Search Posts

Inventory by Category List

Print Friendly, PDF & Email

The Inventory by Category List is a guide to how individual inventory items are set up in the system. It shows selected information from the Set Up Inventory Items screen, including the following:

  • Item number and description
  • Type and category of the item
  • Statistics sequence number
  • Count sequence number and count period
  • Price and cost of the item
  • Service code, checkpoint setup, and default sales quantity
  • Whether the item is taxable
  • Unit of sale, unit of purchase, and units ratio

These setups are important for sales and for maintaining inventory. They also apply to several reports, including the Count Sequence Report, Usage-Based Reorder Report, and Receive Inventory Report.

Printing the Report

Use the following steps to set up and submit an Inventory by Category List:

  1. On the Main Menu, select Lubrication Menu.
  2. Select Inventory Menu (7).
  3. Select Setup Menu (5).
  4. Select Inventory by Category List (6) to receive the Inventory by Category List Report Control Screen.
  5. Use the following field definitions to create a list according to your needs. These definitions will help you decide how to fill in the parameters on this screen.
Field Definition
Category Leave blank to select all categories, or select only a particular category as in the following example. To print a report of all oil category items, type OIL in the Low and High fields.
Item Number Type an item number or a range of item numbers to include on the report. Leave blank for all.
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.
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 Inventory By Category List. When the processing is complete, you return to the Setup Menu.

Report Contents

 

Callout Item Description
1 Item # Identification number of the inventory item.
2 Description Item description.
3 Stat Seq Statistics sequence number. Items print on statistics reports in order according to their statistics sequence number.
4 Count Seq Count sequence number. Items print on the count sheets in order according to their count sequence number.
5 Type Type of inventory item. The following list contains the codes of the inventory items.

  • A – Automatic Item
  • G – Gift Certificate
  • J – Job
  • K – Checkpoints
  • L – Motor Oil
  • O – Other Items
  • P – Part
  • R – Required
  • S – Supplies
  • W – Wildcard
6 Serv Code Service code, which appears on the Invoice and Service Review and in each customer’s vehicle history. Can display up to 12.
7 Price Sales unit price established for the item.
8 Agreed Cost Amount you pay your vendor for the item.
9 <Checkpts> Group to Checkpoints, Group to. These codes tell your system how to update the service checklist when the item is sold. This information is stored in the Change Checkpoint Group field on the Set Up Inventory Items screen.
10 Count Perd Count period. Indicates how often the item is counted. Count period codes are:

  • W – Weekly
  • M – Monthly
  • Q – Quarterly
  • Y – Yearly
11 Tax? Indicates whether sales tax is charged on the item.
12 <Units> Sls Units, sales. Unit of measure used when the item is sold. For example, an item may be sold individually (EA).
13 <Units> Pur Units, purchase. Unit of measure used when the item is purchased. For example, an item may be purchased by the case (CS).
14 Units Ratio Ratio of sales units to purchase units. This tells you how many sales units are in one purchase unit.

Units Ratio = Number of Sales Units per Purchase Unit
15 Default Qty Default quantity. This is the quantity of the item that your POS system automatically invoices. This quantity can be changed during the Invoicing process.
16 Category Inventory category, followed by the items set up in that category.

Recommendations for Using This Report

This report is used to verify inventory setups. It is the most complete report for this purpose. You should print it whenever you set up new items in the system or if you suspect an incorrect setup. Check new items carefully to make sure that each field is correct.