CHAPTER 5 Inventory

	VIMACS uses the same method for adding data to all screen. The process always begins by Pressing the ADD F11 button (You can also press the F11 key on your keyboard) Once you press the Add Button, most of the fields will blank out, a few fields like Item, location, supplier will be filled in automatically for you, but you can change them if you like.
	Once you filled out the necessary information then press the Update button to save the data you entered. Note: If you don't press the Update button, VIMACS will usually save the information when you move to a different record, but there is no guarantee its been saved unless you press the Update button
	Deletes the current item from inventory and all information.
	Searches for an item in inventory. Click here for details
	Controls the order in which items are displayed in the inventory Click here for details
	Prints Job Envelops. Job envelops are use to track orders that require labor or work for a customer. The merchandise can be placed in the envelop to make it easy to organize your jobs. The Job descriptions, Bar Code and Image are printed on the envelop. Enter the necessary information to be printed on the envelop. Modify the Envelop Print Positions to print on any size or style envelops.
	Prints a Bar Code for current inventory Item. Print Prints the Tag Done Closes the Bar Code Window Label Print Positions Parameters to control the positioning of the text and bar code on the tags. Usually the default setting are correct. Save New Settings Saves new bar code parameters to be used next time bar code is printed. Set Defaults Sets the recommended settings for printing bar codes Add Style # to Tags Prints Style# from inventory information on the tags Add Location to Tags Prints Location information from inventory on the tags No Style or Location on tags Duh Enter Quantity to Print Specify the number of tags to printed when the Print button is pressed Click here for details about setting up a bar code printer
	Prints Reports about inventory accordingly sorted by : Click here for details
	Prints out Inventory Listing by any specified criteria. Click here for details
	Creates a new item in inventory based the current record information. This is time saving function if you have many items that are similar.
	Moves forward/backwards in the inventory. Click here for details

Item Any combination of letters or numbers used to track the merchandise	Qty on Layaway Shows the quantity of these items customers have on layaway
Location Indicates the location of a particular item, hence allowing the user to be able to search for items based on their locations. Location could be an actual, physical location or simply some one’s name or ...	Re-order Qty When the quantity in stock is equal or less to this value, the item will be added to the re order list reports.
Supplier Enter the suppliers’ name. This also allow the user to perform a query/search based on a supplier’s name.	Master Information field only. Used for sorting and reporting purposes. Use this field to indicate that this item is a master copy and can be used a template for Copy and Create Netw Item
Category Allows the user to specify a category for an item. This also allows the user to perform a query/search based on category	Date The Date this Item was first added to inventory.
Style/Model Allows the user to specify a Style Number for an item. This also allow the user to perform a query/search based on a style.	Taxable Determines if sales tax should be calculated for this item on invoices.
Make Allows searches, and reports based on Make	Labor Any additional labor charges for this piece. The labor charges are summed and shown in the labor field
Serial No. Enter the Items serial number here	Commission Enter the commissions to be paid on sales for this merchandise.
Qty Current number of items in stock, this number is adjusted automatically when items are sold, or returned, or purchased from vendors. To override the current number, simply enter a new quantity.	Original Cost Enter the original cost of the item in this field. This is an informational field only and is not used for accounting purposes.
Qty on Order Number of items on order	Cost Enter the cost of this item. This field can be entered manually or calculated based on the settings in the Inventory Options Screen
Tag Price Selling price of the merchandise. This field can be entered manually or calculated based on the settings in the Inventory Options Screen If these boxes are not checked, the system will ignore the entered Tag price and will calculate the price based on the mark up factor.	Print Reorder List Prints the merchandise which need to be re ordered based on the re-order field for each item. Click here for details
Gender Enter the gender the merchandise is intended for.	Material Type Allows the user to specify a Material for an item. This also allow the user to perform a query/search based on a material.(ie wood, metal, brass, gold, plastic, 14k, 18k, bronze, etc.)
Menu Label The category this item would be listed under on an Internet E-Commerce Site	Capture Captures an image and associates the image with the item. Click here for details
Print/FAX Prints out the current Item information along with an image	Delete X Button Deletes the image associated with the item.
Copy Copies the item image to the clipboard	Paste Loads an image from the Windows clipboard and associates it with the item. Click here for details
Use Twain Enables the TWAIN interface for capturing images. Use this if you are using a digital camera or scanner Click here for details	Select Twain Source Selects the desired video capture device if more than one device is installed on the computer. Click here for details
Supplier Details Enter the supplier details for this inventory item

Item Notes

Enter lengthy information, including item history, what processes it has been through, who has handled the item, etc.
Pressing the Notes tab displays an area in which the information can be entered. There is no limit on the amount of information entered in Notes for each item.

While holding the Ctrl key on the keyboard, use the C and V key on the keyboard to copy and paste information to the Notes.

Use this screen to do an Inventory check. To quickly check if merchandise has be lost or stolen.

Moves merchandise from one location to another location. Use this when moving large quantities of merchandise to a trade show for exhibition. Or when transferring merchandise to another sales branch.

To move a few items:
Enter the Item number in the Item box and press enter. This will add the items to the larger list box below. When all the desired items to be moved have been entered. Press the Move button and enter the from and too locations. The inventory records will then be modified.

To Move all Merchandise:
Press the Move to Location to Location or Move Supplier to Supplier. This will move all the items in inventory that match the From box.

USE CAUTION WHEN USING THESE FUNCTIONS SINCE IT'S POSSIBLE TO MODIFY THE ENTIRE INVENTORY VERY QUICKLY. THERE IS NO QUICK WAY TO UNDO MISTAKES.

IF YOU MAKE A MISTAKE, YOU WILL HAVE TO MODIFY EACH RECORD ONE AT A TIME TO CORRECT ERRORS.

	Changes the way prices are printed on tags, so the price is not obvious to customers
	When checked, the Item description field information is printed on the bar codes
	When checked, the selling price and cost are not calculated by VIMACS. The user must enter the numbers. When these options are not checked, it is not possible to enter the Tag price or Cost of an Item
	When checked VIMACS will use the same Image for all Items with the same Style number. This is useful when there are many items in inventory that are similar, but you are too lazy to take a picture of each item.
	When the option to Calculate TAG price is not disabled, VIMACS will round up the selling price according to the options selected here.
	Prints out a report of added value labor to inventory.
	Configures VIMACS to use a TWAIN device when pressing the Capture button on the Inventory Details screen. VIMACS has built in support for TWAIN. TWAIN is an universal interface that allows hardware such as scanners, cameras, and video devices to send images to other programs such as VIMACS. The TWAIN interface is created by the manufacturer of the hardware device. The quality and functionality of the TWAIN drivers very greatly among different manufacturers. It is a good idea to check the web site of the manufacturer of your camera/scanner for the latest versions of the software since this will include the TWAIN drivers as well.

Shows a list view of the Inventory. Only Items matching the previous Find are shown. If a Find was not applied to the Inventory, then all records will be shown. The order of the Items in the List View is controlled by the Sort options, not by the order in which the Items have been entered.

Use the

Tab in the Inventory, Customer and Vendors screen to switch the view to a table style listing of your data. VIMACS will show approximately 25 records at a time. Use the scroll bars to move through the data. The

is used to indicate the current active row, this would be the record displayed if the

tab is pressed.

Edit data in the List View by simply placing the cursor in the data to be changed and typing in the new data as show below.

When the

is shown in the left most column, this indicates that the data in this record has been changed, but has NOT been saved yet. To save the data in list view you must click the mouse cursor on the next line. When the

changes to

this indicates that the data has been saved and you are no longer in edit mode.

Adding New Data in List Views
To add new records in list view, move to the last record in the list and add the new record at the very end, do this by pressing the

button. An

symbol is displayed at the far left, this is the indicator for a New Record. Type in the new information in this row and it will be added to the data. Click on another field or record to save the data

Inventory Screens

Main Buttons

Introduction

Main Buttons

Item Notes