatically Calculate the Quantity on Order of part numbers when ordered. The calculations will differ if the Case Lot is set to Yes or No.

If Case Lot is set to Yes, the Standard Pack is used to calculate the total of the lowest Unit of Measure. For example: If the QOO of CASE is 3 and the QOO of EACH is 4 with a Standard Pack of 5, then the QOO total displayed will be 19 (3 x 5 = 15 + 4 = 19).

If Case Lot is set to No, the program simply adds the QOO for each Unit of Measure and totals them. For example: If the QOO of CASE is 3 and the QOO of EACH is 4, then the QOO total displayed will be 7 (3+4 = 7). The Standard Pack is not used in the calculation.

15. The Due Date of Order is set from the Purchase Order program when the Purchase Order is released. Normally you do not change this field, the system will maintain it.

16. When the Quantity on Hand drops to the Order Level or less, the system will reorder enough to reach the stock level, when generating a Purchase Order.

You may set the Order Level (field 16) and Stock Level (field 17) to Never Order through "Generate Automatic Purchase Order for Vendor" in PURCHASING (3.2.1). To never order enter double zeros (00) in both the Order Level and Stock Level fields.

You may lock in the Order Level and Stock Level of a part number so that it will not be affected by "Update Stock Levels Based on Sales History" (3.4.1.2) or "Update Stock Levels Based on Popularity Codes" (3.4.2.2) in PURCHASING. To lock in the Order Level and Stock Level, place a leading zero in the Order Level. For example: To set the Order Level to 5 and the Stock Level to 10 you would make the Order Level 05 and the Stock Level to 010).

17. The Stock Level is the quantity that a Purchase Order will reorder up to when an item is below its Order Level and a Purchase Order is generated. Stock Level must be greater than or equal to Order Level. The system will order over the Stock Level if the Standard Pack requires additional items.

Please refer to the section on "Generate Automatic Purchase Order for Vendor" in Purchasing (3.2.1) on how to utilize Order Level and Stock Level.

18. The Bin Location in the Warehouse is where the item is stocked in the warehouse. For large warehouses put the bin location for each Unit of Measure. (For example: EACH at the counter, CASE in the warehouse.) This will be displayed at “POS Order Entry” in POINT OF SALE (1.1) and can also be printed on invoices for order picking.

When creating Bin Locations, be aware that this is an alphanumeric field (it accepts numbers and letters, ex: 12DA). Consequently, alphanumeric fields are sorted in a left to right fashion. For example: if you create bin locations 1A and 15D, the 1A will sort after the 15D. Create the first Bin Loc as 01A. By padding the Bin Loc with a leading zero, you will get the sort desired when doing a Report.

19. The Popularity Code is the movement of the items in the inventory.

The Popularity Codes are: A=Fastest, B=2nd Fastest, C=2nd Slowest, D=Slowest, L=Liquidate, N=New, O=Obsolete, and S=Superseded.

<L> = Liquidate - This will flag a part number unit of measure by location. The main idea is to be able to isolate products set to be liquidated.

You may calculate the Popularity Codes in "Calculate Popularity Codes" (5.5.2) in the Popularity Codes Program. The calculation differs if the Case Lot is set to Yes or No.

If the Case Lot is set to Yes, the Popularity Code will be calculated for the highest Unit of Measure. All Units of Measure will be set to the same Popularity Code.

If the Case Lot is set to No, the Popularity Code will be calculated on each individual Unit of Measure. The Units of Measure may have different Popularity Codes.

20. The Point of Sale Quantity Back Ordered will be updated by the System whenever an item is Back Ordered or when a Back Order is filled at “POS Order Entry” in POINT OF SALE (1.1). You will not change this field after the initial entry.

21. The Unit Weight is used in the totaling the Unit of Measure on the "Below Order Level Report" in PURCHASING (3.1) and printed on "Purchase Order" in PURCHASING (3.2.2). The Unit Weight must be consistent for a Manufacturer line in order to calculate correctly. Do not mix different Unit Weights. (Examples of Unit Weights: 1.00 pounds, 1.5 grams.)

22. The Inventory Tax Amount is an extra tax amount added to a Part Number Unit of Measure at "POS Order Entry" in POINT OF SALE (1.1). The system has been designed to calculate and report these taxes. Please refer to "Calculate Inventory Tax" in “POS Defaults & Comments” in SYSTEM MANAGEMENT (10.2.6.2 field 25) and "Inventory Tax Report" in ACCOUNTS RECEIVABLE (6.10.8).

23. The Inventory Tax Type will group items for the Tax Report. Examples of Inventory Tax Types are: Steel, Alum, and Plastic. This is a freeform item so it is important to be consistent in the type so that the report will include all items. (Examples: PLA for Plastic, ALU for Aluminum). If you want to track the Inventory Tax Type but not charge tax, leave the Inventory Tax Amount blank but add an Inventory Tax Type. The Inventory Tax will not be tracked if there is not an Inventory Tax Type listed.

24. The VOC content of a Unit of Measure may be recorded. The following VOC Tracking Reports are "Customer VOC Report by Invoice" (6.10.9) & "Customer VOC Report by Type" (6.10.10) both found in ACCOUNTS RECEIVABLE. The VOC must be set in pounds per gallons for each Unit of Measure for a Part Number.

NOTE: Option <V> - This is accessed from the bottom "Enter Selection" prompt. This note will be displayed when selling the item in Point of Sale (1.1) line item entry, along with any regular Inventory Note. If the combined number of lines from the Inventory Note and VOC Note exceeds the space allocated for display, this prompt will then be scrollable so the user can read all notes on the part being sold.

25. The VOC Type is used to organize your VOC Reports (6.10.9 & 6.10.10) in ACCOUNTS RECEIVABLE. The VOC Type is created in “VOC Type Entry” (5.1.14.1).

26. The Hazardous Material information for part numbers will be printed on Invoices and Pick Tickets so that your deliveries will be in compliance with the Department of Transportation regulations.

You must first set up your Hazardous Material Codes in "Hazardous Material Codes Entry" (5.1.13.1) in INVENTORY. To turn on the print feature, you must enter the Emergency Contact Number in "POS Defaults and Comments" in SYSTEM MANAGEMENT (10.2.6.2 field 26).

Please refer to "Hazardous Material Codes Report" (5.1.13.2) and "Hazardous Material Codes Inventory Reports" (5.1.13.3).

27. When placing a Debit Invoice (DI) or Transfer Invoice (TI) on Hold at “POS Order Entry” in POINT OF SALE (1.1), all items will increment the POS Quantity on Hold.

The POS Quantity on Hold is already downcounted from the Quantity on Hand. Only manually enter the Quantity on Hold when first entering in a Part Number.

The Quantity on Hold password is the same as the Quantity on Hand. The Quantity on Hold is technically Quantity on Hand that has been pre-allocated to an Order before it has been Finalized. The Quantity on Hand Password may be set up in “Inventory Setup” in SYSTEM MANAGEMENT (10.2.4.2 field 5).

28. The Customer Bonus Points are tied to “Point Tracking” in ACCOUNTS RECEIVABLE (6.13). Customers are given bonus points whenever they purchase this item.

29. The Purchase Quantity amount will replace the Standard Pack in calculating all of the “Generate Automatic Purchase Order for Vendor” in PURCHASING (3.2.1).

Example: If the Standard Pack is 4 because there are 4 EACHs in a CASE that you put together but you actually purchase in quantities of 100 EACHs, then set the Purchase Quantity to 100. This leaves the Standard Pack for reference and orders the correct quantity in “Generate Automatic Purchase Orders for Vendors” PURCHASING (3.2.1). This field is Location dependent so that stores that are transferring from a main warehouse can leave it blank. If the Purchase Quantity is blank, then the Standard Pack is used in “Generate Automatic Purchase Order for Vendors” in PURCHASING (3.2.1).

30. You may set the Minimum Sale Quantity of a Part Number to be sold at “POS Order Entry” in POINT OF SALE (1.1). The Quantity Ordered will automatically round up to the next multiple of the Minimum Sale Quantity. The following prompt will be displayed at “POS Order Entry” in POINT OF SALE (1.1): “Quantity Ordered for this part number will be rounded up to xx based on the Minimum Sales Quantity setup for this part in Inventory Entry.” NOTE: If the Quantity Shipped has been set and then the Quantity Ordered is modified, the Quantity Shipped will NOT be recalculated. This allows you to back order or manually modify the Quantity Shipped.

31. You may put a Unit of Measure on HOLD. If on HOLD, this unit may not be sold at “POS Order Entry” in POINT OF SALE (1.1).

NOTE: A password can be setup to override Hold Unit at POS setup in POS Passwords (10.2.6.3 field 41).

When entering parts of Point of Sale (1.1 field 6), if the message is given that the Unit is on Hold, the password can be entered, and the part number will be accepted into the order. The date, time and who did the override will be recorded in the order.

32. You have the ability to override cost of an individual item at "POS Order Entry" in POINT OF SALE (1.1), located within the options prompt (O). An optional password may be set in “POS Passwords” in SYSTEM MANAGEMENT (10.2.6.3). The cost will not be updated when bringing an order off of Hold on those items that have the Cost Overridden.

33. Defective Quantity on Hand is updated through "POS Order Entry" in POINT OF SALE (1.1), when a defective product is returned on a <WI> Invoice and the order has been finalized. If there is Defective QOH in Inventory, it will be added to the regular QOH and used in the average cost calculation.

34. When <DI>, <CI> or <WI> Invoices that have Rental Part Numbers on them are finalized, the Rental Out Quantity will be updated. All other Point of Sale Transaction Type will work normally. The Rental Out Quantity will also be used in the Average Cost Calculation. Rental Out Quantity is tracked in the system. Rental Out Part Numbers are flagged by the Manufacturer Code setup in "Manufacturer Entry and Review" (5.1.11.1 field 6 Mfr Rental Due Days).

35. The Exclude Minimum Force Freight field if <Y> is selected, the part price will be excluded from the minimum order value calculation on the order in the <A>dd Freight and Discount option in "POS Order Entry" in POINT OF SALE. This flag is location specific. Please refer to “Customer Ship Via Entry” in ACCOUNTS RECEIVABLE (6.1.9.1) for more information.

36. You may enter a GP% Auto Cost Override to automatically calculate a cost of an item from the selling price at "POS Order Entry" in POINT OF SALE (1.1). This will also be recorded as a Cost Override similar to how field 32 works (Cost Override at POS), except that the cost is calculated automatically based on the Gross Profit % entered.

Note: field 32 should not be set to <Y> if doing Auto Calc because Auto Calc will recalculate the cost on the line item even if it is manually overridden.

This option is useful if you want the cost to be indexed to a manually entered price at POS so that Sales Analysis Gross Profit reporting is more accurate.

This option should only be used on not on file parts like Custom Mix parts because manipulating the cost at POS Order Entry is not valid for updating the General Ledger. It works well for Custom Mix parts because of the end of month procedure that everyone should be using to bring cost into alignment for Custom Mix parts and Component Use. Please refer to "Monthly Procedures - Inventory" in the Procedures section for more information.

37. Critical Item - Enter <Y> if this Unit of Measure is a Critical Item for this Location.

Note: This is used in the BOL Report (3.1).

Enter Selection Options

After entering in all the above information, you will NOT see all the options available. You may execute any of the below options from this screen or press a <?> to reveal the options. To return to the “Inventory Entry” full screen after selecting one of the below items, press <\> and then press <ENTER>.

<L> = New Location: After you entered the first Part Number and Location, you will automatically stay in that Location until you exit the program. This feature saves keystrokes if you are adding or changing a number of parts for the same Location. To change the Location while still in the program, type an <L> and press <ENTER>. You will be prompted for your new Location when you enter the next Part Number.

<?> = Display Selections: To display the options available, press <?> and press <ENTER>. You do not need to display the options to activate them.

<D> = Delete Part Number: To delete a part number, enter a <D> and press <ENTER>.

When deleting a Part Number or Unit of Measure all critical files will be checked for the Part Number or Unit of Measure. If it exists, then an error listing will be created showing all of the places where the item exists. This listing can be printed so that you can go to each of these programs and either delete or complete the transaction before the Part Number is deleted.

The Quantity on Hand is also checked when deleting a Part Number. The delete will not be allowed if the QOH is NOT equal to zero. When deleting a Unit of Measure, only that unit will be checked.

If a QOH is cleared for the part to be deleted the record must be saved first. Bring up the Part Number, go to field 13, and clear QOH. Then <S>ave the part and bring it back up to <D>elete it.

<C> = Costs & Prices Screen: You may assign the Vendor Costs and Selling Prices for this Part Number. Enter a <C> and press <ENTER>.

Please refer to “Costs and Prices Entry” (5.1.2) for a detailed explanation of this section.

<SH> = Sales History Screen: You may view the sales history for this Part Number. Enter <SH> and press <ENTER>.

Please refer to “Sales Review” (5.1.3) for a detailed explanation of this section.

= Purchasing History Screen: You may view the purchasing history for this Part Number. Enter a

and press <ENTER>. You can use the <Page Up> and <Page Down> keys to scroll through the pages.

Please refer to “Purchasing Source Review” (5.1.4) for a detailed explanation of this section.

<G> = General Ledger Account #’s: You may enter in the General Ledger Account numbers for this Part Number. Enter a <G> and press <ENTER>. The following accounts will be displayed: Inventory Account, Taxable Sales Account, Non-Taxable Account, Cost of Goods Account, Return Merchandise Account, and Warranty Account. This is necessary on some Labor items that are not Inventory items.

If you do not assign a General Ledger Account Number, the system will default to the “Inventory Setup” in SYSTEM MANAGEMENT (10.2.4.2).

The General Ledger Account numbers assigned here take precedence over those assigned in “Manufacturer Entry and Review” (5.1.11.1) and in “Accounts Receivable Setup” in SYSTEM MANAGEMENT (10.2.2.1).

= Change or Delete Unit of Measure: To Change or Delete a Unit of Measure, enter a and press <ENTER>. When you change a Unit of Measure the entire part number is saved and all relating files that have the old Unit of Measure are changed to the new one.

<UD> = User Defined Fields: You may create 15 User Defined fields. Enter <UD> and press <ENTER>. Enter in the User Defined Label and press <ENTER>. Next Enter the User Defined fields. These Fields are accessible only from TCL or ODBC.

<SC> = Save and Copy Costs & Prices: To Save and Copy the Cost and Price Information from the current location to ALL locations, enter <SC> and press <ENTER>.

The <SC> option will be displayed only if the “Update ALL Locations Flag” is set to <N> in “Inventory Setup” in SYSTEM MANGEMENT (10.2.4.2 field 1).

<E> = Exclude from Web: You may Exclude the Part Numbers and Alternate part numbers from being made available on the Web. Use this to exclude certain parts from the Web or to include certain parts (enter <N>) when excluding an entire Manufacturer line from the Web. If left blank, the part will default to the Manufacturer setting in

“Manufacturer Entry and Review” (5.1.11.1 field 8).

Note: To exclude alternate part numbers, Field 4, has an option to exclude an "Alternate Part Number" from Web. See section 4 on above for further details.

This setting has been included for use in the Perfection Web Service optional program. Please call Perfection Software, Inc. Sales Department for more information.

<Q> =Display QHD Detail: This option will display all Orders and Transfer Purchase Orders that comprise the total Quantity on Hold for a Part Number/Unit of Measure.

<RE>=Related Parts: You may enter Related Parts into a part number to be used at Point of Sale. Multiple Related Parts are allowed.

<K> =Key Words: In Part Number Lookup, multiple key words are allowed to be entered when searching for a part. Press <ENTER> for Advanced Search, and the following set of fields will be displayed including the new field for searching on Key Words:

Enter Part of Part to Find :

Enter Part of Desc to Find :

Enter Group Code 1 to Find :

Enter Key Word to Find :

There is also an Exclude from Web field associated with each related part that can be used "if" using the Perfection Web Service. There is no other functionality for the Exclude field in Perfection.

Within this feature, you may scroll through the items or scroll through different units of measure. A rint option is available to get a hardcopy of all items within the list being displayed. Selecting the <L>ocation option brings up a prompt to change the Location being viewed. Additionally, you may select an item to display the Order or Purchase Order on which the Part Number/Unit of Measure appears.

In "Inventory Inquiry" (1.5) and option for Inquiry in POS (1.1) have the option <K> to add new key words to a part. When entering <K> for a part in inquiry the following prompt will appear allowing entry of a new key word:

Enter New Keyword for this part:

Existing Keywords:

Key words can only be modified or deleted in Inventory Entry (5.1.1).

A password can be setup for key word entry in POS Passwords (10.2.6.3 field 39 page 2):