Inventory

Managing the Inventory for a Location

Ordering Products

• Creating a Purchase Order for a Distributor

  1. Select Inventory > Purchase Orders.

  The Purchase Orders page displays.

  2. Click New.
  3. Complete the following:

  1. In the Locations field, select the location for which to create the purchase order.

  2. In the By field, select the employee to associate with the purchase order.

  3. In the Distributor field, select the distributor from which to order.

  4. In the Manufacturer field, select a manufacturer to order products made by that manufacturer or leave the field blank to order products made by multiple manufacturers.

  5. In the Product Class field, select a product class to order products in that product class or leave the field blank to order products from multiple product classes.

  6. Select Exclude Items Already On Order? to prevent you from ordering products already on order.

  4. Select one of the following options:

  • Retail and Supplies = Select to order retail items and professional supplies.

  • Retail Only = Select to order retail items only.

  • Supplies Only = Select to order professional supplies only.

  5. Click Load All Products that Match this Criteria.
  6. Click OK.

  A list of products supplied by the specified distributor displays.

  7. Select the products to order:

  • Order suggested products

    1. Click Automatic Purchase Order.

    2. Click OK.

    Suggested order quantities display in the Order Qty fields based on the on-hand quantity, model quantity, order point, and manufacturer required order quantity defined for each product.  The total value of the suggested order displays in the Total Due field.

    3. Review the suggested order quantities and make adjustments as necessary.

    Tip:  Click the page numbers at the bottom of the Products table to move through the list of products.

    4. If your distributor charges tax on products, click Edit, select Tax, and click Update next to each product.

     

  • Order specific products

    1. Make entries in the Order Qty fields to indicate the quantity of each product you want to order.

    Tip:  Click the page numbers at the bottom of the Products table to move through the list of products.

    2. If your distributor charges tax on products, click Edit, select Tax, and click Update next to each product.

     

  8. Complete the following as necessary:

  • Discount a product

    Complete the following if you are eligible to receive a discount on a specific product.

    1. Click Edit next to the product.

    2. Click Add Discount.

    3. Select a discount type and enter the discount amount.

    4. Click Save.

    5. Click Update.

     

  • Discount multiple products

    Complete the following if you are eligible to receive a discount on multiple products.

    1. Click Multi-Line Disc.

    2. Click Add Discount.

    3. Select a discount type and enter the discount amount.

    4. Select the products eligible for the discount or click Apply to entire order if all products are eligible.

    5. Click Save.

    6. Click Finish Multi Disc.

     

  • Add a shipping/handling charge

    1. a) Type the amount in the Shipping/Handling field.

     

  9. Click Save.
  10. Click Print.

  A PDF version of the purchase order displays.

  11. Print or save the purchase order as normal.

   

• Creating a Purchase Order for the Warehouse

  1. Select Inventory > Purchase Orders.

  The Purchase Orders page displays.

  2. Click New.
  3. Select Order from CO Warehouse.
  4. Click OK.
  5. Complete the following:

  1. In the Locations field, select the location for which to create the purchase order.

  2. In the By field, select the employee to associate with the purchase order.

  3. In the Manufacturer field, select a manufacturer to order products made by that manufacturer or leave the field blank to order products made by multiple manufacturers.

  4. In the Product Class field, select a product class to order products in that product class or leave the field blank to order products from multiple product classes.

  5. Select Exclude Items Already On Order? to prevent you from ordering products already on order.

  6. Complete the following as necessary:

  1. Select Include items that are out of stock in CO? to order items that are currently out of stock at the warehouse.

  2. In the Include only items customers purchased in last _ days field, specify the number of days before the current date in which a client must have purchased a product for it to be included on the order.

  7. Select one of the following options:

  • Retail and Supplies = Select to order retail items and professional supplies.

  • Retail Only = Select to order retail items only.

  • Supplies Only = Select to order professional supplies only.

  8. Click Load All Products that Match this Criteria.
  9. Click OK.

  A list of products displays.

  10. Select the products to order:

  • Order suggested products

    1. Click Order All Items Needed.

    2. Click OK.

    Suggested order quantities display in the Order Qty fields based on the on-hand quantity, model quantity, order point, and manufacturer required order quantity defined for each product.  The total value of the suggested order displays in the Total Due field.

    3. Review the suggested order quantities and make adjustments as necessary.

    Tip:  Click the page numbers at the bottom of the Products table to move through the list of products.

     

  • Order specific products

    1. Make entries in the Order Qty fields to indicate the quantity of each product you want to order.

    Tip:  Click the page numbers at the bottom of the Products table to move through the list of products.

     

  11. Click Save.
  12. Click Print.

  A PDF version of the purchase order displays.

  13. Print or save the purchase order as normal.

   

• Receiving a Purchase Order

  Once you take delivery of the products on a purchase order, you need to receive the products into inventory.

  1. Select Inventory > Receivals.

  The Purchase Order Receivals page displays.

  2. Click Select next to the purchase order.
  3. Click Receive.
  4. Complete one of the following:

  • Receive all products

    1. Click Receive All Items.

    2. Click OK.

     

  • Receive specific products

    1. Click Edit next to a product you received.

    2. In the Received field, select the quantity you received.

    3. Select the X check box.

    4. Click Update.

    5. Repeat Steps a-d for each product received.

     

  4. Click Save.

  Central Office receives the products into inventory.

  5. Click Print.

  A PDF version of the list of products received displays.

  6. Print or save the list of products received as normal.

Returning & Transferring Products

• Recording an Inventory Return to a Distributor

  1. Select Inventory > Inventory Credit.

  The Inventory Credit/Returns page displays.

  2. Click New.
  3. Complete the following:

  1. In the Location field, select the location that returned the products.

  2. In the Distributor field, select the distributor that supplied the products.

  3. In the Employee field, select the employee to associate with the inventory return.

  4. In the Reference # field, type the distributor-assigned reference number for the return.

  5. In the Notes field, type the reason for the return.

  4. Move to the Products table and complete the following:

  1. In the Product field, type the code for the product.

  2. In the Return Qty field, select the quantity returned.

  3. (Optional) Select Taxable if the distributor charged tax on the product.

  4. Click Update.

  5. Click Add Line and repeat Steps a-d to add additional products.

  5. Click Save.

  Central Office updates the on-hand count(s) and inventory value at the selected location.

   

• Recording an Inventory Return to the Warehouse

  If you use Central Office to manage your warehouse inventory, you can record instances where you had to return products to the warehouse using the Inventory Credit/Returns page.

  1. Select Inventory > Inventory Credit.

  The Inventory Credit/Returns page displays.

  2. Click New.
  3. Complete the following:

  1. In the Location field, select the location that returned the products.

  2. In the Transfer to field, select "Central Office".

  3. In the Employee field, select the employee to associate with the inventory return.

  4. In the Notes field, type the reason for the return.

  4. Move to the Products table and complete the following:

  1. In the Product field, type the code for the product.

  2. In the Return Qty field, select the quantity returned.

  3. (Optional) Select Taxable if the distributor charged tax on the product.

  4. Click Update.

  5. Click Add Line and repeat Steps a-d to add additional products.

  5. Click Save.

  Central Office updates the on-hand count(s) and inventory value at the selected location.

   

• Recording an Inventory Transfer to Another Location

  1. Select Inventory > Inventory Credit.

  The Inventory Credit/Returns page displays.

  2. Click New.
  3. Complete the following:

  1. In the Location field, select the transferring location.

  2. In the Transfer to field, select the receiving location.

  3. In the Employee field, select the employee to associate with the transfer.

  4. In the Reference # field, type a reference number for the transfer.

  5. In the Notes field, type the reason for the transfer.

  4. Move to the Products table and complete the following:

  1. In the Product field, type the code for the product.

  2. In the Return Qty field, select the quantity transferred.

  3. (Optional) Select Taxable if the product was pre-taxed by the distributor.

  4. Click Update.

  5. Click Add Line and repeat Steps a-d to add additional products.

  5. Click Save.

  Central Office updates the on-hand count(s) and inventory value at the transferring location.  In addition, Central Office creates a purchase order for the receiving location so that someone can receive the products into inventory once they receive the delivery.

   

Tracking Inventory

• Recording an Inventory Count

  1. Select Inventory > Count Inventory.

  The Count Inventory page displays.

  2. Click New.
  3. In the Locations field, select the location where you counted products.
  4. Select filters to locate the products you counted.
  5. If you did not perform the count today, change the date in the Counted field.
  6. Click Load Products.

  A list of matching products displays.

  7. For each product counted, select the on-hand amount in the Actual field.

  Tip:  Click Quick Save to save the count totals without closing the count record.

  8. Click Save.

  Central Office updates the on-hand totals at the location.

   

• Viewing Inventory Value

  Millennium calculates the inventory value at a location automatically on the first day of the month when someone accesses Millennium.

  Example:  If you access Millennium for the first time in January on the third, Millennium will calculate the inventory value on January 3.

  Millennium calculates the inventory value by multiplying the average cost of each product by the on hand quantity and adding the value of all products together.  The average cost for a product is the average of the product's cost on every purchase order receipted into Millennium.

  The Inventory Value page in Central Office allows you to view the inventory value for individual locations or multiple locations combined.

  1. Select Inventory > Inventory Value.

  The Inventory Value page displays.

  2. Select the location(s) for which to view inventory value.

  The inventory value for the selected location(s) displays.

  3. Complete the following as necessary:

  • View the value of each retail item on hand

    1. Click Show Items.

    The value of each retail item on hand displays.

    2. Select Show only with Quantities to only display items with an on-hand value greater than zero.

     

  • View the value of each professional supply on hand

    1. Click Show Supplies.

    The value of each professional supply on hand displays.

    2. Select Show only with Quantities to only display items with an on-hand value greater than zero.

     

   

Maintaining Inventory

• Defining a Product

  1. Select Data > Products.

  The Products page displays.

  2. Click New.
  3. Select the location(s) that will sell/use the product.
  4. Define the product as normal.
  5. Click Save.

  Central Office adds the product to the Millennium database at the selected location(s).

   

• Copying a Product

  1. Select Data > Products.

  The Products page displays.

  2. Click the Listing tab.
  3. Select filters to locate the product and click Search.
  4. Click Select next to the product.
  5. Click Copy.
  6. Select the location(s) where you need to copy the product.
  7. (Optional) Select Overwrite product if it exists to overwrite any products at the new location(s) that have the same Global ID as the product you are copying.
  8. Click Save.

  Central Office copies the product to the Millennium database at the selected location(s).

   

• Copying Multiple Products

  1. Select Data > Products.

  The Products page displays.

  2. Click Multi-Copy.
  3. Select filters to locate the products you want to copy and click Search.

  A list of products displays.

  4. Select one of the following options:

  • Copy specific products = Select the check box next to the products you want to copy.

  • Copy all products currently displayed = Click Check All.

  • Copy all products = Select Copy All Search Results.

  Tip:  Click the page numbers at the bottom of the Products table to move through the list of products.

  5. Scroll down to the bottom of the page.
  6. Select the location(s) where you need to copy the products.
  7. In the How to handle duplicates field, specify how you want Central Office to handle duplicate products:

  • Skip = Select to not copy a product if a duplicate exists at the new location(s).

  • Abort = Select to cancel the multi-copy operation and undo any changes if a duplicate exists at the new location(s).

  • Overwrite = Select to overwrite a duplicate product with the product you are copying, then specify the information you want to overwrite by making selections in the Options section.

  8. Click Finish Multi-Copy.

  Central Office copies the products to the Millennium database at the selected location(s).

  9. Click Exit Multi-Copy Mode.

   

• Updating a Product

  1. Select Data > Products.

  The Products page displays.

  2. Click the Listing tab.
  3. Select filters to locate the product and click Search.
  4. Click Select next to the product.
  5. Click Edit.
  6. Make changes as necessary.
  7. (Optional) Select Apply changes to all locations to update the product at all locations.
  8. Click Save.

  Central Office updates the product at the selected location(s).

   

• Changing Product Pricing

  1. Select Data > Products.

  The Products page displays.

  2. Click the Multi-Edit tab.
  3. In the Locations field, select the location where you want to update product pricing or select "All Locations" to update prices across all locations.
  4. Select filters to locate the product(s) and click Search.
  5. Click Edit.
  6. Change product pricing as necessary.

  Tip:  Click the page numbers at the bottom of the Products table to move through the list of products.

  6. Click Save.

  Central Office updates the product pricing at the selected location(s).

   

• Marking a Product Discontinued

  If you are going to stop selling a product or a manufacturer discontinues a product, you should mark the product discontinued.  This allows you to keep the sales history for the product so that reports are more accurate and gives you the flexibility to reactivate the product in the future.

  1. Select Data > Products.

  The Products page displays.

  2. Click the Listing tab.
  3. Select filters to locate the product and click Search.
  4. Click Select next to the product.
  5. Click Edit.
  6. Select Discontinued.
  7. (Optional) Select Apply changes to all locations to mark the product discontinued at all locations.
  8. Click Save.

  Central Office marks the product discontinued at the selected location(s).

   

• Deleting a Product

  1. Select Data > Products.

  The Products page displays.

  2. Click the Listing tab.
  3. Select filters to locate the product and then click Search.
  4. Click Select next to the location where you want to delete the product.
  5. Click Delete twice.
  6. Repeat Steps 2-5 to delete the product at other locations.

   

Managing the Warehouse Inventory

If your business uses a warehouse to store and distribute products, Central Office provides a number of warehouse management tools to help you manage the warehouse inventory more effectively.  Using Central Office, you can handle the receipt of orders and returns into the warehouse, manage the warehouse inventory, and process orders placed from each location.

Setup

Before you can use the warehouse management tools in Central Office, you need to enter details for the products in the warehouse inventory into Central Office.

• Copying Products to the Warehouse Inventory

  To save time defining the products in the warehouse inventory, you can copy the products from one of your locations.

  1. Select Data > Products.

  The Products page displays.

  2. Click Multi-Copy.
  3. In the Locations field, select the location with the products you want to copy.
  4. Select filters to locate the products you want to copy and click Search.

  A list of products displays.

  5. Select one of the following options:

  • Copy specific products = Select the check box next to the products you want to copy.

  • Copy all products currently displayed = Click Check All.

  • Copy all products = Select Copy All Search Results.

  Tip:  Click the page numbers at the bottom of the Products table to move through the list of products.

  6. Scroll down to the bottom of the page.
  7. Select "Central Office" In the Available list and click >.
  8. In the How to handle duplicates field, specify how you want Central Office to handle duplicate products:

  • Skip = Select to not copy a product if a duplicate exists at the new location(s).

  • Abort = Select to cancel the multi-copy operation and undo any changes if a duplicate exists at the new location(s).

  • Overwrite = Select to overwrite a duplicate product with the product you are copying.  Then, specify the information you want to overwrite by making selections in the Options section.

  9. Click Finish Multi-Copy.

  Central Office copies the products to the warehouse inventory.

  10. Click Exit Multi-Copy Mode.

   

• Defining a Product

  1. Select Warehousing > CO Products.

  The CO Products page displays.

  2. Click New.
  3. Select Available in CO.
  4. Define the product as normal.
  5. Click Save.

   

Ordering Products from a Distributor

• Creating a Purchase Order for a Distributor

  1. Select Warehousing > CO Purchase Orders.

  The CO Purchase Orders page displays.

  2. Click New.
  3. Complete the following:

  1. In the Locations field, select the location for which to create the purchase order.

  2. In the By field, select the employee to associate with the purchase order.

  3. In the Distributor field, select the distributor from which to order.

  4. In the Manufacturer field, select a manufacturer to order products made by that manufacturer or leave the field blank to order products made by multiple manufacturers.

  5. In the Product Class field, select a product class to order products in that product class or leave the field blank to order products from multiple product classes.

  6. Select Exclude Items Already On Order? to prevent items that are already on order from being added to this purchase order.

  4. Select one of the following options:

  • Retail and Supplies = Select to order retail items and professional supplies.

  • Retail Only = Select to order retail items only.

  • Supplies Only = Select to order professional supplies only.

  5. Click Load All Products that Match this Criteria.
  6. Click OK.

  A list of products supplied by the specified distributor displays.

  7. Select the products to order:

  • Order suggested products

    1. Click Automatic Purchase Order.

    2. Click OK.

    Suggested order quantities display in the Order Qty fields based on the on-hand quantity, model quantity, order point, and manufacturer required order quantity defined for each product.  The total value of the suggested order displays in the Total Due field.

    3. Review the suggested order quantities and make adjustments as necessary.

    Tip:  Click the page numbers at the bottom of the Products table to move through the list of products.

    4. If your distributor charges tax on products, click Edit, select Tax, and click Update next to each product.

     

  • Order specific products

    1. Make entries in the Order Qty fields to indicate the quantity of each product you want to order.

    Tip:  Click the page numbers at the bottom of the Products table to move through the list of products.

    2. If your distributor charges tax on products, click Edit, select Tax, and click Update next to each product.

     

  8. Complete the following as necessary:

  • Discount a product

    Complete the following if you are eligible to receive a discount on a specific product.

    1. Click Edit next to the product.

    2. Click Add Discount.

    3. Select a discount type and enter the discount amount.

    4. Click Save.

    5. Click Update.

     

  • Discount multiple products

    Complete the following if you are eligible to receive a discount on multiple products.

    1. Click Multi-Line Disc.

    2. Click Add Discount.

    3. Select a discount type and enter the discount amount.

    4. Select the products eligible for the discount or click Apply to entire order if all products are eligible.

    5. Click Save.

    6. Click Finish Multi Disc.

     

  • Add a shipping/handling charge

    1. a) Type the amount in the Shipping/Handling field.

     

  9. Click Save.
  10. Click Print.

  A PDF version of the purchase order displays.

  11. Print or save the purchase order as normal.

   

• Receiving a Purchase Order

  Once you take delivery of the products on a purchase order, you need to receive the products into inventory.

  1. Select Warehousing > CO Receivals.

  The CO Purchase Order Receivals page displays.

  2. Click Select next to the purchase order.
  3. Click Receive.
  4. Complete one of the following:

  • Receive all products

    1. Click Receive All Items.

    2. Click OK.

     

  • Receive specific products

    1. Click Edit next to a product you received.

    2. In the Received field, select the quantity you received.

    3. Select the X check box.

    4. Click Update.

    5. Repeat Steps a-d for each product received.

     

  4. Click Save.

  Central Office receives the products into inventory.

  5. Click Print.

  A PDF version of the list of products received displays.

  6. Print or save the list of products received as normal.

   

Returning Products to a Distributor

• Recording an Inventory Return

  1. Select Warehousing > CO Inventory Credit.

  The CO Inventory Credit/Returns page displays.

  2. Click New.
  3. Complete the following:

  1. In the Distributor field, select the distributor that supplied the products.

  2. In the Employee field, select the employee to associate with the inventory return.

  3. In the Reference # field, type the distributor-assigned reference number for the return.

  4. In the Notes field, type the reason for the return.

  3. Move to the Products table and complete the following:

  1. In the Product field, type the code for the product.

  2. In the Return Qty field, select the quantity returned.

  3. (Optional) Select Taxable  if the distributor charged tax on the product.

  4. Click Update.

  5. Click Add Line and repeat Steps a-d to add additional products.

  4. Click Save.

  Central Office updates the on-hand count(s) and inventory value.

   

Handling Orders from a Location

• Processing an Order from a Location

  1. Select Warehousing > Shipping.

  The Shipping page displays.

  2. Select filters to locate the purchase order and click Search.
  3. Click Select next to the purchase order.
  4. Click Edit.
  5. Complete one of the following:

  • If you are shipping the order in full, click Fill All.

  • If you are not shipping the order in full, select the quantity of each product you are shipping in the Fill Num fields.

  5. Complete the following:

  1. In the Shipped field, change the date if you are not shipping the products today.

  2. In the By field, select the employee that processed the shipment.

  6. Click Save.
  7. Complete the following as necessary:

  • Print the original purchase order

    1. Click Print PO.

    A PDF version of the purchase order displays.

    2. Print the purchase order as normal.

     

  • Print a mailing label

    1. Click Print Label.

    A PDF version of the mailing label displays.

    2. Print the mailing label as normal.

     

  • Print a packing slip

    1. Click Print Packing Slip.

    A PDF version of the packing slip displays.

    2. Print the packing slip as normal.

     

  8. Send the products to the location.

   

Tracking Inventory

• Recording an Inventory Count

  1. Select Warehousing > CO Count Inventory.

  The CO Count Inventory page displays.

  2. Click New.
  3. Select filters to locate the products you counted.
  4. If you did not perform the count today, change the date in the Counted field.
  5. Click Load Products.

  A list of matching products displays.

  6. For each product counted, select the on-hand amount in the Actual field.

  Tip:  Click Quick Save to save the count totals without closing the count record.

  7. Click Save.

  Central Office updates the on-hand totals.

   

• Viewing the Warehouse Inventory Value

  1. Select Warehousing > CO Inventory Value.

  The CO Inventory Value page displays.

  2. Click Take Inventory Value Snap Shot.

  The current warehouse inventory value displays, along with the current value of retail items on hand and the current value of professional supplies on hand.

  3. Complete the following as necessary:

  • View the value of each retail item on hand

    1. Click Show Items.

    The value of each retail item on hand displays.

    2. Select Show only with Quantities to display items with an on-hand value greater than zero.

     

  • View the value of each professional supply on hand

    1. Click Show Supplies.

    The value of each professional supply on hand displays.

    2. Select Show only with Quantities to display items with an on -hand value greater than zero.

     

   

Maintaining Inventory

• Updating a Product

  1. Select Warehousing > CO Products.

  The CO Products page displays.

  2. Click the Listing tab.
  3. Select filters to locate the product and click Search.
  4. Click Select next to the product.
  5. Click Edit.
  6. Make changes as necessary.
  7. (Optional) Select Apply changes to all locations to update the product at all locations.
  8. Click Save.

   

• Deleting a Product

  1. Select Warehousing > CO Products.

  The CO Products page displays.

  2. Click the Listing tab.
  3. Select filters to locate the product and click Search.
  4. Click Select next to the product.
  5. Click Delete twice.

   

• Changing Product Availability

  If the warehouse runs out of stock of a product, you can make the product unavailable to prevent locations from being able to order the product.  When you receive a delivery of the product, you can make the product available to order again.

  1. Select Warehousing > CO Products.

  The CO Products page displays.

  2. Click Change Product Availability in Warehouse.
  3. Select filters to locate the product(s) and click Search.

  4. Select one of the following options:

  • Change specific products = Select the check box next to the products you want to copy.

  • Change all products currently displayed = Click Check All.

  Tip:  Click the page numbers at the bottom of the Products table to move through the list of products.

  5. Select one of the following options:

  • Available in CO = Select make the products available.

  • NOT Available in CO = Select to make the products unavailable.

  6. Click Finish Changing Product Availability in Warehouse.

  Central Office changes the availability of the product(s).

  7. Click Exit Availability in Warehouse Mode.

   

• Changing Product Pricing

  1. Select Warehousing > CO Products.

  The CO Products page displays.

  2. Click the Multi-Edit tab.
  3. Select filters to locate the product(s) and click Search.
  4. Click Edit.
  5. Change product pricing as necessary.

  Tip:  Click the page numbers at the bottom of the Products table to move through the list of products.

  6. (Optional) Select Apply changes to all locations to update the product pricing at all locations.
  7. Click Save.

   

• Marking a Product Discontinued

  If you are going to stop selling a product or the manufacturer discontinues a product, you should mark the product discontinued.  This allows you to keep the sales history for the product so that reports are more accurate and gives you the flexibility to reactivate the product in the future.

  1. Select Warehousing > CO Products.

  The CO Products page displays.

  2. Click the Listing tab.
  3. Select filters to locate the product and click Search.
  4. Click Select next to the product.
  5. Click Edit.
  6. Select Discontinued.
  7. (Optional) Select Apply changes to all locations to mark the product discontinued at all locations.
  8. Click Save.

  Central Office marks the product discontinued and locations can no longer order it from the warehouse.  If you selected Apply changes to all locations, the locations can no longer sell the product.