The Inventory Maintenance screen allows you to add items to your inventory as well as edit existing
inventory items. To access this screen from the Modern Invoice Screen, select Inventory Maintenance from
the Tools menu or from the Administrative menu under Options. To access this screen from the Traditional
Invoice Screen, select Inventory Maintenance from the Inventory menu. You can also press in either
Once you have accessed the Inventory Maintenance screen, you can use or the mouse to move
from one field to another. To add an item, click on Add or press . Enter the desired information,
then click on Save or press to save the new item. To update a selected item, change the desired
information then click on Update or press . To exit without making any changes, click on Exit or
NOTE: Item Number and Description are required fields. You MUST enter an item number and
description for each item.
To access the General Info page, click on the General Info tab or press .
Department: This allows you to select a department for the inventory item. Scroll through the Department
list by using the cursor keys (< >, < >, < ">, < >) or by clicking on the up and down arrows with your
mouse. Highlight the desired department, then press highlight the desired department. NOTE: The
Department must first be added through Department Maintenance under Departments in the Inventory
menu. For more information on creating departments, see Chapter 2: Inventory Control: Department
Item Number: This is where you enter the unique identifier for an item. It can be up to 18 characters long
and consist of any combination of letters and numbers. However, if you are using barcodes, as is
recommended, you may only use numbers in the item number. NOTE: Do not use any punctuation or
spaces, except for the underscore (_), as part of the item number.
Description: This is the description of the item that will appear on invoices and reports. It can be up to 30
characters long and consist of any upper and lower case letters, numbers, punctuation, or spaces. NOTE:
Do not use the asterisk (*) as part of the item name.
Cost: This is how much you paid for the item.
Price: This is how much you are selling the item for.
Retail Price: This is the manufacturer (or vendor's) suggested retail price. This field is for informational
In Stock: This displays the current number of this item that is in stock. It is automatically updated after an
invoice and can be changed manually at any time.
Tax: This indicates which tax(es) should be charged to this item. Click on the box next to the desired tax
level(s) to choose the type of tax to be applied to this item.
Preferred Vendor: This allows you to select a preferred vendor for an item. Scroll through the vendor list
by using the cursor keys (< >, < >, < ">, < >) or by clicking on the up and down arrows with your
mouse, then highlight the desired department. This vendor will be the default vendor for purchase orders of
this item. NOTE: The vendor must first be added through Vendor Maintenance under Vendors in the
Inventory menu. For more information on adding vendors, see Chapter 2: Inventory Control: Vendor
Reorder Level: This is the quantity at which you will be alerted to re-order the item. It can be up to 5 digits
Reorder Quantity: This is the default quantity that will be placed on a purchase order for this item. This
quantity can be modified at any time.
# of Barcodes: This allows you to mark the item for barcode printing through Bar Code Express. Enter the
number of bar codes that you want to print for this item here.
Profit %: This displays the profit percentage for the displayed item.
Retail Discount: This displays the retail discount percentage for the displayed item.
Gross Margin: This is the percentage of the selling price that is profit.
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