How is Rental Inventory entered

Rental Inventory is entered via the Inventory form. This form is used for both rental and retail inventory, although data is entered on different tabs.

BBL recommends that Rental inventory Style codes are coded differently than Retail inventory style codes, even for the same inventory item. This difference is not required, but makes it easy for a operator to distinguish between a rental item and a retail item by simply reading the style code.

The most demanding step of WinTPOS/WinTPS system setup is the entering all the existing inventory.

This can be a very tedious and time consuming task. BBL has created some software shortcuts to help speed up this process.

Begin by enabling the Housekeeping-> General Setup->System Setup-> Rental Production tab-> Allow rental qty to be greater than on-hand qty? option. Typically inventory entry procedure is to add a SCW entry with a current on hand quantity owned, then designate a quantity equal to or less than the on hand quantity for rental. Manually adding the SCW record with a quantity as the first action is tedious step when the operators are working hard to quickly add all the rental inventory. This setting in conjunction with the Create Sizes from Chart function, described later in this topic, allows the SCW entry step to be skipped.

Make sure all your item types are set up at Housekeeping->Rental Setup->ITEM TYPES

BBL has created several default rental size charts. Next, modify each chart based upon the range of sizes carried in each rental ITEM_TYPE. The size charts can be access from Housekeeping->Inventory Setup->SIZE CHARTS.

Once the size charts are finalized begin entering the inventory via Housekeeping-> Inventory Setup.

Start by creating a Style with it's required detail, then insert the correct Size chart for the rental item type used. Click the Inventory-> Rental Tab-> Create Sizes from Chart button which will quickly create Inventory sizes without quantities for the style in the Inventory SCW form. An additional size may be easily added via the Housekeeping-> Inventory Setup-> Rental Tab-> Rental Sizes-> Add New Rental Sizes button if was not in the Size chart. Remember: Rental Sizes cannot contain a color or width. The Create Sizes from Chart button may be clicked multiple times without causing a problem. The function will not overwrite existing SCW sizes, only add a size when the Size Chart contains a size that is not presently entered in the SCW form.

A rental inventory item that is a non-tracked item will have only a rental quantity entered. The operator should select the size and enter the correct quantity.

A tracked rental item must have it's bar-codes/serial entered. For multiples of the same style/size this entry can be done via Housekeeping-> Inventory Setup-> Rental Sizes-> View Serial Numbers -> Add by Scanning button to save time. Click this function and begin scanning each item.

This function places the form in ADD mode after each scan. When the FINAL item for the size is scanned in the session, the user clicks the CANCEL button to discard the last ADD.

Once the inventory is entered the Housekeeping-> Rental Setup-> Sync Rental Qty with QOH button function may be used. This utility program will quickly make the Inventory-> SCW form style's Quantity On Hand for each size match the rentable quantity of the same size for that style, thus completing the inventory data entry. This function should only be used once after the initial inventory load of a new system OR when the retail inventory and rental inventory share the same style code. When the retail & rental style codes are different, the function may be used as often as needed.

For example, say a style code, C100, exists for a COAT that is sold at retail and is also rented. The store currently has in stock a total of 25 size 44R and this is found in the Inventory-> SCW form. Now, 10 are for sale and 15 are set as rental inventory so the 15 is found in the Rental Sizes form. Using the Sync Rental Qty with QOH function, in this example, would force the on hand quantity to 15 losing the 10 for retail sales, an undesirable result.