PassTracker - How to use the Product Inventory Tracking features

Inventory Tracking

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Inventory Tracking has been added to PassTracker. To setup Inventory items, you start by adding the items to track to the ProductPasses table. You can set reorder numbers and assign a Vendor.

To be tracked for the purposes of Inventory, the Product must have a bar code assigned to it. This can either be one you create yourself (and then print out bar code stickers) or you can use the UPC codes that are on many products such as CDs and books.

In addition to allowing generic product bar codes (UPC codes) there are going to be times, when you just don't want to be bothered tracking inventory on, so we use the Product/Pass Category field for two new classifications:

1) Track Inventory Item
2) Don't Track in Inventory

If ‘Track Inventory Item’ is selected, then the scanner lookup checks for items in the Inventory. If ‘Don't Track in Inventory’ is selected, the system just does a price lookup from the Product/Passes table and nothing else. This item's inventory is not tracked.

Setup Tab: Inventory Tab: Vendors

To add a Vendor, go to Reports: Inventory and click on Vendors. Add your Vendor, then go back to the ProductPasses area to link the Vendor to a product.

Vendor Setup

Once a vendor is added, you can then create a Purchase Order for the vendor. You can order items from your Product table to this order.

Product Inventory from the Receipt View

Selecting a Product Item, without using the Scanner
When you select an item from the popups on the Sales Receipt, it does an inventory reduction if it is Stock Tracking Item

Adjusting Quantity field

Quantity field is now locked and to modify it, you must click into the line item screen and use the up-down arrows.

Product Inventory from Receipt View

Putting Back Inventory
You can also put back items on older Vendor Orders. There are two portals on this layout, one for the Vendor Orders that still have a balance in them, and the second portal shows all Vendor Orders for this particular item, so that if you need to ‘put back’ the inventory, it can be applied to an older Vendor Order.

Purchase Orders

Purchase Orders: Printing Bar Code Labels

Reports Tab: Inventory Tab

Navigating between Vendors/Orders/Line Items and Reording

First one 'Outstanding Consignment Items Report' searches on all Consignment Items not yet paid, but that have been sold (i.e. they are linked to a Receipt Line Item)

Printing Bar Code Labels for Products

Added to the Purchase Orders screen is a button called 'Print Bar Code Labels.

It prompts you to put Avery labels in the printer and click OK.

Printing Bar Codes

It then processes in the background, ending up at a preview screen:

Clicking continue brings up a Print dialog box and you have your labels ready for printing.

It is creating a batch of records for each order. Every time you print a new batch, it deletes the old batch. It will print one label for each item you have specified. For example, if you order 6 books and 6 tapes, you will end up with 12 labels. As mentioned above, you can either use these labels or just work with the generic UPC codes that are on many products today.

Excluding Items from Bar Code Label Printing

There is also a check box on the Order screen allowing you to exclude the item from Label Printing.