Inventory Control Basics

Stay In Control Of Your Inventory With POS/OE 4



In POS/OE 4, inventory control is simple to set up and use, yet many powerful capabilities are available that can handle almost any inventory situation. Get up and running quickly by entering your basic item data, or importing it via a standard text file format. Even initial inventory quantities can be brought in via text file to help you get converted over to the POS/OE 4 system.

Finding items is easy, with a simple click you are presented with a basic search screen. Search by commonly used item information such as the items number (yours or your vendors), or a keyword for example.

If you need more powerful search capabilities, you may take advantage of features such as multiple keyword search, for example search for all "blue" "tent" "tarp" (all blue tents that have a tarp).

A POS/OE 4 item is able to be found via multiple 'keys' when adding the item to documents - for example, in the item record there are multiple fields you can enter an item 'number' in, such as Item #, SKU, Mfgr # and even Keywords can be used. When selling an item you can type (or scan) any of these values and the program will look for the item by searching these fields until it finds a match to pull it in to your document.

For even more search capability, utilize the query editor that allows you to graphically build a conditional search. Search using almost any field by clicking on the field, then clicking on your condition and typing or choosing a value. For example, you could pick color is equal to blue, AND vendor is equal to ABC, AND description contains 'widget' (and there are many other possibilities). Complex searches can even be saved for later use. This search capability is available throughout most areas of the program.

Our modern output lists used throughout the program are flexible and allow you to perform tasks such as sorting the list with a simple click. Re-size columns by dragging the column wider or narrower. Some lists even allow you to customize the fonts or style. Most of these lists are also re-sizable, allowing you to take advantage of a large monitor to view a long or wide area of data with less scrolling required. You can even save preferences on a number of screens if you have customized the screen on your machine.

Utilize the 'spot check' or full 'physical inventory' functions to do partial or full counts of your inventory. You can choose to count a single item, a group of items or all items. Inventory counts can come in via text file, for example if you are using a counting service, or via one of our portable scanner options. It is even possible to scan a group of items and use the data in the scanner to determine what group of items you are counting instead of picking the group of items before scanning.

If you are going to manually enter counts, it is possible to print count sheets with information about the items and a column to write in counts (count sheets).

After counts are imported, scanned in or manually entered, it is possible to print a discrepancy report that will show you what the difference is between what was in POS/OE 4 and what you counted.

Convenient access to print barcode labels (laser sheet labels or dedicated barcode printer).

Generate various inventory reports: ROI (return on investment), Inventory Turns, Sales History, Best Sellers, Worst Sellers, Inventory by location, price lists, barcode sheets and many more. Including your own customized reports using the built in report generator.

Price Changes are easy using the apply functions available from the list of items.   You can simply highlight a group of items and apply a price change to the various price fields - change retail, list or a discount price.   You can even use a formula - for example to change the retail price up by 10% or make retail equal to cost plus 15%.  These apply functions can be secured (restricted) on a user by user basis. 



When you open an item from the inventory list or create a new item, the Main inventory tab is where item detail is entered. From this page you can set an items cost, description, color, prices and other commonly used item information.

From this main page you can see at-a-glance what you have in stock physically, what is allocated to orders and what is available for sale (minus order allocations).

View quick statistics such as beginning quantities, year to date and period to date sold, how many were received, returned, sent back to the vendor (supplier), or one of your stores and how many are in 'demo' , 'repair', or 'rental' stock.

Powerful pricing and discounting capabilities - an item can have multiple prices which can then be assigned to customers - wholesale customers, club members and trade discounts for example.

Items can also be assigned price control 'codes' for discounting, which allow you to define quantity or volume price breaks, specific pricing, percentage, dollar discount or discount level (price from the item) based on that break. These price control codes can be set to take effect on a specific date, and expire on a different date.

It is even possible to give a customer specific discount criteria similar to the price control codes for a specific class or type of product, all the products from a specific vendor, or for an individual item. Customers can also be assigned specific percentage discounts that apply to all product.

If you need more, you may choose to use the additional 900+ discount level pricing system.

Various attribute fields are available such as Color, Style, Size, Row, Column, Miscellaneous and more. Use these fields to help locate items, run inventory reports or do sales reporting.

Specify a primary BIN number inventory location code and/or enter a list of BIN numbers to help identify the shelf, box or other location the item can be found. When listing BIN numbers you can also specify a location number for tracking different bin codes across multiple stores.

Set up a simple re-ordering system based on a re-order point (order when stock level reaches this quantity) and max stock (I want to order this many to replenish my stock). If you need more advanced re-ordering, we have an open-to-buy purchase order generator with powerful calculations that you can customize, including "JIT" Just In Time inventory calculations and analysis of stock levels and sales over different periods of time and comparisons. You can set 'precision' for an item, allowing it to be sold and purchased in decimal quantities less than or greater than 1. For example, 1.02, or .002. It is even possible in the case of diamonds to track total weight as well as quantity.Package conversion allows automatic sales of single items received in bulk - receive a case or palette of items and break them into packs or individual items. Multiple break levels are possible. For example, receive a palette of soda, break it in to cases, then break it in to six packs and finally break it in to individual cans. See what you have and report on each break level item individually.



Rental Items

POS/OE 4 has a complete rental tracking system that can be used for many types of rental situations.   It has been used to track rentals of tables, class rooms, ski equpment, paintball equipment, and more.

It is possible to specify rental time frames for different items of:  Yearly, Monthly, Weekly, Daily, Hourly and Minutes.

Specify the price to be charged by the unit of time specified - for example $100 per year, $100 per hour, $100 per minute.

When the retal is created  you may pre-pay units of time - for example pre-pay 1 day or 2 hours of time based on the time unit for the item.

When the rental item is returned back in to the system, the program will calculate the time that has passed since the original rental out document and will calculate if there is an extra charge.    For example, a customer purchases 3 days rental of a tool and returns it on day 5, the system will calulate the extra days rental as a balance due to complete the rental return.   The system can even calculate early rentral return refund amounts.  You can override the rental early or late balance due.

If you reserve rental items, this is also possible using an order and specify the number of days (or time units) being reserved.  Optionally charge a rental reservation fee.  Optionally add a pre-payment.



There are several pages to our inventory screens, all easily accessible via the tabs across the top, or using the next/previous arrows at the bottom. These pages may contain additional information or functions if you choose to take advantage of them.

To learn more, click the links on the left to browse our site and view addtional screen shots and information.