The Category File holds the records which group inventory into slightly smaller groups than Departments. For example, in the Appliances department there are several "kinds" of inventory. There are Washers, Dryers, Refrigerators and Ranges. These "kinds" of inventory should be your categories for inventory. You can be as specific or broad as you wish in this area. Keep in mind that there are more divisions of inventory to come.
Categories are used by the Inventory File to help identify inventory items. The categories entered in this file are listed in the drop-down box on the Inventory screen.
This is an example of (2) two category records. Category records are displayed in a grid.
To add a category
Click the ADD button at the top of the category form. Fill in the fields in each column according to the descriptions below.
FIELD DESCRIPTIONS - CATEGORY |
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This column contains the unique (3) three character code you assign to each category record. |
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This column contains the name of the category. |
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This column contains the Department. A drop-down box reveals all the Departments previously entered in the Department File. Click on the Department that applies to this Category. |
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Click in this check-box if you want to count items associated with this category in BOR. BOR is the Balance On Rent calculation made by the system. These check boxes default to CHECKED.
Check this box if this category by default should be set to count in BOR. Does this kind of inventory normally get counted in BOR when it is added to an agreement? Check this box if it is counted.
DO NOT check this box if it is not counted. |
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Click in this check-box if you want to count items associated with this category in APU. APU is the Average Price per Unit calculation made by the system. These check boxes default to CHECKED.
Check this box if this category by default should be set to count in APU. Does this kind of inventory normally get counted in APU when it is added to an agreement? Check this box if it is counted.
DO NOT check this box if it is not counted. |
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This column contains a shorter version of the category name used on reports with limited column space. Input a shorter category name for this field. For example, if the category name was "3-Piece Living Room/Sofa/Love seat/Chair" you could input 3-PC LR SLC for the report name. |
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To print a file listing
Click the PRINT button at the top of the form to print a list of the file displayed.
Some frequently asked questions: (click each question for answer)
A Category is simply a way to group inventory together. If the inventory is the same kind of product it can be grouped together in a Category. If the inventory is the same kind of product it can be grouped together in a Category. If you still don't understand what a category is, here is another example:
Category = MRG Men's Ring
In the Inventory File you must assign each piece of inventory a Category Code or group these inventory items together for reporting purposes.
Item #10045 MRG Men's Ring serial number 45299 Item #10046 MRG Men's Ring serial number 45300
This example shows you have (2) two men's rings with item numbers for identification 10045 and 10046. In this way you are able to count the number of "men's rings" you have in inventory, or the number of "men's rings" you have on rent to customers. |
Categories need to be more specific than Departments, yet less specific than Models. A good rule to use is if you want this name to print on receipts, agreements, etc. you would want to add it as a category. If you are selling electronics such as televisions and stereos, you may want to set up a category for television and a category for stereo. This category is very important when you are looking at inventory, most all reports are sorted by this category code. You want this group of inventory to "mean" something. Under the Department of Electronics, you may want to list the following: 13" TV 19" TV 25" TV 100 WATT STEREO 200 WATT STEREO If you do not sell many televisions and stereos, it may be sufficient to only list under the Department of Electronics, the following: Television Stereo Realize, you will have more than one "brand" in each of these categories and more than one "model" in each of these categories and you should. These are used to group "like" inventory together for inventory purposes, and income purposes. |
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