Inventory Parts

Purpose: To add new items to inventory, change information for existing items, and delete items from Inventory.

Rules for Entering Part Numbers:

A maximum of 16 alphanumeric characters may be used.
Do NOT use an asterisk [*] in your part number.
The tilde [~] is not allowed in your part number.
The colon [:] is not allowed in your part number.
The quotation mark ["] is not allowed in your part number.
The brackets [] are not allowed in your part number.

From the menu select Inventory Management, Maintenance Functions, Inventory Parts.

The Inventory Maintenance program uses three (3) tabs to enter part information. The tabs include the following information:

The General tab contains pricing, description and quantity information.
The Vendor Information tab contains cost, buy quantity, and vendor information.
The Miscellaneous tab contains General Ledger and quantity break information.

General Tab

Part Number/Part List - This prompt is a toggle prompt that will handle two tasks: 1) Creating/editing a part and 2) editing multiple parts using a stored List Name. Press F7 to toggle the prompt between Part Number and Part List.

Part Number - Enter a Part Number to put this item into inventory or type a part number preceded by a backslash "\" to access a cross-reference list. Press F7 to toggle the prompt between Part Number and Part List.

Part List - Enter the name of the Part List created in the Report Generator (see Modifying Parts using a Stored List). Once a Part List is entered, the system will select the parts in the list and display the first part. You can modify the information as desired.

Selling Prices

DockMaster allows you to establish multiple selling prices for each item in your inventory. The actual price column used when selling an item can be dictated by the Customer File or Pay Type File. Retail Price is the price you most often charge for the item. Selling Prices 2 – 5 may be alternate selling prices, such as a group discount price, a special sale price, or the price of the item when sold to another marina.

Retail Price - Enter the Retail Price of this part. This is the default price for any part, and is also referred to as price column 1 or List Price. This price should be left blank if you are using price factors to calculate your selling prices based on vendor cost.

Selling Prices 2 - 5 - Selling Prices 2 - 5 are user-defined and may be used as cost, list price, sub-dealer price, or a discount off the retail price for certain customers. These prices should be left blank if you are using price factors to calculate your selling prices based on vendor cost or retail price.

Tax Schema - Enter a Tax Schema for this part if applicable. If this is a non-taxable part, use the "NoTax" Tax Schema. By default, the system will use the Tax Schema defined for the location. If, for example, the local tax is a 6% rate, but clothing items should be taxed at a special 4% rate, then any qualifying clothing part should have a Tax Schema that has a 4% rate defined.

Department - Enter a Department for this part or press <Enter> to accept the default maintained in the Inventory Parameters. The Department File for each item determines the General Ledger accounts to which sales and other transactions are posted. Use a different department for items whose sale should be posted to different General Ledger accounts. Departments can be maintained through the File Maintenance Menu.

Careful assignment of Departments, Class codes, and Sub-class codes can maximize DockMaster's ability to control and report on very specific inventory data. Departments are also used to categorize parts for printing inventory labels and reports. Revenue reports can be printed by department in the Point of Sale module.

Class Code - Enter a Class Code for this part or press <Enter> to bypass this field. Class codes can be used to create smaller classifications of parts within a department or include several departments in a class of parts. Class Codes can be maintained through the Maintenance Functions Menu in the Inventory Control module.

Sub-class Code - Enter a Sub-class Code for this part or press <Enter> to bypass this field. Sub-class codes can be used to create smaller classifications of parts within a class. Below is a sample diagram of a part classification chart.

Abc company parts (department)

Electrical switches (class)

Plastic electrical switches (sub-class)

Price Factor - Enter a Price Factor for this part or press <Enter> to bypass this field. Price factors are used to calculate Selling Prices 1 - 5. Price factors are used to increase or decrease prices by a given percentage. You can click the Apply Price Factor button to calculate Prices for the current part you are maintaining. Price Factors can be maintained through the Pricing Menu.

Manufacturer Part # - Enter a Manufacturer Part # for this item if you are not using this number for your part number. The system will cross-reference your part number by this number.

Alternative Part # - Enter an Alternative Part # for this item which can be used if this part is not available. This number can be seen in the Inventory Inquiry program.

Superseded Part # - Enter a Superseded Part # if this part has been superseded by a new part in your inventory. This field can only be maintained after the new part has been entered. Note: These superseded numbers will be updated automatically if you are loading vendor price books.

Barcode Part # - You have two options when using a bar-coding system: 1) use the existing UPC labels already on your parts or 2) print your own bar-code labels for your existing part numbers. This field allows you to scan an existing UPC label already on a part to cross-reference your part number when the item is scanned at time of sale.

Core Part # - Enter a Core Part # that relates to this part or press <Enter> to bypass this field. When a part with a Core Part # entered in this field is sold, the system will automatically add the Core Part with a matching quantity.

Quantity on Hand - Enter the current Quantity on Hand for this part or press <Enter> to bypass this field. If you are loading inventory for the first time, you can bypass this field and enter your initial quantities through the Initial Quantity Load program at a later date. This will always be the case if the part was created by a vendor load or inventory conversion.

Unit of Measure - Enter the Unit of Measure for this part or press <Enter> to default to Ea (each). You can use any unit of measure up to ten characters: for example, Qt, Dz, Drum, etc.

Maximum Order Qty - Enter a Maximum Order Qty for this part or press <Enter> to bypass this field. While not mandatory, this field is very useful; a message will appear whenever this maximum is exceeded while creating a purchase order for this part.

Minimum Order Qty - Enter a Minimum Order Qty for this part or press <Enter> to default to 1. This field can be used to ensure that a minimum quantity is ordered when creating a purchase order for this part.

Multiple Order Qty - Enter a Multiple Order Qty for this part or press <Enter> to bypass this field. This field further defines the limits of an order by specifying the minimum increment by which you can exceed the Minimum Order Qty. The size or the order must be divisible by this Multiple Order Qty.
For example, when two-cycle oil is purchased by the case and each case contains 24 1-quart containers; the correct entry is 24. The system will not accept an order for 100 quarts of oil since 100 is not divisible by 24.

Safety Stock - Enter the Safety Stock (minimum stock level) for this part or press <Enter> to bypass this field. When the Quantity on Hand plus the Quantity on Order is less than or equal to this level, the Low Stock Report will include this part.

Recommended Level - Enter the Recommended Level (reorder point) for this part or press <Enter> to bypass this field. This field is used by the system to do Recommended Purchase Orders.
When the Quantity on Hand plus the Quantity on Order is less than or equal to the Safety Stock level, the system will order a quantity equal to the Recommended Level minus that quantity.
For example, you have 4 widgets on hand and 6 on order. If your Safety Stock level is 15 and your Recommended Level is 20, the system will recommend that you purchase 10 widgets.
Note: The Minimum and Multiple Order Quantity fields may force the system to order more than the Recommended Level.

Stockroom Location - Enter a Stockroom Location for this part. You can use any location up to ten characters. For example, a part may be located in section two, aisle four, upper level. The part location code is S2-A4-UP.
The stockroom location is very useful when you are taking your physical inventory counts. You can print your count sheets by stockroom location, and then when you enter your actual physical counts, the system will prompt you in the same order.

Desired Margin % - Enter a Desired Margin Percentage for this part or press <Enter> to bypass this field. Enter this number without the percent sign. This margin percentage is used on inventory analysis reports to show a variance between the desired margin and actual margin. The system does not automatically adjust your selling price to ensure that you receive this Desired Margin percentage.

Retail Discount - Enter a Retail Discount amount for this part or press <Enter> to bypass this field. This field is used to discount a single part when sold through the Point of Sale and Service modules. The discount is a reduction from the Selling Price.

Discount % - Enter a Discount Percentage for this part or press <Enter> to bypass this field. This field is used to discount a single part when sold through the Point of Sale and Service modules. The discount is a reduction from the Selling Price.

Inactive Date – Once a date is entered into this field, the part becomes inactive. If the part is selected on a Service Work Order, you will be prompted that this part is no longer available. The system will, however, retain the part and history.

Service Charge - Enter YES by checking the box if the part is subject to a service charge when sold at POS. Otherwise leave the box blank.

Vendor Information Tab

The Vendor Information tab allows you to enter the vendor(s) from whom this part is purchased. Your Primary Vendor should be entered first, followed by any alternate vendors you can get this part from. DockMaster uses the primary vendor designation in certain areas to recommend order quantities, etc. The number of vendors you can add to a part is unlimited. Note: If you want to move a vendor into the first position (row), left click on the column to the left of the Vendor ID and drag and drop it into the first row; the other vendors will be repositioned in the list.

Vendor ID - Click in the Vendor ID column to enter Vendor cost information for this part; you can also type a backslash "\" followed by the vendor's name to access a cross-reference list.

Note: If you want to move a vendor into the first position (row), left click on the column to the left of the Vendor ID and drag and drop it into the first row; the other vendors will be repositioned in the list.

Vendor Name – The Vendor Name is displayed for information purposes; you cannot modify this column.

Cost - Enter the Cost of this part from this vendor. This cost should represent the price you must pay to get this item. For example, if you can only buy this part by the case from this vendor, enter the case price. This cost figure may vary between vendors for two reasons: 1) one vendor just charges more for the part, 2) one vendor may allow you to buy a single item, while others make you purchase a specific quantity.

Press F9 to enter Quantity Cost Breaks. Quantity/Cost Breaks - a Vendor may give you a cost break based on the quantity you purchase. For example, if you purchase one item the cost is 10.00, however, if you purchase six, the cost is 8.50.

Click the Apply button to apply the cost breaks or click Cancel to exit.

Effective Dt - Enter an Effective Date for this cost or press <Enter> to default to the current date.

Part Number - Enter the Vendor's Part Number (if different than yours) or press <Enter> to default to your part number. This should be the part number that identifies this part to your vendor. This number will print on all purchase orders, vendor returns, warranty claims and any other correspondence concerning a part with this vendor.

Ld Time - Enter the Lead Time (Number of days) required to receive this part from the vendor once the part is ordered (optional) or press <Enter> to bypass this field. If you enter a lead-time for this part, the expected delivery date will automatically be calculated on the purchase order.

Buy Qty - Enter the Buy Quantity corresponding to the cost you entered. The Buy Qty is used by the system to calculate weighted average cost, margin and profit analyses, pricing for purchase orders, and other related functions.
You should also take into account the way this part is sold. For example, if you buy a quart of oil by the case but sell it by the quart, enter the case price in the Cost field and a Buy Qty of 12. However, if you only sell the same oil by the case, then the Buy Qty should be one (1).
This example brings up a common issue for stores that sell oil by the case and by the quart. You have two ways to deal with this scenario: 1) Use the Quantity Break feature to discount the oil for case quantities or 2) put the oil into inventory using two different part numbers - a case part number and a quart part number.

Crate Part # - Enter a Crate Part # that relates to this part or bypass this field. When a part with a Crate Part # entered in this field is sold, the system will automatically add the Crate Part with a matching quantity (currently available in the Service Module at this time). This prompt is used when you sell large inventory items that require a crate for shipping; you can charge the customer for the crate and issue a credit or cash back when the crate is returned.

Miscellaneous Information Tab

Key Words - Enter Key Words that will help you look up this part should an inventory label fall off or press <Enter> to bypass this field. These words should be short and descriptive, as you will not be able to memorize key words for every part on your system. For example, a spark plug may have a part number of CJ16; if you put "spark plug" as the key words, you can also look up this part by spark or plug.

-- G/L Accounts --

The G/L Accounts section should only be used if this part requires special accounting entries for this part only; otherwise, the Department entered on the General Tab will dictate the accounting entries. These accounts take precedent over the Department File and Inventory Parameter G/L accounts when formulating the accounting entries in Point of Sale and Service. Note: It is recommended that you leave these accounts blank and allow the Department File to make your accounting entries.

Inventory - Enter a G/L Inventory account number or press <Enter> to bypass this field. Press F6 to list the available accounts. The Point of Sale and Service modules use this account. These accounts take precedent over the Department File and Inventory Parameter G/L accounts when formulating the accounting entries in Point of Sale and Service.

Sales - Enter a G/L Sales account number or press <Enter> to bypass this field. Press F6 to list the available accounts. The Point of Sale module uses this account; this account takes precedent over the Department File and Inventory Parameter G/L accounts when formulating the accounting entries in Point of Sale and Service.

Cost of Sales - Enter a G/L Cost of Sales account number or press <Enter> to bypass this field. Press F6 to list the available accounts. The Point of Sale module uses this account; this account takes precedent over the Department File and Inventory Parameter G/L accounts when formulating the accounting entries in Point of Sale and Service.

Retail W/O Income - Enter a G/L Retail W/O Income account number or press <Enter> to bypass this field. Press F6 to list the available accounts. The Service module uses this account; this account takes precedent over the Department File and Inventory Parameter G/L accounts when formulating the accounting entries in Point of Sale and Service.

Cost of Repairs - Enter a G/L Retail W/OCost of Repairs account number or press <Enter> to bypass this field. Press F6 to list the available accounts. The Service module uses this account; this account takes precedent over the Department File and Inventory Parameter G/L accounts when formulating the accounting entries in Point of Sale and Service.

Serialized – Click the Serialized box to designate this part as a Serialized item. This prompt is currently only used for reporting purposes.

Hazardous - Click the Hazardous box to designate this part as a Hazardous item. This prompt is currently only used for reporting purposes.

Get Birth Date – Click the Get Birth Date box to force the Point of Sale program to ask for a Birth Date when this item is sold. This feature should be used when selling age restricted items.

Block Update From Inventory Load - Click this box to exclude this part from getting updated during a Vendor parts update.

Duty Rate - Enter a Duty Rate percentage for this part if applicable. This will be the default duty rate when this item is received through the Inventory Receiving program. The Duty and Tariff prompts are used in the Inventory Receiving program when receiving goods that have Duty and Tariffs.

Tariff Code - Enter a Tariff Code for this part if applicable. This will be the default tariff code when this item is received. The Duty and Tariff prompts are used in the Inventory Receiving program when receiving goods that have Duty and Tariffs.

Recommended use - Enter a Recommended use for this part or press <Enter> to bypass this field (optional). This is a description of the part's application. For example, "for use with 6 cylinder engines".

Ecological Charge – Enter an Ecological Charge for this part if applicable. This prompt is currently only used for reporting purposes.

VOC Lbs - If the part is subject to VOC (Volatile Organic Compounds) reporting enter the Mfg's stated VOC Lbs. The field format is 999.999999

--Quantity Breaks --

Refer to Setting Quantity Price Breaks for Parts for this section.

Click the Save button to save this part.