Inventory
Complete inventory guide for COUNTERPOINT
- Bump All Price levels
- Common Problems / Troubleshooting
- Concepts
- Deleting Categories
- Home Hardware Barcode Receiving
- Inventory Counts
- Item Maintenance
- Kit Maintenance
- Multiple Bin Locations
- Pricing Guide
- Product Popularity Listing
- Receiving Product
- RF Count 'Cheat Sheet'
- Stock Adjustments
- Stock Transfer Reconciliation
- Supporting Files/Information
- Transferring Parts
- Uploading Min/Max/Reorder
- Zero Category On-Hands
Bump All Price levels
1. You will want to update the pricing on all items. This can be done via the following menu path:
6. Inventory > 4. Pricing > 5. On-Line Price Changes > 3. All Categories - By %age
In this screen, you will want to enter in the 3% increase against all price levels. Similar to this:
This is assuming you aren't updating your cost. Once you've entered the last set of price level info, F1 will bring you to the 'any change' message and another F1 will begin the process.
2. The next step will be to set the pricing parameters so that your next wave of price updates won't revert back to old pricing matrices. This is accomplished via the following menu path:
6. Inventory > 4. Pricing > 1. Data Maintenance > 4. Reset Multipliers By %
In This screen you can opt to modify Stocked item parameters, Non-Stocked parameters or both. In this case, I assume that you would be bumping the sell prices on both, so the screen would look like this:
Again, assuming you are only applying this to sell prices, not cost.
Common Problems / Troubleshooting
WRONG QUANTITY RECEIVED
- This could be the result of an incorrect pur qty being set on the item.
ITEM NOT SHOWING ON SUGGESTED ORDER
- If this is a supplier based order, check that the supplier number is set on the item. If not, you can add a supplier en mass to a category via the Purchasing > 1. Data Maintenance > 6. Set Default Supplier Code option
ITEM IS NOT PRICING PROPERLY
- First thing to check would be the pricing parameters, and the discount level on the item
- Next, you may want to look at the qty per on the item
ERROR 23 SHOWS WHEN RUNNING REPORT ON CATEGORY
- You will want to run a Inventory > 1. Data Maintenance > 5. Utilities > 1. Category Resequence routine on the category. Suggestion is to use ‘C’ for chaining.
Concepts
INVENTORY vs PRICEBOOK ITEMS
- One of the most fundamental ideas within the inventory module of COUNTERPOINT is the idea of an inventory vs. pricebook item. In the system, there are two databases of items. The inventory items, which are accessible via the inventory master maintenance, and the pricebook items which are unavailable via inventory maintenance, but can be priced and sold from the invoice screen. An Inventory item has been added to inventory via the product maintenance screen and contains detailed information about the part, defining its category, pricing, purchasing vendor, etc. A pricebook item exists in a secondary database in which we only know the vendor, the item description and a single price. Pricebook items are most likely b rand new numbers, or uncommon special order items. These Pricebook items can be migrated to Inventory items at any time, and this allows us to properly price and describe an item when migrating it to inventory.
STOCKED vs NON-STOCKED ITEMS
- The second concept would be a stocked vs. non-stocked item. These items would be classified as inventory items that have been set to reorder, vs. inventory items that you do not reorder. We will discuss how this classification is set further in the document where we cover the many fields contained in the Inventory item database.
Deleting Categories
There are two options to delete a category. One essentially will just 'flag' a category as deleted, but the items within that category are still held on the system. The other option wipes all of the information (Category and Part) out of the system.
Flag Category For Delete
This will only mark the category as deleted. All parts will still exist, but the category/parts will not show in reporting.
Deleting Entire Category, Including Parts
This option deletes the entire category, parts and all
Before deleting all items, you should confirm that none of the items within the category are on order and that none are on packing slips.. This can cause an issue if a PO with these items is received at a later date. Also, it is recommended (but not required) that you do a physical count to remove all on hands for a proper paper trail
If a category has only been flagged for delete, it has not been removed from the system. Revisiting this menu and opting to change a category will allow you to 'un-flag' the category. If you decide, after flagging a category for delete, that you want to fully remove the data you will need to follow the 'Unflagging A Deleted Category' instructions
Unflagging A Deleted Category
Home Hardware Barcode Receiving
The barcode receiving process is designed to allow the receiving of Home Hardware shipments based on the invoices sent by Home hardware. This process checks that the item is on the Purchase Order and has been invoiced by Home Hardware and does not allow items to be received if they are not on a PO or invoiced.
Procedures
Barcode Receiving On Screen
The barcode receiving is found in the Home Hardware menu.
The screen starts at the barcode where items are to be scanned. Using the F3 key from the barcode field will allow the part to be entered by category and part number.
Each time a unit is scanned the quantity received will be incremented by 1 unit.
After the item is scanned it will show in the body of the screen.
If the purchase order no longer exists for the item a message will appear “no PO 99999”. Press enter to pass these messages. Items not found on a purchase order will need to be received manually.
If the item has not been invoiced by Home Hardware or it has been fully received, a message will appear “not in received file”, these items will also have to be received manually if they were not previously received.
To enter a quantity received rather than scanning an item multiple times press the TAB key after scanning the item and you will be positioned in the Qty received field. The quantity entered here is the additional quantity to be received.
When all scanning is complete press the Ctrl A key to accept from the barcode field.
A prompt will appear “Print Edit List”. This will provide you with an edit list of the PO’s being received.
The next prompt will be “PO’s OK to update?”. Answer “Y” to this prompt and then proceed to the PO Update option in the main menu, Purchasing à Purchase Order Receipts à PO Receipts Update.
Barcode Receiving RF Gun
The barcode receiving is found in the RF menu, “Receive HH PO”.
The screen starts at the barcode where items are to be scanned. Using the Ctrl C key from the barcode field will allow the part to be entered by category and part number.
Each time a unit is scanned the quantity received will be incremented by 1 unit.
After the item is scanned it will show in the body of the screen.
If the purchase order no longer exists for the item a message will appear “cant find PO 99999” and then a message will appear “could not receive all qty”. Press enter to pass these messages. Items not found on a purchase order will need to be received manually.
If the item has not been invoiced by Home Hardware or it has been fully received, a message will appear “not in received file”, these items will also have to be received manually if they were not previously received.
To enter a quantity received rather than scanning an item multiple times press the TAB key after scanning the item and you will be positioned in the Qty received field. The quantity entered here is the additional quantity to be received.
When all scanning is complete press the F1 key to accept from the barcode field.
A prompt will appear “Print Edit List”. This will provide you with an edit list of the PO’s being received.
The next prompt will be “PO’s OK to update?”. Answer “Y” to this prompt and then proceed to the PO Update option in the main menu, Purchasing à Purchase Order Receipts à PO Receipts Update.
Report of Items Invoiced But Not Received
A report has been provided to show all items invoiced by Home Hardware that have not yet been received in the system. This report is found in the Home Hardware menu “Items_Invoiced_Not_Recd_List”. This report will show items invoiced by Home Hardware that were not received. This should be used to verify your receiving and report errors. Once the receiving is compete the Receiving file should be purged using the option in the Home Hardware menu.
Inventory Counts
OPTIONAL COUNTERPOINT SETTINGS
- While there are many settings available within the Inventory Count Parameter screen, the following are those which allow you to tailor your count.
- Count variance threshold: This setting allows you to define a variance at which to be notified when doing counts. For example, a threshold of 10 will mean that any time a count is out by more than 10, the gun will prompt you with a beep, indicating that the variance is out by more than 10. The purpose is to try to help avoid any incorrect scans or keying errors.
-
Update Type (A/V): This setting is specific to worksheet based updates and indicates what type of update you wish to run on the inventory.
- An [A] type indicates updating an “Actual” value meaning that, when the update is run, it will update the onhand with the value entered on the worksheet. For example, if you entered an onhand of 5, your current onhand will be updated to 5, regardless of sales.
- A [V] type indicates a “Variance” update meaning that, when the update is run, it will update the onhand based on the difference of what you counted to what the system thought you had at the time the worksheet was printed. For example, if the sheet said you had 4 but you counted 5, the count update routine will simply add 1 to your current onhand.
- Ignore Zero On-Hand on Count Sheets: This option allows you to ignore any items that the system sees having a zero on-hand value.
- Ignore Reorder Allowed: This option allows you to not print “N” reorder items on worksheets.
COUNTING WITH THE RF GUN (RECOMMENDED)
Counting with the RF gun is the recommended method of updating inventory counts. This method allows for consistent, real-time updating of inventory quantities without the hassle of printed count sheets and manual entry of quantities. This allows you to count lines in chunks, without worrying about messing up counts on update.
Getting Started:
- Log in to the RF gun.
- Select Option 9 from the RF menu.
- The RF count routine requires a PIN before starting the program. This is the same as used for physical adjustments, etc. If you cannot remember your code please call AMS support.
- The count scan begins by asking whether you wish to use Autoscan or Not. Selecting “Y” for Autoscan indicates that you will scan each item individually. Selecting “N” for Autoscan indicates that you will scan an item and manually enter in a quantity.
- After you choose Y or N the cursor will move to the Bar Code field.
Scanning Product
These are the options from the Bar Code field
- Start scanning product
If you are in AUTOSCAN mode pressing the ENTER key will perform the same as a second or subsequent scan.(Add 1 to the Qty)
- CTL/r to change the Autoscan setting. A second CTL/r will leave the program
- CTL/t to view the last item scanned by the User ID (RF0 through RF5)
- CTL/c to enter a part number that cannot be scanned
- TAB (CTL/i) to manually enter the QTY when in Autoscan mode.
Error Messages & Notices/Prompts
- Record in Use - (Another user scanning same Part Number)
- Over Variance
- Y=Update Inventory as Counted
- N=DO NOT Update
- C= DO NOT update the count, BUT, keep the count in storage, assuming you will find more of the item elsewhere.
- CAUTION: No is the Default if only Enter is pressed)
- Scan Failed – To continue Input Y and Press Enter.
- When you see a number of these for a line, contact AMS so that we may contact the supplier to obtain a barcode file to update your system.
- Recent Scans screen – A secondary screen may pop up for items that the system sees that you have already scanned. You have two options here:
- (R)epl – Replace the last scan with the current quantity, and start over.
- (A)dd – Add the current quantity scanned to the previous count
Variance Report;
The variance report allows you to view or print how any user is progressing
- select the report by taking the following menu path from any workstation
-
Inventory / 6. RF Count Reporting / 6. Update RF Count Detail / 1. Update RF Count Detail
- Enter your PIN
- Enter the Login ID you wish to report on. Pressing Enter will select ALL.
- Press Enter at the Update option to Not update the permanent count history data.
- Select the type of report you want; A=All items scanned OR V=Variances only.
- The Report will display on the screen.
-
Inventory / 6. RF Count Reporting / 6. Update RF Count Detail / 1. Update RF Count Detail
Update Count History
Updating the count history tells the system that you have completed counting all of the items you planned on counting at this time. Failure to update the count history will mean that, when you scan any of the items you have counted, you will be prompted with the “Recent Scans” screen popping up constantly.
- Select the same program as for Variance reporting
- Select ALL user ID’s by pressing Enter
- Input U and press Enter
- Select the type of report you want; A=All items scanned OR V=Variances only.
- Accept the options selected at the “Any change?” prompt.
COUNTING WITH WORKSHEETS
Getting Started
- Log in to COUNTERPOINT with your regular “menu-based” login
- Navigate to Inventory > 6. Physical Inventory
Creating Count Files
There are several different methods for creating Count Files.
Count File Create ‑ All Categories
This program creates a Single count file of the entire inventory in the system at the current time. It creates a work file that allows the user to create and print Count Sheets and adjust the On‑hand counts. It does noT adjust the On‑hand quantities in the Product Master File until the Update is run.
To Create a Count File for the entire inventory select [2] from the Physical Inventory Menu and the program will create the count file. Upon completion the screen will display:
records extracted = 999999
press ENTER to continue
When printing count sheets, an entry is added to the CARDEX, labelled “Physical Count Reset” this is NOT an adjustment of inventory, but a reporting of how many items were on hand at the time the sheet was printed.
Create and Print the Physical Count Worksheets
Once you have created the count file, select Physical Count Worksheets.
- CATEGORY?
Simply press [ENTER] if you have created the count files with Count File Create ‑ All Categories using menu option [2]. It is not necessary to enter a category here.
-OR-
If you are re‑printing a specific category that had been created with Multi‑Category Count File Create (menu option 4) type that category code and press [ENTER]. When complete, move to the next step of printing the count sheets.
Multi‑Category Count File/Worksheet
This program creates individual work files for each category designated. This program is designed for those users who do cyclical counts or are "just checking" particular lines. It automatically creates the Physical Count Work Sheet print file.
When printing count sheets, an entry is added to the CARDEX, labelled “Physical Count Reset” this is NOT an adjustment of inventory, but a reporting of how many items were on hand at the time the sheet was printed.
To create and print individual work files, select option 4 from the Physical Inventory Menu and the following screen will display:
-
CATEGORY
- Enter the category code you wish to count and press [ENTER]. Enter another category code if required. You may continue to enter up to 20 codes for each Product Line (category) to be counted.
- When all required categories have been entered [f1] to accept, and then [F1] again at the any change prompt.
- The program will create the temporary count files and then create and print worksheets for those specific categories selected.
- Upon completion of all categories entered, pressing [ENTER] will prompt the worksheets to print.
-
NOTE: Work file CAT.TMP already exists - Do you wish to EXIT from this program?
- If this message displays, type [N] and [ENTER]. This is an advisory message that there is a temporary count file created already.
Physical Count Input
This program is used to enter the adjusted counts to inventory. It does not immediately adjust the Product Master file but allows the user to print an Edit List to check for input errors before Updating.
If the All Category Count file create menu option was used, reply [y] to the All categories work file question, otherwise answer [N].
- CATEGORY
- enter the specific category code or [enter] to start the input from the beginning of the count file
- STARTING LOCATION
- Enter the Bin Location for the first product on the count sheet, if there are no bin locations being used, press [ENTER], or to start the input with the first part number for the Count File, press [F7].
- STARTING PART NUMBER:
- Enter the starting part number or [Enter] to start at the beginning of the inventory or category. This will display the part entered and the next 17 numbers in sequence. Scroll through the inventory items making the necessary changes. Use the [E](xit)” to quit the count input process.
Any part numbers which are NOT in the Product File but have been noted on the Count Sheets should be entered to the Product Master File AFTER the Physical Count updates have been run.
Physical Count Edit List
This program creates and prints an Edit List to check for errors during Input before actually updating the new counts to the Product Master File.
- CATEGORY?
- Enter the category to be printed, or press [ENTER] only if the Count Files were created using Count File Create – All Categories.
- Variances only
- This option allows the edit list to show only those items where the quantity counted does not match the computer quantity.
NOTE: A Category cannot be accessed by more than one person at a time!
Physical Count Update
This program updates the entries made in the Physical Count Input program, either by Category or for the entire Inventory File depending on the method selected. The Physical Count Edit Lists should be printed and verified before the update is run. When the update is complete, it produces a Journal that shows the discrepancies between the System Count and the Actual Count.
The screen will list up to 126 of the available work files that are on the system. The default is [Y] to update. Make the necessary changes for which categories are NOT to be updated.
There must be NO BACKGROUND GROUPS running, no one using the Inventory Control system, no one in Invoicing, and ALL INPUT MUST BE COMPLETE before the update may be run. The Update will proceed and a Physical Count Journal will print upon successful completion.
Physical Count Reports – Print (Optional)
As many of the reports and worksheets created in the Physical Count Routines are deemed unnecessary, the user may select to print only those reports that are required.
Item Maintenance
PRODUCT MASTER MAINTENANCE
- Item maintenance can be accessed via menu path Inventory > 1. Data Maintenance > 1. Master Files > 1. Product Master
- In Order, the field definitions on this screen are:
- Category: Category under which this item is placed
- Part Number: The item’s part number
- Barcode: The main barcode associated with this part number. More on additional barcodes will come later.
- Description: This is the base description for the item. This description shows on the invoice and any associated reports. One note regarding this field – Combinations of double quotes and commas within a field can cause a .csv extract to believe the field to contain a delimiter and, as such, cause incorrect parsing when imported into excel.
- Expanded: This is an additional 40 characters used to describe the part, but is only ever shown on the invoice billing screen
- Substitute #: This item will be shown as a substitute in the billing screen whenever the item is keyed into an invoice. Substitutes operate in a chain, in that the system will keep checking the substitute of substitutes until it reaches the end of the chain, or it loops.
- Summary #: If present, all sales of the selected item will be posted to the substitute number. Good for instances of feet vs rolls, etc. Also used in scenarios of Feet vs. Rolls. In the Ft v Rolls scenario, this summary number can be used as a number to order from. For instance, if you have an item where you can break the pack to sell smaller units, like a roll (Part 123), you can set up a number broken pack item (Part 123FT), and have the broken pack item replenish itself from the summary number.
- Type: This indicates whether the item is a (P)art, or (L)abour.
- Link: This indicates what sequence the parts within this category are ordered.
- Class: A high level part classification that can be used to classify your parts for specials creation
- Sub-Class: A more granular part classification that can be used to classify your parts for specials creation
- On Hand: The number of items the system thinks you have on hand.
- Committed: Optionally, the number of items you have committed to stock transfers.
- On Order: The number of items you currently have on order from a supplier.
- Customer b/o: The number of items you currently have on back order invoices for customers
- Supplier b/o: The number of items currently on back order from a supplier
- Def o/h / Cores Out: The number of defective items you have on hand, and the number of outstanding cores still out.
- On RGM / Lost Sales: Counts for both the amount of this item on an RGM, and the number of lost sales logged against this item
- Manual Maximum: The Max level set to be optionally used when creating suggested orders that may contain this number.
- EOQ Vendor / Transfer: The Estimated Order Quantity for both direct (Vendor) and DC based (Transfer) purchases, calculated based on a preset number of turns.
- Auto Lock: Lock the order points on this item
- ROP Vendor / Transfer: The ReOrder Points for this item, when calculating based on sales, safety stock and lead time, both from the supplier (Vendor) or a DC (Transfer). In cases where purchasing does not utilize the auto calculate / turns procedures, the ROP Vendor acts as your Min value.
- First Receipt Date: The date of the first receipt of this item. Replaces date added, as some users will simply add all items as inventory items, so the date added becomes irrelevant.
- Last Sale Date: Date of the last sale of this item.
- Last Purchased: Last date that this item was put on order on a PO
- Quantity Per: This is the quantity by which this item is priced. When selling an item, the selling price will be divided by this quantity to determine the unit selling price.
- Type: This is a freeform text field, used in conjunction with the Pur Qty field to present the part in such a way that it reads properly on a printed PO. Examples are BOX (1 BOX of X), ROLL (1 ROLL of X), CASE (1 CASE of X), etc.
- Weight: The weight of the item.
- Pur Qty / Use on PO: Pur Qty is the quantity in which this item must be ordered. Any time an order is created, this item will be ordered in multiples of this number. The Use on PO field determines whether the actual order quantity sent to the supplier is divided by the Pur Qty. For example, if a supplier will only sell an item in boxes of 25, which they see as a single unit, but you see as 25 single items, you would set the Pur Qty to 25 and the Use on PO to Y. This would cause the system to order only 1 unit but, upon receipt, would put 25 into stock. Another scenario may be where a supplier requires you purchase an item in multiples of 6. You still need to order 6, but you must always order in multiples of 6. In this scenario, you would set the Pur Qty to 6 and the Use On PO to N. This will cause the item to only be ordered in multiples of 6.
- Lead time in days: Parameter to be used when calculating ROP for this item when using the modified purchasing model.
- Reorder: Reorder can be set to 1 of 4 things:
- N: Do not reorder
- Y: Reorder
- S: Summary: Reorder this number (using the Pur Qty) from the Summary number (Field 13). This causes 1 unit of Field 13 to be taken out of inventory, and the number of units in Pur Qty to be added to this item.
- K: Kit: Replenish one of this item and reduce inventory, optionally (see next field), on the items that make up this kit. See below for more info
- Ret Allow: This field defaults to Y, but allows you to disallow returns on an item.
- Kit Type: This field can have one of two options
- M: Manufactured Kit – This is a kit that is deemed to be an inventoried item. This means that you would receive this item into stock, and at that time the components that make up the kit have their inventory depleted as determined by the kit. Components of an M type kit cannot be substituted. Also, as it is an inventoried item, sales of a M kit are attributed to the kit itself.
- C: Counter Kit – This is a kit that does not have actual inventory, but is put together at the time of sale (ie. Oil Change Special Kit). Items can be substituted with this type of kit as well. At the time of sale of this item, the clerk can determine which components are making up this kit, and the sales of these items are attributed to their components.
- Price Break: A sales quantity price break that is to be applied to this item. For example: Buy 6, save 15%. More on this is available in the pricing manual handout.
- Bin Location: Bin in which this item is located if utilizing bins.
- Supplier #: Internal supplier code for this number. This is used when creating orders by supplier number, and must be set if creating orders in that fashion.
- Line Cd: The warehouse line code for the item. This is the code that will be submitted to the warehouse when sending order for this item. If it is blank, it will use the default which is set in the warehousing menu, under Jobber to A/S line code
- Ecat Vend: Override the ecat vendor which this item should be associated with
- Currency: The currency code associated with this number
- Price Levels 1-6: The first level of pricing of an item is the base price levels 1-6 listed on the item itself. These are the prices that are calculated based off of the configured pricing parameters and the pricing provided by AMS, or manually entered.
- Average Cost: The average cost of an item based on the number of units received and the cost at which they were received.
- Core Price: The selling price of the core of this item.
- Cost / Core: The base cost of the item prior to any upcharges put in via pricing parameters. Also, the core cost of the item.
- Discount Level: The pricing parameter that is to be used when calculating prices of the item. More on this in the pricebook manual
- ABC: Ranking of the item
- Tax Code | Duty % | Season: The Tax level to be charged on the item (Tax codes are defined in the Billing parameters maintenance, but 1 is the default, 0 would charge no tax). Season code is used for seasonal purchasing and can be calculated.
- Levy: Eco fee code associated with the item.
ADD/CHANGE/DELETE ITEM
- In the product master is where you would add an item. The most important things to determine when adding an item. Initial item setup really only requires the part number be added, but it is always suggested that you determine the proper price discount, base price, qty per, purchase quantity and order points. This will allow you to, at a minimum, properly purchase and sell the item going forward.
- Change & Delete options are also available. You must note whether an item in on hand, or on order before deleting it from the system.
BARCODES
- While there is a base barcode on the item itself, many times the barcode may not be available at the time of adding the item to inventory. If this is the case, a default AMS generated barcode will be created and associated with the part. In these scenarios, additional barcodes can be tied to the part via the Inventory > 1. Data Maintenance > 1. Master Files > 5. Alt Barcode screen.
- This screen will allow you to select a part number and then attach a new barcode to it. You may also select a quantity for the barcode to allow for box, case, pallet, etc barcodes that can be used when receiving or purchasing the part.
Kit Maintenance
The inventory system has been enhanced greatly with the introduction of Kit items. A kit is defined as either a counter kit: one that is created at the time of sale, or a manufactured kit, one that is created and placed on the shelf ready for sale. A counter kit has no inventory on hand, a manufactured kit does.
A kit item may belong to any category, or a separate category may be created for manufactured kits, if desired. There is no difference between a regular category record and one that is created for kit items.
Add the kit item
Identifying a kit item involves two steps. First, enter [k] (not displayed as an option) in the reorder field on the item record in inventory control à file maintenance à product master maintenance. Then differentiate the item as a counter [c] kit or a manufactured [m] kit in the kit type field directly below. The remainder of the fields may be set up as usual.
Attach components to the kit
Once the kit item has been created and [F1] accepted, the user is prompted with maintain kit definition? If [n], the function is complete and the user is able to add a new kit number. The kit definition will have to be set up at a later date using the change product menu option. If the response to maintain kit definition? Is [y], a secondary input screen is presented for entry. The category, part number, description and barcode are displayed, as well as the average cost and kit type. Changes are not permitted to these fields.
The user will enter the category/part number combination for each product that will be used in the manufacture of this new item and the quantity that will be used. If the kit type is [m], the default for the sub field will be [n] and may not be changed. If the kit type is [c], then the sub field is available for entry and may be either [y] or [n].
A sub refers to the user’s ability to substitute another item for the one listed in the kit definition at the time of sale. Since a manufactured [m] kit is created and assembled prior to sale, no substitutions are permitted. However, a counter [c] kit is assembled at the time of sale and by its nature, requires the ability to sub out items on the fly.
The hide field refers to whether or not to hide the component items on the printed invoice. If the items are hidden on the printed invoice, then only the kit item will appear as with a normal item. When the items are not hidden on the printed invoice, then the kit item is printed as usual, and the component items are listed underneath. No pricing information is printed for the component items.
Kit Master File Listing
A new report has been added to the inventory control à inventory reports à additional inventory reports menu, called Kit Master File Listing. The user enters a specific category, a category range or [enter] to default to all categories.
For each kit item, the 5 price levels and the associated GP % are printed, as well as the cost and core price. Then, the details of the components for the kits are presented with category / part number and description, the quantity required for each kit and the costs, unit, extended and core. Totals per kit are provided.
Inventory considerations
As stated previously, no inventory is held on hand for counter [c] kits. The components are subtracted from inventory at the time of the sale, just as if each individual item was sold separately.
Manufactured [m] kits, however are held on the shelf ready for sale and therefore must be received prior to being able to be sold. Increases in inventory levels for [m] type kit items are done through Purchase order à Purchase Order Receipts processing à rush receiving. As the inventory of the full good is increased, the inventory of the component goods is reduced.
Multiple Bin Locations
Multiple Bin Locations
There is now the option for setting up alternate bin locations for each item. Before proceeding, make sure that the flag to allow multiple bin locations (field # 45) has been set to [y] in SYSTEM UTILITIES > Systems Setup > Sales Desk > parts billing parameters > Screen 2.
Bin Location Maintenance
This option is used to set up, view a specific location or view all locations for a specified product. Deleting an alternate bin location is also available from this menu. This option is found in the menu inventory > Data Mantenance > Master Files > Bin Location Maintenance.
Bin Location maintenance can also be performed when in the Product Master maintenance by selecting “B(ins)”.
The Bin Type “R”, Retail, is used to identify product in the retail space of the store. Nightly reporting is available to indicate which retail products currently have zero available and need to be replenished from other locations.
The retail bin location can only be the primary location if it is the only location for the product and POS transactions will update the on hand in the Retail location.
Receiving and Stock Transfers will update the quantity on hand in the primary location which is the location shown on screen in Product Maintenance and Inquiry.
Any product with multiple bin locations and the Retail location that has a negative on hand quantity will have the Retail location adjusted up to zero and the primary adjusted down by the same quantity nightly.
Stock Relocation Adjustment
inventory > Data Mantenance > Inventory Adjustments > Stock Relocation Adjustment
Use this option to adjust the on-hand quantities for each alternate bin location. Enter the category and part number. All of the locations will be displayed. At the any change prompt, press enter to get to the quantity to adjusted by field. Enter the quantity (followed by a minus sign) that is to be moved to other locations. Then distribute that amount to the alternatives. The total field at the bottom must be 0 in order to [f1] accept the entry. Pressing enter after the accept will allow you to continue with further adjustments and “N” will exit to the menu
Stock Relocation Report
This will report all Retail Locations that have and On Hand Quantity of 0 or less which is to be used to replenish these locations. This report will be run automatically each night.
On Dock Purchase Orders
To flag a purchase order as On Dock use Purchasing > Purchase Order Receipts > On Dock Assignment. Enter the PO Number then confirm it is the correct PO, the first page of lines on the PO will be displayed and answer “Y” to create the Dock locations for this PO.
The Dock locations are automatically removed when the PO Receipts Update is completed for the PO.
P.O. Receipts Relocation Listing
Multiple bin location items are automatically received to the primary bin location as listed on the product master maintenance screen. This report provides the information necessary for the user to relocate the quantity received to different locations.
This report is Purchasing > Purchase Order Receipts > P.O. Rec. Relocation Listing
P.O. Receipts Relocation Adjustment
Similar to the Stock relocation adjustment, the user is able to move the recently received quantity from the primary (default) location to multiple locations.
P.O. Receipts Relocation Update
The adjustments made in the above step will be updated.
Alternatively the adjustments can be made using the Stock Relocation Adjustment described earlier in this document.
Inventory Adjustments
When entering Inventory Adjustments, inventory >
Data Mantenance > Inventory Adjustments > Stock Adjustments, if a part is assigned to multiple bin locations you will need to enter the quantities adjusted by bin location when completing the adjustment
The default is to adjust the primary bin but you can change the quantities however the adjusted quantity for the bin locations must equal the total adjustment quantity.
This is the same procedures as used in the Stock Relocation Adjustment
Bin Location Lookup in Invoicing
Products with Multiple Bin Locations that have an on hand quantity will be identified on the invoice screen with a comment of “*MANY*” and products that have zero on hand but are included in an On Dock PO will have a comment of “*DOCK*”.
To check the available quantities for multiple bin locations within the invoicing screen press Shift F4 from the line Type field and you will be prompted for a line number to search. The bin location quantities for the selected part will be displayed in the Information Window. The sale of a product will always reduce the on hand quantity for the Retail bin location if one exists and if no retail location exists the Primary location will be adjusted.
All bin locations will be included on the printed invoice.
Pricing Guide
Overview
This document outlines the files and processes involved in updating and applying pricing to items and/or customers in the COUNTERPOINT ERP system. We will discuss the very basic fundamentals of pricing (stocked vs. non-stocked) down to some very specific utilities that can add significant dollars to your bottom line. This document will also define the various places where parameters need to be set up, the behind-the-scenes updating of prices and some common issues that can occur in the pricing module.
Supporting Files/Information
BILLING PARAMETERS
- Within your billing parameters is where a number of things are set up that cover how your system handles pricing.
- To access the billing parameters, you want to take menu path System Utilities > 3. System Setup > 4. Sales Desk > 2. Parts Billing Parameters. From here, there are a few options:
- Price Levels - Screen 1 – Fields 14/15/16: When AMS receives a price file, we will only load Cost, Core and up to 3 other price levels (Jobber/Dealer/List). Fields 14-16 define where these prices would be assigned in your system.
- Alternate List – Screen 3 – Field 52. This allows you to use a price other than price level 1 to show as list in the invoicing program.
- Allow price reductions – Screen 4 – Field 39: Setting this to an “N” will stop the price update routines from allowing price reductions. DO NOT RECOMMEND SETTING THIS OPTION!!!
- Remove zero priced items
- Update price multiplier codes – Screen 4 – Field 14 (Auto Update Discount Levels): When set to Y, AMS price updates will also update stocking items to have the same Price Multiplier code as what the system finds. If the system does not see a match, it will update space to the items.
- Allow non-stocked items to autoselect a category – Screen 1 – Field 17 (Use Part Index): When set to Y, this will cause all items in an AMS price file to no longer need a category forced in when selling the item in the invoice screen. Please note: This will NOT add the item to inventory. Only create the convenience of not having to force a category code.
CATEGORY FILE
- Category maintenance can be accessed via menu path Inventory > 1. Data Maintenance > 1. Master Files > 1. Category Master
- In order for pricing to properly update, a category MUST have a pricebook vendor, and that pricebook vendor MUST be the same as what we provide in the header of the price input file.
- An incorrect or wrong pricebook vendor will result in no prices updating.
- Notify AMS if you notice any duplicate codes
- Always ensure the proper buying group code (UNI/AS/BBW prefixes)
- Additionally, you must ensure that the correct catalogue vendor code is assigned to the category in order for proper pricing to show online on either the autoecat or nexpart catalogues. Please Note Fields 20 & 22 for the vendor codes
- Field 32 also enables Price Point pricing, which will be covered later.
Pricing the Item
PRICE PARAMETERS
- Many price files will only contain 1 or 2 prices, so when a price update runs, we utilize ‘pricing parameters’ to determine what the rest of the price levels should be. These parameters are split into two types: Stocking Parameters and Non-Stocking Parameters
- Price parameters allow you to set the rest of the 1-6 price levels in COUNTERPOINT based on percentage increases or decreases from a base price given to you via price file update.
- Note the concept of percentage increases. Many assume 1X or 2X pricing where, in our world that would be +100% or +200%.
- Pricing parameters are the lowest and most general level of price definition within COUNTERPOINT. Before we can set up discounts, contracts, specials, etc. Pricing parameters MUST be set up. This defines what prices are assigned to an item.
- When AMS sends out pricing files, we assign each file a price parameter code. Sometimes these codes are pre-defined by the price file provider, sometimes there are requests to break files out into various different groupings for your use.
- When it comes to pricing parameters though, there are a few things to note:
- There are two types of pricing parameters, Stocked and Non-Stocked. This allows you to mark-up product that you have to bring in differently than that which is on your shelf.
- There is a ‘Default’ price parameter that we always look for in case of no price parameter existing. This is a blank or space price parameter code.
- Non-Stocked parameters are always provided in the files AMS sends out. These codes MUST exist, or the system will attempt to use the blank/default price parameter.
- Stocking price parameters are assigned at your discretion. We may send a file defining a price parameter level of “X”, but if your stocking item declares the pricing parameter code for that item is “Y”, the system will assign “Y” pricing to the item
- While there are two files that are maintained, there is one main maintenance screen accessible in the COUNTERPOINT menu via Inventory > 4. Pricing > 1. Data Maintenance > 1.Price Multipliers
- However, you can also maintain JUST the non-stocked parameters via another program.
- Inventory > 4. Pricing > 1. Data Maintenance > 2. Non-Stocked Multipliers
- You can see in the image above, there are two sections: The top section is the stocking parameters and the lower is the non-stocking parameters.
- When setting up a price parameter, we always try to advise that you to set up a ‘blank’ or ‘space’ price level. This price level acts as a backup, or default parameter when the automated routines update price files.
- You then want to set your base price that you will work your parameters up/down from
- In the first line, ‘Becomes’ MUST be provided by us. For example, if you put Price 1 Becomes Price 6 in the first line, but all AMS delivers is List (Price 1), then the parameters will never work.
- Another thing to note is that, in some cases, your screen layout may be off and your cursor will look to be stuck in the yellow heading. If you notice this, please call AMS and have us rectify the issue. This can cause issues of you getting kicked out of the invoicing screen when billing a non-stocked number
- The field after the % sign is where you define ‘rounding’. This can either be (R) for Retail, or (C) to round up to the next penny. There is more info on Retail Rounding below
- You do not NEED to set up all of the prices, just the prices that you use in counterpoint.
- In the bottom section, the customer will usually just copy the parameters set in the top section, and they are even prompted to do so. However, they can manipulate it if they desire.
- If it is a very complicated category, where there are more non-stocked parameters than stocked, you may need to utilize the ‘Non-Stocked Parameter’ program.
- At the bottom of the pricing parameter screen, the default category MUST be properly set.
- An improper category here will result in bogus prices showing on the web, where the web is trying to price an item based on the parameters from the wrong category.
- Any parameters that are set up here must be additionally set up on the items in your inventory file as well via the Product Maintenance screen, available via menu path Inventory > 1. Data Maintenance > 1. Master Files > 1. Product Master. The screen looks like this:
- The ‘Discount Level’ field is where you would place your pricing parameter code.
- Additionally, if you enter an asterisk (*) in the discount level field, all price updates will be blocked. This locks all current pricing (except cost)
RETAIL ROUNDING
- When setting up pricing parameters, you have the option to assign ‘Retail Rounding’. Retail rounding is the concept of rounding up to pre-set cent values, ie. .49/.99.
- To set up retail rounding, you want to take menu path Inventory > 4. Pricing > 1. Data Maintenance > 5. Retail Rounding Parameters
- Retail rounding parameters are ‘stacked’, you define constantly rising ‘up to values’.
- You then define what items will be rounded to, based on their original price.
- In this example, all items up to 32.50 (and also above the price of the last parameter) will be rounded to the next $9.99. So, an item that is 30.15 will become 39.99. 35.89? 39.99.
Pricing Updates
UPDATE INQUIRIES
- To check when a price update happened, or what a price changed from, you can look at the price update inquiry found in Inventory > 4. Pricing > 2. Inquiries > 2. Price Changes Inquiry
- Select the source (S)tocked or (P)Line, a category and a part number.
- You will be presented with all of the most recent price updates, the price parameters used and the price the item changed from.
- To check a more summary version of when files updated, use Inventory > 4. Pricing > 2. Inquiries > 1. Price Update Log
AUTOMATIC UPDATES
- Each time AMS receives an update file, we are given an effective date for said pricing file. This file is sent out to customers with enough time to automatically update on the customer’s site on its effective date.
- All automatic price updates run at 3am on the effective date
- You can optionally also update pricing multiplier codes when running price updates by going to System Utilities > 3. System Setup > 4. Sales Desk > 2. Parts Billing Parameters., selecting Screen 4. Field 14 should read ‘Auto update Discount Levels’
- Setting this to “Y” will mean that, any AMS price update that is run will update all stocking items with the price multiplier level assigned to the file that is updating.
MANUAL UPDATES
- In cases where users decide against automatic updates, or when a user would like to re-update a file, the manual price update routine is available.
- To access the manual update routine, you would take menu path Inventory > 4. Pricing > 4. Update by Manufacturer
- This will present you with a screen listing all currently available updates on your system (Files are purged every 90 days).
- You can scroll through this list with the (N) key, or select a vendor with the (V) key. Once selecting a file, a small pre-processing routine runs to ensure validity of the file. As all files are checked before release, and emails sent to us in any cases where files ‘slip through’, there should be no issues and you only need to press F1 to pass through this screen
- Finally, you are presented with the price update screen:
- If the file has been updated, it will notify you. Simply pressing enter will pass by the message.
- The options of the manual update are, in order:
- Update stocking inventory - This allows you to choose whether to update your stocking items or not. Input is a Y/N option.
- Select Categories to Update - The categories listed here are the categories in your system with a matching vendor code in
ONLINE PRICE CHANGES
- If you have lines where AMS does not provide pricing, you have 3 options to update the prices manually.
- The online price change menu is found at Inventory > 4. Pricing > 5. Online Price Changes
- Within this menu, you have multiple options of how to manipulate your pricing
- By Category By Part: Scroll through the category part by part, changing the prices on each part individually
- By Category By %age. Utilizing percentages, similar to pricing parameters, change all or some of the parts within a category.
- All Categories – By %age. This option will update ALL parts in your inventory, utilizing percentage based changes much like the pricing parameters. THIS UPDATE IS NOT REVERSIBLE. ALWAYS BE SURE BEFORE RUNNING THIS OPTION!
By Category By Part
- Lets you select a category, the price levels you wish to manipulate, the sequence in which to scroll through the category, whether to update the price level (Y/N), and whether to use price parameters when updating prices.
- You then scroll through each item simply entering in the new price, if you select to use price parameters, all other prices are updated.
By Category By %age
- Looks much like the pricing parameter screen. Let you update pricing in a category by percentages.
- Select category, price multiplier level you wish to update (optionally), whether to update only blank prices, and whether to ignore any locked items.
- Prices are updated by price level. You select an increase/decrease for each price 1-6.
- Enter in the percentages you wish to update based on. These percentages are based on the pricing currently in the system.
Discounts For Point-Of-Sale
One thing to note in this section is that, discounts take president based on their specificity. So, the hierarchy for what discount will take effect (from highest precedent to lowest) is:
- Special (If Price is lower than calculated)
- Contract (If billing parameter is set. More in the contracts/specials section)
- Customer Discount By Category
- Industry Discount By Category
- Customer Discount (All Categories)
- Industry Discount (All Categories)
- List Price (Or alternate list price, if set in billing parameters as described in ‘Billing Parameters’ section)
Separate to all of those though, is Price Point Pricing, which is applied BEFORE any customer specific discounts or specials are applied.
INDUSTRY DISCOUNTS
- Customer discounts are discounts up/down from one of the 6 counterpoint prices that are applied to items based on a category and an industry group, which can be a grouping of many customers.
- To set up an industry discount, you take menu path: 4. Sales Desk > 8. Administration > 2. Customer Pricing > 2. Discount By Group
- You will need to create a group code, pick a category (or all categories), a discount or surcharge and then a price level (1-6) to base that discount/surcharge off of.
- Once the discount is set, all customers who apply to this new ‘Industry’ need to have this code assigned to them in the Customer master maintenance – Accounts Receivable > 1. Data Maintenance > 1. Customers
- Opt to change the customers you want, and add the new discount group code in to the ‘Discount Group’
CUSTOMER DISCOUNTS
- Customer discounts are discounts up/down from one of the 6 counterpoint prices that are applied to specific customers and categories, or a customer and all categories.
- To set up an industry discount, you take menu path: 4. Sales Desk > 8. Administration > 2. Customer Pricing > 2. Discount By Customer
- You will need to pick a customer to assign the discount to, pick a category (or all categories), a discount or surcharge and then a price level (1-6) to base that discount/surcharge off of.
CONTRACTS / SPECIALS
- Contracts & Specials are, essentially, the same thing. The difference only being who the pricing is assigned to. If the contract is assigned to a specific customer, or group of customers, it is deemed a ‘Contract’. If it is assigned to all customers, it is deemed a ‘Special’
- Contracts/Specials are accessed via the menu path Sales Desk > 8. Administration > 2. Customer Pricing > 3. Contract/Specials
- Contracts / Specials can be set up for:
- Single customer or all customers
- Singe category or all categories
- Single part or all parts
- Single Discount Level (Price parameter level) or all price parameter levels
- Only blank? Works in conjunction with the Discount level field to determine if you meant “All Discount Levels” or just meant to apply it to blank or ‘space’ discount levels.
- Single Discount Group (Industry Type) or all discount groups
- Single Class or all classes
- Single Subclass or all subclasses
- From there you select a start and end date for the contract/special and how you would like it priced.
- When pricing, special pricing can be set up one of these ways:
- A single net price. For example, the part will be sold at $9.99
- A discount/surcharge on a price level. For example, the part will be sold at price 5 -10%
- Based on a quantity price break code (more on price breaks below)
- Finally, you can elect to apply the contract/special to stocked AND non-stocked items.
PRICE POINT (VELOCITY) PRICING
- Another option to adjust selling prices is to apply Price Point Pricing. Price Point Pricing allows you to adjust the multipliers for an item based on its selling price.
- You can access the price point pricing maintenance screen via the menu path Inventory > 4. Pricing > 1. Data Maintenance > 3. Price Point Multipliers
- PLEASE NOTE: Before you can add price multipliers for a category, you must access the category master maintenance and set the price point pricing flag to “Y”. This is covered in the ‘CATEGORY FILE’ section of this document.
- In this example, for all items in the ALT category, there is a multiplier that applies for all items starting at $0.00, a multiplier that applies for all items starting at $50.00 and a multiplier that applies for all items starting at $300.00.
- When starting out, you first define the start price for which you want the multipliers to apply.
- Then, in the bottom section of the screen, you fill in the multipliers you want to apply for the items falling in to that range.
- These multipliers are applied BEFORE any customer discounts are applied.
- Retail rounding can also be applied to these multipliers.
- Also, you do NOT need to fill in all price levels. If you only wish to adjust specific price levels, ie Price level 1 & 3, only fill in multipliers for price levels 1 & 3.
QUANTITY PRICE BREAKS
- Quantity price breaks allow you to apply discounts to items based on how many of an item are sold. For example, if a customer buys 4 of an item, they get 10% off. If they buy 10, they get 15% off.
- Once a price break is set up for selling, they are activated by creating a special for an item, and using the newly created price break as a means to price the item.
- The quantity price break maintenance is accessed via menu path Sales Desk > 8. Administration > 2. Customer Pricing >7. Quantity Price Breaks
- When setting up a price break, the first thing you do is assign it a code.
- ‘S’ type breaks are for Selling, ‘P’ type breaks are meant for purchasing.
- From there, you pick the quantities and the discount the customer will get when buying that quantity.
- You would then create a special for the items you want to be on special in order for them to sell at that price. See the ‘Contracts/Specials’ section for more info.
- When a price break is set up, counter staff will be notified when selling applicable items with a message of “Next Break At ___”. This notifies them that the customer could get a discount if they buy X amount of the items.
- Also, on autoecat, customers will be notified of these price breaks with a message indicating “Buy X Save Y%”
Utilities
RESET MULTIPLIERS BY %
- Resetting the multipliers by a percentage allows you to update ALL price multipliers based on a percentage of what they currently are.
- This option is irreversible, so please ensure you are positive you want to do it.
- To access the reset multipliers by %age menu option, take menu path Inventory > 4. Pricing > 1. Data Maintenance > 4. Reset Multipliers By %
- The screen allows you to choose stocked, non-stocked or both types of multipliers.
- Then you simply put in the percentages you would like to go up or down from your current multipliers, for which ever price levels you wish to change. You do NOT need to put in all price levels.
UPDATE MULTIPLIERS
- This option lets you manually apply multipliers to a given category without running a price file.
- To access this option, take menu path Inventory > 4. Pricing > 1. Data Maintenance > 8. Update Multipliers
- To run the program, select a category (Or all categories, which is NOT recommended) and elect which prices you would like to run price multipliers on.
- The multipliers will run on CURRENT pricing in your inventory file.
DELETE PRICEBOOK VENDOR
- In some cases, you may want to remove old non-stocked pricing from your system. To do this, you can delete an old pricebook vendor
- Inventory > 4. Pricing > 1. Data Maintenance > 6. Delete Pricebook Vendor.
- The program only asks for a vendor code. This would be the pricebook vendor code found on your category.
Troubleshooting
COMMON PROBLEMS
- Prices Not Updating
- Check that the price book vendor on the category file is correct.
- Catalogue prices are wrong
- Check that the catalogue vendor on the category is correct.
- Unable to create price point pricing.
- Check that the price point pricing field is activated on the category record.
- Need to re-update a price file.
- Try the manual price update routine. Failing that, call AMS
- Want to map price multiplier codes to match a buying group.
- Update the ‘Auto update price levels’ option described in the ‘BILLING PARAMETERS’ section to a ‘Y’ (if it is not already)
- Manually run a the price update using the manual price update routine described in this document
- Update the ‘Auto update price levels’ option described in the ‘BILLING PARAMETERS’ section to a ‘N’ (if you don’t want this feature for ALL lines.)
Product Popularity Listing
As a normal part of working with your inventory there will be times when you need to understand the contribution to sales being made by the items within a line. Counterpoint provides a report specifically for this purpose. The report is accessed via the following menu path.
- Inventory…-> 7. Reporting…-> 2. Performance Reports…-> 2. Product Popularity
Which brings up the following screen.
Enter data into fields as follows.
1 Based on – Click the drop down box arrow to see available options. Enter your choice as appropriate to your needs. Click the close button to close the popup.
2 Report By – Enter Enter % or Q as appropriate to your need.
3 Report On – Enter the number of parts you wish to see analyzed or hit [Enter] to see all parts in the line.
4 Price Level - Enter the Price level to be used in for reporting purposes.
5 Use Branches? – Enter Y if you wish to include branch sales in the computations on ranking. Enter N to compute based on your store only.
6 Inventory Quantities? – Enter Y to have report include On hand balances. Enter N to suppress printing of on Hands..
Fields 7 thru 65 – Enter categories you would like included in the printout
When you have entered all desired fields hit [F1] to run the program.
Report can be displayed on screen or printed out as appropriate to your intended usage.
Receiving Product
The purchasing module, specifically the receiving portion, is how all items will be brought in to inventory. There are two main methods of bringing product in, those items on a purchase order, and those items NOT on a purchase order. Regardless, for proper tracking of product, it is recommended that all product be introduced into the system.
OPTIONAL COUNTERPOINT SETTINGS
- In the PO receiving module, you have the option to run Automatic or Batch updates.
- Automatic updates will initiate the PO update routine every time you accept a PO for update, this means each PO is updated every time you finish receiving it
- Batch updates allow you to receive many purchase orders, and run a PO update once, updating any queued receiving’s since the last update.
PO RECEIVING WITH THE RF GUN (RECOMMENDED)
As long as barcodes are on all of the product, the recommended method of receiving product into inventory is via the RF gun. Even if there are no barcodes in the COUNTERPOINT system, the RF gun will allow you to add a barcode to an item when receiving
Getting Started:
- Log in to the RF gun.
- Select Option 3 from the RF menu.
- Once in the PO receiving menu, the program will list all of the outstanding Purchase orders on the system and will allow you to select one to be received.
- To select a P.O. simply select one of the three options, 0=PO, 3=NEXT and 9= QUIT.
- When you use option 0 you will be prompted to enter the PO number. The P.O. number to be received does not have to be displayed on the screen to enter the P.O. number.
- CTLR followed by R will take you back to the main menu.
Scanning Items In
- The first question to be answered is if you wish to use “Autoscan” Y or N.. The use of “Autoscan” prompts you to scan each item and it defaults the received quantity to 1 unit for each scan and then goes back to the barcode field for the next scan. Alternatively if “Autoscan” is turned off N you will be prompted for a quantity each time you scan an item. You will have to accept each entry with CTRL followed by A.
If you are using the “Autoscan” mode you can correct the quantity after the item is scanned by pressing Tab or CTRL I. After entering the new quantity press CTRL A at “Any change” to accept the entry
- You will then be placed in the barcode field. From here you can begin scanning items from the order
Pressing CTRL C at the barcode will place you in the part number field, in case an item’s barcode does not scan. Once you enter the part, the cursor will move to the Received field, where you can enter the quantity received.
- Once you have entered the quantity received and pressed CTRL A, the program will ask if you want to add a barcode for the item. Pressing Y will return you to the barcode field where you can enter in a new barcode for the item
- Once you are done scanning all items, Pressing CTRL A at the barcode will start the completion process where you will be asked if the editing is complete where the options are Y or N. If the editing is complete the next option is to print the edit list Y or N. If the edit list is printed. The next option is to flag the P.O. for update. When Y is used the PO will be flagged for update at your work station.
- You may continue scanning more PO’s or go to your workstation and perform the update process. Purchasing > 6. Purchase Order Receipt processing > 4. Purchase Order Update.
PO RECEIVING VIA THE MENU
When receiving large orders, or for orders where minimal changes are needed, it would be more expedient to receive the product via the COUNTERPOINT PO menu options.
Getting Started
- Log in to COUNTERPOINT with your regular “menu-based” login
- Navigate to Purchasing > 6. Purchase Order Receipts
PO Receipts Input
The PO Receipts Input is an onscreen program that allows you to quickly accept large orders that have minimal changes or discrepancies. The program allows bulk receipts and the ability to add products to an order at the time of receiving.
- Enter the PO Receipts Input menu option
- Enter the Purchase Order number that you wish to receive
- Your first option is to make a bulk decision on what to do with all numbers on the PO
- B(ackorder All) – Will set the status of each item on the PO to Backordered.
- C(ancel All) – Will set the status of each item on the PO to Cancelled.
- R(eceive All) – Will set the status of each item on the PO to Received.
- enter to receive by line # - Will leave all items untouched and allow you to receive line by line.
- Once you have made an initial decision, you will be allowed to pick lines to alter, or begin updating the received quantity.
- Pressing Shift/F6 from this point will allow you to add a new item to the PO
- On each line, the D column defines the disposition of the item.
- C – Indicates that the item is Completed, and will update when you trigger the PO to update.
- K – Indicates to Keep the item on the PO and do NOT update it when you trigger the PO to update
- Once all lines have been properly received, Press CTRL/A until the OK to update prompt appears.
- A Y will initiate an update of the PO
- An N will NOT update the PO, and keep the PO open, allowing you to make changes later.
RUSH RECEIVING VIA THE MENU
Rush receiving is meant to handle the receipt of items NOT on a purchase order. This can range from drop ship, to special order items. The use of rush receiving allows you to quickly add items to inventory without the creation of a purchase order.
Getting Started
- Log in to COUNTERPOINT with your regular “menu-based” login
- Navigate to Purchasing > 6. Purchase Order Receipts > 5. Rush Receiving
Receiving Product
- The rush receiving program requires a PIN be entered, if you are unsure what your PIN is, contact AMS.
- You begin by entering a packing slip or invoice number that came with the product. Anything can be entered here.
- Next you will enter the Category, Part Number and quantity received. The Vendor field is optional
- For pricing, you can enter a Jobber price (with a discount to get your cost), or enter your cost. Then enter a core and/or levy if necessary.
- NOTE: If the supplier for this item (or the supplier you entered) is set to update the cost to inventory, and the item is a stocked item, then the cost of the item will be updated when finalizing the receipt
- If the item is non-stocked, you will be presented with a listing of any sales that may have been made on this item and an option to add the item to inventory.
- When electing to add the item, you will be brought to the product maintenance screen and any pertinent info from the receiving screen will be brought over.
- NOTE: If the item has recently been sold, and this is a receiving to cover that sale, be cautious about adding the item. If the item is on a completed invoice, the system has no way of knowing that this receiving is in regards to that invoice, and adding it to inventory will falsely up your quantity on hand.
RUSH RECEIVING VIA THE RF GUN
Getting Started:
- Log in to the RF gun.
- Select Option 10 from the RF menu.
- The RF rush receiving routine requires a PIN before starting the program. This is the same as used for physical adjustments, etc. If you cannot remember your code please call AMS support.
- The receiving scan begins by asking whether you wish to use Autoscan or Not. Selecting “Y” for Autoscan indicates that you will scan each item individually. Selecting “N” for Autoscan indicates that you will scan an item and manually enter in a quantity.
- After you choose Y or N the cursor will move to the Bar Code field.
Receiving Product
- Scanning product from the barcode field will receive the item on to the rush receipt transaction.
- All defaults for an item will be accepted, and you should not need to do anything else on any of the items
- Once all items are scanned CTRL/A will accept the receiving, and you will be presented with an option to print your journal.
RF Count 'Cheat Sheet'
Getting Started
- Select Option 9 from the RF menu.
- The RF count routine requires a PIN before starting the program. This is the same as used for physical adjustments, etc. If you cannot remember your code please call AMS support.
- The count scan begins by asking whether you wish to use Autoscan or Not. After you choose Y or N the cursor will move to the Bar Code field.
Scanning Product
These are the options from the Bar Code field
-
- Start scanning product. If you are in AUTOSCAN mode pressing the ENTER key will perform the same as a second or subsequent scan.(Add 1 to the Qty)
- CTL/r to change the Autoscan setting. A second CTL/r will leave the program
- CTL/t to view the last item scanned by the User ID (RF0 through RF5)
- CTL/c to enter a part number that cannot be scanned
- TAB to manually enter the QTY when in Autoscan mode
Error MESSAGES
-
-
- Record in Use - (Another user scanning same Part Number)
- Over Variance – Y=Update Inventory as Counted, N=DO NOT Update (CAUTION: No is the Default if only Enter is pressed)
- Scan Failed – To continue Input Y and Press Enter.
-
Variance Report
To view or print how any user is progressing select the following menu path from any workstation;
6. Inventory / 6. RF Count Reporting / 6. Update RF Count Detail / 1. Update RF Count Detail
- Enter your PIN
- Enter the Login ID you wish to report on. Pressing Enter will select ALL.
- Press Enter at the Update option to Not update the permanent count history data.
select the type of report you want; A=All items scanned OR V=Variances only. - The Report will display on the screen.
Update Count History
Select the same program as for Variance reporting
- Select ALL user ID’s by pressing Enter
- Input U and press Enter
- Select the type of report you want; A=All items scanned OR V=Variances only.
- Accept the options selected at the “Any change?” prompt.
Stock Adjustments
For one-off changes to inventory, it is recommended that you use the Stock Adjustment routines. It is NOT recommended to use this option to do any type of inventory count, as the audit trail is not as verbose.
ADJUSTING INVENTORY VIA THE MENU
In the Inventory > File Maintenance > Product Master Maintenance options, the on-hand, committed and on-order quantities are audited fields and may not be changed. In order to alter the quantities outside of Invoicing, Purchasing or Physical Count functions, stock adjustments must be entered and updated.
Getting Started
- Log in to COUNTERPOINT with your regular “menu-based” login
- Navigate to Inventory > 1. Data Maintenance > 2. Inventory Adjustments > 1. Stock Adjustments
Adjusting Inventory
- Inventory Adjustments require a [PIN] when starting the program. While entering the [PIN] nothing will be displayed on the screen and you must press [ENTER] to complete the entry. If you do not have a PIN type [QUIT] to exit the function. PINs are assigned in sales desk controL > file maintenancE > counterman maintenance.
-
TYPE - Check the function of each type and choose the most appropriate one.
-
[3] allows you to add or reduce (using a -) the quantity of inventory from the existing quantity on file in Inventory ControL > File MaintenancE > Product Master Maintenance. The quantity will be increased or decreased by the quantity you enter in the [quantity] field.
- NOTE: This is the recommended and most common option used here.
- [5] allows you to decrease the quantity on hand for the part number while at the same time increasing the sales history.
-
[7] allows you to completely replace the current quantity on hand with whatever is entered.
- NOTE: This option should NOT be used to count entire categories or groups of numbers. Use the Physical count routines described above for these tasks.
-
INVOICE / REFERENCE
- These fields are skipped during processing within inventory control, but are used during purchasing à purchase order receipts processing à rush receiving, which utilizes the same screen layout.
-
CATEGORY / PART
- Enter the category and part number combination to be affected by this stock adjustment. If the category is not known, the field may be bypassed and the part number entered directly into the part field. When a match to the part number is located, the category will be automatically filled in and the user will be moved to the quantity field. Should the item in question exist in more than one category, the user will be presented with a list to select from.
-
ON HAND / ON ORDER / DEFECTIVE ON HAND
- When a match is found in the Product Master file, the information for these quantities will be displayed.
-
QUANTITY
- Enter the quantity either as a positive or as a negative (using the -) keeping the above rules in mind for each type of adjustment.
-
CUSTOMER NUMBER
- If recording a sale adjustment using type [5], enter in the associated customer number for the history records. If the adjustment type is either [3] or [7], the default vendor will be displayed from the product record.
- JOBBER PRICE / DISC. OFF JOBBER / COST
- This information is displayed for information’s sake, but may not be changed.
-
[3] allows you to add or reduce (using a -) the quantity of inventory from the existing quantity on file in Inventory ControL > File MaintenancE > Product Master Maintenance. The quantity will be increased or decreased by the quantity you enter in the [quantity] field.
- When the transaction is complete, the user will be asked whether or not to Print adjustment journal [y] will print the journal [n] will bypass the printed journal and [p] prints for this packing slip only (normally used for rush receiving)
- Adjustments to inventory levels through stock adjustments update to the General Ledger with the end of day Those entries are printed on the report called General Ledger Summary Edit list that is automatically printed at that time.
ADJUSTING INVENTORY ON THE RF GUN
Getting Started
- Log in to the RF gun.
- Select Option 5 for Stk Adjustment.
- The RF count routine requires a PIN before starting the program. This is the same as used for physical adjustments, etc. If you cannot remember your code please call AMS support.
Adjusting Inventory
- Scan the item in question and fill in the fields as necessary
-
TYPE - Check the function of each type and choose the most appropriate one.
-
[3] allows you to add or reduce (using a -) the quantity of inventory from the existing quantity on file in Inventory ControL > File MaintenancE > Product Master Maintenance. The quantity will be increased or decreased by the quantity you enter in the [quantity] field.
- NOTE: This is the recommended and most common option used here.
- [5] allows you to decrease the quantity on hand for the part number while at the same time increasing the sales history.
-
[7] allows you to completely replace the current quantity on hand with whatever is entered.
- NOTE: This option should NOT be used to count entire categories or groups of numbers. Use the Physical count routines described above for these tasks.
-
[3] allows you to add or reduce (using a -) the quantity of inventory from the existing quantity on file in Inventory ControL > File MaintenancE > Product Master Maintenance. The quantity will be increased or decreased by the quantity you enter in the [quantity] field.
-
QUANTITY
- Enter the quantity either as a positive or as a negative (using the -) keeping the above rules in mind for each type of adjustment.
- CUSTOMER NUMBER
If recording a sale adjustment using type [5], enter in the associated customer number for the history records. If the adjustment type is either [3] or [7], the default vendor will be displayed from the product record.
Stock Transfer Reconciliation
Basic Overview
This document outlines the recent discrepancy report and the new listing report that will print at your branch each night and how they relate to the reconciliation of inter-branch stock transfers, and the effort to try and catch on hand problems.
Packing Slip Confirmation Report
This report will print each night at each location, and is a listing of any unconfirmed Packing Slips & Stock Transfers sent from your location as of that night. Stock transfers will be identifiable by the customer they are assigned to with all stock transfers will be assigned to another branch.
Any stock transfers listed on this report are unconfirmed. If the stock transfer is over 24 hours old, it may be outstanding and should be reviewed with the contact at the receiving branch to ensure that the product was properly received. Any issues of product not being received, or quantities less than requested should be dealt with via the stock transfer confirmation so that the discrepancies can be properly recorded and presented back to the sending branch.
Stock Transfer Discrepancy Report
This report will also print each night at each location, and is a listing of any stock transfers that were confirmed by the receiving branch, but with discrepancies.
These discrepancies will need to be reviewed to ensure inventory levels are correct. If a stock transfer was requested, but the requested quantity was unavailable from your branch, this report will act as a trigger to go and review the on hand levels for that item. In the case where the system shows an on hand that is different than what is physically on the shelf, a stock adjustment should be made to correct the error.
If you know of an error that is not reported on the discrepancy report, you should review the Packing Slip Confirmation report to ensure that the transfer was, in fact, confirmed by the receiving branch.
Supporting Files/Information
BILLING PARAMETERS
- Within your billing parameters is where a number of things are set up that cover how your system handles inventory maintenance.
- To access the billing parameters, you want to take menu path System Utilities > 3. System Setup > 4. Sales Desk > 2. Parts Billing Parameters. From here, there are a few options:
- Retain Values in add? – Screen 2 – Field 34: When doing maintenance on multiple items, this will keep all of the values from the previous item as defaults on the next item added.
- Default Min/Max/ROP – Screen 2 – Fields 35/36/37: These values will be used as the default Min/Max/ROP on new items added to inventory.
- Auto Update Discount Levels – Screen 4 – Field 14: This option will update the discount level field of Inventory items to match those set by the supplier and/or AMS. This is a global setting, so you must be following, or be willing to follow, all of the discount structures provided by the supplier and/or AMS prior to setting this. Please call into AMS if you plan on changing this field, and have us review your current setup with you.
CATEGORY FILE
- Category maintenance can be accessed via menu path Inventory > 1. Data Maintenance > 1. Master Files > 1. Category Master
- In order to add an item to inventory within COUNTERPOINT an item must be classified within a category. So, if this is a new line that you are bringing it, this should be your first stop.
- To ensure pricing will move across when migrating items from pricebook to inventory status, the pricebook vendor (field 26) must be populated. This will also ensure that you get constant pricing updates in future.
- Additionally, you must ensure that the correct catalogue vendor code is assigned to the category in order for the item to show online on either the autoecat or nexpart catalogues. Please Note Fields 26 & 28 for the vendor codes
Transferring Parts
Transferring single items
The utilities used for transferring product at an item level from one number or category to another are found in the Inventory > 1. Data Maintenance > 5. Utilities menu
Product/Part # Transfer
6. Inventory > 1. Data Maintenance > 5. Utilities > 2. Product/Part # Transfer
This option takes your old number and moves it to a new number. Does not need to be within the same category. This should be used when creating a new number
- Enter the Category / Part of the item you wish to transfer
- Enter the Category / Part where you would like to transfer the part to
Product History Transfer
6. Inventory > 1. Data Maintenance > 5. Utilities > 3. Product History Transfer
This option takes only the history of an old number, and merges it with an existing number. No on hand information is transferred in this routine.
- Enter the OLD part number
- Enter the NEW part number
- Choose whether to append to or replace the history of the new part with the old part.
- Optionally change the description of the number you are transferring to
- Optionally change the alternative description
Transferring ranges of items
Before running any category based transfer routines, it is always suggested to run a category resequence
Inventory > 1. Data Maintenance > 5. Utilities > 1. Category Resequence
Category Transfer
9. System Utilities > 6. inventory > 4. Category Transfer
This utility should be used when moving all or part of a category to a NEW category. In this routine, the new category should not yet exist. You can, however, choose only a portion of the old category to move.
A stock status report can be very useful in determining the start and end of a category
- Enter the old category which you want to move product out of.
- Select the starting and ending part number for the range that you wish to move. If you are moving the entire category, you can press ENTER to default to start/end of the category.
- Enter the new category into which you want to move the product.
Category Merge
9. System Utilities > 6. Inventory > 4. Category Merge
This utility should be used when moving all or part of a category to an EXISTING category. This routine will add items to to the new category and merge the history of any duplicated items
A stock status report can be very useful in determining the start and end of a category
- Enter in the category you wish to add the parts to. (it should skip past field 3 (Part number)
- Enter the category you wish to move parts out of.
- Select the starting number you wish to move
- Select the ending number you wish to move
- Overwrite on dup? Y = replace any duplicates; N = merge any duplicates
Uploading Min/Max/Reorder
This document will outline the steps required to extract an inventory list, manipluate the Min/Max/Reorder in excel and then upload the values back in to COUNTERPOINT.
Zero Category On-Hands
In Some cases, it becomes necessary to zero out the entire inventory within a category. The recommended way to do this so that you have a proper paper trail is to do a 'zero' physical inventory count. You can accomplish this by following these steps.