Supertrack Inventory

The Supertrack Inventory system is the keystone of this business management software. This extensive system allows you to track the ordering, receipt, and sale of tangible items and intangible services. It also keeps tabs on expenses and supplies purchased for company use. Redemption of coupons and trade-in's can easily be tracked as well. Items can be grouped together to form kits or abbreviated with aliases, for easier data entry. Items can also be assembled (manufactured) from other items. Even serial numbers and lot numbers can be individually managed. These diverse kinds of tracking make this feature truly a "super" track inventory.

This feature requires activation in Setup Inventory. Please note that this feature may not be included in your software license.

Click this button to save the current information and return to the previous window.

Click this button to view the activity log for this customer record, which denotes any changes made to any field in the record.

Click this button to view or attach documents to this record in the Intellifile Explorer.

Click this button to send the selected record to the Inventory Lists & Labels Manager so that it can be included in the next printing of labels for inventory.

If you have multiple locations defined in ManageMore, be sure to double-check the item that is selected before sending it to the Lists & Labels Manager for processing. Each individual location will have its own list fo inventory items for which labels are to be created, thus sending the right item in the wrong location will cause the label not to print until the other location does so.

Displays statistics for this item, maintained by the program. Certain statistics may be veiwed by month or by season. Some of these values can be edited.

Select a user-defined template for this item. This field determines the setting for the Supertrack Kind field, and can also be used for easy, automatic entry of many of the supertrack inventory fields.

Displays the kind of inventory assigned by the template chosen. This critical value determines the behavior of the item. The supertrack kind cannot be changed once the item has been used on a transaction. The following kinds are available:

Tangible Inventory

Items used on all documents. Items are quantity tracked. Items are subject to costing (Cost of Goods Sold) on sale documents.

Intangible Inventory

Items used on purchase and sale documents only. Items are not quantity tracked. Items are not subject to costing on sale documents.

Kit Composition

Items used to define groups of other items that are intended to be sold as set groups only. Items are quantity tracked for informational purposes.

Grouping

Items used to define groups of other items that are intended to be sold together, but can be modified as necessary on the invoice. Items are not quantity tracked as each item that makes a group is quantity tracked individually.

Kit compositions are extremely useful for companies that sell items in a bundled fashion, but can also sell the individual components/parts that encompass the composite item. For example, a Bath Gift Set could be considered one item that is comprised of several items, also sold separately (e.g. Body Wash, Soap, Shampoo, and Conditioner).

Grouping items are useful for companies that sell groups of items together, but may alter quantities from time to time for various reasons. If a grouping SKU item is selected on an invoice, the grouping item as well as all of its components will show on screen. Changing the quantity of this grouping item will change the quantity of the component items accordingly (in multiples), whereas changing the quantity on a component item will stop that item from interacting with the grouping SKU item any further on that invoice. The grouping item will not be visible on the printed invoice.

Enter the alphanumeric Stock Keeping Unit code used to identify the item. Numeric codes are recommended, especially if barcodes are used. Once the SKU item has been used on a transaction, this field cannot be modified.

Optionally enter the Universal Product Code number of the item in this field. This value can be used to locate an item while creating transactions.

Enter or select the location where this SKU is used, such as a retail store or warehouse. A SKU must be entered for each location that will create transactions for the item. The SKU may be entered for multiple locations simultaneously using the duplicate SKU option provided.

Enter the description of the SKU to be printed on documents, and for searching for items. Unlike other software, the program's advanced Intellisearch feature eliminates the need to organize the items by the first word entered in the description. The program can search for any phrase or partial phrase entered, no matter its location in the description.

Enter the description of the SKU that appears on narrow SKU selection lists. This value also appears on narrow-format documents (e.g. 20-column and 40-column receipts)

Enter or select the date on which the discount is scheduled to expire. This will only appear when a redemption inventory template is selected.

If checked, then the receipt of this item via a purchase receipt will cause labels to be put into the Lists and Labels queue for later printing.

If checked, the program will allow individual serial numbers or lot number to each unit of inventory. A new tab labeled "Serial Numbers" will be available. This option will be available only on tangible items which have not already been used.

If checked, this item will no longer be available for new transactions, and will be excluded from most lists. The item, however, can still be used in transactions.

If checked, the program will automatically place the item on "discontinued" status when the quantity on hand reaches zero. This is especially useful for items which will no longer be sold, but for which a quantity remains in stock.

Suppose you have an item that is being recalled. You can select "Item on Hold" to stop any and all transactions from involving that item.

If checked, the program will automatically enter a duplicate of the new item being added for every active location in your company. This allows for quicker data entry with less errors.

The number of decimal places displayed in the stock status fields is determined by the quantity precision setting in Setup Inventory.

Displays the current quantity that is available for sale. It is found by subtracting the quantity held and quantity committed (S.O.) from the quantity on hand.

If return processing is used, displays the current quantity held in return processing, items that have been returned but have not been processed.

Displays the total quantity transferred out of the location denoted above, that has yet to be received by the receiving location.

Displays the total quantity of this item that is currently not received in open purchase orders.

Displays the total quantity of this item awaiting sales order fulfillment or work order fulfillment.

Enter the quantity at which this item should be reordered. This value is used on reports and for the AutoFill feature.

Enter the lowest quantity of this item for this location. This value is used on reports.

Enter the highest quantity of this item for this location. This value is used on reports and for the AutoFill feature.

Enter or select the department identification code applicable to this item. Department codes are used to separate your inventory for analysis and reporting.

Enter or select the category identification code applicable to the item. Category codes are used to separate your inventory for analysis, reporting, and inventory counts. This can also be used to copy some of your items from one location to another.

Enter or select the identification code of the manufacturer of the item. Manufacturer codes are used to identify manufacturer information more quickly and easily as well as filtering items out for use in inventory count, and reporting.

Enter or select the identification code of the commission structure to be used for calculating the commission amounts for the sale of this item.

Enter the weight of the item, per unit, for shipping purposes. The ship weight is used in conjunction with the shipping methods to automatically calculate shipping charges, when applicable.

Enter the net weight of this item as it pertains to the calculation of tax by volume.

Enter a value that can be used to indicate an item's physical location, such as aisle number, shelf, or container number. This is useful when attempting to locate an item for invoicing or inventory counts. These values are also used for sorting inventory count reports. Consistency in the value you store for the Bin Location is necessary for the reports to work properly.

Enter any user defined information in these fields, such as Manufacturer or Model Number. The descriptions of the fields are dependent upon the template selected, and can be edited in the template record(s).

Displays the unit average price paid for the item. This value is updated automatically as new transactions are made, but may be adjusted manually. This value is used to record cost of goods sold and inventory reduction for tangible items on invoices entered, if the average costing method is chosen on this item. This value may optionally be used to calculate price. This field is not displayed for supertrack kinds of Expense and Supplies. The number of decimal places displayed in this field is determined by the cost precision setting in Setup Inventory.

The last price per unit paid for the item. This value is updated automatically as new transactions are made, but may be adjusted manually. This value is used to record cost of goods sold and inventory reduction for tangible items on invoices entered, if the last costing method is chosen on this item. This value is optionally used to fill new transactions. This field is displayed only for supertrack kinds of Tangible and Intangible. The number of decimal places displayed in this field is determined by the cost precision setting in Setup Inventory.

The lowest sale price for this item. The program can optionally disallow any entered price that is less than this set price. This field is displayed only for supertrack kinds of Tangible, Intangible, and Kit.

Enter or select a promotion plan ID to apply to this item. Based on the value present, a promotional discount will be applied to automatically adjust pricing for this item when entered on a transaction. This value can be set for multiple items using the global price change feature.

Enter the retail price for this item. This value is optionally displayed on labels and screens.

Enter the selling price of the item on the company website. This value is used for e-commerce functions.

Markup Percentage

Applies to standard and price break pricing. Defined as the profit divided by the cost of the item. Markup% = 100 × (Sale Price - Latest Cost) / (Latest Cost). Has no maximum. Enter the percent or actual value for each standard price. Enter the percentage for each tier.

Margin Percentage

Applies to standard and price break pricing. Defined as the profit divided by the sale price of the item. Margin% = 100 × (Sale Price - Latest Cost) / (Sale Price). Has a maximum of 910.99%. Enter the percent or actual value for each standard price. Enter the percentage for each tier.

Fixed Percentage

Applies to price break pricing only. Enter the percentage in decimal format BY which to change the price for each tier (e.g. a 5.00% price decrease is entered as 5.00).

Reduction Amount

Applies to price break pricing only. Enter a flat amount BY which to reduce the price for each tier (e.g. a 5.00 price decrease is entered as 5.00).

Enter the base price for each price level. This value may be automatically filled based on the markup/margin calculation.

Enter the number of points that should be rewarded to a customer for purchasing one of this item. This field is only visible if you are utilizing the Loyalty Program module.

If either of these price calculation methods are used, enter or select the percent to use for each price level.

If checked, will allow the user to enter discounted prices/percentages based on the quantity of an item.

If checked, this item will be included in tax calculation for the tax type on sale transactions.

The GL account to be credited for sale transactions and debited for purchase transactions.

The GL account to be debited for the cost of sale transactions. This account is only used for tangible inventory items.

The GL account to be credited for the cost of sale transactions, debited for purchase transactions, and adjusted by inventory transactions. This account is only used for tangible and supply inventory items. The expense account is only used for intangible and expense inventory items.

The GL account to be debited for a decrease adjustment, credited for an increase adjustment. This account is only used for tangible and supply inventory items.

The GL account to be credited for scrap or shrinkage due to use of most of a product but not all (scrap), or when items are lost due to theft (shrinkage). This account is only used for tangible items only.

The GL account to be debited or credited when costs change during the assembly of a manufactured item. This amount is usually defined as the Extended Cost minus the Standard Cost minus the Scrap Cost.

Centralized

The item is purchased and received at another location and transferred to this location. This option will be available only if the centralized purchasing feature is activated.

Select the vendor level which will apply to all of the remaining fields. A set of values will be maintained for each level.

Enter or select the vendor ID for the vendor level chosen. The settings for this level will apply when the selected vendor is chosen.

Enter the SKU the vendor chosen uses for this item, if different than the SKU used by the company. This value will default to the SKU item. This value will be optionally printed on purchase documents.

Enter the item description the vendor chosen uses for this item, if different than the SKU used by the company. This value will default to the SKU description. This value will be optionally printed on purchase documents.

This field displays the lowest cost paid for this item from this vendor. This value is for informational purposes, and is updated automatically by the program. This value may be edited.

This field displays the most recent cost paid for this item from this vendor. This value is optionally used to prefill purchase transactions, and is updated automatically by the program. This value may be edited.

The least quantity of this item which can be ordered from the selected vendor. This value is used to optionally AutoFill purchase transactions.

Enter the most cost-effective quantity of the item that you can order from the vendor. This value may optionally be used to AutoFill purchase documents. EOQ can be generally defined using the following formula:

Displays the last date this item was ordered from the selected vendor. This value is updated automatically by the program. This value may be edited.

Enter the number of days between the date when the item is ordered for the selected vendor and the date it is expected to be received into inventory. This value is used to calculate the estimated delivery date.

Enter a note that will appear to the user automatically every time the item is entered on a purchase order. This value is for internal purposes and will not print on any documents.

Enter notes about this item that will be printed on sale transactions directly below the associated item. This value may be optionally overridden on selected transactions.

Check this box to post this item to your shopping cart should you wish to separate uploadable items from those that should not be uploaded.

Check this box to set this item as a featured item within the Comersus shopping cart software, where it will appear on the front page of your shopping cart website. It can additionally be used as a query option in other shopping cart software packages as well.

Enter any notes or text to display on the website about the item. This text can contain HTML tags.

Click this button to see what the text will look like on the Web, if HTML tags are used.

Select or add a new web profile to assign to this inventory item. This will categorize your item within the shopping cart software you want to use. You can add or otherwise view a list of web profiles by clicking on the lookup button at the end of the field.

Enter keywords with which you item can be found in a search on your shopping cart website.

Enter or select the file that contains a graphic representation of the item, such as a photograph or drawing. This image can be in GIF, JPG or BMP format. This value is used by the program to display an image of the item selected.

Enter or select the file that contains a graphic representation of the item in thumbnail (miniature) format, similar to the full size image above. This value is used by the program to display an image of the item selected.

Enter or select the unit of measure used on purchase transactions. The quantity from the unit of measure chosen will be multiplied by the transaction quantity to determine the actual unit effect.

Enter or select the unit of measure used on sale transactions. The quantity from the unit of measure chosen will be multiplied by the transaction quantity to determine the actual unit effect.

Enter or select the unit of measure used to display the quantity counts on this inventory item. This unit of measure will be displayed in the appropriate column on inventory transfers and inventory adjustments.

Enter the number of decimal places that the quantity of this SKU should use. This value may be less than or equal to the quantity precision setting in Setup Inventory.

Enter the number by which this item's quantity must be a multiple of on sales transactions.

Enter the default quantity for this item on sales transactions, which may optionally be overridden.

Select a classification for this item based on the frequency this item should be counted. Choose from A, B, or C. This classification is used in conjunction with Physical Inventory Counts.

When checked, causes the chosen field to be skipped when this item is used on a transaction.

Choose whether the selected field will allow user changes when this item is used on a transaction.

Enter the percentage amount that should be charged as a restocking fee, should this item be returned by the customer after the specified number of days. This will adjust the unit price for this item on the refund transaction.

FIFO (First In, First Out)

Uses the cost of the first goods acquired which are still on hand when calculating the cost of an item in a transaction.

LIFO (Last In, First Out)

Uses the cost of the last goods acquired which are still on hand when calculating the cost of an item in a transaction.

Enter or select (using the SKU Search button) the item to be included in this inventory grouping.

Enter the percentage of scrap material left over after the product has been fully used to create the inventory grouping.

Enter the dates upon which the item is included in the inventory grouping. Leave these fields blank if the item is always to be in the list of items for this inventory grouping.

The Intellisearch method is an easy-to-use, convenient method of searching for items in your Supertrack inventory. The power of Intellisearch lies in its ability to retrieve Supertrack items by a keyword or phrase in the item's description. Intellisearch can look for items even if you do not know the exact spelling of the keyword or phrase, or if partial words are entered.

Lets say you have several items entered into inventory, with descriptions as follows:

To activate the Intellisearch feature, select Setup...Options...General Options and check the box labeled "Allow fast inventory description searches using Intellisearch lookup engine" in the Company Setup tab. Click OK to save the new settings.

Once you have enabled Intellisearch, a new tab labeled "Intellisearch" will be present in your Supertrack inventory in Lists...Inventory...Supertrack Inventory List. You will also see this tab whenever you click the SKU Search button on a transaction. To use the Intellisearch feature, simply switch to the Intellisearch tab and type a keyword or phrase that identifies the item in the Search field. You will be presented with a list of Supertrack items with descriptions that match the word(s) you have entered.

Check the box labeled "Search inventory from current location only" to search items only from the location in which the user is currently located. Check the box labeled "Use Sounds-like Search Method" if you want the program to search for keywords based on pronunciation instead of spelling.

The Supertrack Inventory List contains several functions that can be carried out directly from this screen.

Click this button to copy inventory items from one location to another. The user can copy all items or only those in a certain category. All item fields will be copied except for quantity information.

Click this button to view/edit cost layers for SKU items. This button will be available only for items which use FIFO or LIFO as the inventory costing method.

If checked, internal SKU items will be displayed. These items are used by various processes of the program and cannot be deleted.

The Inventory Explorer window allows a user to select items and change their status within the Supertrack Inventory list. This window allows you to make these changes quickly and easily via selection, drag and drop method.

Click this button to have ManageMore update the window with current data from the Supertrack Inventory list.

Select the method by which items should be grouped on the left pane of this window. Selections include: Categories, Commission, Department, Kind, Location, Manufacturer, Template, and Warranty. Selecting a method will update the folders in the left pane of the window.

Displays the information about inventory items that match the condition set in the left pane of the window. Information includes: SKU Item, Location, Description, Qty on Hand, Qty on Order, Average Cost, Last Cost, Price Levels 1-8, Suggested Mfg. Retail Price, Lowest Sell Price, Web Sale Price, Quantity Held, Quantity Reorder, Min. Quantity Level, and Max. Quantity Level. Double clicking on any item will display the item's supertrack inventory record.

If you want to select multiple items, simply click them one after the other. Clicking on the item again will deselect the item. Once you have items selected, you may then drag them to another folder in the left pane of the window. Doing so will change each selected item's characteristics to match the folder you just dragged the items into. For example, if you selected several items, then dragged them into a Category folder named Services, then all of the dragged items's Categories would change to Services.

Check this box to show inventory from the location you are logged into only. Note that if you select this box while exploring items from another location, the right pane of the window will go blank.

Check this box to view all inventory items marked discontinued, in addition to those not marked.

Check this box to view any internal inventory items ManageMore uses. Under most conditions, these items may not be dragged and dropped into different folders.

Q01.	I created all of my SKUs and everything is set properly. But now, I'm opening a second store. Do I have to create all of my SKUs again?

A01.	No, simply click on the Copy Inventory Icon when you are in the Supertrack Inventory List. Enter your first location in the "From" field, and the new location number in the "To" field. Then click the OK button. ManageMore will then copy all SKUs to the new location.

A02.	We highly recommend that you not delete SKU items, unless they have never been used on any transaction. Deleting an item will cause problems when trying to refund an invoice, transfer or adjust inventory, or when trying to post to the General Ledger. Simply mark the item as discontinued.

Q03.	Given all of the possible pricing scenarios (price levels, quantity price breaks, alias pricing, promotional pricing, customer pricing, and Intellisell), how is the selling price calculated?

A03.	ManageMore uses a "lowest selling price" scheme to determine the correct price that should appear when creating sales documents. The calculation works by considering all of the following factors that affect item price:

If there is no pre-set price from an Intellisell record, the selling price that is the least of all possible pricing calculations will be the amount shown on the document.



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