Contents - Index

Grendata Computer Systems

Update Product Code

 

The following utility screen allows you to update your product code file.  Simply point and click to the portion of the screen that you need help with.

 

 

 

 

Product Code Key :

 

This is where you enter the product code for a specific type of product that you will be selling.  For example, we at GCS use product code 100 to categorize all computer sales , and product code 160 to  all parts etc.  This is also the key into the record so it cannot be edited once it is in place.  If you have entered something here  by mistake, the only course of action is to delete this record and start again

 

 

 

1. Description:

 

This is a free from entry field where you can enter the description of this product code.

 

 

 

 

2. Summary Product Code :

 

This is the field where you must enter a summarizing code for the current record.  When you enter this code you will notice one of two things.

 

1/ When you enter the code, the descriptions automatically appears.  This description comes from the record that holds the summary code information.  For further information go to the summary code help

 

2/ If the summary code record is not on file, you will be told this and will be given the opportunity to branch to the update routine to complete the record.  You will then go immediately to the summary code update as described in the summary code help

 

If you want to manually change the summary product code description, do this.

 

From the prompt type X You will then be asked with field you want to expand, enter 2. This will take you to the summary code update routine as described in summary code help

 

 

3. TAX EXEMPTIONS: 

 

In this area, there are two columns, namely CODE  and EXEMPT.

 

The codes cannot be changed from this program.  They are pre-set from the UPDATE TAX CODES routine.

 

In the EXEMPT column, you may either place a "Y" or a "N" (a blank defaults to "N" if this field is not complete).  This allows you to exempt product falling within the product code range to be exempt from taxes.  An example would be consulting work by professionals or wheel chairs in the hospice industry.

 

4. TYPE 

 

Since our program was developed around the Furniture Retailing industry, there are still a few remnants of this left over in our system.  For the time being, it is best to choose O)ther.

 

5. FAB TREATABLE. 

 

Since our program was developed around the Furniture Retailing industry, there are still a few remnants of this left over in our system.  For the time being, it is best to choose N)o.

 

6. NON-INVENTORY 

 

Any tangible product that you sell from pens to cars should be considered as INVENTORY, by choose Y)es here.  Other items, which have to be part of your inventory in order to sell them on your invoices, but is really not inventory such as "TAXABLE LABOUR", would have a N)o in this field.

 

7. ALLOW PRO-RATING 

 

If you sell a group of items for one price, you can "pro-rate" them so that each item on the invoice is associated with a retail price.  Please see our help regarding "ADDING AN INVOICE" for a full explanation.  In short, the retail pricing is distributed over several lines of your choosing as a direct relationship to the cost of these items.  Most of your product line would require a Y)es in this field.  However, there are some things , such as a charge for delivery that you might not want to change even if it was accidently included in a range of items to pro-rate.  So you choose N)o for this product code.

 

8. ALLOW DISCOUNTING

 

This is very similar to #7, above.  For example, if a sales person chooses to give a 10% discount on all items in the invoice, you might not want this to apply to delivery charges.  By choosing N)o to this option, this product code will be excluded from the discount process.

 

9. IGNORE TAX INCLUDED

 

If your company decides to run a "TAX INCLUDED" sale or as sale where the price of the item is discounted by one or more taxes, then normally this discounts would apply only to actual product.  You would probably not want to include taxable labour, delivery charges etc in this type of sale.  Choosing N)o to this option will prevent the system from discounting this product code by the tax amount.

 

10. FORCE A LIST PRICE

 

Choose Y)es to this option will insure that the person entering a non-inventory item onto a contract places some kind of value on it.  Since you want to have a reasonable cost associated with all items sold, you might have a product code covering a group of items called "pictures".  These are "non-inventory" because you are not keeping an accurate count, but still want to be able to sell them.  When you produce an invoice for "pictures", the operator will be forced to enter the ticket price of the picture being sold.  This will allow the computer to calculate a reasonable cost (40% on gross or whatever you choose),  Then if the item is discounted, you still have the cost of the item as close as you can figure it.

 

11. ALLOW DESCRIPTION OVERWRITE

 

If you sell a non-inventory item, then the description that is entered in field #1 is automatically chosen as the description for this item.  If you choose Y)es to this option, then the operator can over-write the description that appears on the invoice.  For example, you might have a product code with description = "framed pictures".  If this option is Y, then the operator can change this "MONA LISA, FRAMED" as a description that can appear on the invoice.