The Manufacturer and Frame name information is required to add a Frame to inventory. You can also enter detailed frame information to keep track of individual type of frames. If the needed information in the dropdown list is not available, you can add more items to the dropdown list. (Refer to the topic on Categories.) When a frame is added to the order it is automatically linked with this inventory product and its price and inventory quantity are displayed and adjusted to the quantity ordered in the order. The ordered frame is matched to the frame in inventory when you select a frame by clicking the Inventory button and selecting a frame, or by entering the matching UPC to the one in inventory.
NOTE: If you are adding or modifying a large quantity of new inventory products such as when setting up the system, it may be easier and faster to enter new products and their details using the Inventory Transaction screen. See topic on Inventory Transactions.
This section shows you how to add a frame record and complete the necessary information for this item.
• To add a new frame:
1. Follow the menu item sequence … File | Inventory | Frames.
2. In the Frame Inventory Listing Screen, choose the location where you would like to add the product then click the Add Button.
3. Now we are at the Add/Modify Frame Inventory Screen. Type the frame information or select it from your drop down lists.
4. If you plan on using a barcode reader to scan the products, type or scan each product UPC. If you do not specify a UPC the system automatically generates one for you.
5. The Pricing Button will specify the retail price based on a formula which is calculated from the cost. In the case of Frames, the retail price is calculated based on Group cost. This pricing formula calculates and updates the retail price field automatically.
6. In the Procedure Code field, a code can be associated to the item for insurance billing purposes by selecting it from the drop down list. Spectacle lenses can have up to 4 procedure codes. For more information on how to add procedure codes refer to the section on Procedure Codes.
7. The Inventory Checkbox allows you to specify whether you carry the product in inventory. Checking the Inventory checkbox means that you carry the product in inventory and its quantity will automatically be updated if the product is bought, sold or returned. If unchecked, the quantity does not get updated.
8. Commission Type/Structure will allow you to enter commission information if you pay different commissions on each product. The commission information in the employee record takes precedence over this commission specification. However, if the selected commission structure specifies Spiffs and the employee record has commission information setup, the Spiff from the product will be added to the commission calculated based on the commission specified in the employee record. For further detail on commission refer to the section on CommissionsCommissions.
• Locations Tab
9. In the Locations Tab on the bottom part of the Add/Modify Frame Inventory Screen specify the Tax Percentages and Reorder Point. The Reorder point lets you specify the minimum quantity to maintain of a product at each location. Reorder reports will tell you how many to reorder and the cost to maintain the reorder quantity. For example, if the reorder quantity is 5 and your inventory quantity drops to 2 the reorder report will tell you to reorder 3 and also provide the cost of ordering 3. For further detail on reports refer to the section on Reports.
10. To Transfer inventory between locations click on the Locations Tab. Highlight the source location by selecting the source location record and click Transfer. In the Transfer Inventory Screen it displays the quantity available for transfer, enter the quantity to be transferred next to each destination location and click OK. Each Transfer inventory transaction creates two transactions one for the source and one for the destination location. These transactions can be viewed under Transactions Tab.
• Transactions Tab
11. The Transactions Tab lets you add inventory quantity to a product and it also displays the transactions and sales history for the item. To add inventory quantity click on the Add Button then specify the transaction location, quantity, supplier, date received and other information. Click OK to accept changes and return to the Add/Modify Frames Inventory Screen. When adding inventory quantity to existing products and the cost entered is different the user is prompted to average the cost.
NOTE: The Transactions displayed are filtered by location. To view transactions for all locations clear the location dropdown list by highlighting the current location and pressing delete on your keyboard.
12. To view the sales for the selected inventory item select the Sales Radial Button option under Transactions Tab.
13. Click OK to accept the changes and return to the Frame Inventory Listing Screen.
14. If you would like to modify any of the information about a frame you can just click the Modify Button and make the changes accordingly then click OK to accept the changes and return to the Frame Inventory Listing Screen.
15. If you would like to add similar items to inventory you can click the Duplicate Button, and it will take you to the Add/Modify Screen. Here all the information for the corresponding item will already be entered then you can make any modifications for the new item. Click OK to accept the changes and return to the Inventory Listing Screen.
16. To delete an item from inventory highlight the item(s) to be deleted and click the Delete Button. To delete multiple items click the CTRL key and highlight the items to delete by clicking on it and then click the Delete Button.
17. To sort your inventory in a particular order click the Sort Button; and the Sort Screen will pop-up. Then you can choose from the options how you would like the inventory sorted.
18. To print out barcode labels for particular item(s) in inventory highlight the item(s) by holding the CTRL key and clicking on the items to highlight them and click on the Labels Button. Click the Print Button to print your labels otherwise go to the Frame Barcode Labels/Barcode Labels sections to have more detailed item label selection.
19. Click the Filter Button to filter the desired categories. Click Ok to apply the filter, otherwise click Cancel.
20. Click the Import Button to import frame inventory from an excel spreadsheet.
NOTE: An instruction window will pop up to explain the structure of the excel file.
21. If you would like to add another product to inventory go to step 2 and repeat the process otherwise, click Save then Close on the menu toolbar.
See Also:
• Services
• Frame SPEX UPC CD data import