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Inventory Categories

Action: INVCLASS

This form lets you maintain inventory categories. Inventory categories are codes that you assign to inventory that let you group inventory into logical sets; bridal gowns, veils, bridesmaid dresses, coats, pants etc. Many of the sales and inventory reports will break down by categories, and can also be filtered to show selected categories. When you add retail inventory, you must assign a category to it. If you try to delete an inventory category a warning box will appear letting you know which styles are using that category and asking if you are sure you want to delete it. ​ As new inventory categories are created, ProfitSystem automatically creates Accounting Classes and GL Account Numbers, and adds a line item for the new inventory category to the Revenue Report Setup. ​ ProfitSystem includes some pre-defined categories that should NOT be deleted. These categories have been assigned to default pre-defined inventory styles that are used automatically by the system in specific circumstances on sales tickets. The default category codes are: ​ * BF (BalanceForward), * BPSCONVADJ (DOS BPS conversion entry) * DMGWAIVER (rental damage waiver) * LATEFEE (rental late fee) * NOSKU (no style code in inventory for item being sold) * TF (tax forward) * LOSTITEM (rental lost item) * GiftCert (Gift certificate/Card) * Shipping (rental shipping charge) * Misc (a general category) * RENTAL (Rental transaction on Sales Tickets, created rental orders) * RENTALS (rental styles to be sold at retail)

Note With the optional WinTPOS module rental orders place charge on an associated ticket with the RENTAL transaction type. All rental transactions on tickets, and their associated adjustments and cancellations all use the RENTAL inventory category.

Fields

Category...An alphanumeric code that identifies this category. A category code can only contain letters, numbers, and $, %, *, -, +, /. It cannot contain,[ or ].

Description...A descriptive name.

Retail factor % and plus...The retail factor percent will determine the retail selling price of an inventory item. For example, if you want to double an inventory item's cost, enter 200 in this field. ProfitSystem will take the number entered into the Cost of Sample (or Reorder Cost, if present) and multiply it by the retail factor. The result will become the retail selling price for that item. The optional Plus field lets you add a specific amount to the retail selling price for this item. For example, if an item's cost is $50.00, the retail factor is 200%, and the Plus entry is $1.99, the system will create a retail selling price of $101.99.

This percentage is carried into the retail inventory automatically when the associated category is used on an inventory item. It can then be overridden on the retail inventory form if you like. The plus amount is carried into the retail inventory automatically when the associated category is used on an inventory item. It can then be overridden on the retail inventory form if you like.

Commission percentage...Commission percentage paid on sales of retail inventory that use this inventory category.

Sub-category...Sub-categories let you break this inventory category down into more detail. For example, you could have a category for wedding dresses (WG), and sub-categories for sub $500 prices (<500), $500-$1000 (500-1000), $1000 and up (>1000)

To add a sub-category, click the Add Item button. A blank entry will appear at the end of the sub-category list. Click on the blank entry and enter the sub-category. To remove a sub-category, select the sub-category in the list and click Delete Item.

Register Sales (checkbox)?...Checked, this will cause the Register Sales checkbox? on a sales ticket to be automatically checked when an item is sold of this category. By enabling this checkbox the items being sold will be registered allowing for quick searches and to auto alert the operator when like items are being sold to members of the same event. See the Events Overview topic for more information on Registering Sales.

E-Commerce integration

The following fields apply only the BigCommerce e-commerce integration. These fields are set on the category and used for all products in this category as they are uploaded to e-commerce.

Weight...Each product has a weight used for shipping calculations. Weight is required for BigCommerce. The unit of measure is set on BigCommerce, either lbs or kgs.

Width...Package width. The unit of measure is set on BigCommerce, either in. or cm.

Height...Package height.
Depth...Package depth.

Extra option set...The option set for each product is created automatically,based on the size/color charts, and extra charges. However, more options can be added to the option set for products in this category. For example, for prom dresses, a shop may want to add an option that lets the customer select their school in addition to the size and color of the dress. The procedure is as follows:

  1. Create a new Option in BigCommerce, with Option Values for each separate value. For example, the Option might be called 'High Schools', and the Option Values would be the school names, such as 'Northside,Mountain,Kell,Midtown'

  2. Create an Option Set that uses the new Option. For this example, the Option Set might be 'High School' and would contain the Option called High Schools.

  3. Within the Profit System, click the binoculars button next to Extra Option Set. It will display a list of all Option Sets defined on BigCommerce.

  4. Finally, select the High School Option Set from the list. Now, when products for this category are uploaded to BigCommerce, the Options in this Option Set will be merged into the Option Set automatically created for the product.

Adding New Categories

As Inventory Categories are created, the ProfitSystem program creates a accounting class to match the new category. It also creates an ProfitSystem account code to hold the revenue for sales of the category. The account is named the same as the category, and is automatically added to the Chart of Accounts, and the Revenue Report.

The accounting class is created as follows:

  • Name: Same as inventory category
  • AR/Deposit account: PARTIAL PAYMENTS
  • Sales/Revenue account: Same as inventory category
  • Refund account: Same as inventory category
  • Tax group: RETAIL
  • Accounting integration purchase account: Same as inventory category + EP (ex. BRIDALEP)
  • Accounting integration inventory account: Same as inventory category + EI (ex. BRIDALEI)
  • Accounting integration cost account: Same as inventory category + EC (ex. BRIDALEC)

​ The accounting integration cost and inventory accounts are added to the Revenue Report, so they will be exported if the accounting integration is used.