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Inventory Control Policy In order to control inventory more efficiently, prevent negative balances and margins, and increase our ability to serve our customers more effectively, the following procedures shall be followed. Negative Inventory Balances Inventory items that go into a negative balance indicate a problem has occurred with that item. Usually this is caused by the item being sold under the wrong unit of measure or the wrong part number, or inventory has not been received into the system (although the item is in the store).
If you have any questions or encounter any problems, contact the home office. Negative Margin Report The Negative Margin Report will alert you to potential problems with the way your items are priced in the FACTS POS. Please follow the instructions below to maintain positive margins on the products you sell.
If you have any questions or encounter any problems, contact the home office. Deleting Part Numbers One problem that has been encountered with regard to negative balances is having multiple part numbers in the POS software for the same item. If this occurs, sales may be pulled from one part number when it was actually received into another part number, thus causing a negative balance. There are several ways to prevent this from occurring. One method is to "clean" your item file by deleting the "bad" part numbers. Please be aware that it is important to follow the following guidelines in order to maintain sales history on the items being deleted. As you contemplate making changes in your item file, remember the following points:
Below are error messages you may encounter, and the reasons associated with that error message. Review these so you will be familiar with them, then follow the instructions for deleting a part number. Error Messages
Creating a Zero On-hand Balance If you have a balance on hand in the part number you desire to delete, you cannot delete that part number until you do the following:
Either sell the remaining items, or make an Adjustment Entry to remove or transfer the items. If an Adjustment Entry is made, you must run the Adjustment Register before you will be able to delete the part number. Deleting Associated Interchanges Once you get your balance on hand to zero, you should next delete your interchange code(s) for the item number you wish to delete. From the Main Menu (MM), follow this path:
Cursor over to Interchange to find the correct interchange or barcode to delete. To delete the interchange hit F4 to go back to Inventory Control Inquiries Screen. Then hit F4 again to go back to the Inventory Control Master Menu. Then take option 10 (File Maintenance) and then option 5 (Item Interchange F/M). Type in the interchange or barcode of the part number that you wish to delete and hit enter key. When the associated item number populates line 2, hit D for delete and then hit the enter key. It will prompt you with the following: Are you sure you want to delete this record? (N/Y) Type Y for yes and hit the enter key. You must continue this process to delete all interchanges/barcodes for the part number you want to delete, otherwise you will not be allowed to delete the part number. Deleting an Item Number From the Warehouse File Once you have deleted all interchanges attached to the bad part number, hit F4 to get back to the Inventory Control File Maintenance Screen. You must now delete the bad part number in the Warehouse Item F/M – Option 2. When the Warehouse Item F/M screen comes up, hit enter at the Warehouse 01 prompt. When the prompt comes up in the item prompt, type in the number to be deleted and hit the enter key. When the blanks are filled in, type "D" and hit the enter key. A message will come up that says: SA History exists for this item Enter new item to store sales history under, F4 Backup. Also, a blank will come up that says: Attention! Enter New Item……………….. Type in the part number that you want to keep all the history under and hit the enter key. You will now see the following message: Are you sure you want to delete this record? (N/Y). Type a "Y" for yes and hit the enter key. The part number is no longer in the Warehouse File, but still remains in the Item File. Deleting an Item Number From the Item File From the Main Menu (MM), take option 2 – Inventory Control. Then take option 10 – File Maintenance, then option 1 - Item F/M. Type in the number you want to delete and hit the enter key. When the banks are filled in with the information on that item, type D for Delete and hit enter key. You will now see the following message: Are you sure you want to delete this record? (N/Y). Type a "Y" for yes and hit the enter key. You will see a statement that says: SA History exists for this item Enter new item to store sales history under, F4 Backup. Type in the new number that you want the sales history to go into and hit enter key. It will then take you back to the main screen to enter a new part number. The item number has now been deleted from the system. Recording Changed/Deleted Item Numbers Whenever you change or delete an item number, record that activity on the Item Number Transfer Log. Since we will only retain the sales history of an item when it is transferred, this will give us a record of changes made and the ability to trace any related issues that may turn up later. Please see the form shown below:
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