910 – Inventory Management Post Training Task List

910 – Inventory Management Post Training Task List
Now that you’ve completed the 910 - Inventory Management instructor-led course, it’s time to put what you’ve
learned into practice.
As you begin to use OfficeMate to record and maintain your inventory, we recommend that you complete the task
list below, checking off items after you’ve completed them. It is not required that you complete this task list,
although using this task list as an implementation tool will greatly improve your implementation experience.
Setting Up Your Inventory Products
Tasks to Complete to Set Up Inventory Product Types
Complete these steps for each product type for which
you want to track inventory.
1. From the Home Office main window, click Setup
and select Product Setup.
2. Select a product type from the Product Type dropdown
menu.
3. Select the Maintain perpetual inventory check
box if you are maintaining your inventory in
OfficeMate.
4. Select a unit of measure from the Sales Unit of
Measure drop-down menu. If you are setting up
frames, select Each from the Sales Unit of
Measure drop-down menu.
5. Select the inventory cycle from the Physical
inventory cycle drop-down menu so that you are
able to sort your inventory into specific categories.
Note: Press F12 to add and modify the inventory
cycle names. OfficeMate is preloaded with an
Annual Cycle. You can create and assign specific
names (such as Frames) to each type of inventory
cycle.
6. Type the stocking level in the Default Stock Level
text box. The default stock level is 1 when the
Maintain perpetual inventory heck box is selected.
Notes
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Tasks to Complete to Set Up Inventory Product Types,
Cont.
7. Type the minimum quantity of the product that you
want to have in stock in the Default Reorder Point
(Minimum On Hand) text box. The default
minimum quantity is 1 when the Maintain perpetual
inventory check box is selected.
8. If you are allowing discounts on services and you
selected Services from the Product type dropdown
menu, select the Allow Discount On
Services check box.
9. If wanting to use half fees on single lens
transactions and you selected Lens Treatments from
the Product type drop-down menu, select the Use
Half Fee on Single Lens Transactions check box.
10. If you are tracking commissions for the product
type, record the Commission Method,
Commission rate, and SPIFF Amount for both
providers and staff. Also, click the Commission
Class tab and record appropriate product
commission information (description, method, rate,
and SPIFF amount).
11. Click OK.
Notes
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Tasks to Complete to Set Up Inventory Preferences
1. From the Home Office main window, click Setup
and select Product Setup.
2. Click the Preferences tab.
3. Type or select the start date of the first period in
your inventory calendar in the Start date of first
periods text box.
4. Type the current calendar year in the Current
calendar year text box.
5. Type the current inventory period in the Current
inventory period text box. For example, if your
inventory cycle is 12 months, beginning in January,
and it is now March, type 3.
6. Type the number of periods in a year in the # of
periods in a year text box.
7. If you keep your inventory physical count by board
location, select the Yes radio button next to Will
physical count be stored by board location? If
you are maintaining your inventory on paper, this
information can be very helpful.
8. If you are using a barcode scanner, following the
instructions below:
a. Select up to five Barcode Label Options.
b. Select the Product Code radio button next to
Column on bar code.
c. Select your barcode printer from the Bar Code
Printer drop-down menu.
d. If you are using a Label Matrix printer, select
the Bar Code printer program path and the
Bar Code printer output path using the ellipse
buttons.
e. After your barcode printer is connected to your
computer, you will easily be able to see what
communication port the printer is using and
record it in the Comm Port for Barcode
Printer text box.
Notes
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Tasks to Complete to Add Products to Inventory
• Record the quantity on hand separately from the
task of adding products to your inventory by
completing one of the following actions:
o Record a physical or scan count and record
the beginning quantity on hand at each
location.
o Record an adjustment or receive inventory at
each location.
o Create a purchase order for each vendor and
receive the purchase order at each location
(thereby updating your quantity on hand and
creating data in the Frame Aging report).
o Create and receive a transfer from Home
Office to the location to update the quantity
on hand.
Notes
Maintaining Your Inventory
Tasks to Complete to Receive Inventory through a
Physical or Scan Count
1. Click the Products icon, select Inventory, and
select Scan Count or Physical Count.
2. Click the Yes or No radio button to indicate if
this is or is not a new inventory cycle.
3. Select a manufacturer from the Manufacturer
drop-down menu.
4. Select an inventory count cycle from the Select a
Count Cycle drop-down menu.
5. If you are scanning inventory, place your cursor
in the Product Code text box and scan your
inventory. As you scan the products, they are
counted and recorded in OfficeMate.
6. Click Worksheet or Print Variance (if desired)
to print the inventory worksheet or variance
report.
7. Click Record to save the inventory cycle.
8. Click Cancel to close the window.
Notes
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Tasks to Complete to Receive Inventory through a
Physical or Scan Count, cont.
9. If you are physically counting inventory, count
and record the inventory on the worksheet and
then return to the Physical County Entry window
and record the counts in OfficeMate.
10. Click Update On-Hand to update the quantity of
inventory items that you have on hand and close
the inventory cycle.
Notes
Tasks to Complete to Receive Inventory through
Adjustments
1. Click the Products icon, select Inventory, and
select Adjustments.
2. Select Receive Inventory from the Adjustment
Type drop-down menu.
3. Scan or search for the inventory item in the
OfficeMate database by clicking the Product
Name/Code column heading.
4. Type the adjusted quantity in the Adj Qty text
box.
5. Select an adjustment reason from the Reason
drop-down menu.
Note: Press F12 to add and modify the
adjustment reasons in Home Office.
6. Click Record. The Qty on Hand text box on the
Product Details tab in the Products window is
now updated.
Notes
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Tasks to Complete to Receive Inventory through
Transfers from Home Office
1. Click on the Products icon, select Inventory,
and select Transfer.
2. Select the location from which product is
transferring in the From Location drop-down
menu.
3. Select the location from which the product is
transferring in the To Location drop-down menu.
4. Type comments in the Notes text box.
5. Scan or search for the inventory item in the
OfficeMate database by clicking the Product
Name/Code column heading.
6. Click Record & Print.
Notes
Tasks to Complete to Receive Inventory through Manual
Purchase Orders
1. Click the Products icon, select Purchase Order,
and select Manual PO.
2. Select a purchase order or click New PO.
3. Select a ship-to location from the Ship-to
Location drop-down menu.
4. Select a date from the Date Required calendar.
5. Select a vendor from the Vendor box. You must
create a separate purchase order for each vendor.
6. Click Save.
7. Click the Purchase Order Details tab.
8. Scan or search for the inventory item in the
OfficeMate database by clicking the Product
Name/Code column heading.
9. Type the quantity of each inventory item in the
Order Qty column.
10. Click Save PO Details.
11. Click the Purchase Order and Shipping
Information tab.
12. Click Commit to finalize the purchase order.
13. Click Exit.
14. Click the Products icon and select Receive
Purchase Order to receive a purchase order.
Notes
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Tasks to Complete to Receive Inventory through Manual
Purchase Orders, cont.
15. Type the PO number in the PO No. text box and
click Get PO or click Find PO to search for and
select a purchase order.
16. Type the number of items that you received in the
Qty Received text box, select the Fully Recv’d
check box if the full line was received, or select
Receive Complete if the full order was received.
17. Click Record to update the quantity on hand for
each product listed on the purchase order.
Notes
For help on completing the tasks above, check out the following resources:
• OfficeMate Home Office User’s Guide
• OfficeMate User’s Guide
• OfficeMate Online Help
• Optical series recorded video tutorials
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