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One of the main
reasons for using a computer is to keep track of your inventory. Not just how
much you have, but also pertinent sales, purchasing, pricing, costing and
miscellaneous information that goes into generating the reports that can help
you better administer your business. All purchasing and sales information in
continually maintained, therefore, either LIFO, FIFO or weighted average
inventory values can be chosen.
1.1 PARTS ENTRY/MAINTENANCE
This is the main information screen within the Inventory and Purchasing Module.
In keeping with the WSDS design philosophy, virtually any information about a
given part can be accessed through this screen. Much information can be viewed
at a glance (E.g., YTD-SALES or ON-HAND), however, detail screens can be
accessed with just a keystroke. (E.g., Detailed Sales History).
On the WSDS both bottles and cases for a given product of a given size are
maintained in the same Part file record. Separate records are maintained for
same products in a different size. (E.g., 750 ml Seagrams Crown 7 and 375 ml
Seagrams Crown 7 are different parts.)
The parts file is cross-referenced, so whenever you want to access a particular
part you simply enter the first three characters of any word in the description.
(E.g., if you want to access Part # 123456 - Gallo Red Burgandy enter either
“123456” to access it directly or enter “GAL” or “RED” or “BUR” to view the
possible choices.)
The following information about each part is maintained and displayed:
Description8 Month-to-date unit sales
Product Class (for tax purposes)8*Month-to-date dollar sales
Brand/Group8*Prior 12 months unit sales
Country/State8*Prior 12 months dollar sales
Wine District8*Quantity on hand
Product Type8*Quantity already ordered
Vintage Year8* Quantity available for orders
Bottle Size8*Quantity in hold orders
Bottles/Case8*Purchases not yet received
Vendor8*Priority Quantity
Federal Label Number8*Reorder Point
* These items can be displayed either for a specific warehouse or as a total for
all warehouses.
Rather than a year-to-date sales figure, a prior 12 months figure is displayed.
Of course detailed sales information by month can also be viewed.
A certain quantity of a product can be set aside as “priority” inventory. This
inventory ca then only be used in priority orders.
The reorder point is used in purchasing to determine which products must be
purchased.
In addition to this information that is automatically displayed, the following
detail information above the given part can be accessed directly from the Parts
Information screen. More detail about each screen is listed below:
• Costing
• Pricing/Group Discounting
• Open Sales Orders
• Sales History
• Open Purchase Orders
• Purchases History
The following screens are accessed directly from the Parts Information Screen.
The information displayed, therefore, is about the specific part that was
called.
Costing
FOB Cost, Bulk and Bottling cost (if necessary), Freight-in, Duty and Federal
Tax, and total cost are maintained.
Pricing/Group Discounting
Selling prices can be established for a given part by company, customer type,
and state. Additionally, pricing is separately maintained for bottles and cases.
The following pricing information is maintained for the given product: List
Price, Commission (default), Cost, Price change and effective date. Discount
quantity, Discount Amount or Discount Percentage, Commission amount or
Commission percentage.
Group Discounting
Allows you to put the given product in a group with other products for group
discounting purposes. Therefore, when products within the same group are
ordered, the discount quantity used for any of the parts is the total quantity
for the group.
Open Sales Orders
All open sales orders for the given product are displayed. Information includes:
Order number, Customer, UOM, Original Quantity Ordered, Quantity Shipped so far,
Balance Due, Unit Price, Extended Price, and Order Status (OK, Hold, etc.). The
listing is displayed oldest order first.
Sales History
The Sales Summary lists total sales figures for the given product by month.
Information includes: Quantity, $ Sales, $ Cost, and $ Gross Profit for both
bottle and case sales. The Sales Detail lists every sale of the given part. With
the detail, you have the option of displaying only for a given salesman and
starting from any previous month. The detail listing includes: Invoice number,
Customer, UOM, Quantity, Unit Price, Extended Price, Extended Cost, Gross
Profit. The detail is listed by month with totals at the end of each month.
Open Purchase Orders
All open purchase orders for the given product are displayed. Information
includes: PO Number, Vendor, UOM, Original Quantity Ordered, Quantity already
received, Balance Due, Due Date, Unit Cost, and Total Cost.
Purchases History
Detail listing of all purchases made for the given part. Information includes:
Month, PO Number, Vendor UOM, Date Received, Quantity, Unit Cost, and Extended
Cost.
Finally, a part can be made “inactive”. This will retain all sales and purchases
history, but will not allow an order to be entered for it.
2.2 WINE INQUIRY
The WSDS was designed not only to benefit your distribution company, but also to
offer assistance to your customers. The Wine Inquiry does just that. Through it
you can list all the parts on your system that fit into any of four different
categories. (E.g., Brand/Group - List all parts that have a specific brand.)
Information listed includes: Part Number, Description, UOM, Quantity On-hand and
Available in each warehouse. The different categories that you can choose for
the display are Brand/Group. Country/State, Wine District, and Type of Wine.
With the Wine Inquiry you can get answers to questions like “Which Sonoma Valley
White Burgandy’s do you carry?” within just a few seconds.
2.3 INVENTORY ADJUSTMENTS
Also critical to keeping track of your inventory are the miscellaneous
adjustments that can effect an accurate inventory. The WSDS provides a simple
way of entering and categorizing these adjustments. Categories include: Samples
taken (and by whom), Samples returned, Broken Goods, Unsaleable, Returned to
Vendor, Error Correction, Inventory Count, and Unknown change.
2.4 PHYSICAL INVENTORY FORMS
The WSDS prints the forms that you will need when doing your physical inventory.
This makes the process of taking inventory more efficient as well as a more
accurate count.
2.5 PHYSICAL INVENTORY ENTRY
Once the physical inventory count is made, the numbers can be quickly entered
through the Physical Inventory Entry.
2.6 PHYSICAL INVENTORY REPORT
The Physical Inventory Report gives a detailed listing of each part (by product
group) along with the following information: Size, UOM, FOB Cost, Freight-in,
Duty, and Total Cost (uses most recent cost figures), Computer Count, Physical
Count, and Variance. You can see, at a glance which items were inaccurate on the
computer and by how much.
2.8 CYCLE COUNTING
One frequently used method of maintaining an accurate inventory count on the
computer without having the tedious chore of full inventory counts, is to count
the inventory in cycles. The WSDS chooses the parts to be counted based on those
parts that have not recently been counted and that have the most activity. Once
the whole inventory has been counted, the cycle starts right over again. The
cycle counting system also allows you to choose the number of items that you
want to count at any given time.
2.9 REORDER POINT REPORT
A report can be generated which lists all of the parts whose on-hand inventory
is less than the reorder point that is entered in the parts file.
2.21 PRICE LIST PRINT
Several different price lists can be printed from the data that is stored on the
system. You can choose whether you want a salesman’s (all discounts for all
customer types) or a customer’s price list (just list and postoff price), all or
just a selected product category, effective date, customer type, and state for
which the price sheet applies. In this way, you can customize the price sheet
based on who will be using it.
2.22 INVENTORY MAINTENANCE ACTIVITY REPORT
This report lists pertinent information about the parts that have had a recent
change of status. Changes of status include newly added as a part, deleted, made
inactive, and reactivated.
2.23 INVENTORY MASTER REPORT
This report lists pertinent information about your current active inventory for
a given warehouse (or totals for all warehouses). This report can be run for
either a selected class of products or for all classes. Information listed
includes Part number, Description, Size, UOM, Gallons, Quantity On-hand,
Quantity On-order, Costs (using the latest cost figures), Month-to-date unit and
dollar sales, and 12-prior-month unit and dollar sales.
2.24 PRODUCT ACTIVITY REPORT
This report lists Month-to-date sales and profits and 12-prior-month sales and
profit sorted by Unit sales, Dollar Sales, or Total Profit.
2.25 COSTED INVENTORY REPORT
This report lists the cost for each item of your inventory for a selected
warehouse (or totals for all warehouses). The cost figures used in this report
are the most recent costs for each product. (See LIFO report below.)
2.26 WEEKLY ADJUSTMENTS REPORT
This report is a weekly log of inventory adjustments. Of course the Part number
and description are listed as well as the quantity and reason for the
adjustment.
2.29 PRICE VS. COST COMPARISON
One of the most important reports that can be generated is the Price vs. Cost
report. The WSDS provides this to give you a quick look at the percent gross
profit for all of your parts using the most recent landed cost and the lowest
selling price. You can see at a glance which products might be priced too low.
2.34 LIFO INVENTORY REPORT
The LIFO Inventory Report gives you an accurate cost for your inventory based on
the Last-in, First-out method. All relevant costing information is listed. The
report includes a listing of the quantity of any part available at each cost.
Note: Because all pertinent information is already maintained, this report can
be altered to use either LIFO, FIFO, or weighted average.
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