Manage Inventory Items

Add/Edit/Delete Inventory Items

Add Inventory Items

Navigate to the Inventory Category under which the Inventory item will appear. From the Tool Bar, select Add Inventory item.



Complete the form using the chart below as a guide. 
 

Item Description
Item ID The Item ID is a unique identifier for an inventory item (also known as SKU). The Item ID will auto-increment as you add a new inventory item.
Screen Description This is the description which will appear on the POS button and on the on-screen sales slip.
Print Description This description will appear on the printed receipt.
Text Display This is the alignment of the text on the POS button
Set IMG Set an image associated with this item. This image will appear on the POS button.
Is Alcohol? Check this box if this item is alcohol.  This is important for reporting purposes
Is Cover? Check this box if this item counts as a cover which can then be printing out as a report for tracking purposes. 
Is Packaged Item? Check this box if this item gets posted to more than one GL account.
Minimum Amount If the Is Packaged Item? checkbox is checked and the part or all of the price of the item qualifies for Minimums, enter the qualifying amount in the Minimum Amount field
Show Sug. Retail? Check this box if you want the Suggested Retail Price to appear on the bar code price label.
Cost Price This is the cost price for an item.
Selling Price The selling price for an item.  If the cost price is set for a non inventory item, the cost will be used to post to cost of goods sold when the item is sold.
Suggested Retail This is the suggested retail price which will be printed on the bar code price tags along with the actual selling price.
Qty On Hand This value is calculated by the system. Purchases are added and sales are deducted to calculate quantity on hand.
Banquet & Catering Service Charge Exempt Check this box if the item is exempt from B&C service charges
Prepaid Package
Child Item Select the radio button if the item is to be redeemed as part of a prepaid package
Parent Item Select the radio button if the item is a prepaid package to purchase
Allow Family Redemption Select the checkbox if all members of the family can redeem the package
Item Point Value This is the number of points to be redeemed when the child item is purchased at POS
Pkg Points This is the total number of points for the package being purchased
Expiration Date The is the expiry date for the package
Extra Information Enter any extra information associated with an inventory item for servers to see on the POS screen

Edit Inventory Item

Navigate to the Inventory Category in which the item resides and then click on the item. From the Tool Bar, select Edit Inventory item. Make your required changes and then click on the Save button on the Tool Bar.

Delete Inventory Item

Navigate to the Inventory Category in which the item resides and then click on the item. From the Tool Bar, select Delete Inventory item.

Note:  Only inventory items with a zero quantity on hand and which ar not associated with Billing Records in Accounts Receivable, can be deleted.  When an item is deleted it remains in th database but is flagged as deleted.  All deleted inventory items remain available fro reporting purposes  Deleted items will be removed from all POS profiles in which they appear.  A deleted inventory item can be recovered.


Recover Deleted Inventory Items

By clicking on the   button on the Tool Bar you may recover inventory items that were deleted.  The following dialogue box will appear.

When you select Yes, the following form will load.

  Find the time you would like to recover by scrolling the list. You can sort the lists by any column by clicking on the column header.  This will facilitate finding the desired item.  Click on the item and then click the recover button.


Adjust Cost Price

To adjust the cost price of an inventory item click on  located on the top panel bar.

The following from will load.

Enter the New Cost Price and click OK.

Note:  Change the cost price for an item cause an inventory adjustment as at the time of the adjustment.  If you make process a purchase of the item, after the adjustment has been made, which pre-dates the adjustment date,  That purchase will NOT update the cost price or QOH of the item.  Therefore it is important to ensure that all prior purchases have been processed and approved before performing a cost adjustment.


Packaged Items

Once you have designated an inventory item as a Packaged Item, it is necessary to configure the package.  To do so, select the item in the Inventory Manager and click on button,

 Ensure that the item you are configuring is highlighted in the top panel of the form.  You will need add line items to the bottom of the form for the various sales components.  To do so, click on the Add Item button on the bottom and the form highlighted in blue will load.  Complete the form and then click Add Another.  You will have completed the process when the message at the bottom of the form says Selling Price marches Item(s) Total.

Note:  You will not be able to sell a Packaged item if the total of the line items does not equal the selling price of the item.  You cannot discount or increase the price of a packaged item at POS or Billing Manager


Print Bar Codes

By clicking on the Inventory Item Bar Codes  button located on the top panel you can generate and print barcode for the selected item, on standard Avery 3 x 10 labels. 

Complete the form including the # to print and the print position (This is the starting label # on the sheet counting across and down. This allows you to use partially used Avery forms). To print the barcodes, select The Print Bar Code button.

You can print barcodes for multiple items at once.  This subject is covered in the Reports section of this manual.

Prepaid Packages

Many clubs off prepaid packages for guest fees, cart fees, golf lessaons and so on.  Prepaid Packages provide an easy way to sell a package and then track the redmption through POS.  Click here for detailed instructions on the creation and redemption of prepaid packages