Materials & Inventory

How does the Materials & Inventory form function? *

The top of the form presents filters that may be used to reduce the number of items listed or to locate an item quickly.  To reduce the number of items listed, set one or more filters to the desired choice. For example if you had a category named “Hardware” you could choose Hardware from the Category drop-down selector. The displayed list will only show items that have been assigned to the category.  Each time you set a filter, the list is further reduced to exclude items that do not match.

When you set a filter, the background color of the selector is changed to a light yellow to remind you that the list is filtered.

 Sorting the list *

You may sort the list by part number, description or category by clicking on the sort button down-arrow to display the sort menu. Choose the desired sort criteria to apply the sort. Reverse the sort order by clicking on the sort button.

What’s the difference between inventory and non-inventory parts? *

Inventory items are counted whereas non-inventory items are not counted.  Inventory items may be purchased for a specific job or for stock. Purchased inventory items that are not charged to a specific job are stocked for later use. TracManager tracks the quantity on hand, the current inventory value, and the mean average cost of your inventory items.

Non-inventory parts are items that you purchase (usually on behalf of a specific customer) and then immediately sell or install, or items that you sell without ever buying. Some people use non-inventory parts even for items that they stock because they prefer a simpler approach—even though it gives them less information.

A third type of item is Other – this is used for charges or non material type transactions that you want to track against jobs.

How do I create a new material item? *

To create a new item, click on the New button.  The Inventory Or NonInventory Item form will appear.  To create a new part number, click the green button by the Part Number field. You will have the option of obtaining the next sequential part number or the next part number in the particular item category.

Fill out the part number, description, category and other pertinent information as desired.  If this is an item that is not purchased, change the Buy setting to Make by unchecking the selection box.

What are the custom fields for and how do I use them? *

The optional custom fields may be useful when integrating with other systems, filtering reports or other customer specific purposes. The fields include four date fields and four text fields presented in a drop-down selector. The captions for these fields may be set by the user (Administrator) by double-clicking on the caption and typing a new caption.

How do I set an item for automatic reorder? *

To set an item up for automatic reorder, check the Enable Automatic Reorder checkbox. When the available quantity drops below the Re-Order Level, a purchase request will appear in the Purchasing Manager form.  Set the Min ReOrder QTY to the minimum quantity to order. For example if you wanted to maintain a minimum of 24 widgets in stock. When the available stock is reduced to 23 you may want to order 12 not just 1.

How do I set the item picture? *

To set a picture for the part number click on the Picture Tab then click on the Set button. Browse to a picture type file to be used. Supported file types include “bmp”, “jpg” and “gif”. To remove the picture click on the Remove button.

The optional custom fields may be useful when integrating with other systems, filtering

How do I set the notes field for the part number and where is this used? *

To set a note for the part number, click on the Notes Tab and type the desired note information into the entry box. The note field will appear in the Purchasing Manager screen when the part number is selected for purchase. The note may be helpful for providing the purchaser with additional information about the item to be purchased.

How do I  add or remove suppliers? *

View and manage the material item suppliers by click on the Suppliers Tab. The add a supplier, click on the <Add> selection under Vendor Name. The select the desired vendor form the list of choices. Is the vendor has a part number associated with this item, enter in the Vendor PN column. Complete any information that is relevant for this vendor. See more information about pricing below.

To remove a supplier, right-click Pref column for the row of the vendor you wish to remove. Choose Delete Supplier from the menu. You may also adjust the Preference level – one is the most preferred vendor choice.

How do I  manage vendor pricing? *

The vendors listed under the Suppliers Tab provide for Vendor Price and a Last Buy column. The Vendor Price is the price that you expect to pay this vendor when purchasing this part number. The Last Buy column is used for the last purchase price for this part number from this vendor. You may type a value here if you wish however, this value will be automatically updated with the last purchase price when purchased items are received.

More about pricing *

When creating a purchase order TracManager will fill in a price for the item using the first non-zero value following this order:

  • The Vendor Price
  • The Last Buy
  • The Market Cost (may be mean average or last buy)
  • The Unit Cost (mean average)

These menu choices are also provided when you click on the item price column.