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Category List – Detailed

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The detailed Category List shows how each item and category is set up in your system. Information on categories includes the following:

  • Count sequence number
  • Special category type
  • Accounts to which the category is linked

All the inventory items are shown within each category on the detailed report. For individual items, you can see these sequence numbers:

  •  Statistics sequence number of the individual item (usually zero)
  • Count sequence number

All this information is used to define inventory items and categories for system calculations. For example, this setup determines which items are included in each category for statistics purposes.

Printing the Report

Use the following steps to print a Category List:

  1. On the Main Menu, select Lubrication Menu.
  2. Select Inventory Menu (7).
  3. Select Setup Menu (5).
  4. Select Category List (4) to receive the Category List Report Control Screen.
  5. Fill in the report control parameters explained below.
Field Definition
Print Time on Report Printing the time helps you identify the most current report when the same report is printed more than once during a day. This field defaults to Y to print the time on the report. If you do not want the time to print on a report, type N. We recommend that you always print the time on a report.
Summary Only This field appears for reports with both detailed and summary versions. Enter N to print the detailed report. We recommend printing a detailed report only if you need detailed information.
Duplex This field appears for terminals that have report type 2 enabled in the Set Up Printer Controls screen. Duplex mode enables printing on both sides of the paper.

Note: This will only function on printers that support Duplex mode.
Landscape This field appears for terminals that have report type 2 enabled in the Set Up Printer Controls screen. It prints horizontally on the paper.
Number of Printed Lines per Page This value tells the computer how many lines to print on each page of the report. A typical 11-inch page can contain up to 66 lines, but this field defaults to 60 to allow three-line margins at the top and bottom of the page.

If you type 0 (zero) in this field, the report header does not print and the form feeds do not work.
Total Number of Lines per Page This field indicates the length of the paper in the printer. A typical 11-inch page contains 66 lines. Your system interprets a 0 or 66 in this field to mean that standard 11-inch paper is loaded in the printer. Because a 66 causes a form feed to take more time, accepting the default, 0, is recommended.
Print Report To This field tells the computer where to send the report. The following list contains the different selections available for this field.

  • 0 Printer – Sends report to the terminal’s default report printer immediately. (Default)
  • 1 Screen – Provides an on-screen view of a report. This can be used as a preview before you print it or when a hard copy of the report is not needed. The function keys at the bottom of the on-screen version allow you to move around to view the entire report.
  • 2 Disk file – Useful when you want an electronic copy of the report. If you select this option, you receive a prompt to enter the name of the report file. The file that is created can be copied to a USB drive or viewed later. This option is for advanced computer users.
    • If you use this option, we suggest you precede your report name with /tmp/. For example, at the prompt to enter the report name for a customer list, you might type /tmp/custlist. This is a good storage directory for temporary files.
Command Line Options The line at the bottom of the screen contains commands to print the report and to save or change the report settings.

  • Save – Press [F4] to save the current settings for the report. This is useful if a report is generated repeatedly with the same options. Do not save date selections because they may not be useful in the future.
  • Start – Press [F7] to submit the report to print on the printer, on the screen, or in a disk file. (Reports print in the order they are submitted.)
  • Again – Press [F9] to return to the top of the screen. This allows you to change any of the information you have entered on the screen before you submit the report.
  1. Press [F7] to start the Category List. When the processing is complete, you return to the Setup Menu.

Report Contents

 

Callout Item Description
1 CAT Category of the inventory item.
2 Description  Category description.
3 Seq Sequence. This is the statistics sequence number, which determines where the category is included on statistics reports.
4 SP Special type. A code here indicates a special non-inventory category. For example, S represents ticket sales and D represents credit cards.
5 Accounts Account numbers, which show how the categories interface with accounting files. Each category has an account number for each of the four account types.
6 Sales The income account that is updated when the category of items produces revenue.
7 Invt Inventory. The asset account that includes the value of the on-hand items in this category.
8 COG Cost of goods. When an item is sold, the cost of that item is removed from inventory, becomes an expense and is added to this account.
9  Shrink  Shrinkage. Any adjustments made to items in the category affect this account and offset the inventory account.

Note: If you use QuickBooks accounting you will also see a Purchases Clearing column on this report. This account field provides an additional account for COG transactions. By filling in the liability account number when setting up categories, the information will be separated into two accounts: one for inventory received or adjusted and one for sales.
10 Item Number of the inventory item within the category.
11 Description Description of the inventory item.
12 Stat Seq Statistics sequence number. This number exists for those items not in special categories. This number determines where an individual item is included on statistics reports. Since most items are not included individually, this number is usually zero.
13 Count Seq Count sequence number, for items not in special categories. Indicates where the item prints on the count sheets. A 0 in this column means the item does not appear on the count sheets. Only physical inventory items should have a non-zero count sequence number.

Recommendations for Using This Report

This report helps you verify that items and categories are set up properly in your system. This is important to ensure that information is sent to the correct accounting and statistics functions. Look carefully at the category information to verify the account numbers, special types, and sequence numbers. Also check each item to make sure that it is included in the appropriate category. You should run this report during initial store setup and whenever you make changes to your accounting or inventory setup.

Beyond the Basics

Another report that shows items by category is the Inventory by Category List. The Statistics Sequence List prints sequence numbers for categories and individual items in sequence order.