Wholesale Distribution Software
To setup your product inventory, click the [Product Setup] button on the Administrator screen. The screen that comes up displays the list of the products that you have already setup, or an empty list if you have not setup any products yet. In this screen, you can add new products by clicking on the [New] button, edit the information of an existing product by selecting the product inside the list, and then clicking on the [Edit] button. You can delete a product by selecting the product inside the list, and then clicking on the [Delete] button.
If you want to view the list sorted by SKU, double-click the SKU column header. If you want to sort the data by any other column, double-click that column's header.
To find a specific product by SKU, click on the search icon (Binocular) inside the SKU column header, that brings up the search box, type the product SKU you're looking for and click OK. You can search by any other column the same way.
Let's go ahead and add a new product to our inventory by following these instructions:
- Click on the [New] button, that will take you to the product details screen
- Enter a UNIQUE product id in the SKU field, this can be any combination of alpha-numeric characters. It is up to you to use whatever method you see fit to come up with these SKU codes, as long as you make sure each product is assigned its own unique id.
- In the "product name" field, enter a name that is descriptive enough for you and your employees to recognize what the product is just by reading this description. For example, if the SKU for a product called "Head and Shoulders Shampoo" is HSShampoo, the product name should spell out the complete name of the product for better identification.
- The manufacturer and vendor codes are optional, but if you wish to keep track of the SKU/barcode that the manufacturer and vendor use to identify this product, you can enter the codes in these 2 fields to save them for your own future reference. If the manufacturer and the vendor of the product are the same, enter the same code in both fields. When you save this information, you can refer to the product when you order it from the vendor by giving them the code that they use to identify their products.
- Assign the proper tax code that will be used by the software to apply sales tax to the product when it is sold. The tax code can be selected from the existing list of tax codes that you may have already set up, or you can add a new tax code right from this screen by clicking on the box with the plus sign "+" inside the Tax Code field. Refer to the "Tax Code Setup" section on the main tutorials page for reference on how to add a tax code.
- Assign a category to the product by selecting it from the category field drop down list. If you don't see the category in the list, you can add the category by clicking on the plus sign "+" box inside the category field. Assigning a category to each product allows you to group products by category for easier navigation on the invoice screen, and for producing reports that are grouped by category. This allows you to view product performance reports on a group of products that fall under a specific category.
- The Bin# is a place holder for indicating where the product is shelved in your facility. It helps you and your employees to quickly locate the product in your store or warehouse if you store the location in this field.
- If this product is a "SERVICE", make sure the "Is Service" box is checked. Services are not concrete products; instead, they are services that are provided by your company to your customers, which include items such as repairs, hair dressing, skin care, nails trimming, etc. For these types of products, the Is Service flag should be checked. The software does not track inventory on products designated as services because you cannot quantify services.
- The "Convert to Package" box should be checked if this product is a combo package, which means the product in itself is not an actual product, but a package that includes other products. For example, if you create a package product that includes a necklace, a ring, and an earring for a price that is cheaper to the consumer than buying each item separately, you can create a product named JewelryPackage1 for example, check the "Convert to Package" box, and then click on the [Package Items] button to select which ring, necklace, and earring are included in this packages. The specific items that you add to this package must have already been added to the inventory prior to adding this package item. It should be noted that you have to save the package product first, and then edit it to convert it to a package. You will not be able to save a new item as a package before the item is saved first.
- The "Regular Price" is the price of the product that is charged to the customer. Enter the price that you want to charge the customer for the product in this field.
- The "Wholesale Price" is the price that is charged to customers that are flagged as "Wholesale Customers" under "Customer Setup". When a customer is flagged as a wholesale customer, the program automatically charges this wholesale price to the customer instead of the regular price.
- The "Last Cost" field allows you to specify the last price you paid for this product. This should only be entered the first time you setup the product. The software automatically updates this cost each time you receive a shipment of the product and you enter it in the "Receive Products" screen.
- The "Return Price" is the price refunded to a customer when the product is returned without a receipt. If the customer shows a receipt when the returned item is processed, enter the receipt number and the software automatically looks up the price that was charged to the customer, and uses that price for refund.
- If you want to create different pricing levels based on volume, you can create volume ranges for each product to indicate the price applicable for each range. To do this, click on the [Price Levels] button, and for each range, enter the "From" quantity, the regular price to be charged, and the wholesale price. The reason you do not have to specify both the "from" and the "to" quantities, is because the system automatically calculates the "to" quantity by determining if there is another price level whose "FROM" quantity is greater than the "FROM" quantity of the current level, and then uses that to limit the "TO" quantity.
- You can also track the different cost by different suppliers/vendor by clicking on the [Cost By Vendor] button, and then adding an entry for each supplier/vendor with the price that vendor charges you for the product. By keeping track of this list, it allows you to quickly look up which vendor gives you the best price for this specific product.
If you click on the "Inventory Levels and Other Info" tab, you can specify the inventory levels for this product. These levels include the minimum quantity that should be kept in your inventory, the maximum quantity that your stock of this product should be limited to, and other important information that you should track on each product. Following is an explanation of each of the fields on this tab:
- You can enter the "Minimum Quantity", which indicates the minimum quantity that should be kept at all times of this product.
- You can enter the "Maximum Quantity", which indicates the maximum quantity that should be kept in stock of this product.
- If you specify a "Re-Order Quantity" quantity, the software will use this quantity to determine how much to order of this product when the product quantity reaches below the minimum level. The re-order level is always added to the minimum level as the quantity to order. For example, if the minimum level that you set for a product is 10, and the re-order quantity is set to 5, the software will place an order of 15 when the product quantity reaches below the minimum level, and this re-ordering process is triggered when you generate a new purchase order.
- The "Actual Quantity" is the quantity that you indicate you currently have on hand. The "Calculated Quantity" on the other hand is the quantity that you should have based on the sales, returns, and shipments that you received for the product. The calculated quantity is automatically calculated by the program. The actual quantity can be adjusted at any time, and the program will deduct and add to that quantity thereafter, whenever a new shipment is received, or when the product is sold.
- You can receive shipments of the product right from the product setup screen by clicking on the [Receive Shipment] button, or you can receive shipments of this and other products from the "Receive Products" screen on the Administrator screen.
- On this tab, you can also specify the make, style, weight, and size attributes of the product. You are free to type in whatever you want in these fields, so do as you see fit.
- If you pay your employees commission when they sell this product, check the "Apply Commissions" box, select the method of how the commission is calculated [By Percent, or by a Specific Amount], and then enter the percentage or specific amount in the Rate or Amount field respectively. The percentage rate must be entered as a value between 0 and 100.