Softhard Solutions ShopMate Main Product Inventory Module Explanation Page
Softhard Solutions Australia
Softhard Solutions ShopMate

Business Accounting Product Inventory Module Explanation

Automotive Business Accounting Software System for Businesses

ShopMate Automotive Business Accounting Product Inventory Module

AzureMate - Best in Windows Azure Cloud Storage Explorer Software Products

Welcome to Softhard Solutions ShopMate Main Product Inventory Module Explanation page. Only two clicks from the Home Page will have a Product Inventory set up and ready to go ... in seconds.
View Product Inventory Module Screen Shot...

The products created and handled in this Main Inventory Module manager form are products you have or want to have on your system for currently selected Branch. System products (there are 4) and all products for current Branch are accessible in this form for management of them and their prices. The reserved product IDs are ID 1 to ID 4 for four system products.

The following tasks are available on this page:

There are two methods available in ShopMate to speed up the invoice creation for your waiting customers:

Combination Products,
which you can create, help you create new products (combo products) out of the products you already have in stock, combine them into one named product and speed up the invoice creation when the combo is being pulled in, containing perhaps tens of products, as one only product. All the constituent products contained in the combo are correctly deducted from your stock when you close an invoice containing the combo product.

Invoice Service Templates,
which you can create, work the same way except you can use any products and when the template is pulled into an invoice, unlike combo, all the products contained in the template are copied into the invoice automatically and speed up the invoice creation.

Tips
Some buttons associated with a Grid of data need to have one or more records Selected by Highlighting the records in order to get enabled. You can control the record highlighting by clicking the Selector bar on the left of each grid for one record selection or using the Ctrl+Click button for selecting one record at the time in different positions or Shift+Click button for selecting a range of records.

Some buttons only need the pointer arrow on the selector bar, without highlighting, to get enabled. In that case you can select any record by just clicking on the desired record anywhere within the grid, without having to click the selector bar.

If you press the Ctrl+F6 keys on your keyboard, it will zoom through any windows forms you currently have 'open' inside ShopMate.

ShopMate has a notion of Open and Closed invoices and orders. While they are Open, they are just templates and can be manipulated as you like, even deleted, with no reflection in the financial system or your products stock. When Closed, they are taken off of the Main Sales or Purchases and become part of the financial system.

When the invoices or orders are Closed they are Posted from sales/purchases into the financial system, products (only those with the Stocked property set) are added or deducted to/from stock as needed, you can't change things any more and the invoices/orders are ready for the receiving/issuing of payment for them.

Even if you do NOT use purchase orders you still should periodically Close all the orders that ShopMate automatically creates when any product's Reorder Level is set, or an invoice containing any Stocked products is Closed, not delete them.

If you delete them, they will only be recreated again by ShopMate. You should Close (post) them and issue payments for them otherwise your financial reports will be incorrect (100% profit). You should maintain all products' correct Retail and Supply (except labour) prices for balancing.

By default, at start up, each employee is marked as present at work, except for employees marked as Inactive and entries made on Saturdays and Sundays. It is your responsibility to see that the entries, employee attendance and wage Approval, are correct for each day of employee operations.

All your labour products should have the ItemsInUnit property set to a number greater than one. If we assume that the Items are minutes of a Unit (one hour), you can set the ItemsInUnit to 60 (minutes). Then in an invoice you can enter e.g. 2.3 (hours) into Units and the Items (minutes) will be correctly calculated in this invoice item.

The updatable grids may contain one or more fields that are too short to display fully. You can click into these fields and the editor will display all words fully below it, formatted (even if a field is not normally updatable - if you try to update such field the editor will simply return the previous data).

Before a product is being pulled into the invoices or orders via a bar code scanning device, make sure the designated bar code field receiving the number is in focus.

Although you may, it is advisable NOT to use dot (.) as a first letter of the product names you yourself create.

If you are currently a MotoShop Automotive user you might ask a question: what is the difference between MotoShop Automotive and ShopMate? The answer is they both do the same thing but ShopMate does it better, is most modern software you can get, is written in .Net technology and, unlike MotoShop, is fully supported by Softhard Solutions.

MotoShop Automotive was built with the automotive industry businesses in mind, ShopMate was built for any small to medium business including automotive industry.


You do not have ShopMate installed yet?   


Top of Page


ShopMate System Products Usage

When you first establish your ShopMate Database System Operations, ShopMate comes with four System Replacement Products. This enables you to work immediately, without having to put in your own products. They are replacement products for products you would normally have in your stock.

A special system labour product (.Labour) is used in invoices for the users to be able to use a special invoice for those customers that want to see in their invoices the Labour Price and Parts Price separately.

Some of our users do not put in any products of their own into the system, they only use these system products in their invoicing and ordering. These four system products all have a dot at the beginning of their name with names as follows:

  • .Buy_in - ID 1
    is used as a replacement for physical products you buy-in constantly and sell immediately but may not keep in stock. Just use this system product in your invoices and rename its name to the name of product you buy on the customer's behalf and do not want to keep it in stock.

    You only change the name of the product in the invoice not the product itself so the reports will show .Buy_in product sale.

    Important Note
    A common mistake made by users is pulling this product into an invoice and re-naming and using it as a Labour product and expecting to get correct labour reports. This product is meant only for physical product not labour product. Any reports on labour will be then incorrect since these 'labour products' are not found by the system.

    It is probably the best practice to use the system .Buy_in product in the invoices and keep renaming it appropriately as a physical product not labour. That way your labour reports will never be incorrect.

  • .Sublet - ID 2
    similar to .Buy_in, it is used as a replacement for physical products for times when you get some customer work done outside your place of business but the customer pays you and you get some of that amount and the rest goes to the company that actually did the work.

    You may or may not have the product they named in their invoice to you, in your stock. Just use this product in your invoices and rename its name to the name they have used when invoicing you. You only change the name of the product in the invoice not the product itself so the reports will show .Sublet product sale.
     
  • .Payable - ID 3
    is used only in the ordering system not invoicing and is used as a replacement for physical product which enables you to have suppliers in your database that don't have actual products 'attached' to them yet.

    In the meantime you can at least use this system product in the orders and rename its name so the supplier understands, until such time as you do end up 'attaching' a real product(s) to them. As a minimum every supplier is associated with this system product. You only change the name of the product in the purchase order not the product itself so the reports will show .Payable product order.
     
  • .Labour - ID 4
    is a special system product used as a replacement for any type of service work you provide for customers and you get paid for. Just use this product in your invoices and rename its name to the name appropriate to the labour you have performed on the customer's behalf and do not want to create your own labour product.

    You only change the name of the product in the invoice not the product itself so the reports will show .Labour product sale. You can also create your own labour products (the category ID of these must be set to 2 - Labour).

    Important Note
    A common mistake made by users is creating their own labour products, naming them appropriate names but forgetting to assign the Category ID 2 - Labour to them. Any reports on labour will be then incorrect since these labour products are not found by the system.

    It is probably the best practice to use the system .Labour product in the invoices and keep renaming it appropriately. That way your labour reports will never be incorrect.


Top of Page


Ways to Discount Customers in ShopMate

There are many ways for your customers to get the discount prices you offer on your products. The following are discounts implemented in ShopMate you can use if you want to, shown in the order in which the system searches for set discounts when they are being pulled into the invoices if a customer is a member of other discount schemes:

  1. In the Customer Manager form, in the Settings task Tab, you can set a Global product discount there. Customer gets this much discount on all products in invoices in percent automatically.

    Be careful with this super discount. Customer will get the percentage discount you set there on all products in their invoice(s), even if a product already has a Special on it (buy x and get x free scheme) by your supplier and on top of any other discount schemes the customer may be a member of.
     
  2. In the Invoice Manager form, there is a Reward field in every Open Invoice, on the Products task Tab in the products grid. It is meant to give a customer a special Reward Discount by deducting the set Reward amount from the Retail Price set on that entered product.

    Customer will get this amount discount even if that product already has a Special on it (buy x and get x free scheme) by your supplier and on top of any other discount schemes the customer may be a member of.

    When set, ShopMate remembers it and next time this product is pulled in for this customer the deduction is done automatically. You can clear the field by entering a zero in it, negative value is not allowed.

    If you have the same product entered into the Invoice several times and you change or clear the Reward field in one of them, only that record is changed, the others are not and next time the product is pulled in for this customer the value will be different from others.
     
  3. In the Customer Manager form, in the Settings task Tab, you can set the other discount, you select a Special Level Price of a participating product(s).

    When set, it will be used when you are pulling in any of the products that have these special levels set into the invoices. If there is a Special on a product (get x and get x free scheme) by your supplier, this discount is disregarded if set.
     
  4. In the Custom Prices Manager form one selected customer receives the selected and entered discounted retail prices of products. If there is a Special on a product (buy x and get x free scheme) by your supplier, this discount is disregarded if set.
     
  5. In the Customer Group Prices Manager form all selected and entered customers of a named group receive (share) the same selected and entered discounted retail prices of products in that group.

    If there is a Special on a product (buy x and get x free scheme) by your supplier, this discount is disregarded if set.
     
  6. You can also give customer a discount percentage if they pay for their invoice(s) in short, predetermined time from the Invoice Date. You can set this first in the Customer Manager form, in the Settings task Tab and second in the Invoice Manager form, on the Totals task Tab, set Early Payment Discount for the current customer.

    There is also available in ShopMate ' Buy from us X products and Get Cash rebate or X products free ' customer enticement product handling scheme (this depends on your suppliers supporting this).

Top of Page


Product Inventory information task Tab

Following table contains all the available elements for review.

Element Description
Field:
Product
bar code
or name

There are several sections in ShopMate for people to choose to scan in bar codes of products. This place is one of them. To search for a product and you have a scanning device, scan in product's unique bar code number. If not, type it in and press enter key on your keyboard while the field is in focus.

You can also type in a fuzzy Name of a product instead. Type in fuzzy word to search for in ShopMate table ProductSuppliers in ProductName field. A fuzzy search means you can, in relation to the table field, type any combination of letters and/or numbers into this fuzzy search word field that may be contained in the table field, left, right or anywhere in between.

Then press the Enter key for results. Pressing enter key when this text box is empty does nothing. The search searches for any bar code first, if numeric, then for product name. If you have a product with bar code 123 and a product with name '123', the bar code will be returned.

Note that if your scan device does not issue a carriage return and line feed combination characters or else you had to type the bar code in, you must press the enter key on your keyboard while the field is in focus to affect the search.

Button:
Search for
any product

Click on this button to go into the Product Search Manager and search for any product.

Button:
Refresh
products
on order

The method of this button runs at every start up of ShopMate and at any time a product is edited. Click on this button to check all products in database for reorder level and make up any purchase orders automatically when needed.

Note
After this method ends its run, you can check if any new orders have been created or existing once were updated in the Main Purchases Module.

Button:
History
of products

Click on this button to see the HISTORY of any product. The Product History Manager appears with a graph showing the last seven days trend of sales of a selected product.

You can right-click on top of that graph for a menu to appear with a choice of graph styles, etc or click on the Graph drop-down button when the graph is in view.

More... Button:
Send E-mail
Click on this option to email messages to entities. You can use this button to email messages to anyone.

The emailing should work even if you do not have an SMTP protocol (simple mail transport protocol) installed on your machine.
More... Button:
Print
form face
Click on this option to Print or Preview form's currently showing face in various picture formats.
Buttons:
Click button
for action
to perform

Select and click the button for action you want to perform on products:

  • Review Base Products
    Select this option to go to the Base Product Manager form to update your base products.
     
  • Review Supplier Products
    Select this option to go to the Supplier Product Manager form to update your Supplier products.
     
  • Review Combination Products
    Select this option to go to the Combination Product Manager form to update your Combination products.
     
  • Product Stock Take
    Select this option to go to the Product Stock Take Manager form to update your products when taking in new stock.
     
  • Product Bulk Prices
    Select this option to go to the Product Bulk Prices Managerform to update your stock product prices in bulk.
     
  • Product Group Prices
    Select this option to go to the Product Group Prices Manager form to update your stock product prices for selected group of customers.
     
  • Product Custom Prices
    Select this option to go to the Product Custom Prices Manager form to update your stock product prices for selected customers.
     
  • Review Product Categories
    Select this option to go to the Product Categories Manager form to update your Categories of Products.
     
  • Review Product Subcategories
    Select this option to go to the Product Subcategories Manager form to update your Subcategories of Products.
Buttons:
Click button
to perform
Print

Select and click the button for print action you want to perform on products:

  • Print Base Products
    Select this option to Print - Preview base products.
     
  • Print Supplier Products
    Select this option to Print - Preview supplier products.
     
  • Print Combination Products
    Select this option to Print - Preview combination products.
     
  • Print Stock Change
    Select this option to Print - Preview product stock change for today.
     
  • Print Bulk Changed Prices
    Select this option to Print - Preview product prices change for today.
     
  • Print Group Changed Prices
    Select this option to Print - Preview group product prices change for today.
     
  • Print Custom Changed Prices
    Select this option to Print - Preview custom product prices change for today.
     
  • Print Product Categories
    Select this option to Print - Preview categories of products.
     
  • Print Product Subcategories
    Select this option to Print - Preview subcategories of products.
Informational
fields

These fields show the following information for currently selected Company Branch product totals:

  • Total stock products in database.
  • Total no stock products in database.
  • Total System products in database.
  • Total Combo products in database.
  • Total products in database.
  • Total value of stock products in database.
  • Total suppliers in database.

Top of Page


Product Inventory sales monitor task Tab

Following table contains all the available elements for review.

Element Description
Informational
fields

These fields show the following information for selected time period and current Branch:

  • Total sales in selected graph period.
  • Total purchases in selected graph period.
Graph view

This graph may show the last 7 days trend by default, but you can select your own time trend (which is then remembered), regarding Sales and Purchases, up to and including the date currently shown on the graph. Calculations are done by Quantity and by Time (days, weeks, months etc).

Remember to right-click on top of the graph to see a context menu appear with different styles of graphs and time period trends to choose from.

Context menu:
Graph
selections
When you right-click on top of the graph, in this context menu you can select the type of graph you want to see, the date range, save and print the graph data.

Top of Page


See More Information On:


 
 

 



Top of Page