Parts & Inventory, Overview: Automation Premium has the ability to sell parts as catalogue or inventory items. Catalogue items have no stock control and as such no record flows through to quantity on hand., The cost price for catalogue items can be edited from the parts listing, job card or invoice. Cost and retail for non-inventory items (catalogue) are posted to cost of goods sold, income and an other current assets account titled non-inventory purchases.
It is suggested the operator take full advantage of the powerful inventory management functions of Automation Premium which including category management, stock take reporting by category or location. To ensure inventory management is a breeze we have included pricing and inventory management utilities that allow for global price changes and automatic conversion of catalogue items to inventory.
This chapter also explains how you can save time by attaching a key board wedge scanner giving you the ability to scan barcodes and enter items straight to the invoice or job card without touching the keyboard.
Select
this button from the top of the screen to view the parts listing, alternatively
select Lists/Parts. The parts listing can also be opened from the job
card, invoice or service form. The display includes an allocated and available
field, the values displayed relate to inventory items only. Allocated
quantities record the total items allocated to open jobs, invoices or
cash sales.
Parts Listing, Searching: The default search field is part number, if you wish to search by this field type your query into the search field, the cursor will move to the record. It is also possible to search by any field in the listing, to change the search simply point at the header record and select the text will change to blue indicating a change of search field. You can search the list by keyword, for instance locating an item containing the word wiper in the part field requires entry to the search field, selecting the double arrows to the right of the search field will scroll through all part description containing the word wiper regardless of position.
Parts Listing, Searching By Barcode: To search by barcode select scan from the bottom of the screen, the scan entry field is displayed, scan the part required and the cursor will locate the item.
Parts Listing, Filtering: Selecting the check boxes at the bottom of the display window to view catalogue, inventory or buy-ins.
Category Management: Categories and sub categories can be setup by selecting lists / categories. It is good practice to add a category to each inventory, catalogue or service item as many functions and reports within Automation are category based. For instance adding a category to an item gives the operator an opportunity to track sales and profitability for a defined group of parts or perform a stock take by single or multiple categories.
Category Management, Adding New Categories: From the top of the screen select lists / categories, or view from the part and services form. Select new from the bottom of the list, your category form is now in view. To enter a new category or sub category type your entry into the category field i.e.: Batteries, spark plugs, electrical etc. It is also possible to create sub categories, for instance you may stock two types of batteries Exide and Century if you wish to track sales and run re-order reports by supplier setup two sub categories by attaching the Exide and Century entries to the master category batteries. Select parts, services or supplier as a grouping.
Category Management, Deleting Categories: The system will not allow you to delete categories that have been assigned to items by selecting the delete function at the bottom of the listing. However if you wish to not list a category it can be hidden from view by selecting the hidden option on the category form. Essentially this option retains the category for data integrity purposes even though it can no longer be accessed from the main screen
Default Markup, Setting: Automation allows you to set a default markup for parts by category, the default markup can then be applied to the part form automatically calculating a standard retail bases on cost price or the recommended Repco retail price. To activate this feature perform the following:
1) Open the category listing by selecting lists from the top of the screen point and click on the category option in the drop down menu.
2) Point and double click on the category you wish to set the markup for, the category detail form is displayed.
3) Point and click on the default markup checkbox, you can now enter values into the corresponding fields.
4) Select the arrow to the right of the first field, select the $ or % sign, enter the value into the next field, click on the arrow of the third field, select more than or less than (less than should only be used if setting by Repco RRP) finally select the calculation criteria either Cost or Repco RRP, save with OK (F12).
Default Markup, Applying To The Part Form: If a markup has been set for a category attached to an item entered onto the part form an arrow is visible next to the standard price field. To calculate the sell price using the default markup enter your cost or Repco RRP (into the appropriate field) next point and click on the arrow, the sell price is automatically inserted.
To reference your markup settings go to the category list the value and calculation criteria is displayed in the right hand column.
Catalogue Parts, Creating: To create a new catalogue item open the parts listing and select new from the bottom of the display. This action opens the part form which has three tabulated choices details and purchasing and sales. Details contain the item setup data, purchasing information including supplier and invoice number, this choice does not apply to catalogue items as there is no purchasing history. Sales detail the sales history including client and invoice number.
Using the Calculator is an easy way to calculate gross profit or markup margins for retail, wholesale and trade prices.
Part Form, Calculate function: Allows you to automatically calculate selling prices and or profit margins including or excluding tax based on cost or percentage. Enter one value into the price, gross profit, gross profit% or markup field press tab and all fields will be calculated. The form defaults to include tax, if you wish to exclude de-select the amounts included in the tax cell.
Part Form, Fields: Consist of the following:
Part: Enter the part description
Part No. Manufacturer’s part number
Type:Include: Each has unique use within the system.
Catalog: Assigned to items that have no stock control. Note: Automation Premium is based on double entry accounting principles; as such it is not possible to record single sided entries. The chart of accounts contains a default non-inventory purchases other current asset which records the cost of all catalogue items, the operator will have to transfer funds from this account to compensate for the cost of these items.
Inventory: Stock levels are recorded for inventory items, values are posted to current assets as inventory on hand. It is also possible to raise purchase orders for inventory items and receive items through the purchasing function.
Buy-In: Special category of inventory item relating to parts that are purchased for individual jobs or invoices.
Other: This option is used to classify expenses and other transactions ie: Telephone, accounting, rent etc.
Category: Ability to assign an item to a category, selecting the button to the right of the field displays a list, highlight the entry required and select OK (F12) from the bottom of the category list will insert the category to the part form.
Income Account: Selecting the button to the right allows for the posting of sales to another income account. Default income account is parts unless you wish to track income separately for this item it is not necessary to change the posting.
COGS Account: The default for all parts is Cost Of Goods Sold, however new COGS accounts can be attached to individual parts by selecting the button to the right of the field, creating a new account and attaching the selection to the form.
SKU: Stock look up reference
Class: Gives the operator the ability to enter classes for specific items
Location: Allows you to record the location of a particular item, ie: Shelf 1, Bin 44 etc. Automation Premium allows for stock takes to be performed by item location.
Bar Code: Automation generates a default bar code when the module is registered for use. Alternatively manufacturer’s bar codes can be scanned directly into this field. Addition of a hand scanner allows for items to be scanned directly onto the job card or invoice.
Units: Defaults to each, however this is a free typing field and is easily customised ie: Litre, pair etc.
Hidden: Select if you wish to no longer include the item in the parts list.
Cost: What you paid for the item (based on unit cost).
Price: Standard, wholesale, trade Automation allows you to record three price levels.
Tax: Displays default tax code, selecting the right hand button allow for entry of a new tax code.
Included: Default is tax included this can be de-selected to present data excluding tax.
Min. Stock: Enter the minimum quantity you wish to carry on hand
Max. Stock: Enter the maximum quantity you wish to stock
Alternative Part: If you wish to use an alternate when this item is out of stock select the button to the right of the alternative part field and select the item from your parts list, click OK (F12) from the bottom of the parts display and the part number is entered into the field.
Quantity First Calculation: This option t when set to true will divide the retail price into the total for the line item and record the quantity sold rather than changing the unit price of the item. Example: Part Retail $1.45 item is entered onto an invoice operator changes the total value to $14.50 the quantity sold = 10 which is displayed on the invoice / job form.
If you apply an inventory item to a job or invoice that has an alternate part attached and the selection is out of stock although there is stock of the alternate part on hand a prompt will advise you to apply the alternate part. Selecting no will paste the original selection to the job card / invoice
When creating a catalogue item ensure the type box contains the catalog selection, when all fields are complete select OK (F12) from the bottom of the part form to save.
Unit Purchases, Site Settings: To enable this feature you need to access the switches in site settings. Select File / Site Settings / Database Settings over on the right hand side of the display you will see a purchase unit option, select process manually entered bills, if you are using Repco invoice retrieval tick process downloaded bills, if you wish to be prompted select the show confirmation screen. Save your site settings with OK (F12).
Unit Purchases, Part Form: once your parameters are set in site setting you will need to open the part form for the item you wish the calculation to apply to.
Move down to the field below stock and enter you purchase units into the purchase units field, save your changes with OK (F12).
Unit Purchases, Applying The Formula: On your supplier bill leave the quantity as 1 and change the total price to the cost of the 1 unit (i.e. 205 litres oil) on completing the 1 x unit purchase price a confirmation screen will display your reseller unit value, selecting OK will now divide the unit price by the resell units entering 205 units @ 2.73 plus tax (in this example), the profit checker will still compare previous cost to new cost and display a percentage change which you can accept or decline.
Parts Listing, Displaying Hidden Parts: Point at the show hidden tick box located at the bottom of the list and mouse click. Only hidden parts will be displayed. If you wish to display a part that has been previously hidden, highlight the item and select edit, point at the hidden selection and mouse click save you selection by selecting OK(F12).
Parts Comments Tab: A text area where you can enter notes relating to the supplier, when text is entered a note it icon is displayed at the end of the line in the supplier listing clicking on the icon will display text entered in the field
Inventory Items, Viewing Listing: Inventory can be viewed from the parts listing or by selecting Activities / Inventory from the top menu bar. The inventory screen provides filtering of records
Inventory History, Filtering: The history display allows the operator to view transactions over a specified date range or period. To view by period select the button to the right of the field displaying month to date, point and click on the period required from the drop down menu. The data may take a few seconds to load if there are lots of transactions. Alternatively a specific date range can be entered in the from / to date field at the top of the display. Dollar values include tax. It is possible to drill down to the invoice or job card from the sales list by pointing and clicking on the transaction. To drill down to the supplier’s bill, click on the purchasing tab – point and double click on the line open, the bill is in view. Note: Catalogue items are not included in the sales totals; they are however displayed in brackets flagged with an asterisk.
Inventory History, Item Sales: From the part form you can view the sales performance of an item over the past 12 months in both statistical and graphic formats. To run this report select Item sales from the bottom of the part form.
Selecting this icon from the bottom
of the form displays the last 12 months sales data
The parts / inventory utility allows the operator to delete unwanted parts from the listing and convert remaining parts to inventory either globally or by category. There is also an option that allows for the
Import of parts from either the working directory C:\Program Automation Client, alternate drive or the internet.
Inventory Utility, Parts Processing: To access the parts / inventory utility select Activities / Parts & Inventory Utility from the top of the screen. The utility is now in view, from this screen the operator can perform the following:
1) Delete unused parts
2) Convert non-inventory parts to inventory
3) Select either function by category
4) Calculate Minimums and maximum stock holdings
5) Import a parts update file
Deleting Unused Parts: Point and flag the delete unused parts box, to delete all unused parts select process. If you only wish to delete specific items these can be selected by flagging apply to category box and choosing a category. It is only possible to choose one category per process, select OK from the category display and select process from the utility screen. Note: The data cannot be recovered; items already used will remain in the parts listing
Inventory Utility, Converting Parts to Inventory: Point and flag the convert non-inventory into inventory, to make all parts inventory select process. If you only wish to add specific items these can be selected by flagging the apply to category box and choosing a category. It is only possible to choose one category per process, select OK from the category display, and select process from the utility screen. Note: Inventory and buy-ins cannot be deleted from the database, they can however be hidden from view by selecting the hidden option on the part form.
Assign Category To Parts: This utility allows the operator to assign multiple parts to a category. Select assign category to parts, the category listing is in view. Select the category you wish to assign, confirm with OK, from the parts listing highlight the items you wish to assign and press the enter key or select OK to flag items in the parts listing. Once all items to be assigned are flagged select OK to complete the task a message box will confirm the process has been successful.
Remove Parts From Parts Pick List: To maintain data integrity Automation Premium does not allow for deletion from the parts listing of items allocated to jobs. However this feature allows the operator to no longer display unwanted items in the parts listing. To remove items select the option and flag items for removal from the parts listing and confirm with OK.
Assign Location: Use this option to assign stock locations to individual parts. To assign locations to items select the option and flag single or multiple items from the parts listing and confirm with OK.
Convert To Inventory: Select this option to convert catalogue items to inventory, single or multiple items from the parts listing and confirm with OK
This feature allows you to set the minimum and maximum quantities for inventory items in 2 ways
1) Manually – Enter the minimum and maximum values to be applied to all inventory items
2) Calculate Based On Sales – Select the period from the drop down menu you wish to use to calculate the min / max quantities. Automation will calculate the average monthly sales of each inventory item. The monthly sales volume will be entered into the maximum field a corresponding value of 50% of the maximum value will be placed into the minimum field.
To re-calculate the values select the set values option from the Parts / Inventory Utility
Download: This function allows for updating of the parts file from the Microbase FTP server, the price file directory is set in the control variables. This setting will vary between organisations and individual users. To update the price file via Internet select download, from the parts update screen select download now. You will now be connected to the server via your Internet server; the required file will be imported into your program updating your price file.
Import: Parts listings can be imported via the parts update function. Copy the Parts.Mdb file into the working directory or a floppy disk, select auto find. The file name and location is displayed in the path to parts update file field, select import to append the parts file.
The pricing utility allows you to change prices by category or sub category for catalogue, inventory and services. Options allow for the input of three price point changes standard, trade and wholesale. Trade and wholesale can be based on either of the other price points or cost price of the item.
Essentially using the pricing utility will save time when updating price points and allows the operator to determine trade and wholesale rates by using any of the three prices already recorded. Price changes can be entered as either a percentage or dollar amount.
Price Utility, Accessing: To access the utility select Activities / Pricing utility from the top menu bar. The display comprises of two sections:
1) Prices to adjust
2) Apply to
Price Utility, Applying price points by dollar value: To change prices by a dollar value select the button to the right hand side of the % field from the pick list select the $ sign, this will now be displayed in the box to the left. Repeat this for each price point you wish to change. Enter the values into the second column, select the price point by flagging adjust Standard, adjust Trade and adjust wholesale.
Any one or combination can be applied. Next select whether the price is going to increase / decrease. Select more than or less than from the pick list attached to column three. Next select the price of which the increase / decrease is to be based upon – Current value, standard, wholesale or trade. Finally you need to indicate which class or class / category the price changes are to be applied to. You can select a category / sub category from the prick list at the bottom of the form. If you are changing prices for a specific category flag parts, to apply a global change to all parts select parts only and not category. The same formula applies to services. To execute select adjust on the bottom left hand side of the display
Price Utility, Applying price points by percentage: At the pricing utility display enter the percentage increase into the first column, indicate which price points you wish to change. Select less than / more than from the pick lists in the third column, next select the value on which the price changes will apply in the fourth column. Finally you need to indicate which class or class / category the price changes are to be applied to. You can select a category / sub category from the prick list at the bottom of the form. If you are changing prices for a specific category flag parts, to apply a global change to all parts select parts only and not category. The same formula applies to services. To execute select the adjust button on the bottom left hand side of the display.
Price Utility, Applying Prices Based on Cost: The utility also allows you to calculate retail, wholesale and trade-selling prices based on cost. To adjust prices for a category or class select cost price from the drop down menu. Enter the markup percentage (excluding tax) or dollar value into each price field, select the category and / or class and click on the adjust button.
Example 1.0
Price Point Changes:Standard, Trade, Wholesale
Amount: .50 Standard, .40 Trade, .30 Wholesale
Increase / Decrease:Increase
Changes based on:Standard – Current value / Trade and wholesale on standard price
Applied to: Parts, spark plugs / Bosch spark plugs
Price Point Changes:Standard, Trade, Wholesale
Amount: $5.00 Standard, $4.00 Trade, $3.00 Wholesale
Increase / Decrease:Decrease
Changes based on:Standard, Trade and wholesale
Applied to: All services
Example 3.0
Price Point Changes:Standard, Trade, Wholesale
Amount: 10% Standard, 8% Trade, 4% Wholesale
Increase / Decrease:Decrease
Changes based on:Standard – Current value, Trade and wholesale – Standard Price
Applied to: Parts – Category Ignition parts / Contact sets
Example 4.0
Price Point Changes:Standard, Trade, Wholesale
Amount: 40% Standard, 35% Wholesale, 20% Trade
Increase / Decrease:Increase
Changes based on: Cost price of items assigned to the batteries category.
Applied to: Batteries
Price Points, Viewing: Price points can be viewed from the part or service form, it is also possible to edit individual parts or services from these displays.
Overview: Automation allows the user to rebuild an item from current inventory or as a buy-in, the rebuilt item is then held in stock for sale in the same way as inventory. Labour can be added to the rebuilt item, the cost of the item is the total value of labour (at retail rate) plus the cost of the items. Gross profit on these items is calculated by subtracting the cost (parts & labour) from the sell price. Rebuilt items will be displayed in the inventory valuation report in the same way as normal inventory. Parts and labour used to create a rebuilt item can be copied to a new form if required.
Rebuilt Parts, Creating: To create a rebuilt part select the parts listing, from the bottom of the display select new (Insert) from the type field drop down menu select rebuild
The format of the part form will now change to allow for the addition of labour and inventory items
To add labour point and click in the quantity field and change the value, you can also edit the hourly charge by clicking in the cost field and overtyping the standard rate displayed. It is also possible to allocate the charged labour to a single or multiple technicians by selecting the labour option located under the rebuild labour & parts section of the part form. Select the add option to add inventory items to the rebuild. Note: Only inventory items can be added to a rebuild, if you are buying parts in specifically for a rebuild item purchase them as inventory then add them to the rebuild.
Rebuilds can be held open the same as charge and vehicle invoices, access to open rebuilds is available from both the diary (in week view) and the sales screen. You can also open a rebuild job from the parts listing by pointing and clicking on the line item.
The quantity of parts added to rebuilds are recorded in the allocation column of the parts listing, when a rebuild item is completed it must be closed using the close option located above the labour and parts grid of the part form. When a rebuild job is closed the inventory items are subtracted from the stock on hand.
The cost of a rebuilt item is determined by the cost of the inventory items and labour value added to the part. The rebuild item can be priced in the same way as inventory items, the gross profit on an item is calculated by subtracting the cost from the retail / wholesale or trade sell excluding GST. To close a rebuild select the close option from the rebuild form.
Rebuilds, Re-Opening and deleting: Rebuilt parts that require editing can be re-opened the same as job cards, to reopen a rebuilt job item go to the part form click on re-open, confirm your action by selecting yes from the warning message. Edit the form as required then re-close by selecting the close option.
To delete a rebuild the job must be reopened, highlight the item from the parts listing; select the delete option at the bottom of the list. To view rebuilds in the parts listing point and click on the rebuild option at the bottom of the list
Rebuilds, Copying Parts & Labour: To copy a rebuild “kit” from a previous job perform the following:
1) Open a new rebuild item
2) Select the copy option from the bottom menu bar
3) From the list of rebuilds highlight the item you wish to copy from
4) Select the OK (F12) button from the bottom of the parts listing
5) The parts and labour from the highlighted item have been copied to the new rebuild
Use the copy option to copy parts and labour between rebuilds
Inventory & Stock Take Reports
Reports, Inventory Accessing: Select Reports / Inventory from the top menu bar, available reports include:
Inventory Valuation Summary
Inventory Stock Status
Reorder Report
Price List
Reports, Inventory Valuation Summary: This report displays stock on hand by category, if you wish to show all categories select all, to select a single or multiple categories choose selective. Selective allows you to tick the categories required; all will print all categories. The information contained in this report gives you a detailed view of stock on hand with sub totals for each category choice and a grand total of all columns.
Reports, Inventory Stock Status: Allows you to view quantities of stock on hand plus minimum stocks, quantities required for jobs and items on order. The last supplier is also displayed in the preferred supplier column.
Reorder Report: Provides a list of items by supplier that are below minimum, suggesting quantities that bring levels back up to maximum.
Price List: Prints a price list of parts by category including Tax if applicable.
It
is possible to scan the bar code directly onto the part form.
Overview: Automation allows you to check the stock of a single item on hand at other nominated sites (Remote Group) directly from the local parts listing. For this feature to work both local and remote machines must be connected to the internet (Broadband Preferred). All sites in the group must have performed a replication to the Microbase server, and finally the option must be selected in settings / Configuration.
Set-Up:
1. Ensure your site is set-up with a unique identifier – Microbase personnel will perform this for you on installation, you can check your site id. In File / Settings.
2. To set-up the sites you wish to communicate with select add from the remote group section of the form. Enter the unique site id, finally ensure that one of the machines (if you are on a network) has the listen for requests option selected. The machine MUST have access to the internet. If you wish to remove a location highlight the site id. And click on remove
3. Save the new settings with OK (F12)
Performing A Parts Inquiry
Parts inquiries are performed from the parts listing, select the item you wish to run an inquiry for and mouse click on the inquiry button located at the bottom of the parts listing.
Your site will now communicate via your internet connection with the other sites in your group and display the stock available. If a site in the group is not connected to the internet the status field will display an off line message.
The results of your query will be returned within 5 – 10 seconds (depending on the speed of your internet connection) If you are querying multiple locations the quantities on hand will be listed for each site. To cancel the task select done from the bottom of the part inquiry form