Navigation:  INVENTORY > Enter/Edit/Print a Purchase Order >

5. Enter the Purchase Order Items

Previous pageReturn to chapter overviewNext page


The following fields will appear at the bottom of the screen:



LN           BRD  CLASS                                   COST              QTY

 #  STYLE    CDE  CODES     COST   DESCRIPTION            EXT      PRICE    ORD


  1          ___ ___ ___ _________ __________________  _________ _________  ___



Type one line for each item being ordered.



LN #*} The line number is a reference for each line of the purchase order. It is provided automatically, and cannot be changed.


After the item on each line is entered, you can reference the line number to go back and edit the information on that item. For information on editing an item, see step 9.


STYLE*} Type the style number for the item up to sixteen letters. It is important to type this number correctly as the manufacturer will use this number to fill your order. Entering the exact number will ensure you receive the right merchandise. This field cannot be left blank.


The program will search the inventory file for items with the same style, and if found, will fill in the new item with the same class code, description, cost and retail price from the most recent item in the inventory file with this style; however, you can change any of the fields, such as cost, if they have changed since the last order.


Note the following option that appears on the screen when the cursor is in the Style field:



<Ctrl-Pg Up>=Repeat Last Item



If you are on the second or later line, and press <Ctrl-Page Up> in the Style Number field, the program will almost exactly duplicate the previous line that you entered on the previous line. This is useful if you are many items which are very similar. For example, if you are receiving a few different styles of fountain pens, they may have approximately the same cost, price, description and category and a slightly different style number.


Only the first eight spaces of the style number are shown, but you can type up to sixteen letters. If you type beyond the first eight, the style number will automatically expand to allow you to type the remaining letters. If your style numbers are frequently longer than eight letters, you can make this screen automatically show sixteen letters by choosing <N> to the question Are your vendor style numbers usually shorter than eight-wide from Store Information Defaults section of the program (See page ).




LN           MFG  CLASS                                   COST              QTY

 #  STYLE    CDE  CODES     COST   DESCRIPTION            EXT      PRICE    REC


  1  JK-1928-K1      ___ _________ __________________  _________ _________  ___




MFG CDE*} This refers to the manufacturer code of the item being ordered. For example, if you are ordering Seiko watches from Joe Green, then Mr. Green is the vendor and the manufacturer is Seiko. Usually, the vendor and the manufacturer are the same.


CLASS CODES*} Type the class code of the item being ordered. The first code is the major class code, the second is the minor class code.


You can type the Class Code Equivalent in Letters set up in Major Class Code maintenance instead of the numeric code for Major Class codes only.


If the class code you type is not on file, you will be asked if you want to add the code. You can then answer <Y> to type the description for the class code.


It is strongly recommended that you exit this program and type the class code using the procedure described in the chapter titled Class Codes Maintenance in section 8, to ensure that proper pricing information is recorded for the class code.


If you don’t remember all the class codes, you can leave either or both of the class codes blank. If you do, a pick-list will show you a list of class codes so you can just pick the major and minor codes off the list. However, entering inventory is faster once you know the codes so you don’t have to search through the list.


After you type the major and minor class codes, the descriptions of both the major and minor codes will display at the bottom of the screen, and will ask you to verify you have entered the correct class codes. Press <Y> to verify the codes, or <N> to re-type them. Be especially sure to re-check the chosen Major Class Code, because it is this the only information that cannot be changed after initial entry. If you enter the wrong major class code for the item, you have to delete that item and re-enter it.


After you confirm the class codes for this item, the program will assign a SKU number for the item(s) on this line. The SKU number consists of the major class code plus a unique number within that major class code, e.g. 155–10015.


COST*} If the item is purchased and sold by quantity, type the cost for one item. If the item is purchased and sold by weight (gram, carat, etc), type the cost per unit of weight. The major class code setup screen determines whether or not an item is purchased or sold by weight or piece. Within a major class code, all items must either be purchased by the piece or per unit weight.


It is possible to purchase items on a per unit weight basis, yet sell them on a per piece basis. Again, this depends on how you set up the major class codes.


The Jewelry Shopkeeper allows you to enter the cost to four decimal places. (to the hundredth of a penny) This may be useful for certain vendors who calculate prices to that degree of accuracy. However, if you want to use four decimal places in the cost, you have to turn that option on from Store Information Defaults section of the program (See page ).


DESCRIPTION*} After the cost is entered, a 25 character description field will appear. Type the description of this item. The Description field is limited to 25 characters because it will appear on inventory reports, receipts, labels and tags. A longer description limits the space to print other important item information. Because of the 25 character limitation you may find it necessary to abbreviate many commonly used words and terms. It is possible to enter a much longer and more detailed description for any item by adding Extended Detail pages to those items which need it. See the Extended Detail section further on in this section.


(WEIGHT)*} This field appears only if the item is sold or bought by weight or if the item is in a Stone category. If this field appears, type the total weight ordered in the usual units for this item. Do not type zero unless you want to delete the line.


QTY ORD*} Type the number of items ordered. Do not type zero unless you want to delete the line.

MSRP*} If you have a dual pricing system, you can enter the Manufacturer’s Suggested Retail Price (MSRP) here. You could also enter a ‘Compare At’ price here. This price doesn’t appear on any reports, but it can appear on customer receipts and inventory tags if you want.


You may not want to use the Regular Retail price field, so you can choose whether or not you want to be asked for the MSRP. If you don’t use this option, you can turn it off so that entering inventory is a bit quicker. You can turn this option on or off from Store Information Defaults section of the program (See page ).


PRICE*} Type your usual selling price for the item. If the item is sold by quantity, type the price for one item. If the item is sold by weight, type the price for one unit of weight.


An estimated retail price will automatically be calculated based on the cost and the markup factors for the major class code for this item. When you enter a major class code, you can enter a pricing formula consisting of markup, round-to dollars and round-to cents. Although the selling price is already filled in for you, it is just a suggestion and you can change it to whatever number you want.


COST EXT*} This is the Extended Cost which is the total cost to you for this line of the order. For items purchased by quantity, the cost times the quantity ordered will appear. For items sold by weight, the cost times the weight will appear. This field cannot be changed, it is just calculated from the cost, quantity and weight.


Type the item information. When the line has been entered, the cursor will move to the next line for the next entry.