Maintaining stock on hand
For items that you must reorder in specific package quantities that are greater than how much you might sell on an individual invoice, you will need to make some adjustments to your order. For example, you may be purchasing oil by the 55 gallon drum but sell by the quart, so you will be waiting until you have sold about 220 quarts before reordering 1 more barrel. For items like these you may want to skip the report altogether and just check your stock on hand and then reorder appropriately. Regardless, when you receive the order and post it, you must always post the receipt in quarts, or whatever unit quantity you bill out.
How on hand quantities can change, during the course of the day
Onhand 'Stocked Parts' quantity will decrease when:
1. the part is included on a repair order. The part is said to have been 'allocated' at this point, no matter where it is actually physically located, or
2. the part has first been put on an estimate, and that estimate is then upgraded to a repair order, or
3. the part is moved directly to the return bin from stock on hand by using the Returns button in Purchase Order menu.
Onhand 'Stocked Parts' quantity increases when:
1. you create a purchase order to replenish sold quantities and then post it, when it arrives at your shop. The Reorder Guide found in the Reports tab in the Parts section, helps you create the purchase order, or
2. an allocated part is deleted from an R.O. and you choose to put it back on the shelf, rather than sending it to the return bin. This part is originally added either from stock on hand, or purchased on the fly, but is then deleted from the repair order, or on a repair that itself is deleted, or
3. a customer returns a part and you choose to put it back on the shelf, rather than sending it to the return bin, or
4. a part is deallocated by downgrading a Repair Order to an Estimate. If the part was allocated from inventory, it goes back to inventory. If it is a 'Non-Stock' part, whose purchase has been confirmed, then it also goes back into inventory.
AllsystemsMax Pro will always first try to use up stocked quantities to fill repair orders before ordering nonstocked quantities 'on the fly'. So, you may find a part listed twice on a Repair Order, once for the quantity already available on the shelf, and then again for the additional quantity needed. Two lines are required to keep the inventory count and purchase orders accurate.
The line representing a part sold from stock already on hand, will have a blank reference number. The other will initially have the vendor reference number '0(n), and then, when the part is received, it will then have the vendor reference number you enter to confirm the purchase. The n in parentheses stands for 'non-stocked purchase'.
