1.1Item Card
The item card is where all items in your inventory are tracked and history is kept. For every item there must be an Item Card created. When an item is being purchased, all the information that goes into the invoice is from the Item Card. The Item Card is kept up-to-date with information for each item so you always know the current prices and quantities.
The features on the Item Card will help you easily manage your inventory. This section will give you a detailed explanation of the Item Card. An explanation of how Item Cards are added, edited, and removed will also be given.
There are three types of Item Cards: Basic, Core, and Grid View. The Basic and Core Item Card hold all the same type of information but the layout is different. The Gird View is intended for editing multiple Item Cards at once.
Core Item Card
The Core Item Card allows you to see all the available information about an item quickly and easily.
SKU
The SKU field is used to track individual items in your inventory. Each SKU must be unique. SKUs can be defined automatically through General Preferences or manually.
NOTE: |
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Be sure that all new items receive a SKU. Avoid beginning SKUs with a zero. The zero may be dropped when SKUs are displayed in a spreadsheet. |
Automatic SKU
A. Automatic SKU. SKU numbers will be automatically and sequentially assigned to new Item Cards when the Automatic SKU feature is enabled.
1
To find the Automatic SKU open up the POSIM Navigator, click on Administration and open General Preferences. Select the bullet next to Auto ID Numbering.
2
Prefix. Enter up to five alpha-numeric characters. Do not use a prefix of zero. The prefix will be the same for every item and will appear before every number that is assigned to an item. The prefix is not a requirement. If you leave this field blank, only the number will appear as a SKU.
3
Next Number. Enter the number to begin the SKU list. Numbers will increase by increments of one.
4
Enabled. Click the Enabled box so that it is checked.
5
Click Apply or OK to save the settings.
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SKU numbers will not automatically be assigned to Item Cards created from imports. |
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An automatically assigned SKU can be overwritten by typing over it when the item card is being created. |
Manual SKU
B. Manual SKU. SKU numbers can be manually entered on new Item Cards when the Automatic SKU feature is not selected.
1
To find the Automatic SKU open up the POSIM Navigator, click on Administration and open General Preferences. Select the bullet next to Auto ID Numbering.
2
Enabled. Make sure the Enabled box is not checked.
3
Click OK to exit the screen.
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We recommend you follow a consistent pattern when setting up manually assigned SKUs. For example, use the first two digits for a department code, the next three digits for a vendor code, and the final two digits as a unique code. This will be beneficial later when you perform sorting and reporting functions. |
Description
The Description field is used to enter a description that will help identify the item. Up 30 alpha-numeric characters can be entered before EVO will jump to the Additional Description. We recommend you follow a consistent pattern for your descriptions, i.e. name on container, size, color, etc.
Item Card Summary
Last Sold
This is the date for the last time the item was sold.
Last Updated
This date reflects the last time the Item Card was updated.
Inactive
When the inactive check box is checked, it marks the item as inactive. It will not show up on any lookup lists when items are searched.
Date Created
The Date Created is the date the item was created.
Last Ordered
Last Ordered will show the date of the last time the item was ordered.
Last Received
The date here will be the last time you received the item into inventory.
Quantities
Print Labels
The Print Labels button allows you to print item labels from the Item Card. In order for an item to be printable, the Category Card must have a label assigned to it.
On Hand
The On Hand field displays the number of units physically in stock for the item. POSIM EVO automatically updates this field when sales, transfers, purchasing, receiving, and returns for the item are entered into the system.
Available
The Available field displays the quantity of units currently Available for the item. It is calculated from the quantity On Hand field minus any items that have been put on hold. Clicking the Available link brings up a window where you can see the invoices your items are being held on. This list can be printed.
On Order
The On Order field displays the quantity of units currently on order for the item. This field is automatically updated then the item is ordered and received. At setup the quantity should be zero. Clicking on the On Order link displays a window listing all outstanding Purchase Orders for the item. You can view the Purchase Order be double-clicking on it. This list has the option to be printed as well.
Special Ordered
These are items that have been purchased and are being shipped to the store but are already committed. When you select the Special Orders Link a window will open with the information about the special orders. This list can be printed.
Adjust
The Adjust button is used to change the On Hand number of the item.
1
If inventory needs to be adjusted, select the Adjust button.
2
Selecting this button will open the Adjust Inventory window.
3
The SKU, Description, Available number and On Order number will be displayed at the top of the window.
4
To adjust the quantities, choose either the Incoming or Outgoing buttons to add or subtract from the On Hand number.
5
Enter the quantity of items either coming in or going out and enter the cost. If you have a cost entered in the Vendor Cost field, that value will be automatically entered in this field. If you have already purchased and received the item, it will automatically enter your Average Cost Value. If the value in the Vendor Cost field is zero, a warning will pop up letting you know you are about to make an adjustment with zero cost.
6
Enter a reference number and the reason for the change in quantity. Enter the reason code in the reason field. The Shipped By and Received By will autofill as "Item Card Adjust." Any other notes can go in the comments panel.
7
Select Okay when finished and the window will close.
8
The Available, On Hand, Last Cost, and Average Cost numbers will have changed on the item card to reflect the adjustment.
9
After the adjustment is complete, a Closed Transfer card will have been created to reflect the changes.
Max Stock
The Max Stock field is used to enter the highest quantity of units that should ever be in stock for the item. This quantity should reflect the On Hand plus On Order amounts. Consider the rate of sales and lead time when defining this field. Historical sales information should help you obtain max stock levels, based on monthly sales levels.
Reorder Point
The Reorder Point field is used to enter the stock quantity at which additional units should be ordered. Consider the minimum desired stock level and lead time when defining this field.
Unit of Measure
The Unit of Measure is the unit that the item is measured and sold by. For example, fabric may be sold by yard but a book may be sold by each.
Location
The Location field is used to specify the location, i.e. warehouse or sales floor, for the item. Up to five alpha-numeric characters can be entered.
Purchasing
The information displayed in the Purchasing section of the Item Card will be for the preferred vendor.
Vendor ID
All the vendors located in this drop down list come from the Vendor Cards created. Click the arrow button (>>) which will open a search box to help you find a vendor.
Vendor Name
The Vendor Name is the name of the vendor associated with the Vendor ID. Once the Vendor ID is entered, the vendor name will autofill.
Vendor SKU
Vendor SKU is where the ID assigned by the vendor is entered.
Vendor Cost
Use this field to enter the vendor cost for the item. This field will automatically be updated when the Receiving Log for an order with the item is posted.
Lead Time
Lead Time is used to enter the number of days it will take to receive the item from the vendor.
MSRP Discount
The MSRP Discount is entered when there is a discount on the manufacturer’s suggested retail price.
Min Order Quantity
The minimum quantity that must be ordered from this vendor when purchasing the item goes in the Min Order Qty field.
Buyer
Enter the name of the employee that is in charge of purchasing this particular item. This will help when using the P.O. Wizard. It allows your buyers to see all the items that they are over, and then order for just those items.
Item URL
If the item can be found on the internet, enter the web address here and click on the link, it will open to that web page.
Pricing
Last Cost
The Last Cost field displays the item cost at the last purchase date. POSIM EVO automatically updates this field when the item is received on a Receiving Log. Any allocated freight will be included in Last Cost.
Average Cost
The Average Cost field displays the average cost of an item, including any allocated freight costs. It is calculated based on a true weighted average of units On Hand and units received. POSIM EVO automatically updates this field when the item is received on a Receiving Log. At setup, the Average Cost should be the same as the Last Cost.
Our Retail
The Our Retail field is used to enter the desired retail amount for the item. The amount can be manually adjusted when needed.
Margin %
Margin percentage is the calculation of the profit margin created by this item. Profit margin is the percentage of the retail price that is profit to you based on the cost of the item.
Markup
The Markup (MU) number is calculated by taking Our Retail and dividing it by Last Cost.
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If you change the Margin Percent or the Markup numbers, it will change the Our Retail number. |
MSRP
Manufacturer's Suggested Retail Price (MSRP) is the suggested retail price of the item. If the suggested price is greater than Our Price, the MSRP Discount field will automatically fill in with the discount percent.
Min Price
You are able to set a minimum price formula for a group of items from the Category Card. This sets the minimum price that an item can be manually discounted to, and sold for, on an invoice. Manual discounts include discounts by editing the line item price, using the quick key function, and using the manual invoice discount options.
Quick Discount
The quick discount panel enables you to put single items on discount quickly and easily without having to change the price or go through date to date pricing.
Current Price
When an item is entered into an Open Invoice, the current price is the price that will be shown for the item.
1
When there is no discount applied to the item the Our Retail price will be in the Current Price field and the Margin % and MU will also reflect those in the Pricing panel.
2
Enter the discount percent in the Disc % field. As soon as the discount is entered, the Current Price, Margin % and MU will change to reflect the new discount.
3
To remove the discount, erase the number in the Disc % field and the Current Price will revert back to match Our Retail.
Categorization
Brand
This is often times, the manufacturer. This is the advertised, publicized name. For example, Nike.
Line
This is a group of styles that are typically the same type of product. For example, Tiger Line is a line of golf polo shirts.
Collection
A collection constitutes a group of designs put together with new trends for the fashion brand during a particular season.
Style, Row, & Column
The Style, Row, and Column fields are used to enter grid information about an item. This feature lets you set up grids for similar items that come in different sizes or variations. For example, with a shirt, Style would be used to track the name of the shirt. Row would be used to classify size and Column for color.
Creating a Style
Creating Style Master Cards
1
Begin by creating a Style Master Card. The Style Master Card will act as a template for your Style Member Cards. It is very important to understand that the Style Master Card is not an actual item, and therefore you will not want to sell, transfer, order, or do any action with this Item SKU. If there is any history on the Style Master Card before the style is created, you can NOT create the style. If history takes place after the style has been created, you will not be able to access the style grid.
Creating the Style Master Card is done the same way as any other Item Card. The information that you enter on the Style Master Card will be automatically entered on all Style Member Cards.
2
Before you create the actual style grid, a few fields need to be filled out. These fields are found in the Classifications panel.
- Brand : This is often times, the manufacturer. This is the advertised, publicized name. For example, Nike.
- Line: This is a group of styles that are typically the same type of product. For example, Tiger Line is a line of golf polo shirts.
- Collection: This is a group of different items with a consistent pattern.
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The Style Master card must have a vendor assigned to it. |
3
Once all the information for the Style Master Card has been entered, go to the Tool Bar and select Convert to Style.
4
A window will open asking for the Style name, Row description, and Column description. The row and column descriptions will be the size, color, etc for the item.
5
Once you have entered the information into the fields, select OK and the Style Grid will open. The Style Grid is where you will create and edit your Style Member Cards.
Creating Style Member Cards
To create Style Member Cards, start with creating either the row or column. You will select the Add Column or Add Row button and enter the different sizes, colors, etc that will be in your style. For this example, we will have the row be size and the column be color.
6
Select the row button and enter all the sizes that will be included in the style. When you have finished, select the column button and enter all the colors that will be included in the style.
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Once the row and column information has been entered, you will see the table fill with the newly created SKUs. Every box in the table represents a different Item Card that will be created. The SKU is automatically assigned by taking the Master SKU and appending the row and column. There is also an option to append .1. .2, .3 etc instead of row and column.
8
To view different fields for the Style Member items, select the Style Field to View or Edit drop down. This will display all the fields on the Item Card. If the field can be edited, the table will turn white and you can edit multiple style cards at one time.
9
Once all of your Style Items have been created, you can double click on the Member Item SKU, and it will open to that Member Item Card, or you can save the Grid and select the Member Item Card icon located at the top of the Style Master Card. If you select the icon on the Style Master Card, the Style Member Cards will open in a separate window.
10
If you need to see the Style Grid again, select the Style Grid icon.
11
You will notice a few changes that have been made to the Style Master Card.
A. The word Style Master will be in the header.
B. The Quantities section will now say, "Combined Style Totals." The quantities on the Style Master Card will now be the sum of all the Style Member Cards.
C. Many of the fields will be grayed out so that they can no longer be edited. If a field is grayed out, that information will have to be edited directly on the Style Member Card. You can do this through the Style Grid or on the Style Member Card.
D. The fields "Row" and "Column" will now say "Size" and "Color." On the actual member card, these fields will be filled in.
Editing a Style
There are two ways to edit a style:
1. Edit the individual Style Member Card.
2. Edit multiple Style Member Cards by updating the Style Grid.
Editing the Individual Member Card
When the Style Member Cards need to be edited, go to the Style Master Card and select the member card icon located at the top of the card. This will open the Style Member Cards in a separate window, where information can be edited on each individual card. Use the Scroll Bar or Arrows to flip through each Style Member Card. The advanced search, or search box can be used to go directly to a Style Member Card.
Once the Style Member Cards are opened any information can be changed.
When you have finished editing the Style Member Card, use the Save button located in the tool bar, and move onto the next Style Member Card.
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Any information that was changed on an individual Style Member Card will be changed in the Style Grid the next time it is opened. |
Editing Multiple Style Member Cards by Changing the Style Grid
When the Style Grid needs to be edited, go to the Style Master Card and select the Style Grid icon located at the top of the card. This will open the Style Grid where you can edit information for each style item.
There are three ways to edit the Style Grid:
1. Edit the Row(s) and Column(s).
2. Edit the fields on the Item Card.
3. Edit the fields within the Options window.
Edit the Row(s) and Column(s).
1. Select the Row or Column that needs to be edited. A drop down menu will appear.
2. To insert a new Column/Row, select Insert. A new window will open asking for the new name of the Column/Row.
3. To delete the Column/Row, select the Delete Column/Row and the Column or Row will be deleted.
4. To rename the Column/Row, select the Column/Row and a window will open asking for the new name.
5. To move the Column/Row to the left or right, use the Move Column/Row options.
Edit the fields on the Item Card.
1. Use the "Style Field to View or Edit" drop down to select the correct field on the Style Member Card that you need to change.
2. Depending on what the field is that is being edited, you can go through to each item and change information. For example, if you are changing Our Retail, simply tab through the fields and edit the items that need to be changed. If you are changing all the fields to the same new price, select the Fill All button.
3. When the Fill All button is selected, it will give you a menu to choose between Delete All or Fill All.
4. If you select Delete All, all the information will be deleted and zero will be the value for all fields.
5. If you select the Fill All button a new window will open asking for the new value.
6. Enter the new value and select OK.
7. The Style Grid will now have the new value in all the fields.
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If you select a field that is grayed out in the Style Grid, it means the field can only be edited on the individual Style Member Card. |
8. If you need to edit a whole row's or column's fields, but not the whole grid, select one of the rows or columns and a drop list menu will open. Select the Fill Column/Row.
9. A new window will open asking for the new value.
10. Enter the new value and select OK.
11. When the window has closed the Style Grid will reflect the changes.
Edit the fields within the Options window.
When you are in the Style Grid, if you select the Options button located at the bottom of the window, the window will expand and more options pertaining to the style will be available.
Alternate UPC: Checking the "Auto Fill Alternate UPC" check box will assign each of your Style Member items a UPC. If the check box is left unchecked, the UPC field will remain blank. If you are going to check the box and use UPCs, you must have your auto ID numbering set up in General Preferences.
Append Row/Column To SKU: Checking the "Append Row/Column To SKU" check box will add the data from your row and column to the SKU. If the check box is left unchecked, the SKU will be appended to .1, .2, .3 etc.
Description Options
To see the effect of the different descriptions options, select the Description option in the "Style Field to View or Edit" drop down list. As you switch between different options, you can see the change in the description for the Style Member Cards.
1. Append Color/Size to Style Card Description: If this option is selected, the row and column (in this example size and color) will be added to whatever is in the description field from the Style Master Card.
2. Append Color/Size to: If this option is selected, you may enter any text that you want to be attached to the row/column information.
3. Leave description editable: Selecting this option will turn the field white allowing you to manually edit the description. You may enter any information pertaining to particular items without having to go to the individual Style Member Cards.
To close the Options expansion, select the "Options" button again, and the window will return to view only the Style Grid.
Manufacturer
The Manufacturer field is used to enter the manufacturer name for the item. Up to 30 alpha-numeric characters can be entered.
Manufacturer SKU
The Manufacturer SKU is used to enter the manufacturer stock number for the item.
Category Code
Category Code is where an item is assigned to a category, select the down arrow and select from the list of created categories. To go to the category, select the Cat Code link.
UPC
The UPC is also a unique identifier that can be set up in General Preferences, or manually entered. The UPC and SKU may be the same for one item, but they must be unique from any other item's UPC and SKU. Clicking the UPC link brings up the UPC definitions window where additional UPCs can be entered for the item.
Unlinking a Style
The "Unlink Style" tool allows users to undo the connection between a Style Master and Style Member. Style Members will be converted into regular item cards and the Style Master card will be removed. This tool is located at the top of the item card within the "TOOLS" menu.
1
Click on the TOOLS menu and select "Unlink Style."
2
A notification message will appear to inform the clerk that the style master card will be deleted and style members will convert into normal items.
Cancel - Select this option to keep the Master/Member relationship and return to the Style Master item.
Unlink - Select this option to unlink the Style Master from the Style Members.
3
A message will appear recommending a backup of the database.
Cancel - Select this option to cancel the backup and return to the Style Master item.
Backup Now - Select this option to take a backup before unlinking the style cards.
Not Now - Select this option to continue unlinking without taking a backup.
4
Once the backup has completed, the unlink will be complete and you will be redirected to the first member in the style (now a regular item card).
Automatic UPC
A. Automatic UPC. UPCs will be automatically and sequentially assigned to new Item Cards when the Automatic UPC feature is enabled.
1
To find the Automatic UPC open up the POSIM Navigator, click on Administration and open General Preferences. Select the bullet next to Auto ID Numbering.
2
Prefix. Enter up to five alpha-numeric characters. Do not use a prefix of zero. The prefix will be the same for every item and will appear before every number that is assigned to an item. The prefix is not a requirement. If you leave this field blank, only the number will appear as a UPC.
3
Next Number. Enter the number to begin the UPC list. Numbers will increase by increments of one.
4
Enabled. Click the Enabled box so that it is checked.
5
Click Apply or OK to save the settings.
Manual UPC
B. Manual UPC. UPC numbers can be manually entered on new Item Cards in addition to having the Automatic UPC enabled.
Department
The Dept field is used to enter the name of the department the item is associated with. If the department you need is not in the drop down list, you can manually type whatever information is needed and it will be saved.
Misc 1-5
The miscellaneous fields are used to classify items by breaking them into similar subcategories. The information gives more detail about the item and allows further searching abilities.
Additional Tabs
Picture
Adding an Image to an Item Card
1
To add a picture to an item, select the Picture tab.
2
To add an image, either select the blue Picture link, or double click in the box that says, no image.
3
The Select Image window will open. This window allows you to search the computer for an image, or you can search the database for an image.
4
By selecting the Browse button, you are going to be searching the computer for an image.
5
When you have found the image you need, select OK and it will appear on the Item Card.
Notes/Warranty and Sales Prompt
Notes/Warranty
The Notes/Warranty section is a place for any notes or warranties that go along with the item. They will not be seen on the Invoice. There is unlimited space for typing. As soon as you’ve reached the end of the box, a scroll bar will appear allowing you to continue typing if needed.
Sales Prompt
The Sales Prompt will appear when the item is entered into the Open Invoice. There are three options for how the message will be seen in the Open Invoice.
Show Pop-up: If the Show Pop-up button is selected, a small window will appear showing the message to the clerk.
Add Comment Lines: If the Add Comment Lines button is selected, the sales prompt will be added as a line in the Open Invoice and therefore print on the Open invoice.
Both: If you want the message to appear in a pop up and in the invoice lines, select the Both option.
Vendors
Adding Multiple Vendors
If you have items that have multiple vendors, it is very easy to add and change preferred vendors.
1
Select the Vendors tab.
2
When the tab is open, a grid will show the vendors that have been assigned to the item.
3
To add a vendor to the grid, select a new Vendor ID from the drop list.
4
When the vendor is added to the grid, it will be at the top of the list.
5
The information from the previous vendor on the item card will clear and be ready for you to enter the needed information for the new vendor.
6
Whichever vendor is the preferred vendor will have the letter P next to it. To change the preferred vendor and view the vendor information on the card, double click the vendor in the grid and it will be moved to the top of the grid and become the preferred vendor.
Editing a Vendor's Information
When you have multiple vendors and need to edit a vendor's information that is not a preferred vendor and therefore not displayed on the item card, you can edit vendor information in the grid table.
1
Select the vendor that you need to edit.
2
Double click or tab over to the column that needs to be edited, and type in the new information.
3
Select Enter and the information will be saved.
Components
Bundles
A bundle gives you the ability to combine several different items into one packaged unit. The items that are added to the Item Card are referred to as components.
Creating a Bundle
1
Select the Bundle button in the Components tab on the Item Card.
2
There are two ways to enter components into the grid.
A. Type the Item SKU manually.
B. Use the Load Items button.
3
If you know the Item SKU(s) of the components, you can enter the SKU manually. Place your cursor in the SKU column in the table and type the SKU.
4
If you do not know the Item SKU of the components, select the Load Items button and a search box will open.
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For more information on how to use this search box, see Advanced Search. |
5
The components table:
A. Qty: the quantity entered here is how many of that component will be in the bundle. If it’s a picnic basket being put together, there might be four plates, but only one blanket. This is where you enter the different quantities.
B. Cost and Ext. Cost: These numbers are brought from the components actual item card.
C. Price: the price from the component’s item card is automatically entered but can be changed by clicking in the field and typing the new price.
D. Ext. Price: this number is the quantity multiplied by the price.
E. Max: this number represents how many bundles can be made from the amount Available for the item.
F. Totals: the totals at the bottom of the table calculate all the numbers into final information.
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The Price total does not reflect what will be entered into the invoice. The total here reflects what the bundle would cost if each item is sold for its original price. The price that is in the Current Price field is the price that will be on the Invoice. |
6
As soon as the components are entered into the grid, the title Bundle will be located at the top of the item card.
7
When the bundle is entered in an Open Invoice, it will either be itemized or not itemized. If the Itemize on Invoice check box is checked, the invoice will display all the components in the bundle as bundle lines.
8
If the Itemize on Invoice check box is not checked, the main item will show on the invoice, but the components will not.
Tagalongs
A Tagalong Component is one that is automatically entered into the invoice as a component that must be sold with the item. The additional components are included as a new line in the invoice with its own individual price and can be deleted in the Open Invoice.
1
Select the Tagalong button in the Components Tab on the Item Card.
2
There are two ways to enter components into the grid.
A. Type the Item SKU manually.
B. Use the Load Items button.
3
If you know the Item SKU of the components, you can enter the SKU manually. Place your cursor in the SKU column in the table and type the SKU.
4
If you do not know the Item SKU for the components, select the Load Items button.
5
Selecting this button will open a search box. When you have found the correct items, highlight them and select OK.
NOTE: |
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For more information on how to use this search box, see Advanced Search. |
6
Once the component(s) are added to the table, the Item Card will have a Tagalong title at the top.
7
When the Item is entered into the Open Invoice, it will automatically enter the components.
Suggested Sales
Suggested Sales appear in the Open Invoice as suggestions that go well with the item being purchased. They are entered as components on an Item Card, and appear in a pop-up window when the item is entered into an Open Invoice.
1
Select the Suggested Sales button under the Components tab on the Item Card.
2
There are two ways to enter components into the grid.
A. Type the Item SKU manually.
B. Use the Load Items button.
3
If you know the Item SKU of the components, you can enter the SKU manually. Place your cursor in the SKU column in the table and type the SKU.
4
If you do not know the Item SKU for the components, select the Load Items button.
5
Selecting this button will open a search box. When you have found the correct items, highlight them and select OK.
NOTE: |
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For more information on how to use this search box, see Advanced Search. |
6
Once the components have been added, they will appear in a pop up window in the Open Invoice when the item is added.
7
In the Open Invoice, check the items that need to be added to the order and they will be entered as new lines in the invoice.
Case Lot
Creating case lots makes it possible to buy and sell items in cases as well as individual items.
1
To create a case lot, select the Case Lots tab on the Item Card.
2
Enter the case quantity amount in the "Quantity" field. Once this number is entered, information will be automatically populated in the following fields: Caselot SKU, Description, Additional Description, Current Price, MSRP, Cost Per Unit, Pref Vendor and Vendor Cost.
A. The Caselot SKU is assigned by appending the individual item's SKU with the quantity in each case.
B. The Description and Addl. Description fields are autofilled by using the item’s original description and appending the case quantity.
3
The rest of the information comes from the information on the item’s original card, or from the vendor.
A. Current Price: This is the price that the customer will pay for the item. It is calculated by taking the current price of the individual item and multiplying the quantity in the case. If you are selling the case for more or less than the automatically calculated price, enter the value manually.
B. MSRP: This is the manufacturer's suggested retail price. It is calculated by taking the MSRP of the individual item and multiplying the quantity in the case. If the calculated MSRP needs to be changed, edit the field manually.
C. Pref Vendor: This is the Preferred Vendor for the item’s case lot.
D. Price Code: Select the price code for the item’s case lot. The price codes shown here are created in General Preferences.
E. Label Code: Select the label code that will be the default label to print for the case lot.
F. Vendor SKU: This is the item ID that the vendor has assigned the item. This information will be supplied by the vendor.
G. Vendor Cost: This is the vendor cost for the case of items. This price will be automatically entered into the field when you enter the quantity. It is calculated by multiplying the vendor cost by the quantity in the case.
H. UPC: This is the vendor’s UPC and will be supplied by the vendor.
I. Tag Along Qty: If there is a tagalong that goes with the item, this is where you enter how many of the tagalong items needs to go in the case lot. For example: if every item in the case lot needs one of the tag along items, the number entered in this field should be the same as the quantity in the case lot.
J. Reset Button: To change the Current Price, MSRP, or Vendor Cost on the Item Card, and you want the case lot information to be calculated with the newly entered numbers, select the Reset button. This will redo the calculations and show a new price for the fields that have changed.
K. Cost Per Unit: This number will be automatically calculated by dividing the vendor cost by the quantity in the case. If you allow EVO to automatically calculate the current price, vendor cost and suggested price, the cost per unit will be the same price as an individual item.
L. Default Label: If there are multiple case lots for one item, whichever case lot SKU is entered in this field will be the number of labels that will print.
M. Order Rounding: Specify how the item will be ordered when ordering in multiples. The rounding option that is selected, will be the default ordering preference when the item is entered onto an Open Purchase Order.
Round to nearest Case Lot - The nearest case lot SKU will be used for ordering and the case lot SKU will show on the Open Purchase Order. The following image illustrates what the item looks like on the Purchase Order when using the Case Lot.
Round Base Item to Case Pack QTY - The base item SKU (individual item SKU) will be used for ordering rather than a case lot SKU. The quantity being ordered will be rounded to the nearest case lot quantity. This option is useful when the vendor requires single items to be ordered in a specific increment. The following image illustrates what the item looks like on the Purchase Order when using the Case Pack QTY.
Multiple Case Lots
If an item can be bought or sold in different increments, select the Add button to create additional cases. This will open a new blank case lot screen and allow you to enter new information.
To go back or forward among the case lots, select the left or right arrow buttons.
To delete a case lot, select the Delete button.
NOTE: |
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When a case lot SKU is entered onto an Open Invoice, Purchase Order, Receiving Log, or Transfer, the line will be highlighted in blue. |
Web
These fields are used for your eCommerce integration, please refer to the eCommerce manual.
Site Items
On the Site Items tab you can view some of the item information from other locations. For example, this would be used to quickly see what you have On Hand at your other locations. This tab will display all other locations and you will see the following information about the item; Site ID, Available, On Hand, On Order, Last Cost, Average Cost, and Current Price.
Serial Number List
If an item has serial numbers, select the Serial Number List tab to view them. For more information on serial numbers, go to Serial Number Card. To set up an item to track serial numbers, see Category Card.
This window will display:
1. Serial Number: This column shows all the serial numbers that belong to the item.
2. Status: This column allows you to see what the status of the serial number is.
3. Comments: This column is the only editable column in this panel and can be used for any comments. Place the cursor in the field and begin typing. Select Enter when finished and it will be saved.
4. Errors: If there was/is a problem with the serial number, it will appear and be displayed here.
History
The Item Card has a complete record of the item’s history. To view the item’s history, select the Item History tab.
This tab displays a table with all the information for when an item was sold or purchased. You can view the table four different ways.
1. Detail: This option shows the most information. It shows the information for every time the item was sold or purchased.
2. Monthly: This option shows total how many of the item was purchased or sold by month.
3. Quarterly: This option shows total how many of the item was purchased or sold by quarter.
4. Yearly: This option shows total how many of the item was purchased or sold by year.
Basic Item Card
The Basic Item Card includes all the information that the Core Item Card has, it just shows less information at one time.
SKU
The SKU field is used to track individual items in your inventory. Each SKU must be unique. SKUs can be defined automatically through General Preferences or manually.
NOTE: |
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Be sure that all new items receive a SKU. Avoid beginning SKUs with a zero. The zero may be dropped when SKUs are displayed in a spreadsheet. |
Automatic SKU
A. Automatic SKU. SKU numbers will be automatically and sequentially assigned to new Item Cards when the Automatic SKU feature is enabled.
1
To find the Automatic SKU open up the POSIM Navigator, click on Administration and open General Preferences. Select the bullet next to Auto ID Numbering.
2
Prefix. Enter up to five alpha-numeric characters. Do not use a prefix of zero. The prefix will be the same for every item and will appear before every number that is assigned to an item. The prefix is not a requirement. If you leave this field blank, only the number will appear as a SKU.
3
Next Number. Enter the number to begin the SKU list. Numbers will increase by increments of one.
4
Enabled. Click the Enabled box so that it is checked.
5
Click Apply or OK to save the settings.
NOTE: |
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SKU numbers will not automatically be assigned to Item Cards created from imports. |
NOTE: |
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An automatically assigned SKU can be overwritten by typing over it when the item card is being created. |
Manual SKU
B. Manual SKU. SKU numbers can be manually entered on new Item Cards when the Automatic SKU feature is not selected.
1
To find the Automatic SKU open up the POSIM Navigator, click on Administration and open General Preferences. Select the bullet next to Auto ID Numbering.
2
Enabled. Make sure the Enabled box is not checked.
3
Click OK to exit the screen.
NOTE: |
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We recommend you follow a consistent pattern when setting up manually assigned SKUs. For example, use the first two digits for a department code, the next three digits for a vendor code, and the final two digits as a unique code. This will be beneficial later when you perform sorting and reporting functions. |
Item Card Summary
Last Sold: This is the date for the last time the item was sold.
Last Updated: This date reflects the last time the Item Card was updated.
Inactive: When the inactive check box is checked, it marks the item as inactive. It will not show up on any lookup lists when items are searched.
Date Created: The Date Created is the date the item was created.
Last Ordered: Last Ordered will show the date of the last time the item was ordered.
Last Received: The date here will be the last time you received the item into inventory.
Popular Fields
Description
The Description field is used to enter a description that will help identify the item. Up 30 alpha-numeric characters can be entered into the Description. We recommend you follow a consistent pattern for your descriptions, i.e. name on container, size, color, etc.
On Hand & On Order
On Hand: The On Hand field displays the number of units physically in stock for the item. POSIM EVO automatically updates this field when sales, transfers, purchasing, receiving, and returns for the item are entered into the system.
On Order: The On Order field displays the quantity of units currently on order for the item. This field is automatically updated then the item is ordered and received. At setup the quantity should be zero. Clicking on the On Order link displays a windows listing all outstanding Purchase Orders for the item. You can view the Purchase Order be double-clicking on it. This list has the option to be printed as well.
Preferred Vendor Information
Vendor ID: All the vendors located in this drop down list come from the Vendor Cards created. Click the arrow button (>>) which will open a search box to help you find a vendor.
Vendor Name: The Vendor Name is the name of the vendor associated with the Vendor ID. Once the Vendor ID is entered, the vendor name will autofill.
Vendor SKU: Vendor SKU is where the ID assigned by the vendor is entered.
Vendor Cost: Use this field to enter the vendor cost for the item. This field will automatically be updated when the Receiving Log for an order with the item is posted.
Cat Code, UPC, & Department
Category Code: This is where an item is assigned to a category, select the down arrow and select from the list of created categories. To go to the category, select the Cat Code link.
UPC: The UPC is also a unique identifier that can be set up in General Preferences, or manually entered. The UPC and SKU may be the same for one item, but they must be unique from any other item's UPC and SKU. Clicking the UPC link brings up the UPC definitions window where additional UPCs can be entered for the item.
Department: The Department field is used to enter the name of the department the item is associated with. If the department you need is not in the drop down list, you can manually type whatever information is needed and it will be saved.
Automatic UPC
A. Automatic UPC. UPCs will be automatically and sequentially assigned to new Item Cards when the Automatic UPC feature is enabled.
1
To find the Automatic UPC open up the POSIM Navigator, click on Administration and open General Preferences. Select the bullet next to Auto ID Numbering.
2
Prefix. Enter up to five alpha-numeric characters. Do not use a prefix of zero. The prefix will be the same for every item and will appear before every number that is assigned to an item. The prefix is not a requirement. If you leave this field blank, only the number will appear as a UPC.
3
Next Number. Enter the number to begin the UPC list. Numbers will increase by increments of one.
4
Enabled. Click the Enabled box so that it is checked.
5
Click Apply or OK to save the settings.
Manual UPC
B. Manual UPC. UPC numbers can be manually entered on new Item Cards in addition to having the Automatic UPC enabled.
Average Cost
The Average Cost field displays the average cost of an item, including any allocated freight costs. It is calculated based on a true weighted average of units On Hand and units received. POSIM EVO automatically updates this field when the item is received on a Receiving Log. At setup, the Average Cost should be the same as the Last Cost.
Our Retail
The Our Retail field is used to enter the desired retail amount for the item. The amount can be manually adjusted when needed.
Margin %, Markup, & Disc %
Margin %: Margin percentage is the calculation of the profit margin created by this item. Profit margin is the percentage of the retail price that is profit to you based on the cost of the item.
Markup: The Markup (MU) number is calculated by taking Our Retail and dividing it by Last Cost.
Disc %: Discount percentage reflects the discount from Our Retail that an item has been given.
Picture
Adding an Image to an Item Card
1
To add a picture to an item, select the Picture tab.
2
To add an image, either select the blue Picture link, or double click in the box that says, no image.
3
The Select Image window will open. This window allows you to search the computer for an image, or you can search the database for an image.
4
By selecting the Browse button, you are going to be searching the computer for an image.
5
When you have found the image you need, select OK and it will appear on the Item Card.
Quantities
Print Labels: The Print Labels button allows you to print item labels from the Item Card. In order for an item to be printable, the Category Card must have a label assigned to it.
On Hand: The On Hand field displays the number of units physically in stock for the item. POSIM EVO automatically updates this field when sales, transfers, purchasing, receiving, and returns for the item are entered into the system.
Available: The Available field displays the quantity of units currently Available for the item. It is calculated from the quantity On Hand field minus any items that have been put on hold. Clicking the Available link brings up a window where you can see the invoices your items are being held on. This list can be printed.
On Order: The On Order field displays the quantity of units currently on order for the item. This field is automatically updated then the item is ordered and received. At setup the quantity should be zero. Clicking on the On Order link displays a windows listing all outstanding Purchase Orders for the item. You can view the Purchase Order be double-clicking on it. This list has the option to be printed as well.
Special Order: These are items that have been purchased and are being shipped to the store but are already committed. When you select the Special Orders Link a window will open with the information about the special orders. This list can be printed.
Adjust: The Adjust button is used to change the On Hand number of the item.
1
If inventory needs to be adjusted, select the Adjust button.
2
Selecting this button will open the Adjust Inventory window.
3
The SKU, Description, Available number and On Order number will be displayed at the top of the window.
4
To adjust the quantities, choose either the Incoming or Outgoing buttons to add or subtract from the On Hand number.
5
Enter the quantity of items either coming in or going out and enter the cost. If you have a cost entered in the Vendor Cost field, that value will be automatically entered in this field. If you have already purchased and received the item, it will automatically enter your Average Cost Value. If the value in the Vendor Cost field is zero, a warning will pop up letting you know you are about to make an adjustment with zero cost.
6
Enter a reference number and the reason for the change in quantity. Enter the reason code in the reason field. The Shipped By and Received By will autofill as "Item Card Adjust." Any other notes can go in the comments panel.
7
Select Okay when finished and the window will close.
8
The Available, On Hand, Last Cost, and Average Cost numbers will have changed on the item card to reflect the adjustment.
9
After the adjustment is complete, a Closed Transfer card will have been created to reflect the changes.
Max Stock: The Max Stock field is used to enter the highest quantity of units that should ever be in stock for the item. This quantity should reflect the On Hand plus On Order amounts. Consider the rate of sales and lead time when defining this field. Historical sales information should help you obtain max stock levels, based on monthly sales levels.
Reorder Point: The Reorder Point field is used to enter the stock quantity at which additional units should be ordered. Consider the minimum desired stock level and lead time when defining this field.
Unit of Measure: The Unit of Measure is the unit that the item is measured and sold by. For example, fabric may be sold by yard but a book may be sold by each.
Location: The Location field is used to specify the location, i.e. warehouse or sales floor, for the item. Up to five alpha-numeric characters can be entered.
Pricing
Last Cost: The Last Cost field displays the item cost at the last purchase date. POSIM EVO automatically updates this field when the item is received on a Receiving Log. Any allocated freight will be included in Last Cost.
Average Cost: The Average Cost field displays the average cost of an item, including any allocated freight costs. It is calculated based on a true weighted average of units On Hand and units received. POSIM EVO automatically updates this field when the item is received on a Receiving Log. At setup, the Average Cost should be the same as the Last Cost.
Our Retail: The Our Retail field is used to enter the desired retail amount for the item. The amount can be manually adjusted when needed.
Margin %: Margin percentage is the calculation of the profit margin created by this item. Profit margin is the percentage of the retail price that is profit to you based on the cost of the item.
Markup: The Markup (MU) number is calculated by taking Our Retail and dividing it by Last Cost.
NOTE: |
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If you change the Margin Percent or the Markup numbers, it will change the Our Retail number. |
MSRP: Manufacturer's Suggested Retail Price (MSRP) is the suggested retail price of the item. If the suggested price is greater than Our Price, the MSRP Discount field will automatically fill in with the discount percent.
Min Price: The Minimum Price comes from the Category Card. The minimum price code is a calculation that sets what the minimum price may be for an item. To manually override the minimum price, select the Manual checkbox and it will allow you to type in the field.
Quick Discount
The quick discount area enables you to put single items on discount quickly and easily without having to change the price or go through date to date pricing.
Current Price: When an item is entered into an Open Invoice, the current price is the price that will be shown for the item.
1
When there is no discount applied to the item the Our Retail price will be in the Current Price field and the Margin % and MU will also reflect those in the Pricing panel.
2
Enter the discount percent in the Disc % field. As soon as the discount is entered, the Current Price, Margin % and MU will change to reflect the new discount.
3
To remove the discount, erase the number in the Disc % field and the Current Price will revert back to match Our Retail.
Classification
Brand: This is often times, the manufacturer. This is the advertised, publicized name. For example, Nike.
Line: This is a group of styles that are typically the same type of product. For example, Tiger Line is a line of golf polo shirts.
Collection: A collection constitutes a group of designs put together with new trends for the fashion brand during a particular season.
Style, Row, & Column: The Style, Row, and Column fields are used to enter grid information about an item. This feature lets you set up grids for similar items that come in different sizes or variations. For example, with a shirt, Style would be used to track the name of the shirt. Row would be used to classify size and Column for color.
Manufacturer: The Manufacturer field is used to enter the manufacturer name for the item. Up to 30 alpha-numeric characters can be entered.
Manufacturer SKU: The Manufacturer SKU is used to enter the manufacturer stock number for the item.
Category Code: Category Code is where an item is assigned to a category, select the down arrow and select from the list of created categories. To go to the category, select the Cat Code link.
UPC: The UPC is also a unique identifier that can be set up in General Preferences, or manually entered. The UPC and SKU may be the same for one item, but they must be unique from any other item's UPC and SKU. Clicking the UPC link brings up the UPC definitions window where additional UPCs can be entered for the item.
Automatic UPC
A. Automatic UPC. UPCs will be automatically and sequentially assigned to new Item Cards when the Automatic UPC feature is enabled.
1
To find the Automatic UPC open up the POSIM Navigator, click on Administration and open General Preferences. Select the bullet next to Auto ID Numbering.
2
Prefix. Enter up to five alpha-numeric characters. Do not use a prefix of zero. The prefix will be the same for every item and will appear before every number that is assigned to an item. The prefix is not a requirement. If you leave this field blank, only the number will appear as a UPC.
3
Next Number. Enter the number to begin the UPC list. Numbers will increase by increments of one.
4
Enabled. Click the Enabled box so that it is checked.
5
Click Apply or OK to save the settings.
Manual UPC
B. Manual UPC. UPC numbers can be manually entered on new Item Cards in addition to having the Automatic UPC enabled.
Department: The Dept field is used to enter the name of the department the item is associated with. If the department you need is not in the drop down list, you can manually type whatever information is needed and it will be saved.
Misc 1-5: The miscellaneous fields are used to classify items by breaking them into similar subcategories. The information gives more detail about the item and allows further searching abilities.
Purchasing
Adding a Vendor
When you are first creating an item card, you must select a vendor and enter their information for the item. The information entered here will be the information automatically entered into a Purchase Order. Select the Purchasing tab and all the fields will be shown. As information is entered, all other areas concerning the vendor will be automatically filled in.
1
Enter the Vendor ID. All the vendors located in this drop down list come from the Vendor IDs created.
A. If you do not know the vendor ID, you can select the arrow button (>>) which will open a search box to help you find a vendor. For help using the search box, see Advanced Search.
2
As soon as the Vendor ID is entered, the vendor name will automatically be entered. If you select the Vendor Name link, it will take you directly to the Vendor Card of the selected vendor.
Vendor SKU: Vendor SKU is where the ID assigned by the vendor is entered.
Vendor Cost: Use this field to enter the vendor cost for the item. This field will automatically be updated when the Receiving Log for an order with the item is posted.
Lead Time: Lead Time is used to enter the number of days it will take to receive the item from the vendor.
MSRP Discount: The MSRP Discount is entered when there is a discount on the manufacturer’s suggested retail price.
Min Order Qty: The minimum quantity that must be ordered from this vendor when purchasing the item goes in the Min Order Qty field.
Buyer: Enter the name of the employee that is in charge of purchasing this particular item. This will help when using the P.O. Wizard. It allows your buyers to see all the items that they are over, and then order for just those items.
Item URL: If the item can be found on the internet, enter the web address here and click on the link, it will open to that web page.
Adding Multiple Vendors
If you have items that have multiple vendors, it is very easy to add and change preferred vendors.
1
Select the Purchasing tab.
2
Once the tab is opened, you will see the vendors that have been assigned to the item.
3
To add a vendor to the grid, select a new Vendor ID from the drop list.
4
When the vendor is added to the grid, it will be at the top of the list.
5
The information from the previous vendor on the item card will clear and be ready for you to enter the needed information for the new vendor.
6
Whichever vendor is the preferred vendor will have the letter P next to it. To change the preferred vendor and view the vendor information on the card, double click the vendor in the grid and it will be moved to the top of the grid and become the preferred vendor.
Editing Vendor Information
When you have multiple vendors and need to edit a vendor's information that is not a preferred vendor and therefore not displayed on the item card, you can edit vendor information in the grid table on the Purchasing tab.
1
Select the vendor that you need to edit.
2
Double click or tab over to the column that needs to be edited, and type in the new information.
3
Select Enter and the information will be saved.
Components
Bundles
A bundle gives you the ability to combine several different items into one packaged unit. The items that are added to the Item Card are referred to as components.
Creating a Bundle
1
Select the Bundle button in the Components tab on the Item Card.
2
There are two ways to enter components into the grid.
A. Type the Item SKU manually.
B. Use the Load Items button.
3
If you know the Item SKU(s) of the components, you can enter the SKU manually. Place your cursor in the SKU column in the table and type the SKU.
4
If you do not know the Item SKU of the components, select the Load Items button and a search box will open.
NOTE: |
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For more information on how to use this search box, see Advanced Search. |
5
Here are some brief descriptions of the columns in the components table:
A. Qty: the quantity entered here is how many of that component will be in the bundle. If it’s a picnic basket being put together, there might be four plates, but only one blanket. This is where you enter the different quantities.
B. Cost and Ext. Cost: These numbers are brought from the components actual item card.
C. Price: the price from the component’s item card is automatically entered but can be changed by clicking in the field and typing the new price.
D. Ext. Price: this number is the quantity multiplied by the price.
E. Max: this number represents how many bundles can be made from the amount Available for the item.
F. Totals: the totals at the bottom of the table calculate all the numbers into final information.
NOTE: |
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The Price total does not reflect what will be entered into the invoice. The total here reflects what the bundle would cost if each item is sold for its original price. The price that is in the Current Price field is the price that will be on the Invoice. |
6
As soon as the components are entered into the grid, the title Bundle will be located at the top of the item card.
7
When the bundle is entered in an Open Invoice, it will either be itemized or not itemized. If the Itemize on Invoice check box is checked, the invoice will display all the components in the bundle as bundle lines.
8
If the Itemize on Invoice check box is not checked, the main item will show on the invoice, but the components will not.
NOTE: |
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All bundles will be yellow lines when they are entered into the Open and Closed Invoices, Purchase Orders, Receiving Logs, and Transfers. |
Tagalongs
A Tagalong Component is one that is automatically entered into the invoice as a component that must be sold with the item. The additional components are included as a new line in the invoice with its own individual price and can be deleted in the Open Invoice.
1
Select the Tagalong button in the Components Tab on the Item Card.
2
There are two ways to enter components into the grid.
A. Type the Item SKU manually.
B. Use the Load Items button.
3
If you know the Item SKU of the components, you can enter the SKU manually. Place your cursor in the SKU column in the table and type the SKU.
4
If you do not know the Item SKU for the components, select the Load Items button.
5
Selecting this button will open a search box. When you have found the correct items, highlight them and select OK.
NOTE: |
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For more information on how to use this search box, see Advanced Search. |
6
Once the component(s) are added to the table, the Item Card will have a Tagalong title at the top.
7
When the Item is entered into the Open Invoice, it will automatically enter the components.
Suggested Sales
Suggested Sales appear in the Open Invoice as suggestions that go well with the item being purchased. They are entered as components on an Item Card, and appear in a pop-up window when the item is entered into an Open Invoice.
1
Select the Suggested Sales button under the Components tab on the Item Card.
2
There are two ways to enter components into the grid.
A. Type the Item SKU manually.
B. Use the Load Items button.
3
If you know the Item SKU of the components, you can enter the SKU manually. Place your cursor in the SKU column in the table and type the SKU.
4
If you do not know the Item SKU for the components, select the Load Items button.
5
Selecting this button will open a search box. When you have found the correct items, highlight them and select OK.
NOTE: |
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For more information on how to use this search box, see Advanced Search. |
6
Once the components have been added, they will appear in a pop up window in the Open Invoice when the item is added.
7
In the Open Invoice, check the items that need to be added to the order and they will be entered as new lines in the invoice.
Case Lot
Creating case lots makes it possible to buy and sell items in cases as well as individual items.
Creating a Case
1
To create a case lot, select the Case Lots tab on the Item Card.
2
First enter the quantity amount that will be in the case. Once this number is entered, the case lot SKU, description, additional description, current price, suggested price, vendor SKU, and vendor cost will automatically fill in.
A. The case lot SKU is the item’s original SKU plus the quantity that in the case.
B. The description takes the item’s original description and adds the case quantity.
3
The rest of the information comes from the information on the item’s original card, or from the vendor.
A. Current Price: This is the price that the customer will pay for the item. It is calculated by taking the current price and multiplying it by the quantity in the case. If you are selling the case for more or less than this automatically calculated price, enter the value manually.
B. MSRP: This is the suggested retail price. It is calculated by taking the MSRP multiplied by the quantity in the case. If this number is incorrect, you can edit the field manually.
C. Pref Vendor: This is the preferred vendor for the item’s case lot.
D. Price Code: Select the price code for the item’s case lot. The price codes shown here are created in General Preferences.
E. Label Code: Select the label code that will be the default label to print for the case lot.
F. Vendor SKU: This is the item ID that the vendor has assigned the item. This information will come from the vendor.
G. Vendor Cost: This is how much you are paying your vendor for the case of items. This price will be automatically entered into the field when you enter the quantity. It is calculated by multiplying the vendor cost by the quantity in the case.
H. UPC: This is the vendor’s UPC and will come from the vendor.
I. Tag Along Qty: If there is a tagalong that goes with the item, this is where you enter how many of the tagalong items needs to go in the case lot. For example: if every item in the case lot needs one of the tag along items, the number entered in this field should be the same as the quantity in the case lot.
J. Reset Button: If you change the current price, MSRP, or vendor cost on the Item Card, and you want the case lot information to be calculated with the newly entered numbers, select the Reset button. This will redo the calculations and show a new price for the fields that have changed.
K. Cost Per Unit: This number will be automatically calculated by dividing the vendor cost by the quantity in the case. If you allow EVO to automatically calculate the current price, vendor cost and suggested price, the cost per unit will be the same price as an individual item.
L. Default Order SKU: If there are multiple case lots for one item, the case lot SKU entered here will be the default case lot that is in the list when the item is entered into the Open Invoice.
M. Default Label SKU: If there are multiple case lots for one item, whichever case lot SKU is entered in this field will be the number of labels that will print.
Multiple Case Lots
If there is more than one case lot for an item, after one has been created, select the Add button. This will open a new blank case lot screen and allow you to enter new information.
To go back or forward among the case lots, select the left or right arrow buttons.
To delete a case lot, select the Delete button.
NOTE: |
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When a case lot is entered into an Open Invoice, Purchase Order, Receiving Log, Transfer, etc. the line color will always be brown. |
Web
These fields are used for your eCommerce integration, please refer to the eCommerce manual.
Site Items
On the Site Items tab you can view some of the item information from other locations. For example, this would be used to quickly see what you have On Hand at your other locations. This tab will display all other locations and you will see the following information about the item; Site ID, Available, On Hand, On Order, Last Cost, Average Cost, and Current Price.
Serial Numbers
If an item has serial numbers, select the Serial Number List tab to view them. For more information on serial numbers, go to Serial Number Card. To set up an item to track serial numbers, see Category Card.
This window will display:
Serial Number: This column shows all the serial numbers that belong to the item.
Status: This column allows you to see what the status of the serial number is.
Comments: This column can be used for any comments. Place the cursor in the field and begin typing. Select Enter when finished and it will be saved.
Errors: If there was/is a problem with the serial number, it will appear and be displayed here.
History
The item card has a complete record of the item’s history. To view the item’s history, select the Item History tab.
This tab displays a table with all the information for when an item was sold or purchased. You can view the table four different ways.
Detail: This option shows the most information. It shows the information for every time the item was sold or purchased.
Monthly: This option shows total how many of the item was purchased or sold by month.
Quarterly: This option shows total how many of the item was purchased or sold by quarter.
Yearly: This option shows total how many of the item was purchased or sold by year.
Item Grid View
The Grid View Item Card allows you to edit multiple items at one time. You still have the abilities of adding new items and searching for single or groups of items, but the main feature of this Item Card is editing ability.
Adding a New Item
You are able to create new items in the Grid View Item Card.
1
Select the plus button located at the top of the window.
2
A new line will be added to the bottom of the grid and the information at the top of the card will clear.
3
The SKU field will fill with the automatic numbering that was set up in General Preferences, but it can be changed. Enter in the description and additional description for the new item.
NOTE: |
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As you enter the information in the fields at the top of the card, it will automatically fill the fields in the grid. |
4
Once the SKU, Description, and Additional Description are filled, click on the item in the grid. You can tab through the grid and enter any information in a white field including Price, Unit, Reorder Point, etc.
Editing the Grid
The main point of the Grid View Item Card is allowing you to edit multiple items at one time. It is very simple to edit the items in the grid format. There are multiple functions that can be used to edit the Grid View Item Card.
1. Selecting Columns to View
2. Editing Individual Items
3. Deleting Items
4. Using the Fill Down
Selecting Columns to View
You have the ability to select the columns you would like to view while using the Grid View Item Card.
1
Right click anywhere in the table and select the Select Columns option.
2
A window will open with a list of columns that are Selected and the list of columns that are Available to view. Select the columns that you want to view and move them to the Selected list. Only the columns listed in the Selected list will be seen on the Grid View Item Card.
Editing Individual Items
1
Find the item that needs to be edited. If you are editing a group of items, you have the ability to see only the items that need to be edited. To limit the items viewed you would do an advanced search for the items. See Searching for more information on how to use the advanced search.
2
Tab and arrow through the grid and find the field that needs to be changed or added to. Make the necessary changes or additions. Every field on the Item Card can be viewed in the grid, but the fields that can be edited will be white.
3
Any editing that takes place in the grid will be changed on the item's Core or Basic Item Card.
Deleting Items
1
To delete multiple items at a time, either search for the items that you want to delete, or select a group by clicking on an item, pressing the shift key, and clicking on the other items you want selected.
2
Once the items have been selected, right click and select the Delete Selected Items option.
3
A window will open asking if you are sure about deleting the selected rows. Select OK to continue.
4
When you select OK, the items will be deleted from your inventory.
Using the Fill Down
You can edit or enter information for multiple items at once by using the Fill Down option in the Grid View Item Card. There are three ways to edit items using the Fill Down.
1. Entering a New Value
2. Entering a Calculation
3. Search and Replace
Entering a New Value
Entering a new value is used when you need to change one field for multiple items to the same value.
1
Select the items that need to be edited by clicking on the first item, holding the shift key, and clicking on the last item. Highlight the column that needs to be edited for all the items.
2
Right Click in the column, select Fill Down, Value.
3
A window will open asking for the new value.
4
Enter the new value and select OK.
5
A progress bar will open showing the items being updated.
6
You can watch the selected items change as they are updated.
Entering a Calculation
When you need to edit multiple items, but you do not want them to be the same value, you can create a calculation to edit those items at one time.
1
Select the group of items that you need edited. Highlight the column that needs to be edited.
2
Right click in the column, select Fill Down, Formula.
3
A window will open allowing you to enter a formula that will change the items' information.
4
First enter the formula in the text box. You can use the different fields in the drop menu.
5
If you are calculating a number, use the Mathematical Calc option. If you are wanting to take two fields and string them together, select the String Concatenation option.
6
You can see the preview of what the first item in the selected group will look like in the Formula Preview.
7
When you have finished the formula, select OK.
8
You will see a progress window updating each item in the selected group.
9
Each item will have been edited according to the formula.
Search and Replace
Another way to edit multiple items at one time is to use the Search and Replace.
1
Select a group of items that need to be edited. Highlight the column that needs to be changed.
2
Right click in the column and select Fill Down, Search and Replace.
3
A window will open asking which value you want to find. Enter the value and select OK.
4
Another window will open asking for the replacement value. Enter the new value and select OK.
5
A progress bar will appear as it searches and replaces the values you entered.
6
When the progress bar is finished, all the items will be updated.
1.2Quick Add Items
The Quick Add Items is a faster way of adding items to your database. You select the fields from the Item Card that you want to enter, and you can add multiple items at one time without the hassle of creating a new card for every item.
Selecting Fields and Preferences
You have the choice of which fields are displayed in the Quick Add window. All the Item Card fields are available for you to choose from which allows you to customize the information and guarantee that each item has the necessary information. You also need to determine how the SKU numbering system will work when entering multiple items. All of these options are found in the Preferences and Fields window.
1
Select the Preferences and Fields button.
2
The Add Item Preferences Window will open.
3
In the Auto-Item ID panel is where you will set the preferences for the SKU numbering.
A. The first check box is regarding adding items from a different document. If you are working in an Open Purchase Order, (Receiving Log, Transfer, etc.) and you enter an unknown item, you will have the option to open the quick add window to add the unknown item. If this check box is checked, the SKU that was entered in a Purchase Order will automatically be entered in the SKU field on the Quick Add Item card. If the check box is not checked, the SKU field will not carry over the previously entered ID on the Quick Add Item card.
B. The next part of the panel has two radio buttons. One is the option use the General Preference setting and the other is to use Intelligent Item ID’s.
i. Using the General Preference settings: When you set up your general preferences, there will be a portion where you determine the ID pattern that your items will receive when they are created. If you want that pattern to continue in the Quick Add Item, select this option.
ii. Use Intelligent Item IDs: You have the option to create a system for intelligent IDs.
iii. If this button is selected, you will need to select a Source Field from the drop down menu. This will pertain to the first part of the ID.
iv. After you have selected the source field, you will need to enter the number of letters that you want to allow to appear from the source field. For example, if you select Vendor ID for the source field, and the number of letters to be two, then a vendor named Oakley will be shortened to OA and then the rest of the ID.
v. You then have the option to make all the letters uppercase.
vi. The last field you need to enter is the Next Number field. This will start the numbering sequence of your newly added items.
C. Once the information in this window is entered, your numbering system will be set for the Quick Add Item card.
4
The check box below the Auto-Item ID panel allows you to decide whether you want to allow zero to be an option for Our Price. If this check box is checked, the Our Price field cannot have zero as its value.
5
The Fields panel allows you to choose which fields you want displayed on the Quick Add Item Card. Any field in the Add-Item Fields column will be available on the Quick Add Item Card.
NOTE: |
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If the Add-Item Fields is blank with no fields selected, the Quick Add Item card will display the required fields for adding an item, but no others. The required fields are the SKU, Description, Dept., Cat. Code, Our Price Calculation, UPC and Vendor ID. |
A. The buttons in between the two columns help you in moving fields between one or the other column.
i. Copy: The Copy button will copy the highlighted field in the Available Fields List over to the Add-Item Fields List.
ii. Copy All: The Copy All button will copy the entire list from the Available Fields List over to the Add-Item Fields List.
iii. Clear: The Clear button will move any highlighted field in the Add-Item Fields List back to the Available Fields List.
iv. Clear All: The Clear All button will move the entire list from the Add-Item Fields List back to the Available Fields List.
v. Move Up: The Move Up button will take a highlighted field in the Add-Item Fields List and move it up above the field ahead of it. This will change the order of the columns displayed on the purchase order.
vi. Move Down: The Move Down button will take a highlighted field in the Add-Item Fields List and move it down below the field below it. This will change the order of the columns displayed on the Quick Add Item Card.
vii. Item Card Sort: The Item Card Sort button sorts the fields so that they are in the same order that they are located on the actual Item Card. The list in the Add-Item Fields column will not change, but on the Quick Add Item Card, they will be arranged accordingly.
6
Once all the fields that you need have been moved to the Add-Item Fields List select OK and the window will close.
7
All the fields that you entered into the Add-Item Fields will be located on the Quick Add Item card.
NOTE: |
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When you close the window, your settings will save and will not change until you go in to the Preferences and Fields screen and change them again. |
Entering an Item
When the Quick Add Items window opens, the fields will be empty ready for the new item information to be entered.
Entering and Saving an Item
1
Depending on the Preferences you set for the SKU field, the SKU will be entered in the SKU field.
NOTE: |
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If you are using your General Preference settings for the SKU numbering, the SKU will not be in the field when you first open the window. After you enter information in any of the fields, the SKU will enter and be added to the field. This is to prevent blank Item Cards from being created. |
2
As you enter the item information you will see it appear on the bottom half of the screen.
3
When the information is entered and you are done with that item, select the New Item button and the fields will blank out. You can now enter the next item information.
4
Continue Adding items by entering the correct information in the item fields and selecting the New Item button.
5
When you have added all the items you need, select the Done button and individual Item Cards will be created for each new item.
Sticky Fields
There may be times that you are entering multiple items that have a commonality such as the same vendor, dept, etc. The Quick Add Item card has sticky fields which will stop the field from erasing the information when the item is saved.
1
You can create a sticky field by clicking on the title of the field. When you click on the title, it will appear indented so that you can tell which fields are sticky, and which are regular.
NOTE: |
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You can not make some fields sticky because they are required to be unique. This is the case for the SKU and UPC field. |
2
Once the field is made sticky, anytime you save an item to the table, the rest of the fields will clear, but the sticky field’s information will remain.
3
Once you no longer need the information to remain in a field, you can take off the sticky feature but clicking on the title of the field again. This will allow the field to clear when you save an item.
Clearing All Fields
When you need to clear all the fields at once, select the Clear All Fields button and they will clear. Even if there are sticky fields with information in them, they will clear.
Re-calculating Our Retail
If you make a change to the Our Retail calculation field, you will need to update the information in the Our Retail field so that it is accurate.
1
Enter the new our retail calculation by selecting the Our Retail Calculation link.
2
This will open a window allowing you to create a formula from which your Our Retail field will be calculated.
3
Once the information is entered in the window, select OK.
4
The new information can be seen in the Our Retail Calculation field, but the price that is entered as the Our Retail will not be correct.
5
To update the Our Retail field, select the Re-Calc Our Retail button.
6
This will recalculate the price according to the new formula in the Our Retail Calculation Field.
Editing an Item
If while you are adding items through the Quick Add Item card and realize you need to make a change to one of the items you already saved to the table, you can easily edit the item.
1
Highlight the item in the table that needs to be edited and double click on it.
2
The information for the item that you double clicked will be back in the fields at the top of the screen.
3
You can make the changes needed and tab out of the field to save the changes.
Creating a Case Lot
You are still able to create a case lot for an item in the Quick Add Item card.
1
Enter the item information as if you were creating a regular item.
2
When you have finished entering information, select the Case Lot button.
3
A new window will open with the case lot information.
4
As soon as you enter the quantity of the case lot, the Case Lot SKU, Description, Vendor Cost and Current Price will be automatically entered.
5
Enter the rest of the information in the window. For more information on how to fill out this window, see the Item Card.
6
When you have finished entering the information, select OK to close the window.
7
Select the Save Item button and it will be added to the table of newly added items.
1.3Serial Number Card
The Serial Number Card is a reference to any serialized item received into the system. If there are no serialized items in the database, there will be no Serial Number Cards. If there are serialized items in the database, an individual card will be created for each serial number received.
To track Serial Numbers, go to the Category Card and change the serial number field to Yes.
When receiving items with serial numbers, there will be a point in the receiving process that you will enter a serial number for each item received after posting the Open Receiving Log. You can also add serial numbers through an Open Invoice, and can view all serial numbers on the Item Card.
The Serial Number Card shows what item it is assigned to, and the transaction history of each serial number. It shows when it is received in, and when it is sold or transferred out. If you need to see the documents showing when the serialized item was brought in or taken out, double click on the transaction line.
1.4Barcode Labels
You have the ability to design your own barcode labels in the Barcode Labels Card. To find this card, go to the Navigator, open Inventory, Items and select Barcode Labels. Below is an explanation of how to create a barcode label.
Specifications
The specifications section will explain how to give your label a name, description, assign a template and assign the label type. In the label setup there will be templates pre-designed for the common Zebra labels. If you choose to use one of these pre-designed templates, you do not need to change information in the Specifications section.
1
To begin creating a barcode label, first enter the Label Code. This code can be anything you want to describe the label you are creating. You can type up to thirty alphanumeric characters in this field.
2
In the Specifications panel, type a description for the label in the description field.
3
You are going to select a page template for your labels. To select a different template, select the button located next to the field.
A. The new window will open with a list of all the compatible templates available.
B. You can create your own template if you need by selecting the Add button.
C. When the Add button is selected, the Specification Definition fields will turn white allowing you to edit them. Enter a new name and enter the dimensions. The image will display the dimensions as they are entered.
D. The newly created template will be saved at the bottom of the list of templates.
E. If you need to delete a custom template, highlight the name in the template list and select the Delete button.
F. The custom template will be deleted from the list.
NOTE: |
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You can only delete custom made templates. You will notice that when you select a template that was pre-set in the list, the fields are yellow. This means you cannot edit those templates. The only thing you can change on a pre-set template is changing the unit type from inches to centimeters. However, custom made templates can be edited and deleted. |
4
Next enter the Label Type. Choose between Inventory Labels or Address Labels by selecting the down arrow. Inventory Labels will correspond with items in your inventory, and address labels will correspond with customers in your database.
NOTE: |
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At this time customer labels are not supported in EVO. |
Creating Your Label
In the Label Designer panel there are buttons that allow you to create and customize your barcode label.
Adding an Image
1
To add an image to your label, select the button with the picture of the mountains on it.
2
The Select Image window will open allowing you to enter an image from your database or from your computer.
3
Once you have chosen your image, select Okay.
4
The image will be entered into the Label Designer panel.
5
Once the image is entered, you can resize and move the image. To resize the image, click on it and you will see a little red corner appear. When your mouse hovers over the red corner, a bracket will appear, click and drag the image to make it smaller or larger.
6
To move the image, click on it and drag it to where you want it to go.
7
To rotate the image, highlight it so the red corner is showing, and then select the rotate buttons, the buttons with the arrows on them.
8
Using the rotate buttons will flip the image to face different directions.
9
To delete the image, highlight it and select the delete key or the delete button.
Adding Text
1
To add text to the label, select the text button.
2
A window will open that will allow you to enter text, change the font, size, color, etc.
3
Begin by adding what text you want in the Text field.
4
If you want a field to show instead of text, you can select a field from the drop-down list in the Field box.
5
To edit the text font, size, color and background color, use the corresponding fields in the Text panel. As you make changes they will show in the display.
6
If you want to barcode the text, select the Is Barcode Check Box. Once the box is checked, the text will be shown as a barcode.
7
If Barcode is selected, you have the option to include the barcode text by checking the Include Barcode Text Check Box. You can then select the type of Barcode Text.
8
When you select a barcode text type, you will see the change in the display.
9
Depending on what you have as an end result whether it is text or a barcode, select Okay and it will be added to the label.
10
You can move and resize the text the same way as the image.
11
Select the Text button again to add additional text to the label.
12
You can use the zoom scroll bar and text field to zoom in and out to view your label.
13
You can also use the justification guides to left justify, center, or right justify the features in your label.
Viewing Your Label
While you are creating your label, a replica of what you are creating will show in the Preview panel. This preview window will display what the label will look like regardless of whether you are zoomed in or out, etc. By viewing this window, you will always have an idea of what the final product will look like.
1.5Category Card
Category Code and Description
Category Code
The category code is an eight character code that defines the category. The code will be seen on the Item Card, and is usually an abbreviated version of the description. You can choose any combination of numbers and letters to create the code.
Description
The Description will describe what the category represents. It is best to choose a description that describes the type of items that will be in that category. The field can hold up to thirty alphanumeric characters.
Tracking Inventory
The Track Inventory check box allows you to decide whether certain inventory needs to be tracked.
1
If the box is checked, all items within the category will have its On Hand, Available, On Order and Special Ordered quantities calculated and kept current on the Item Card.
2
If the box is not checked, the quantities on the Item Card will show N/A because they are not being tracked.
Changing the Decimals
Throughout the database, there will be multiple quantities, costs, and prices that relate to an item. In the Category Card, you have the ability to set the decimal amounts for quantities, costs, and prices.
Quantity Decimals
There may be situations where you want the quantity for an item to be in decimal format rather than a whole number. To keep the quantity as a whole number, you want 0 decimals so type 0. To change the decimal, enter the number of decimal places that you want the quantity to have. If you need to two decimal places, type 2.
Example: If you type the number 2 in the quantity decimal field, all quantities will look like the picture below.
Cost and Decimal Prices
Cost and Price decimals work the same way as Quantity decimals in that you type the amount of decimal places that you want to see for cost or price. For regular dollar amounts, set the decimal number to 2. This will show the dollar and cents for any cost or price. If you need to see more decimal places, increase the number.
NOTE: |
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When you create a new Category Card, the decimals will default to the Quantity Decimal being 0 and the Cost and Price Decimals being 2. |
NOTE: |
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EVO only supports going out to three decimals on quantity, cost, and price. |
Naming the Item Card Miscellaneous Fields
On the Item Card there are five miscellaneous fields. By default they are name Misc 1, Misc 2, Misc 3, Misc 4, and Misc 5. On the Category Card, you are able to name these miscellaneous fields to suit the needs of the items. Whatever names you enter for the miscellaneous fields will show on the item cards of the items assigned to the category.
1
To assign a name to the miscellaneous field, enter the name that belongs to the specific field.
2
When you see the Item Card that is assigned to the category, the miscellaneous fields will have changed to be specific to the item.
Assigning Code Definitions
A large section of the Category Card is the Code Definition section. These fields are important because the fields determine important structures pertaining to the items assigned to a category.
Commission and Print Code
Both of these codes are for a future enhancement.
Account Group
The Account Group field is where you select the account group for the group of items that will be assigned to the category. The Account Groups that you can select from are the Account Groups that are located and created in General Preferences.
1
Select the down arrow located in the Account Group field.
2
The list of account groups will be displayed in a drop menu.
3
Select the account group from the list and it will be entered into the field.
Label Code
On the Item Card there is a button that allows you to print labels. The label code that is selected on the Category Card will determine what kind of label will print from the Item Card. You may create multiple labels and will need to assign a label to each category.
1
Select the down arrow located in the Label Code field.
2
A list of the created labels will be in a drop menu.
3
Select the correct label for the group of items that will be assigned to the category and it will be added to the field.
4
If the category needs to be assigned to a label that has not been created, click on the Label Code hyper-link.
5
Select the Label Code link will open the Barcode Label screen allowing you to create a new label. For more information on how to create the label, see Barcode Labels.
Minimum Price Code
You are able to set a minimum price code for the items that are assigned to a category. The minimum price code is a calculation that sets what the minimum price may be for an item.
You’ll notice the Min. Price Code field is yellow. The yellow field means that the field cannot be edited.
1
To set or change the minimum price code, select the Min. Price Code link.
2
A window will open letting you set the equation that will calculate the minimum price.
3
First you will set the Cost or Price that the minimum price will be based on. Select the radio button next to the cost or price that you need.
NOTE: |
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It is not mandatory to enter an amount in the base amount fields because this information is taken from the Item Card, however, if you enter actual values in the base amount fields, the sample calculated retail will change depending on the numbers you enter. As you enter the other values in the window you will see the affect it has on the base amount. |
4
Next you will need to select between the margin %, adjustment %, adjustment $, or the markup factor, depending on what you want to base your minimum price on.
5
The next panel to fill out is the Rounding panel. If desired select a method of Rounding. Enter the level of rounding and whether you want to round up, down, or to the nearest. Next enter the rounding amount. For example: if you want to round to a whole number, enter 1.00. When rounding to five cents, enter .05.
6
Less: In the Other panel, the Less field is if you desire to have an amount subtracted from your total amount. For example, if you want your price to enter in .95, round to 1.00 less 0.05.
7
If you do not want to base the minimum price on a calculation, you can set a price by selecting the Fixed Price check box and entering the price that you want set as the minimum price.
8
When you have finished entering the formula, select Done, and the formulation will now be in the Min. Price Code Field.
Price Code
Selecting a price code for the category is what allows customer pricing to be in affect when items are entered into an invoice. The Price Codes are entered in General Preferences.
1
Select the down arrow located in the Price Code field.
2
A list of created Price Codes will be in a drop menu.
3
Select the price code needed for the category and it will be entered into the Price Code field.
4
If you need to create a new Price Code or edit an existing Price Code, select the Price Code hyper-link.
5
The same window that is in General Preferences will open allowing you to create a new Price Code. For more information on how to use this screen, see General Preferences.
Reward Code
The Reward Code field sets the definition of the rewards earned by the items assigned to that category. For more information on Rewards, see General Preferences.
1
Select the down arrow in the Reward Code field.
2
A list of the created Reward Codes will be in the drop menu.
3
Select the Reward Code that you need and it will be entered in the field.
4
If you need to add or edit a Reward Code, select the Reward Code link.
5
The window from General Preferences will appear and allow you to enter a new reward code, or edit an existing reward code. For more information on how to create or edit the reward codes, see General Preferences.
Transaction Code
The transaction code is a convenient way to assign items a transaction type that will automatically be entered when the item is entered into an Open Invoice. The Transaction Code will allow the item to always be set as a Sale or Labor. The default Transaction Code is always Sale until changed.
1
To enter the transaction code, select the down arrow located in the Transaction Code.
2
A list of transaction types will appear in a drop menu.
3
Select the transaction type needed and it will be entered in the field.
Serial Number
The serial number field is where you will set whether or not the items in that category will require a serial number. The default for the Serial Number field will be No, meaning serial numbers will not be required.
1
Select the down arrow in the Serial Number field.
2
A list will appear in a drop menu with the options of No, Yes, and Yes with Actual Cost.
No - A serial number is not required.
Yes - A serial number is required for each item sold, received or transferred.
Yes with Actual Cost - A serial number is required for each item sold, received or transferred. The actual cost when a serialized item is received on a Purchase Order is maintained on the Serial Number card for that specific item.
3
Select an option and it will be entered in the field.
Age Verification
Age verification allows a merchant to set a minimum age to purchase Items at the Category level. Once set, the Invoice will prompt for a birthday to be entered. This birthday will be compared against the specified minimum age.
1
Type in the age to verify.
2
On the invoice, if an item in this category it sold, it will ask for a birthday.
3
Type the customers birthday. From the birthday EVO will calculate their age and compare that against the minimum age. If they are at the age or older it will allow the invoice to continue posting. Otherwise you will see this error:
4
When the Age is verified, the Invoice will store their Age and Birthday and it will print "**Age Verified**" on the Receipt or Invoice document.
Assigning Tax Groups
In General Preferences, you will set up your sales tax rules. If you have basic sales tax, you will simply have to mark the category as taxable or non-taxable. If you have advanced sales tax and mark the category as taxable, you will also have to select the tax group(s) for the items.
1
The Sales Tax will show non-taxable by default when the category is created.
2
If the items in the category need to be charged sales tax, mark the Taxable button.
3
If you have advanced sales tax and you select taxable, you will then select the tax group(s) that are required.
Viewing Items Assigned to a Category
There is a way for you to view all the items that have been assigned to a category.
1
Once you have a Category Card open, select the Items button.
2
A window will open showing a list of all the items assigned to that category.
3
When you have finished viewing the items, select the print button to print a list, or select OK to close the window.
1.6Physical Inventory
The Physical Inventory process is simplified by providing various methods of collecting and reporting data and updating inventory records.
Inventory counts can be taken for the entire store or on select groups of items. Many retail stores have found great efficiency in rotating physical counts through their retail store on a regular basis.
Six steps are required for the Physical Inventory process. To open the Physical Inventory window, go to the Navigator, select Inventory, Items, and then Physical Inventory.
Set date and time of when physical inventory began
Selecting the date and time in the physical inventory window causes a record of your inventory as it is at that moment to be stored. Setting a specific point in time to freeze your database allows you to gather and enter physical inventory data and then go right back to normal operations before updating item quantities. You will want to select this button after all transaction activity has been suspended (sales, receiving, transfers, etc.) and you are ready to begin counting.
1
Select the Reset Date to Today’s Date button.
2
Selecting the button will automatically reset the date and time to the current date and time. You can manually set a date by typing the date, or selecting the down arrow next to the date to select a date from the calendar.
Collecting Data
Various methods can be used to collect the data necessary for Physical Inventory. The store needs to be closed during counting, but once the physical count of the inventory is complete, the store can be re-opened during the analysis of the inventory. The following are a few suggested methods for collecting a Physical Inventory count.
Collecting Data
1. Manually count inventory and record the data on paper. After the data is collected. Enter the information into a spreadsheet to save in and import or enter data directly in to the Key Entry window in EVO.
2. Manually count inventory and enter the information into a spreadsheet on a portable computer. Consider having a computer station with a scanner on a movable cart with a long extension cord.
3. Scan inventory with a handheld scanner, such as a Tricoder, and create a spreadsheet from the scanned information. Tricoders can be rented or purchased and are programmed ready for your use.
NOTE: |
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If you have items being held in an Open Invoice, you will need to count those items as being on hand. POSIM will automatically make the necessary adjustments. |
Entering Data
The inventory information needs to be entered into the Key Entry Screen once the physical count has been completed. Be sure to clear any prior counts before importing the new data.
There are two methods for entering data.
1. Importing the Data
2. Manually Using the Key Entry Window
NOTE: |
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Certain indicators are searched for when you are entering data. These include the Item SKU, the primary UPC, the Bundle SKU, the Vendor SKU, the Case Lot SKU and the Serial Number. If an item is entered by an alternate ID, it will be changed to the Item SKU in the Key Entry Screen. |
Importing the Data
You have the option of importing your counted information into the Key Entry window. When creating your spreadsheet, there are no header lines required, you will simply enter the SKU in the first column, Quantity in the second column, Location in the third column, and Who in the fourth column.
When the information is complete, save the file as a .xls or .xlsx file.
1
Select the Import button in the Physical Inventory window.
2
A window will open allowing you to search your computer for the document you need to import.
3
Once you have selected the document, a status bar will open telling you it is loading the import file. If you need to cancel the import, select the Cancel Import button.
4
When the import is complete, open the Key Entry screen by selecting the Key Entry button and the information from the import will be loaded into the screen.
5
If there are any line items that need to be edited, use the Key Entry Window to make changes. To quickly locate a specific SKU, click on the header for SKU at the top of the window. To sort in reverse order, click on the header a second time. Data can be sorted using any of the columns in the Key Entry Window.
Manually Using the Key Entry Window
By manually using the Key Entry Window you are able to quickly enter inventory information without importing. If you are using a Tricoder or another Remote Capture Device, simply place the cursor in the first row and upload the data. The information will automatically be loaded into the window. You can also enter the information manually, row by row.
1
To enter data, place the cursor in the first row and type the Item SKU. If you type the Primary UPC, Bundle SKU, Vendor SKU, Case Lot SKU or Serial Number it will automatically be changed to the Item SKU. The Identified Field will show how the item was identified.
2
Select one bullet option at the top of the screen to determine the order of where the cursor goes when you press "Return/Enter" on the keyboard: SKU Only, SKU and Qty, or SKU, Qty, Location and Who.
A. SKU Only: Selecting this button will take the cursor straight down to the next SKU field when Return/Enter is pressed on the keyboard.
B. SKU and Qty: Selecting this button will move the cursor from the SKU field to the Qty field and then down to the next SKU field when Return/Enter is pressed on the keyboard.
C. SKU, Qty, Location, and Who: Selecting this button will allow you to fill in all the available fields in the order of: SKU, then Qty, then Location, then Who when Return/Enter is pressed on the keyboard..
i. Location: This field is for you to enter the location of where the item was counted.
ii. Who: This field is for you to enter the person that counted the item.
3
Once all the information in the table is entered, select the Done button and it will be saved.
Analyzing Reports and Discrepancies
After you have imported all the physical count files, you can run reports to check for discrepancies. Five reports are listed on the Physical Inventory Screen.
Actual Count Report
The Actual Count Report lists the count of all the items physically counted. If changes need to be made to the actual count, they can be made in the Key Entry Window.
NOTE: |
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Bundles will be shown in different formats in different reports. When a bundle is scanned and counted, the Key Entry Window and the Actual Count Report will display the count for the entire bundle. However, in the Variance Report, the bundle will be broken down and will display the individual items with the count from the bundle. No bundle line will be displayed. If the components were counted in the bundle and the item was also counted as individual items separate from the bundle, the bundled items will be included in the individual items' count in the Variance Report. |
Key Entry and Actual Count Report with bundled items:
Variance Report with Bundled Items:
Variance Report
The Variance Report shows any variances between the physical count of an item and what the database shows On Hand for that item. This report can be used to find any shrinkage in your inventory.
NOTE: |
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Bundles will be shown in different formats in different reports. When a bundle is scanned and counted, the Key Entry Window and the Actual Count Report will display the count for the entire bundle. However, in the Variance Report, the bundle will be broken down and will display the individual items with the count from the bundle. No bundle line will be displayed. If the components were counted in the bundle and the item was also counted as individual items separate from the bundle, the bundled items will be included in the individual items' count in the Variance Report. |
Variance Report with Bundled Items:
Key Entry and Actual Count Report with bundled items:
Unidentified Items Report
The Unidentified Items Report shows items that were physically counted but not found in your database of items. It lists the Line, SKU, Qty, Location, and Who. This report can be used to ensure all inventory items are included in your inventory database. You have different options depending on what you would like to do with the unidentified items.
1
Open the Unidentified Report.
2
If you select a line in the table, a pop-up will appear showing you the position where the item was counted. It shows you the items before and after the unidentified item so you can verify by location, whether or not the item is correct.
3
To see your options on what you are able to do with the unidentified item, right click on the item in the line.
A. Add as a new item: Selecting this option will add the unidentified item to your inventory by creating an item card for the item.
NOTE: |
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When Item Cards are created through this process, the only information that will exist on them will be the Item ID and the On Hand quantity. It is recommended that Item Cards be created manually or through the Quick Add Item to ensure sufficient data is entered for the item. |
B. Delete the line from the Physical Inventory: Selecting this option will delete the line from the Unidentified Items Report, as well as from the Key Entry window.
C. Edit the Entered Value: If there was a mistake when typing or scanning the item, you have the option to edit the SKU or alternative ID. When you choose to edit the entered value, a window will open asking for the new value. Enter the correct value and select OK.
D. Add the Unidentified Item as a Serial Number: If the entered value is actually a serial number that needs to be assigned to an item, select the option to add the value as a serial number. A window will open allowing you to search for the item to assign the serial number to. Search for the item you need and select OK. The value will now be assigned as a serial number to the selected item.
Missing Items
The Missing Items Report shows the items that your database has On Hand, but which were not physically counted.
Serial Numbers Report
The Serial Number Report shows the serial numbers in your database and the count of each one. It lists the SKU, Description, Serial #, POSIM, and the count number.
Backing up the Database
After inventory counts have been reviewed and reconciled, be sure to take a backup of the database before updating item quantities. If for any reason errors are made during the reconciliation process and item quantities are updated, it is highly recommended to restore to a backup prior to the updates being made. Once the backup is restored, additional changes can be made and when the final inventory counts are accurate, then the reports can be updated.
1
To backup the database click on the POSIM Navigator and select the green database connection icon to open the database connection screen.
2
Inside of the connection screen, select Backup.
3
Enter the username and password, press OK.
4
Select a location for the backup to be saved and select Save.
5
When the backup has successfully completed, select OK.
6
Press Connect and POSIM EVO will reopen with any windows that were open prior to taking the backup.
Updating the Inventory Database
After analyzing the reports and a successful backup has been taken, update the inventory database by selecting a report and clicking the Update button. The reports that can be updated include: the Variance Report, Missing Items Report, and the Serial Number Report.
Variance Report
Updating with the Variance Report will change the On Hand quantities on the Item Card to match the quantity of the items physically counted.
1
Open the Variance Report.
2
Make sure all the numbers are correct and select the Update button.
3
A window will open warning you that updating will set all the item on-hand quantities to the counted amount. Select OK.
4
An additional notification will appear recommending to take a backup before proceeding with the update.
Select Cancel to go back to the Physical Inventory screen and not make changes.
Select Not Now to forego taking a backup at this time and continue with the update.
Select Backup Now to proceed with taking a backup before updating the item quantities.
5
Wait for the update to complete.
6
When the report has finished updating, spot check multiple Item Cards to verify that the On Hand number matches the counted number.
Missing Items Report
Updating with the Missing items Report will remove the missing items from the On Hand fields of the Item Card.
1
Open the Missing Items Report
2
Once the window is open, select the Update button.
3
A window will open warning you that updating will set all the missing quantities to zero. Select OK.
4
An additional notification will appear recommending to take a backup before proceeding with the update.
Select Cancel to go back to the Physical Inventory screen and not make changes.
Select Not Now to forego taking a backup at this time and continue with the update.
Select Backup Now to proceed with taking a backup before updating the item quantities.
5
Wait for the update to complete.
6
Once the update has completed, all items listed in the table will have an on hand value of zero.
NOTE: |
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Be aware that the On Hand quantity will be updated for ALL the items included in the window. The On Hand quantity for an item that is not in the Physical Inventory file, but is included in the sort criteria, will be changed to zero. |
NOTE: |
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If the Physical Inventory file is empty when the update button is clicked, a prompt will advise that the Physical Inventory file is empty. No On Hand quantities will be changed to zero. |
Serial Number Report
1
Open the Serial Numbers Report.
2
Once the window is open, select the Update button.
3
A window will open warning you about what updating the serial numbers will do.
4
An additional notification will appear recommending to take a backup before proceeding with the update.
Select Cancel to go back to the Physical Inventory screen and not make changes.
Select Not Now to forego taking a backup at this time and continue with the update.
Select Backup Now to proceed with taking a backup before updating the item quantities.
5
Wait for the update to complete.
6
Once the update has completed verify the serial numbers on the Item Cards.
Spot Inventories
You are able to perform spot inventories using a variety of available fields including Department, Category, Vendor and other fields. This is convenient because small portions of the store can be counted rather than doing the entire store at one time. Performing spot inventories regularly will help keep your inventory as up to date as possible.
1
To add one or more filters for a spot inventory, first mark the Use Filters box.
2
In the Spot Inventory Filters, add any information that pertains to the area of the store that is being counted. Click the Add button to add a filter.
Use the dropdown menu to choose how the items will be filtered.
Once the Field Name has been chosen, choose whether a Single Value or Range will be entered. To analyze data for an exact match, use Single Value and enter the corresponding information in the white text field.
To analyze data for a range of information select Range. In the From field, enter the beginning value in the range and in the To field, enter the ending value in the range. All items the are between the beginning and ending range will be included as part of the spot inventory.
3
Add as many filters as is necessary to analyze multiple parts of the store if desired. If multiple filters are being added, choose one option to match the data: All Filters or Any Filters.
Select All Filters to include all items that meet all of the filter criteria specified.
Select Any Filters to include any items that meet at least one of the filter criteria, but not all of them.
4
Select Apply to apply the filters that were added.
5
The information is the physical inventory window will be updated to only include items that meet the spot inventory filter criteria.
6
At this point, go into each of the physical inventory reports to review and reconcile inventory counts. The reports will only show items that are specific to the sections of the store that meet the filter criteria.
7
When the inventory counts are finalized, take a backup of the database as outlined in the steps above.
8
Once a backup has been successfully completed, proceed with updating each report as needed as outlined in the steps above.
1.7Open Builder
The Builder feature allows you to take individual items from your inventory and build a kit, i.e., sample, display or kit to be sold. Building a kit through Builder will transfer inventory from multiple item cards to a single item card that you have created for the Kit.
Builder can be used two different ways to create kits. The first is to build a different kit anytime you need. You are able to create as many kits with as many components as you need. The second is to use a template. Some companies may create the same kits multiple times. Using a template allows you to enter the template name, and the kit, components and quantities will be automatically entered.
NOTE: |
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A Bundle item card simply links multiple items (components) together and sells them for one price, but the components can still be sold individually (the items can be put back on the shelf). Once a kit is created through the Builder, those items are no longer considered as individual items (they cannot be put back on the shelf, i.e., fabric that has been cut, yarn that has been knitted). |
Using Builder to Create a Kit
You will repeat these steps anytime you need to create a new kit.
1
The first step in using a Builder to create a kit is to make a new Item Card for the finished product. To do this, go to the Item Card, create a new card and enter a description.
2
All that you need to fill out is the SKU, the Description, and Additional Description if applicable. The cost/retail information will complete on its own as we build the Kit.
3
Close the Item Card and open Open Builder by going to the Navigator, Inventory, Items, and selecting Open Builder.
4
In the Kit Items panel, enter the Item SKU of the finalized Kit. If you don’t know the Item SKU, you can use the Select Items button to search. For help in using the search window, see Advanced Search. If you did not create a new Item Card for the Kit Item prior to this point, you can use the Quick-Add button. For help in using the Quick-Add window, see Quick Add Item. After an item is created in the Quick Add, it will automatically be added to this table.
NOTE: |
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The Kit Item is going to "receive inventory." The Component Items are going to have "inventory subtracted." |
5
Enter the quantity of kits that you need made in the Qty field. You have the option here of entering the Margin % you would like to earn from the finalized product in the Margin % field OR Enter the Retail you would like to charge and the Builder will display the Margin. The other option is to wait until you add the components below and let Posim help you calculate the cost/retail for the final Kit.
6
Next you will add the components that will be included in the kit. Type the SKU in the Component Item SKU field. If you do not know the SKU, you can use the Search Existing Items button to search for an item(s), see Advanced Search. If you need to create items, select the Quick Add Items button. For help in using the Quick-Add window, see Quick Add Item. After an item is created in the Quick Add, it will automatically be added to this table.
7
Enter the quantity of each item being used for the kit. Once the quantities are entered, the Ext. Cost field will automatically be calculated from costs located on the Item Card for each component.
A. Ext. Qty: This is the total number of the component item used to create all of the kits
B. Ext. Cost: This is the total cost of all component items being used to create the kits
C. Ext. Retail: This is the total retail price of all component items being used to create the kits
D. Available: This is the total number of component items available to be used
E. Max: This shows the total number of times this item can be used to create a kit, based on its Available amount and the Qty Per Kit
8
Once all the components are entered along with quantities, you will see the numbers at the bottom of the table change.
A. Possible Kits: This is the total number of kits possible based on the Qty Used for each component.
B. Suggested Kit Retail: This is calculated by totaling the Retail price for all of the component items in the kit. If the Kit Item to be assembled's Retail Per Kit is lower than the Suggested Kit Retail, the Suggested Kit Retail will appear red.
NOTE: |
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You can use these calculations to help you determine a Retail or a Margin% you’d like to use for the final Kit. Enter your Retail or Margin % in the top Section of the Build. |
9
When you have finished adding component items, go back to the top panel and either enter a margin percent to calculate the retail value, or simply enter the price you would like to sell the kit for in the Assembly Retail field.
10
When you are finished with the kit, select the Post button. The components will be transferred out of the irrespective item cards and the kit card's On Hand field will be adjusted. You can see the transactions on a Closed Transfer, which will automatically be created.
NOTE: |
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The Assembly Retail price will be the price entered automatically onto the Item Card. After you have posted the kit, you can change the retail price from the Item Card. |
NOTE: |
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You can also print labels for the kit items from this screen. Even if this item is to be used as a display or sample you might want to print a label and affix to the item in case you later decide to sell, donate or charge to store expense. |
Using Builder Templates to Create a Kit
Creating and using a template allows you to create the exact same kit with the same components over and over again. The first thing you will do to create a template is create a regular kit. For information on how to do this, see Using Builder to Create a Kit.
1
After the newly created kit has been created, select the Save as Template Button.
2
A window will open asking for the name of the template. Enter the name and select OK.
3
The template will now be listed in the template list.
4
After the template has been saved, Post the Open Builder.
5
To use the template, create a new Open Builder. Use the down arrow to show the drop-down list of templates. Select the template needed.
6
The kit information will be automatically entered including components, quantities, costs, and prices.
7
You are able to edit the information created by the Template.
8
Once all the components are entered along with quantities, you will see the numbers at the bottom of the table change.
A. Possible Kits: This is the total number of kits possible based on the Qty Used for each component.
B. Suggested Kit Retail: This is calculated by totaling the Retail price for all of the component items in the kit. If the Kit Item to be assembled's Retail Per Kit is lower than the Suggested Kit Retail, the Suggested Kit Retail will appear red.
9
Once the kit is complete, you can Post it and the components will be transferred out of your inventory, and the kit will be transferred in to your inventory.
1.8Closed Builder
Closed Builder is a record of all Posted Open Builder Documents. It is possible to reverse Closed Builder.
Reversing a Posted Builder
To reverse a posted builder, go to the Navigator, select Inventory, Items, and open Closed Builder.
1
Find the Closed Builder that you need by using the Advanced Search button.
2
Once you have the correct closed document, select the Reverse Post button.
3
When the builder is reversed, it becomes an Open document. The Open Builder will automatically open showing the reversed items.
4
A Closed Transfer will be created transferring the component items in to your inventory and the kit items out of your inventory.
5
There will now be two records of the closed document in Closed Builder. The first will be the record as it was before the reversal, and the second will have all negative quantities.
1.9Event Manager
Event Manager is used to set up and track events, those attending an event, and any materials or fees associated with an event. The Event Card contains all the features needed to enter information about an event, and the attendees are added through the Open Invoice.
Event Card
Creating an Event
To create a new event, open the Event Card by going to the Navigator, open Inventory, Items, and select Event Card.
To create a new card, select the plus button located in the header, or go to the tool bar and select Add.
Event SKU
The Event SKU is a unique identifier that you assign to the event. The SKU will be entered onto an Open Invoice to enroll customers for an event.
Description
The Event Description describes the event that will be taking place.
Pricing
If there is a charge or fee for the event, enter it in the Our Retail field. After you enter the price, the Current Price will be automatically entered to match the Our Retail price. If you need to discount the price, enter the discount percent in the Discount field, and the Current Price will reflect the discount.
Location and Dates
The Location and Dates panel is where you will enter the start date, end date, start time, end time, location and the number of sessions for the event. This information will be printed on the invoice or receipt when a customer signs up for the event.
Classification
The Classification panel is where you will select a category, department, and enter any information necessary in the miscellaneous fields.
Attendees
The Attendees tab displays a list of all the customers who have enrolled in an event.
Max Capacity: The max capacity field is where you will enter the maximum amount of people who are able to be enrolled in the event.
Enrolled: The enrolled field will reflect the number of attendees enrolled in the event.
Reserved: The reserved field will reflect the number of customers who have made reservations to attend using the Hold Inventory box on the open invoice. When a customer pays for the event, they will be removed from reserved list and added to the enrolled list.
Name: Listed in the name column are the names entered in the Open Invoice when an attendee is enrolled.
Invoice ID: The invoice ID listed is the invoice on which the attendee was enrolled.
Date: The date listed is the date that the attendee was enrolled.
Price: The price listed is the price the attendee paid when enrolled.
Payment: Clerks can view the method of payment that the customer paid with to enroll for the event.
Salesperson: The name of the salesperson who enrolled the customer in the event.
Phone Number: The phone number listed is the contact phone number of the attendee.
Email: The email listed is the contact email of the attendee.
Notes: This field is for you to make any notes that need to be seen about the attendee.
Withdr. Inv: The invoice ID listed is the invoice in which the attendee was withdrawn.
W. Date: The date listed is the date that the attendee was withdrawn.
W. Price: The price listed is the price that the attendee paid or was refunded when withdrawn.
Scroll right or left to view additional columns.
Picture
The Picture tab on the Event Card allows you to select a picture for the event. Notes, Warranty and Sales Prompts are also located within this tab.
Picture: Click on the blue hyperlink or double click in the box to select an image for the event.
Notes/Warranty: Enter any notes or warranty information related to the event.
Sales Prompt: Create a sales prompt that notifies the sales clerk with a message when the event is sold.
Show Pop-Up: If this option is selected, the comments will pop-up in a small window when the event is entered in an Open Invoice. The clerk can then read the comments and inform the customer of what is needed.
Add Comment Lines: If this option is selected, the comments will be added to the invoice on the lines following the event.
Both: If this option is selected, the comments will both pop-up in a window and be added to the invoice.
Components
The components tab allows you to add any bundles, suggested sales, or tagalong items that may need to go with the event.
Bundles: Using Bundles allows you to add components to an item to make a group of items. When the item is entered in an Invoice, the components will automatically be added to the invoice. If you select the Itemize on Invoice the components will appear on individual lines. When you bundle an event, the retail price of the event will be automatically calculated as the price that the bundle will cost.
Tagalong: Using Tagalong will allow you to select components that go along with the item. The components will be entered into the open invoice along with the item.
Suggested Sales: When you use Suggested Sales you will enter components that should be suggested when the item is purchased. The suggested components will appear in a window in the Open Invoice any time the item is entered. The clerk can then suggest any of the components to the customer. If they check the check box next to the component, the item will be added to the invoice.
For more information on Bundles, Tagalongs, and Suggested Sales, see Components.
Web
Customers can enroll online to attend an event. Check the box for Web Item and enter any other necessary web fields. For more information on Web Items, see Web.
Event Notes
Event Notes are used for the store employees to track and details or related information pertaining to the event. These notes are not printed, they remain private.
Event Grid View
The Event Card Grid View allows you to edit multiple events at one time. The ability to add new events and search for single or groups of events still exists, but the main feature of the grid view is the ability to edit multiple events at one time.
1
To change event cards to the grid view, click on the icon located at the top corner of the event card.
2
The event cards will now be shown in an editable grid view for clerks to add new events, edit existing events, use the fill down options and more. See Item Grid View for full information on how the editable grid view is used.
Enrolling for an Event
Customers can enroll to attend an event for themselves or they can enroll others by paying for the event. To add new attendees, go to the Navigator, Sales, Invoicing and Open Invoice.
1
The first thing you must do is enter a customer onto the invoice. You will not be able to enter the event if there is no customer entered.
2
Enter the Event SKU in the SKU field and select the enter key.
3
A message will open asking if you want to enroll the customer as an attendee.
Select Yes to add the customer as an attendee.
Select No if the customer is enrolling someone other than them self for the event.
4
The enrollment window will open when either option is selected.
If Yes was selected, the customer will be automatically added to the event attendee list and a check mark will appear in the Add column indicating that the customer is being added to the event.
If No was selected, the customer will not be added to the event attendee list. The enrollment window will remain open to enter the contact information for any attendees who are being enrolled. When attendee information is entered, a check mark will appear in the Add column indicating that the attendee is being added to the event.
5
The enrollment box will show the maximum capacity for the event, the number of attendees enrolled in the event and the number of customers who have reserved a spot for the event. These numbers will enable the clerk to make educated decisions when enrolling attendees for events. Select OK to close the window.
6
When all attendees have been added, click OK to close the enrollment window. The event details will show on the open invoice, including the price for the event.
7
If needed, add any other items that the customer is purchasing to the invoice. When finished, select the method of payment that the customer is paying with and then post the invoice.
8
Go to the Event Card. Customers who have paid and enrolled for the event will show in the Attendees tab.
Using the Cheat Sheet with Events
The Cheat Sheet is a catalog feature that allows you to put your most popular items in a convenient location for them to be quickly added to an invoice. The Cheat Sheet is commonly used for items that do not have barcodes. Classes and events can be automatically loaded into the Cheat Sheet for quick and easy access when selling an event. For full information on the Cheat Sheet, see Cheat Sheet.
The Cheat Sheet must be enabled in General Preferences, otherwise it will not be visible on the invoice.
1
To enable the Cheat Sheet go to the POSIM Navigator, click on Administration and select General Preferences. Inside of General Preferences, go to Invoice, then select the Misc tab and check the box to use the Cheat Sheet.
When the Cheat Sheet is enabled, a tab that says will appear below the tab on both Open and Working Invoices.
2
From the invoice, click on the CHEAT tab to extend the Cheat Sheet out.
3
Click on the green Items button in the bottom right corner to edit Cheat Sheet details.
A window to manage the tabs and items that appear inside of the Cheat Sheet window will appear.
TABS - This is where the name for each tab will be entered.
ITEMS - This is where the items for each corresponding tab will be entered.
Event Tab - This checkbox is used for tabs that are specific to events/classes.
4
In the TABS box, double click in a text field and type the desired name for the classes/events tab.
5
Check the Event Tab box to indicate that this tab is for events.
6
Specify the number of upcoming events that should be automatically loaded into the Cheat Sheet tab.
7
When finished editing the cheat sheet details, click OK to save the changes and close the window.
8
Go to an Open or Working Invoice to view the tab that was created for classes/events. The events will be listed beginning with the next event (based on the start date) and will list as many events as was specified in the preference window.
Wait List
Customers can be added to a wait list when an event is full. If an opening comes available or if the class/event capacity is increased, store employees can contact customers who are on the wait list to fill the openings. There are two ways to add a customer to the wait list:
1. Using an automatic prompt that will appear when a customer tries to enroll for an event that is already full.
2. Manually adding the customer information to the Wait List inside of the Event card.
Adding to the Wait List using the Invoice
EVO will automatically notify a sales clerk when a customer tries to enroll for an event that is already full. When this happens, the clerk can quickly add the customer directly to the Wait List without having to leave the sales invoice.
1
Add the customer to an open invoice.
2
Enter the Event SKU in the SKU field and select the enter key.
3
The system will recognize that the event has already been filled to the maximum capacity and display a notification. The clerk will choose one of the following options: Cancel, Move To Wait List or Continue Adding.
Select Cancel to go back to the Open Invoice without adding the customer to the event.
Select Move To Wait List to add the customer to the event wait list and return to the open invoice.
Select Continue Adding to override the warning and continue adding the attendee(s) to the event.
Move To Wait List
When a customer tries to enroll for an event but the event is full, the quickest way to add the customer to the Wait List is by choosing Move To Wait List when the notification message appears.
1
Begin by entering a customer and an event SKU onto a new invoice as outlined in steps 1-2 of Enrolling for an Event.
2
If the event has been filled to maximum capacity, a notification will appear to the clerk. Select Move To Wait List.
3
The wait list of the event will appear and the customer will automatically be added to the wait list.
To print the Wait List, choose Print.
To close the Wait List, choose OK.
4
The enrollment window will remain open after the Wait List window is closed. The clerk can perform additional actions if needed. Then click OK or Cancel to close the window.
5
After the enrollment window is closed, the invoice will remain open, however the event will be removed from the invoice lines.
6
At this point, the invoice can be posted if additional items are being purchased or the invoice can be cleared/removed.
Continue Adding
When a customer tries to enroll for an event but the event is full, a sales clerk can enroll the customer anyway and overfill the class/event.
1
Begin by entering a customer and an event SKU onto a new invoice as outlined in steps 1-2 of Enrolling for an Event.
2
If the event has been filled to maximum capacity, a notification will appear to the clerk. Select Continue Adding.
3
The enrollment window will open and the customer who is being currently enrolled will be highlighted in pink. This indicates that the attendee is enrolling, but the class is over capacity.
4
After all attendee names, phone numbers, and email addresses have been added, click OK to close the window.
5
The number of attendees enrolled will appear in the quantity field on the invoice.
6
If needed, add any other items that the customer is purchasing to the invoice. When finished, select the method of payment that the customer is paying with and then post the invoice.
7
Go to the Event Card. Customers who have paid and enrolled for the event will show in the Attendees tab.
Using the Wait List on the Event Card
Customers can manually be added to the Wait List directly from within the Event card.
1
Go to the event card and click on the Attendees tab.
2
Click on the Wait List button.
3
Double click in the Name column and enter the name of the customer to add to the wait list. Additional contact information can be entered including: Phone, Email and Notes.
To print the Wait List, choose Print.
To close the Wait List, choose OK.
Reserving a Spot for an Event
Customers can reserve a spot for an event until they are ready to complete the enrollment process.
To reserve a spot in an event, the sales clerk will complete the steps of creating a new open invoice, adding the customer to the invoice and entering the event SKU as mentioned in steps 1-3 of Enrolling for an Event.
1
When the prompt comes up to enroll the customer as an attendee, select Yes.
2
In the enrollment window, select OK to add the customer as an attendee. If other attendees are being added, enter the name(s) and then select OK when finished.
3
On the invoice, check the Hold Inventory box. Having this box checked is what indicates that the customer has reserved a spot in the event.
4
Go to the event card and open the Attendees tab. There will be a blue hyperlink labeled Reserved followed by a number. This number indicates how many spots are being reserved for potential attendees.
5
Click on the link to view details on customers who have reserved a spot for the event.
6
When the customer is ready to pay for the event and finish enrolling, open the invoice by double clicking on the line that corresponds to the customer.
7
Choose a method of payment and post the invoice.
8
On the event card, the information in the Attendees tab will automatically update. The Enrolled number will increase and the Reserved number will decrease since the customer has fully enrolled for the class/event.
Withdrawing Attendees
If circumstances arise where an attendee needs to withdraw from an event, the process is done through an Open Invoice. Go to the Navigator, Sales, Invoicing and select Open Invoice.
1
Enter the customer’s information in the invoice, and enter the Event SKU in the SKU field.
2
When the prompt comes up asking to add the customer as an attendee, select No.
3
The Enrollment Window will open with the list of attendees.
4
Select the attendee needing to withdraw from the event. Check the Withdraw check box.
5
When all the attendees needing to be withdrawn are checked, select OK to close the window.
6
The transaction type will change to a Return and the line item will be highlighted in red indicating the return. The invoice total will show a negative amount to refund the customer.
NOTE: |
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You are the one who sets the guidelines for the amount of money that can be returned to a withdrawing attendee. The payment box will allow you to manually change the amount of money being returned to the customer. |
7
Post the Invoice. After the Invoice has been posted, go to the Event Card. The customer’s name will still be on the attendee list, but the number of Enrolled attendees will be adjusted. The line will be pink and the withdraw columns will contain information including the Invoice ID, Date and Price that is connected to the withdraw.
Notifying Attendees
Send email notifications and reminders to customers who are enrolled for events. This is especially helpful when sending material lists, instructions or any other information that attendees should know prior to attending an event.
Setup Email Templates
Email templates can be setup to customize messages for event notifications and event reminders.
1
To setup email templates go to the POSIM Navigator, click on the Administration section, select General Preferences and then select Email Defaults.
2
Select the Events tab which contains two additional tabs: Notify and Reminder.
3
Click on the Notify tab to create an email template for event notifications or click on the Reminder tab to create an email template for event reminders.
4
Insert a subject, attachment name and email message into each of the corresponding fields. For full information on each of these fields see Email Defaults.
5
Once email templates have been created, ensure that email settings are configured to be able to send emails out of POSIM EVO. See Setting Up Email Information for more information on configuring email settings.
Send Email Notifications and Reminders
Email notifications and reminders can be sent to a group of attendees who are enrolled for an event.
1
Go to the event card and click on the Attendees tab.
2
Click on the Notify Attendees button in the bottom right corner.
Select Cancel to go back to the event card. Email addresses can be entered for the missing attendees if needed. Repeat Step 2 to begin notifying attendees after all the desired email addresses have been entered.
Select OK to continue emailing attendees who have an email address entered. Any attendees who do not have an email address entered will be skipped.
3
The Event Email window will open with information automatically filled in. At this point, the clerk should review the information, add attachments and make any necessary changes prior to sending the email.
From - Select whether the email will be sent from the employee who is logged into the system or from the company email address. The company email address is pulled from the Company Info section found inside of General Preferences, see Company Info for more info.
BCC Myself - Check this box to receive a blind copy of the email in your email inbox.
Address - This is the email address that the email will be sent from. If Employee was selected, the employees email address will be shown. If Company was selected, the company email address will be shown. Click on the button to edit email settings.
To Address(es): Email addresses here will be visible to all attendees who receive the email. Enter one or more email addresses here if desired. Multiple email addresses should be separated with a comma.
BCC Address(es): Email addresses here will not be visible to the attendees who receive the email. By default, all attendees email addresses entered will be put into this field. Additional email addresses can be manually entered. Multiple email addresses should be separated with a comma.
Subject - The subject will auto fill based on information entered in the email template found in General Preferences. Clerks can edit the subject if needed.
Attachment - The attachment name will auto fill based on information entered in the email template found in General Preferences. Clerks can edit the attachment name if needed.
Browse: Select this box to browse the computer for attachments to send in the email. Multiple email attachments can be sent and will be separated by a comma. The maximum size for the email message cannot be more than 15 MB.
Message - The message will auto fill based on information entered in the email template found in General Preferences. Clerks can edit the message if needed.
Default: This selection will use the default subject, attachment name, and message from General Preferences. See Email Defaults for more information.
Custom: This selection will allow the logged in user to customize their own default message. When this is selected there will be a button for "Edit My Template" which will allow the user to customize their own email template.
4
Once the email message is ready to send, press Send.
5
When the emails are finished sending, the email window will close and go back to the event card.
Tracking Attendance
Employees can track event attendance for reporting purposes or to determine how to plan for future events based on past events. Since events can have multiple sessions, each sessions attendance can be tracked individually.
1
Go to the event card and click on the Attendees tab.
2
Click on the Event Attendance button in the bottom right corner.
The numbered columns indicate how many sessions there are for the event. The number of sessions comes from the # Sessions field inside of the Location and Dates box of the event card.
3
For each session of the event, an employee will check the box in the corresponding column to mark the attendees who attended the session. Repeat for every session until the event is complete.
Click Print to print the event attendance report.
Click Export to export the event attendance report to a spreadsheet file
Click OK to save and close the window.
Cancelling an Event
If a situation arises where the entire event needs to be canceled, all the attendees must be withdrawn and the event marked as inactive. The attendees can be withdrawn separately or as a group. To withdraw customers individually, follow the steps outlined in Withdrawing Attendees. To withdraw the attendees as group, follow the steps listed below.
1
Enter the name of one customer who is enrolled in the event to begin cancelling the event. A customer must be added to an open invoice in order to enroll or withdraw attendees from an event.
2
Enter the Event SKU in the SKU field.
3
When the prompt comes up asking to add the customer as an attendee, select No.
4
The enrollment window will open with a list of all the attendees. Check the withdraw check box for all of the enrolled attendees. Select OK when you have finished.
5
When the attendees are added to the invoice, the quantity will be negative indicating a return. If the attendees paid for the event, when the invoice is posted, the change due will appear and you can return the money to the attendees.
6
Once all the attendees have been withdrawn, go to Event Card and check the inactive check box.
Making an Event Inactive
To indicate that an event is no longer active, mark the Inactive check box.
Importing Events
Event cards can be imported from a spreadsheet into POSIM EVO using the Import Manager. For details on using Import Manager, see 1.1 Import Manager.