Inventory Settings

Inventory Settings

Inventory Settings Overview

"Inventory Settings" lets you configure settings that are needed to manage any inventory-related process. You can configure settings related to invoicing, receiving, and alerts regarding product stock and inventory. 

1. Reaching "Inventory Settings"

To reach "Inventory Settings," follow the steps below:
  1. Step 1: Log into Control Center
  2. Step 2: Choose Point of Sale
  3. Step 3: Choose Maintenance
  4. Step 4: Choose Settings & Panels 
  5. Step 5: Choose POS (Point Of Sale Settings)
  6. Step 6: Choose Inventory (Inventory Settings)

                                                                       Figure 1.0

2. Understanding "Inventory Settings"

Please see the image Figure 2.0 for a description of the buttons and fields that appear on the screen.                                
                                                                                        Figure 2.0

On this page, you will see all the configurations related to the inventory that are needed to carry out inventory functions smoothly and as per the company's needs. Below, we will discuss each setting involved in the inventory process.

2.1. Inventory Notifications

In this section, you can configure inventory alerts for negative and/or low inventory levels and various other notifications. The notifications will be sent either to a selected user from the drop-down (10) or to an email address manually entered (11).


                                                      Figure 2.1.0

1. Select Unfinished Lookup Period: This setting option lets you choose the lookup time period, e.g., daily, weekdays, or weekly, for which you wish to look at the unfinished inventory processes, such as invoices.
 
                            Figure 2.1.1

2. Unfinished Run Frequency: Choose how frequently you wish to look up unfinished inventory processes, i.e., invoices. 
3. Notify on Every Completed Cycle Count: This toggle, if set to YES, will notify the selected recipients whenever any cycle count on any inventory definition is completed. 
4. Notify in case of Cycle Count Variance: When this toggle is set to YES, the selected recipients will be notified in case there is a variance during the cycle count.

                                                               Figure 2.1.2

5. Notify if a Cycle Count is Started but Not Finished in X Hours/Days: The selected recipients will be notified if a cycle count is started but not finished. 

                                                                     Figure 2.1.3
  1. Variance Type: This is a filter type that filters the variance of the cycle count as per the selected option from the drop-down list.
  1. If Variance Greater Than X Dollars: If there is a variance greater than the entered (x) dollars. See above in Figure 2.1.3.

                     Figure 2.1.4
  1. If Variance Greater Than Number of Items: If there is a variance greater than the entered (x) items during the cycle count, when this condition triggers, it will notify the selected recipients.

                                                             Figure 2.1.5

6. Notify if an Invoice is Started but Not Finished in X Hours/Days: This option, if toggled to YES, will notify the selected recipients if an invoice has been started but hasn't finished. When set to YES, two further options get enabled, which require input:
  1. Hours/Days Dropdown: Choose whether you want to receive notifications in hours or days.
  2. Hours/Days Textbox: Enter a value based on your selection (hours if you chose hours, or days if you chose days).

                                                                       Figure 2.1.6

7. Notify if a Transfer is Started but Not Finished in X Hours/Days: This setting, when set to YES, will notify the selected recipients when a transfer in the inventory has started but not Finished in the defined hours. When set to YES, two further options get enabled, which require input:
  1. Hours/Days Dropdown: Choose whether you want to receive notifications in hours or days.
  2. Hours/Days Textbox: Enter a value based on your selection (hours if you chose hours, or days if you chose days).
8. Notify if an Adjustment is Started but Not Finished in X Hours/Days: This setting, when set to YES, will notify the selected recipients when an adjustment in the inventory has started but not Finished in the defined hours. When set to YES, two further options get enabled, which require input:
  1. Hours/Days Dropdown: Choose whether you want to receive notifications in hours or days.
  2. Hours/Days Textbox: Enter a value based on your selection (hours if you chose hours, or days if you chose days).
9. Notify if a Return Worksheet is Started but Not Finished in X Hours/Days: This setting, when set to YES, will notify the person when a return in the inventory has started but not Finished in the defined hours.


                                                                               Figure 2.1.7

10. Choose specific users to receive email notifications for inventory: Here, the email of the user(s) to whom you wish to send the inventory notification can be chosen. See Figure 2.1.0.
11. Add custom emails to receive inventory notifications (1 per line): You can add additional email addresses/IDs in the text box. See Figure 2.1.0.

2.2 Receiving Configuration

This defines how incoming stock is recorded, verified, and updated in the POS system during the receiving process.
                                                                       Figure 2.2.0
1. Add Unknown Items During EDI Processing: While you are importing EDI files for invoices, the items that were not ordered or any unknown items will also get added if this toggle is set to YES.
2. Automatically Add Back Order Items: If this toggle is turned ON, it will automatically add the items that were ordered but not received on the next order.
3. New Item Department: If a new item that is not in the system is brought in on an invoice, it is added to the department that is selected from the New Item Department drop-down list.
4. Display on Edit Invoice: Depending on your choice made for the options provided — Cost, Quantity, Cost & Quantity — the Edit Invoice page will add the columns for that in the invoice.

                       Figure 2.2.1

5. Action in case of difference for Invoice: Choosing from the associated options available in the drop-down list.
  1. Disregard Difference: If this option is chosen, then while applying the invoice, the system will discard the difference in the cost and further allow you to apply the invoice.
  2. Warning but Allow: In case this option is chosen, the system alerts you with a warning but allows you to apply the invoice.
  3. Do not Allow: Choosing this option will stop you from applying the invoice without taking care of the difference.

                    Figure 2.2.2

6. Show margin on invoice: This will display the profitability by calculating the difference between the Unit Price and the Unit Cost.
7. Prompt margin enabled: Setting this toggle to YES prompts the user that the profit margin is enabled.
8. Prompt margin percent: Here, you can define the margin percentage that will be constant regardless of any cost change, and it will prompt the user with the margin percent while applying the invoice.
9. Prompt Days Left Inventory: When this option is set to 100 (for example), you will be prompted when items dip below 100.
10. Show Supplier Cost Discounts: Setting this toggle to YES will show the Supplier Cost Discount column in the Invoice Discounts.
11. Show Supplier Deposits: Setting this toggle to YES will show the Supplier Deposits column in the Invoice Deposits.
12. Allow Deletion of Working Order and Non-Complete Purchase Order: When this toggle is set to YES, it will allow the user to delete a working purchase order and also a non-complete purchase order.

2.3. Advanced Receiving Configuration     

 The Advanced Receiving Configuration part lets you set up detailed rules and preferences for managing received inventory. 
       Figure 2.3.0                                                                               

1. Default Auto Apply To Store: If this toggle is set to YES, the invoice will be automatically applied to the inventory by default.
2. Reset Store Number when creating new invoice: If this toggle is set to YES, the store number will be reset when you create a new invoice.
3. Disable Excise Tax Editing on Invoices: When enabled, it prevents users from modifying excise tax values while creating or editing invoices.
4. Allow Items without Vendor Part: If this toggle is set to YES, the items will be able to process the invoice without vendor parts.
5. Disable Deleting Invoices: If this toggle is set to YES, the deletion of invoices will be disabled.
6. Expand 8-Digit UPCs: When this toggle is set to YES, the system expands 8-digit UPCs to 12-digit ones.
7. Allow Zero Cost: If this toggle is set to YES, it will allow zero-cost items or items that came as free on the invoice. 
8. Disabled Editing and Deleting applied Invoices: If this toggle is set to YES, it will disable editing and deleting the invoice.
9. Show Old Cost on Invoices: If this toggle is set to YES, the old cost of the items will be shown on the invoice.
10. Auto Apply Invoice Cost Changes When Applying Invoice: If this toggle is set to YES, it will update the cost with the new cost that is on the invoice.
11. Each Vendor has Subfolder: This is an FTP folder configuration for different vendors, so if this toggle is set to YES, the invoices will be fetched from a separate vendor subfolder on the server side. If this is set to NO, the invoices will be saved in one root folder, and invoices will be fetched from there only.
12. Append store # to Invoice when creating Invoices: If this toggle is set to YES, the invoice will be appended to the store # while being created.
13. Auto Apply Price When Invoice Cost Changes: If enabled, it automatically updates item price when the invoice cost is modified.
14. Apply Surcharge to Cost Changes: If this toggle is set to YES, the system will automatically apply the surcharge to the cost of the items on the invoice.
15. Postpend Date to Invoice # When Creating Invoices: If this toggle is set to YES, the system will add the date at the end of the invoice number. 
16. Cost Exception Threshold Percent: When enabled, it allows defining the percentage limit for acceptable cost variation before triggering an exception.
17. Allow Non-Unique Adjustment Types on Adjustment: If this setting is set to YES, you can add multiple items to an adjustment.
18. Auto Apply Misc Fee to Cost Changes: If this toggle is set to YES, the miscellaneous fee will be applied to the cost of the items on the invoice. 
19. Price Round Up/Down: This setting will only be visible when the Auto Apply Invoice Cost Changes When Applying Invoice setting is enabled. Use it to specify the round-up/down value for the price. 
20. Allow FIFO: If this setting (First In, First Out) is set to YES, the employee will be allowed to sell the ordered items that arrived first at the store.
21. Apply Misc Fee to Cost Changes: If this toggle is set to YES, the miscellaneous fee will be applied to the cost of the items on the invoice. 
22: Send Message After Processing: This setting will only be visible when the Auto Apply Invoice Cost Changes When Applying Invoice setting is enabled. Enable it if you want the system to send the message after automatically applying the cost. 
23. Alert Zero QOH Transfer Items for Employee: This flag, if set to YES, will alert the employee who has permission to make the transfer about the Zero QOH of the items before making the transfer.
24. Reorder—Allow Merge Multiple Store: If this toggle is set to YES, the user can merge the reorder for multiple stores.
25. Auto Delete EDI Files: If this toggle is set to YES, the system will automatically delete the EDI files that are once imported.
26. Alert Zero QOH Transfer Items for User: This flag, if set to YES, will alert the corporate user who has permission to make the transfer about the Zero QOH of the items before making the transfer.
27. Allow Zone Selection on Cost Changes: If this toggle is set to YES, the system will allow you to select the zone when the cost on the invoice changes and you wish to apply the cost change only to one price-book zone.
28. Reorder - Filter Locations on Vendor Parts: This setting is for the Reorder Inventory process, which, when set to YES, lets you filter the location based on vendor parts.
29. Email When Return Worksheet Sent: If this toggle is set to YES, the system will email when the return worksheet is sent.
  1. Add emails to receive notifications for return worksheets (1 per line): Fill in the email addresses of the people who are to be notified about the status of the return worksheets.
30. Prevent User from Saving Reconciling Cycle Count with Open Movement Records: Enable this setting to restrict the user from saving a cycle count reconciliation if related inventory movements are still open.
  1. Cycle Counts Open Inventory Record Notification Limiter: This setting has a drop-down menu attached with three time-period options. If you have chosen 1 week and are performing a new cycle count, the system will notify you of the open cycle counts within the last one-week period. If you choose the longer time period, the system will list open cycle counts in that period.

                              Figure 2.3.1
31. Transfer Verification: Enable to ensure that the inventory transfers are reviewed and confirmed before completion.
32. Allow Cycle Count Guided: When enabled, it allows users to perform guided step-by-step cycle counting.

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