IdealWare Online Users ManualIY4-10 I/Y MAINTENANCE |
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┌────────────────────────────────────────────────────────────────────────────────â”
│01/08/08 D E M O C O M P A N Y │ │ INVENTORY GROUP MAINTENANCE │ │ GROUP LEVEL 1 ** │ │ GROUP LEVEL 2 │ │ GROUP LEVEL 3 │ │ GROUP LEVEL 4 │ │01 LEVEL DESCRIPTION │ │02 BUYER │ │03 LONG DESCRIPTION │ │04 ACTUAL GROUP │ │05 MARKUP/DISC CODE │ │06 CATEGORY CODE │ │07 SEASON CODE │ │ ----- GENERAL LEDGER ACCOUNTS ----- │ │08 INVENTORY │ │09 ADJUSTMENTS │ │10 CHARGE SALES │ │11 CHARGE COST-OF-SALES │ │12 CASH SALES │ │13 CASH COST-OF-SALES │ │14 EXTRA COST G/L │ │ │ │F5=INQUIRY, F6=GROUP BY LEVEL INQUIRY │ │F7=COPY G/L CODES TO OTHER GROUPS │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
Enter a 2 character group code.
You can use any alpha/numeric combination you wish, but it is a good idea to choose your code so that it resembles as much as possible the group of products it represents.
[F5] to display list of existing group codes for selection.
[F6] to access product by group inquiry.
[F7] to copy G/L codes from one group to another.
See PROCEDURE - COPY GENERAL LEDGER CODES.
When you enter a code, the program will prompt you to confirm whether or not you want to enter a description of the level or continue to the next level.
"*" to enter a level description.
[F3] to return to previous field.
[F4] to cancel group entry.
If you enter a level code and description that does not exist, the program prompts you to add a new group. See PROCEDURE - ADD A NEW GROUP. If you enter an existing group level code and description, the program prompts you to modify or delete the group. See PROCEDURE - MODIFY/DELETE AN EXISTING GROUP.
Example Inventory Group Maintenance Screen 1 display:
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│01/08/08 D E M O C O M P A N Y │ │ INVENTORY GROUP MAINTENANCE │ │ GROUP LEVEL 1 BS BUILDING SUPPLY │ │ GROUP LEVEL 2 ** │ │ GROUP LEVEL 3 ** │ │ GROUP LEVEL 4 ** │ │01 LEVEL DESCRIPTION BUILDING SUPPLY │ │02 BUYER │ │03 LONG DESCRIPTION BUILDING SUPPLY │ │04 ACTUAL GROUP │ │05 MARKUP/DISC CODE │ │06 CATEGORY CODE PROD PRODUCT │ │07 SEASON CODE │ │ ----- GENERAL LEDGER ACCOUNTS ----- │ │08 INVENTORY 011300 INVENTORY │ │09 ADJUSTMENTS 011310 INVENTORY ADJ │ │10 CHARGE SALES 014000 REVENUE, SALES │ │11 CHARGE COST-OF-SALES 015000 COST OF GOODS SOLD │ │12 CASH SALES 014000 REVENUE, SALES │ │13 CASH COST-OF-SALES 015000 COST OF GOODS SOLD │ │14 ExTRA COST G/L 000000 ***** NOT ON FILE ***** │ │ │ │** ENTER FIELD # TO MODIFY, D=DELETE, CR=CONTINUE, F9=SCREEN 2: __ │ │ F8=PRODUCT MODIFICATION OPTIONS │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
Enter field number to modify.
See PROCEDURE - MODIFY/DELETE AN EXISTING GROUP.
[Enter] to clear display.
The cursor returns to the GROUP LEVEL 1 field.
"D" to delete group.
See PROCEDURE - MODIFY/DELETE AN EXISTING GROUP.
[F8] to display processing options.
Currently, the only processing option is to copy the buyer code associated with the group to products. If there is no buyer code associated with the group, no processing is possible.
[F9] to toggle between screens 1 and 2.
Example Inventory Group Maintenance Screen 2 display:
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┌────────────────────────────────────────────────────────────────────────────────â”
│01/08/08 D E M O C O M P A N Y │ │ INVENTORY GROUP MAINTENANCE │ │ GROUP LEVEL 1 BS BUILDING SUPPLY │ │ GROUP LEVEL 2 ** │ │ GROUP LEVEL 3 ** │ │ GROUP LEVEL 4 ** │ │01 LEVEL DESCRIPTION BUILDING SUPPLY │ │ ----- GENERAL LEDGER ACCOUNTS ----- │ │02 TRANSFER SALES 000000 ***** NOT ON FILE ***** │ │03 TRANSFER COST-OF-SALES 000000 ***** NOT ON FILE ***** │ │04 BRANCH CONSUMPTION 000000 ***** NOT ON FILE ***** │ │05 CENTRAL DLY-IN COGS 000000 ***** NOT ON FILE ***** │ │06 CENTRAL DLY-OUT COGS 000000 ***** NOT ON FILE ***** │ │07 DELIVERY SALES 014000 REVENUE, SALES │ │08 DELIVERY COST-OF-SALES 015000 COST OF GOODS SOLD │ │09 PICK UP SALES 014000 REVENUE, SALES │ │10 PICK UP COST-OF-SALES 015000 COST OF GOODS SOLD │ │11 DIRECT SHIP SALES 014000 REVENUE, SALES │ │12 DIRECT SHIP COST-OF-SALES 015000 COST OF GOODS SOLD │ │13 RESERVED │ │14 RESERVED │ │ │ │** ENTER FIELD # TO MODIFY, D=DELETE, CR=CONTINUE, F9=SCREEN 1: __ │ │ F8=PRODUCT MODIFICATION OPTIONS │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
PROCEDURE - ADD A NEW GROUP
At any level field, if you enter a code which is not in the system the program will prompt you to add a new code. The following prompt displays.
[Enter] to add group code.
The program will step you through each field (see FIELDS below). Once all fields have been entered, the following prompt displays.
[Enter] to accept data fields and update file.
[F2] to modify data fields.
See PROCEDURE - MODIFY/DELETE AN EXISTING GROUP.
[F4] to not add new code.
The cursor returns to LEVEL 1 CODE field.
[F9] to access screen 2.
[F2] to not add new code.
PROCEDURE - MODIFY/DELETE AN EXISTING GROUP
If you enter an existing code the program will prompt you to modify or delete the code. The following prompt displays.
Enter number of field to modify.
Once you have modified the field data press [Enter] to return to this prompt where you can enter the number of additional fields to modify or press [Enter] again when finished.
You tried to access a display only field, press [Enter] to clear alert and continue.
[Enter] to indicate field modification complete.
[Enter] to accept changes and update file.
The cursor returns to the LEVEL 1 CODE field.
[F2] to make additional modifications to fields.
[F4] to cancel all changes.
The cursor returns to the LEVEL 1 CODE field.
[F9] to toggle between screens.
"D" to delete group code.
"Y" to delete code.
"N" to not delete code.
[F9] to toggle between screens.
FIELDS - SCREENS 1 & 2
Enter a 2 character code for each level to access, followed by [**] at the following level.
For example: to access a level 1 group code, enter the desired group code in the GROUP LEVEL 1 field and press [Enter]. In the GROUP LEVEL 2 field enter "**".
Example Group Level 1 Selection:
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│Jan08/08 D E M O C O M P A N Y │ │ INVENTORY GROUP MAINTENANCE │ │ GROUP LEVEL 1 PR SAMPLE PRODUCT GROUP │ │ GROUP LEVEL 2 ** │ │ GROUP LEVEL 3 │ │ GROUP LEVEL 4 │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
To access a Level 2 group code, enter the desired group codes in the GROUP LEVEL 1 and 2 fields, then in the GROUP LEVEL 3 field enter "**".
Example Group Level 2 Selection:
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┌────────────────────────────────────────────────────────────────────────────────â”
│Jan08/08 D E M O C O M P A N Y │ │ INVENTORY GROUP MAINTENANCE │ │ GROUP LEVEL 1 PR SAMPLE PRODUCT GROUP │ │ GROUP LEVEL 2 MI MISCELLANEOUS PRODUCT GROUP │ │ GROUP LEVEL 3 ** │ │ GROUP LEVEL 4 │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
Enter a description of the group level (up to 30 characters).
[F3] to return to previous field.
FIELDS - SCREEN 1
Enter buyer code.
Enter the first 3 letters of last name followed by first 2 letters of first name of the individual associated with the group as buyer.
[Enter] to bypass.
[F3] to return to previous field.
Enter description of group level.
You can enter up to 30 characters.
[Enter] to bypass.
[F3] to return to previous field.
This field is reserved for future use.
Enter associated markup or discount code.
[Enter] to bypass.
[F3] to return to previous field.
[F5] to display list of codes for selection.
Enter associated category code.
[Enter] to bypass.
[F3] to return to previous field.
[F5] to display list of codes for selection.
Enter associated season code.
[Enter] to bypass.
[F3] to return to previous field.
[F5] to display list of codes for selection.
Indicates that the fields below are G/L account codes and names. The G/L accounts should already be set up before you begin.
Typically, G/L references are defined at the level 2 group code since this provides the greatest utility to the grouping codes. Your system can be configured to define the G/L references at level 1 if you desire. Ask your IdealWare consultant if you want further information.
When creating new product groups with G/L references, the program will automatically default to the same G/L references displayed in the previous group. The defaults can be accepted by pressing [Enter] or replaced by simply typing in a new G/L division and account code. See PROCEDURE - COPY GENERAL LEDGER CODES for additional information.
Enter G/L account code for transaction types where applicable.
[Enter] to bypass transaction type.
[F3] to return to previous field.
[F5] to display G/L accounts for selection.
FIELDS - SCREEN 2
Enter G/L account code for transaction types where applicable.
[Enter] to bypass.
[F3] to return to previous field.
[F5] to display G/L accounts for selection.
PROCEDURE - COPY GENERAL LEDGER CODES
When setting up your product groups it is not necessary to define the G/L references for each group as you create them. Instead, you can create all the groups, define the G/L references for one and copy the G/L references to all or some of the other groups.
To access the COPY option simply access the program from the Inventory General Maintenance menu. Do not specify any group. The following prompt displays.
[F7] to copy G/L codes.
Enter group code to copy G/L references from.
Enter the characters of the code without separators and without following with "**". The program will insert separating dashes automatically when you press [Enter].
After selecting the source group, the program next allows you to define a range of groups to copy the G/L references to. All groups within the range will be affected. Groups outside of the range will not be affected. Thus you can create product groups with different G/L references based on a small number of source groups. As there is no inquiry possible when selecting the target groups, it is recommended that you print a list of all groups beforehand.
Enter code of first group to include in target groups.
[Enter] for first group defined in system.
Enter code of last group to include in target groups.
[Enter] for last group defined in system.
"Y" to copy G/l references from source group to target groups.
"N" to not copy and return to GROUP LEVEL 1 field.
To be useful, a group must contain two or more related products. Creating a group for every single product you sell defeats the benefit of grouping your products.
Use level 1 groups for your most comprehensive categories. For example: building materials, tools, clothing, furniture, appliances, etc.
Use level 2 groups to divide your level 1 groups into specific types of categories. For example, a level 1 group such as building materials could be subdivided into level 2 groups such as: concrete materials, insulation, lumber and wood materials, masonry materials, roofing materials, etc.
If desirable, use level 3 groups to divide your level 2 groups into specific lines of individual products. For example, a level 2 group such as masonry materials could be subdivided into level 3 groups such as: bricks and blocks, sand, lime, portland cement, tiles, etc.
If desirable, use level 4 groups to subdivide level 3 groups into smaller groups of individual products where such a further breakdown of products is helpful. For instance, if you sell a large variety of different sizes and colors of bricks, you might want to divide a Level 3 group such as bricks and blocks into level 4 groups based on colors, dimensions, weights, recommended uses, or whatever other categories might be useful to track your inventory and sales of these specific products.
Keep your groups as simple as possible. Grouping of products is intended to make it easier for you to keep track of inventory and sales. Create only as many groups and levels of groups that you actually need. If your line of products is relatively simple and straightforward, do not create a large number of unnecessary level 3 and 4 groups.