Inventory Extra tab

Topic Overview

The Inventory Details window -Extra tab, shown in Figure 1, is used to enter additional information about your inventory items. Although the extra information is optional, it can be used to customize System Five to meet your specific needs on invoice designs & reports by modifying the labels and names of the data entered on this tab.

Additionally, for Standard Inventory Control you can force a count on an inventory item. You can hide this tab with a setting in Setup Tools> Setup Wizard> Inventory > Options 3. Otherwise, for Standard Inventory Control with departments, the Last Count Date and Force New Count are accessible via the Physical Count tab.

You can configure the standard count settings and then hide the Count Options from general use by staff.

Some tab functions work in relation to the window's Toolbar. Click Toolbar to view detailed information about the Toolbar button options.

Tab component descriptions

Figure 1: Inventory Details window - Extra tab

Sizes & Location

Weight, Volume & Length

Item	Details
Weight	You can enter the weight of the item into the weight field. You can put the value on your invoices and a total of the value per line item.
Volume	The volume can be entered in cubic feet or meters as part of shipping information or it can be the Volume of a container, such as in the case of a liquor store, the volume of the bottle can be entered. You can put the value on your invoices and a total of the value per line item.
Length	Intended for a physical length or footage of an Item, although it could be used for any numeric value associated with your inventory. You can put the value on your invoices and a total of the value per line item.

Days out of Stock

The number of days an item has been out of stock is displayed in this box.

This value is only visible if the Stock Logging Option is enabled within System Five.

For details on this option See: Stock Logging in the Setup Wizard.

Pack Size, Units & Stock Balance

Item	Details
Pack Size	See Also: Pack Size Ordering Options This is normally set to one, however if you must purchase the item in multiple quantities such as 12 at a time, then you can enter that number here. The system reminds you to order the item in multiples of this quantity.
Units	This is a description of the Pack Size commonly referred to a the 'Unit of Measure'. Normally, this is set to blank or each, but you could set in some other unit of measure such as feet, meters, inches or pounds. This is an information field only.
Stock Balance	See Also: Stock Balancing Some companies can purchase goods from their suppliers and if not sold within a certain number of days (the stock balance days) then the unsold items can be returned for credit. Computer companies often use this feature when buying computer games as they are not sure which sells and don't want to get stuck with keeping the games that are not selling. You need to run the stock balance report to find out which items need to be returned. If you're managing your inventory in this fashion, we recommend running this report once a week so that you can return the unwanted inventory.

Price & Markup % by Pack Size

The Price and Markup percentage will be displayed only if the pack size is greater than 1 and the clerk has been authorized to view this type of information. These values are read only.

Item	Details
List Price	List price based on pack size. (List Price x Pack Size)
List Markup %	Pack size list price markup percent.
Sale Price	Sale price based on pack size. (Sale Price x Pack Size)
Sale Markup %	Pack size sale price markup percent.

Z-Sheets

Check the Show Z-Sheet when selling check box to instruct the Point of Sale module to display the Z-sheet for the part when it is sold. The Z-Sheet is an interface that allows you enter the dimensions of a cut piece of a large stock item. This feature is generally used by Glass shops for their cut to size plate glass and mirrors. This is a very specialized feature that should not be used, unless it is required.

Sale Dates

If you put your inventory items on sale, you can enter the sale start and end dates and the sale retail prices. When you create an invoice, if the date is on or between the two sale dates, the sale price is automatically used, otherwise the regular price is used. This allows you to set the sale prices well before the sale date.

Count Options

Check the Force New Count check box to force a count on the next inventory count for any inventory item. When performing the Physical Inventory Count function you can chose to ignore this setting.

The Last Count Date states the last time a count was done for this inventory item. This is set automatically when you perform a stock count using the Physical Inventory Count function but can be modified manually if required. Type directly in the cell or double-click the cell to open the calendar where you can select a specific date or chose "No date" to clear the cell. Numeric format = MM/DD/YYYY, default = 1/1/1900.

Note: For Standard Inventory Control with departments, the Last Count Date and Force New Count are accessible via the Physical Count tab.

Pack Size Ordering Options

To set the pack size ordering options, from the Navigator menu select, Setup Tools > Setup Wizard > Purchase Order Settings > Pack Size Purchasing Options and select the option you wish to use.

These options are explained in the Pack Size Purchasing Options in the Setup Wizard.

If the last option, [Pack Ordering is set on each Inventory Item] is selected in the Setup Wizard, then you have the following options to select from:

Example: If you select the [Explode Ordered Quantity], When you order two of an item with a pack size of 12 on a purchase order, the supplier sends you two boxes. When you receive them into stock, System Five multiplies the received quantity by the pack size and puts 24 into stock. If you ordered 24, System Five obediently add 288 to stock. This solution works well if you always sell by the each. If a customer purchases a pack (12) from you, you must sell 12, not one. However, you can use the quantity price break to give a better price when selling 12 or more at a time.

Another option is the use of Case Breakdowns. This option links multiple parts.

Price last Updated

Indicates the date and the employee that last updated the price of the item.

Seasons

System Five has the ability to track the high & low values within defined ordering seasons.

For details on this option See: Use Seasonal Highs & Lows in the Setup Wizard.

High and Low

Also known as minimum and maximum, these values are used in the suggested order report to recommend to you how many of which items to order. When the quantity in stock drops below the low (minimum) quantity, the system suggests you order enough to bring up to the high (maximum) quantity after several factors are considered including open work orders, Layaway's, special orders and items already on order. Note that you must run the suggested order report to get this list.

High The maximum number you want to stock.

Low The minimum number you want to stock.

Transfer Low This value is used to ensure that department transfers created using the Suggested Transfers report, do not reduce a Department's stock below this level. [Optional - Departmental System ONLY]

Order Days This is the number of days it took for this item to arrive on the last shipment. It's based on the day you created the purchase order and the day you received the stock and is calculated automatically. If you bypass using the purchase order function and just receive the stock into the system, then this figure is not accurate.

Selling Options

Item	Details
Serial Numbers	If you sell this item by serial number, check this box. Note: When using serial numbers, you have the option of attaching a barcode to each individual serial number. For more information on how to do this, see Serial Number Barcodes.
Sell by Weight	If you check this box, the system allows you to sell a quantity of one and then also enter the weight. For example, if you sell frozen turkeys, you'll be able to keep track of how many whole turkeys you have in stock, but when you sell them, you'll be able to enter the weight and sell by the kilogram or pound. If you have a weigh scale attached, the system automatically activates it when this item is sold on the invoice and enter the weight. Tare weight is normally used in bulk food sales which use the quantity field to indicate number of pounds/kilos and the weight of the container needs to be deducted. Tare Weight is only usable on inventory items that are flagged as Sell By Weight. It must be enabled in *Setup Wizard> Invoice Options 1*. Using the menu item or shortcut prompts for a Tare Weight for the currently selected invoice line. It asks for an amount and reduces the quantity (and ordered quantity) of that line by the amount indicated.
Include Qty in Price Calculation	This option works in conjunction with the *Sell by Weight* option above. When both are checked, System Five calculates the price of a invoice line item by multiplying the *Quantity by the Price Schedule* value.
Sell by 100 Weight	Use the Sell by 100 Weight option for this item.
Export to E-Commerce	With this option checked, the item is available for export for e-commerce.
Can Hide when Printing	This option allows the inventory item to be hidden when printing. There is an override of this setting in the Invoice Designer
Sell by Period	A special option for selling items like space in a warehouse or marina. When checked, selling the item opens a Start - End Date dialog box. The clerk then enters the appropriate values for the requested dates. System Five then calculates the number of days between the two values and automatically enter the value into the Quantity column on the invoice. Therefore, your prices should be based on a single day charge.
Customer Tracking	This option forces the input of a customer name on the invoice when this specific item is sold.
Comissionable	The Salesperson Commission report can be filtered to only report items with this option checked. For more information on Commissions, see Commission Setup
Controlled Substance	When checked this option indicates that the item is a controlled substance. Special Security permissions are required to sell controlled substances.
Food Stamp Purchase	This option is only visible if the *Show Food Stamp Total* option is checked in the Setup Wizard. When checked this indicates that the inventory item can be purchased with food stamps.
Auto-Oversell this Part	This option is only visible when you enable the option Allow Part specific overrides of the global Normally Oversell rule in the Inventory Options 3 in the Setup Wizard. If the global option Normally allow over-selling of parts is turned on in the setup wizard, enabling this option on an inventory item will prompt the user at the Point of Sale screen with the stock warning dialogue. Caption for this option is also changed to Do not Auto-Oversell this part. However, if the global option to Normally Oversell was not turned on, enabling this will auto-oversell the specific part at POS and caption will remain as Auto-Oversell this Part.
Requires Form E4473	This option is only visible when you enable the option Use E4473 Seller Info in the Setup Wizard. When enabled, this will be used in the E4473 Web Application to fill out the E4473 Form.

Price Quantity

Shipping Label Rule

Tariff Codes

Tariff codes are optional in System Five. If they are enabled and defined, then you can set the Tariff code for the inventory item here.

For details on this option See: Tariff Codes in the Setup Wizard.

Item	Details
Size 1	The first Size field, the label is definable in the Size Field Labels
Size 2	The second Size field, the label is definable in the Size Field Labels
Size 3	The third Size field, the label is definable in the Size Field Labels
Location	This is your bin or warehouse location. It can be up to 20 characters in length. We recommend using a letter, number, letter format to distinguish your bin rows and columns. Optionally, you can have your pick slips (packing slips, work orders) sorted by this location field to make filling the order more efficient. We have some food wholesalers with large walk-in freezers who use this option to minimize their time in the cold.

Rule	Description
Label by Quantity	A label is printed for each item on the invoice.
Only One Label	A single label is printed no matter how many of the item are on the invoice.
No Label	No label is printed.