STX Desktop: Setup Product

Product Setup: Groups

Purpose

Product Groups represent basic, generalized categories of products that are used in lists, reports, and possibly payroll. They are also the connection between your product sales and accounting data. You must create at least one product group in order to move further in the product setup area.


Adding a Product Group - Note: Product Group names must be unique.

Changing a Product Group

Double-click a product group name and make changes using standard text editing techniques. You may also change the department and/or account. 

Once your changes are complete, click the Save icon to save the changes.

Making a Product Group Active/Inactive

Click to check or uncheck the Active checkbox in front of the product group name, then click on the Save icon. Unchecked product groups will only appear in the product group list when the Show Inactive checkbox is checked. 

Note: If you have already entered products under the group you wish to make inactive, you MUST move those products to another group prior to making the desired group inactive. If necessary, move the products to another group within another product line, or make the products inactive before making the product group inactive.


Removing a Product Group

Highlight a product group you wish to remove and click on the Delete icon in the toolbar. Now click on the Save icon to save these changes. Note: You may not delete a product group that is currently being used by any data. Make the product group inactive as an alternative.

Rearranging Product Groups

Click on a product group name, hold down the mouse button and drag the product group to a new position in the list. This order is used when displaying product groups and determines the printing order in reports.


Product Setup: Manufacturers

Purpose

Manufacturers and the Product Lines associated with them are used in lists, client marketing sets, reports, and possibly payroll. You must create at least one manufacturer with a related product line in order to move further in the product setup area. 

Manufacturers are considered the "parent" company that manufactures products. The Product Lines are the actual lines of products the "parent" Manufacturer produces.  

 

Adding a Manufacturer - Note: Manufacturer names must be unique.

Changing a Manufacturer

Double-click a manufacturer name and make changes using standard text editing 

techniques. You may also change the units, website URL and email address. 

Once your changes are complete, click the Save icon to save the changes. 

Making a Manufacturer Active/Inactive

Click to check or uncheck the Active checkbox in front of the manufacturer name, then click on the Save icon. Unchecked manufacturers will only appear in the manufacturer list when the Show Inactive checkbox is checked. 

Note: If you have already created product lines and entered products associated with a manufacturer you wish to make inactive, you MUST do one of the following: 

If products were entered by mistake under this manufacturer, move those products to another product line/group. 

If you are no longer carrying the products for the manufacturer, make the products themselves inactive.

Once either of these has been done, you must then make the Product Line inactive. Now you may make the manufacturer inactive.

Removing a Manufacturer

Highlight a manufacturer you wish to remove and click on the Delete icon in the toolbar. Now click on the Save icon to save these changes. 

Note: You may not delete a manufacturer that is currently being used by any data. Make the manufacturer inactive as an alternative.

Number of Manufacturers

The Manufacturers tab will always show how many manufacturers you have entered into the database. You can find this number in the lower left hand corner of the screen.


Adding a Product Line - Note: Product Line names must be unique.

Highlight the Manufacturer who produces the Product Line you wish to enter. Click on the New Product Line icon in the toolbar. Enter the name of the product line and click on the Save icon. 

Each Manufacturer must have at least one product line associated with it in order to move further in the product setup area. The Product Line and the Manufacturer names can be the same if the Manufacturer only produces a single product line with the same name. 

Changing a Product Line

Double-click a product line name and make changes using standard text editing techniques. Once your changes are complete, click the Save icon to save the changes.

Making a Product Line Active/Inactive

Click to check or uncheck the Active checkbox in front of the product line name, then click on the Save icon. Unchecked product lines will only appear in the product line list when the Show Inactive checkbox is checked. 

Note: If you have already entered products for a product line you wish to make inactive, you MUST do one of the following. If products were entered by mistake under this product line, move those products to another product line/group. 

If you are no longer carrying the products for the product line, make the products themselves inactive. Once either of these has been done, you may then make the Product Line inactive.

Removing a Product Line

Highlight a product line you wish to remove and click on the Delete icon in the toolbar. Now click on the Save icon to save these changes. Note: You may not delete a product line that is currently being used by any data. Make the product line inactive as an alternative.

Product Setup: Suppliers

Purpose

Suppliers are the person/company you purchase your product stock from. The Supplier could also be the Manufacturer. If the supplier and manufacturer are one and the same, you still must enter a supplier record. You must create at least one Supplier in order to move further in the product setup area.

If you purchase the same products from more than one supplier, you could create one supplier and use the name of the manufacturer as the name of the supplier. With this, you can create a purchase order for that manufacturer and give the order to the supplier of your choice. 

If you would like to keep the retail orders and the professional orders separated, you could create a duplicate supplier. For example, you order both retail and professional products from ABC Supply. Create a supplier called ABC Retail and create a second supplier called ABC Professional. When creating a purchase order, you will create one for each of the ABC Supply options and keep the retail products separated from the professional products when ordering. 

 

Adding a Supplier - Note: Supplier names must be unique.

Supplier General Information

Enter the postal code in the Postal Code field. The city and state/province will appear when you tab out of this field. If you have multiple cities for this postal code, the postal code selection window will appear for you to choose the city. Choose the city and click on OK

Enter your account number with the supplier. If you have more than one account with a supplier, you may want to create more than one name for this supplier, i.e. ABC Professional and ABC Retail. 

Enter the phone, fax and modem numbers if applicable. Enter 10 numbers (area code) or 7 numbers (no area code) without any punctuation. The program will enter the punctuation for you. 

Enter the website URL and the email address if applicable. 

Supplier Contact Information

Enter the name and phone numbers of your outside and inside sales consultants. Enter 10 numbers (area code) or 7 numbers (no area code) without any punctuation. The program will enter the punctuation for you. Once you finish entering the information for the supplier, click the Save icon to save the changes. 

Changing a Supplier

Double-click a supplier name and make changes using standard text editing techniques. You may also edit the other fields referenced above. Once your changes are complete, click the Save icon to save the changes.

Making a Supplier Active/Inactive

Click to check or uncheck the Active checkbox in front of the supplier name, then click on the Save icon. Unchecked suppliers will only appear in the supplier list when the Show Inactive checkbox is checked. 

Note: If you have already entered products and connected them to the supplier you wish to make inactive, you MUST connect those products to another supplier prior to making the desired supplier inactive.

Removing a Supplier 

Highlight a supplier you wish to remove and click on the Delete icon in the toolbar. Now click on the Save icon to save these changes.

Note: You may not delete a supplier that is currently being used by any data. Make the supplier inactive as an alternative.

Rearranging Suppliers

Click on a supplier name, hold down the mouse button and drag the supplier to a new position in the list. This order is used when displaying suppliers and determines the printing order in reports.

Number of Suppliers 

The Supplier tab will always show how many suppliers you have entered into the database. You can find this number in the lower left hand corner of the screen.


Product Setup: Products

Purpose

Products include all retail products sold and professional products consumed at your location. These items are listed in order by Product Line, Product Group, then alphabetically by name. STX tracks the current inventory of each product that you create.

Adding a Product

Click on this icon in the toolbar and enter the name of the product.

In this case, you might wish to simply have the product nearby and scan its number into the stock number field. Otherwise, create a new stock number, with at least 3 characters. You can also use the Supplier’s stock number as your own.

Enter the size of the product where appropriate (using the manufacturer's units) and indicate whether this product is for retail sale or professional consumption. 


Product Flags

There are several flags that you can set for each product. These are Active, Taxable, Print Label and Pay Commission. Click each item to set its value to Yes (checked) or No (unchecked). 

The Taxable flag indicates whether this product is taxable or not. 

The Print Label flag indicates whether this product should have a label printed for it or not. Generally you will only need to print labels for those items that do not already have a UPC code, unless you wish to have the retail price on products with a UPC. 

The Pay Commission flag indicates whether a retail sale should be included in the retail totals when the item is sold, whether retail commissions are paid or not.

Important Note: The Pay Commission checkboxes must be set up properly before creating client visit ticket transactions. This data is stored with transaction sales data. If you process payroll to pay retail sales commissions, and you want this product to be included in the retail sales amount when it is sold, you must have the Pay Commission box checked.

Product Quantities

Each of the Quantity fields deals with product quantities.

Min represents the minimum quantity you wish to keep stocked at your location. Once your stock level falls below this number, the Purchase Order will automatically know the number of this item needed to bring your stock back up to the Min quantity. For example, if you have the Min quantity set to 12, and the On Hand falls down to 8, the Purchase Order will automatically know to order 4 of this item.

Min. Order represents the minimum order required by your supplier for this product. This is the smallest number of units you are allowed to purchase. In some instances this would be because you can only purchase by the case, or you wish to receive the case pricing for the product. This quantity is usually left at zero unless you are required, or desire, to order a minimum number each time a purchase order is created. 

Note: If a number is entered into this field, you are asking the purchase order to order a minimum of that number, regardless of the amount you really need to bring your On Hand quantity back to the Min quantity. You could possibly be over-ordering each time without realizing why.

Cost vs. Price = Profit Margin

Each field relates to your cost (what you normally pay for the product) and the retail price (what you plan to charge your customers for the product).

 Avg On Hand Cost MUST be entered and represents the average cost of this product for all units currently in stock. The Avg On Hand Cost value initially will be the same as what is entered in the Standard Cost field.

When your purchase order is delivered and the cost of the product has changed, you can adjust the cost right on the purchase order when checking it in. Once a change has been made to the cost on the purchase order, the Avg On Hand Cost is automatically calculated for you using the following formula:

((On Hand Quantity x Avg On Hand Cost) + (Received Quantity x Cost Each)) / (On Hand Quantity + Received Quantity) 

Because the average cost is calculated for you, the Inventory List by Manufacturer report will show an accurate Value of the products currently in stock.

For example, if you purchased 10 products for $10 each, and then another 10 products for $11 each, you now have 20 products that have been purchased. However, you did not pay $10 for all 20 products, nor did you pay $11 for all 20 products. You paid an average of $10.50 for the 20 products currently in your stock. This is an accurate Value of the currently stocked products.

Gross Price is only entered if you need to see 2 prices for each product. Leave it set to $0.00 if you are not required to use this feature.

Retail Price is the amount you charge your customers to purchase this product. 

Profit Margin is automatically calculated once the Standard Cost and Retail Price fields are filled in. You can also type a desired Profit Margin and the Retail Price will be adjusted accordingly compared to the Standard Cost

Supplier Information

The Supplier popup menu is used to choose the supplier from whom you wish to purchase this product. You must select a supplier for each product.

Supplier Stock # is used to enter the stock number your supplier uses for their own inventory stock. You can find this number on the invoice you receive from the supplier, or you can usually have them give you an inventory item sheet that will show their stock number on it. Entering the

Supplier Stock # is optional and is printed on the Purchase Order. Giving the Purchase Order directly to your supplier helps them fill your order more accurately because it shows them their own stock numbers.

Changing a Product

Double-click a product name and make changes using standard text editing techniques. You may also change the other fields for the product. Once your changes are complete, click the Save icon to save the changes.

Making a Product Active/Inactive 

Click to check or uncheck the Active checkbox, then click on the Save icon. Unchecked products will only appear in the product list when the Show Inactive checkbox is checked.

Removing a Product

Note: You may not delete a product that is currently being used by any data. Make the product inactive as an alternative.

Finding a Product

To select the found item, click one time to highlight the item and press the Choose button. You can also double-click the item, or click Close to cancel the search.

 Number of Products

The Products tab will always show how many products you have entered into the database. You can find this number in the lower left hand corner of the screen.

Rearranging Products

If you have entered a product under the wrong group or wrong product line, simply drag the product to the correct group and/or product line within the list. 


Product Setup: Packages

Purpose

Product Packages allow you to create special promotional groupings to enhance sales. You may combine slower moving items with hotter items to reduce inventory, or you can group products together to offer special pricing opportunities to your clients. This section allows you to create groupings of products as product packages and automatically calculate their availability based upon the remaining stock levels of the individual products. 

Important Note: Product Packages must consist of products that are either all taxable or all non-taxable. 

Adding a Product Package

Click on this icon in the toolbar and enter the name of the product package.

Once you have entered the name, you can complete the rest of the information for this product. 

Important Note: The Pay Employee On amounts must be set up properly before creating client visit ticket transactions. This data is stored with transaction sales data. 

If you process payroll to pay retail sales commissions and you want this product to be included in the retail sales amount when it is sold, you must have the Pay Employee On amounts set correctly. 

 Stock # - You must give each product package a stock number that is used when selling the product package and for tracking the product package. Once you have entered the stock number, you must choose the product(s) to be included in this product package. 

By holding down the Apple (command) key on your keyboard, you can make more than one product selection. You can choose to discount each product individually, or the entire group of products selected by using the Default Discount popup menu.

Fixed Discount is a fixed dollar ($) amount you want the product(s) to be discounted by.  After choosing Fixed Discount, enter the discount dollar amount to the right.

Percentage Discount is a percentage (%) amount you want the product(s) to be discounted by. After choosing Percentage Discount, enter the discount percentage amount to the right.

Click the OK button once your selections are completed. The products will be added to the list with the appropriate price. You may rearrange the items within the package for display purposes by clicking on and dragging them to the desired location.

Product/Size describes the product(s) you have added to the package.

Disc. Price can be edited manually to reflect what you want to charge the client for the specific product within the package. This will affect the overall price of the package.                            

Pay Emp On can be modified to reflect the amount which is to be added to the employee's retail sales amount at the time the package is sold. Modifying the Disc. Price to an amount lower than the Pay Emp On amount will result in the Pay Emp On amount being lowered to match the Disc. Price amount. Once you have the Disc. Price set to what you want, you can change the Pay Emp On amount to something higher if you wish.      

Alternatively, you can simply enter a price for which you wish to sell the entire package, without having to adjust each item as you add it to the package list.

Total Regular Price is the amount of the products added together based on what discounts you decided to assign to the products when you added them to the package.

Discounted Package Total is the total you wish to charge for the package, regardless of any discounts you assigned to the product(s) when you added them to the package.

Changing the amount in the Discounted Package Total field will automatically price each product in the package to total the new amount. Any changes you had previously made to each individual product will be overwritten to reflect new amounts, which will total the Discounted Package Total. You can then go ahead and modify each product further if you so desire.

If you wish to remove a single product from the package, simply select the product you wish to remove and click the Remove button located under the list of products. This will remove the product from the package.  

Note: You cannot remove a product from the package if the package has already been sold on a client visit ticket transaction.

Changing a Product Package

Double-click a package name and make changes using standard text editing techniques. You may also add and remove products and change the "Price", "Disc. Price" and "Pay Emp On" amounts. Once your changes are complete, click the Save icon to save the changes. 

Note: You cannot change the information of a product included in the package if the package has already been sold on a client visit ticket transaction.

Removing a Product Package

Highlight a package you wish to remove and click on the Delete icon in the toolbar. Now click on the Save icon to save these changes. 

Note: You may not delete a package that is currently being used by any data. Make the package inactive as an alternative.


Number of Product Packages 

The Packages tab will always show how many product packages you have entered into the database. You can find this number in the lower left hand corner of the screen.

Product Setup: Mass Update

Purpose

The Mass Update feature allows you to change all aspects of your products, except for the size. This is useful for accurate purchase orders and in helping you control pilferage and shrinkage.

By maintaining an accurate accounting of the number of units received, sold, and used, the system can provide you with a reliable count of what you are supposed to have on hand, compared to the actual number of items determined through a physical inventory count.

Once the changes have been saved and the Mass Update screen is closed, you will be presented with the option of printing an Inventory Adjustment report. This feature is described in more detail in the chapter STX Report Samples.

Filtering the Product List

The products listed on the Mass Update screen can be filtered by selecting one or more of the controls in the Select Products section.

 You can leave it set to All if you want to see the entire list of products for all manufacturers.

Product Line is used to filter the products being displayed in the list for a particular product line. You can leave it set to All if you want to see the entire list of products for all product lines.

Group is used to filter the products being displayed in the list for a particular product group. You can leave it set to All if you want to see the entire list of products for all groups.

Retail is clicked to see only those products flagged as retail items within the Manufacturer, Product Line, and/or Group you have filtered for.

Prof. is clicked to see only those professional products flagged as professional items within the Manufacturer, Product Line, and/or Group you have filtered for. 

Both is clicked to see all products within the Manufacturer, Product Line, and/or Group you have filtered for.

Sorting the Product List

Once you have the list you wish to update, you can sort the results using the radio buttons in the Sort grouping. You have two sorting options: Manufacturer, Product Line, Group and Description or Stock Number. You can switch back and forth as convenience dictates by choosing the corresponding radio button.


Editing the Product List

Double-click in any field, and using standard editing techniques, make the necessary changes to the appropriate item. Use the Tab key on the keyboard to move your curser from column to column, going to the right. Use the Return key on the keyboard to move your curser from field to field in the same column going down.

Saving the Product List

Once you have made all of the necessary changes, click the Save icon in the toolbar to save your changes. If you have made changes to the On Hand quantities, the Inventory Adjustment report will be created for you in the background. To see the Inventory Adjustment report, close the window.

An example of the report is included in the STX Reports chapter.

Generating Labels for New Inventory Stock

A new Purchase Order must be created in order to print labels of any kind. If you would like to print Barcode Labels and/or Product Labels for the inventory items you have just entered into the program, you will perform the following actions.

Mass Update

Go to Setup: Products: Mass Update. Set the Manufacturer, Product Line, and/or Group popup menus to show only the products you wish to print labels for.

Purchase Orders

Go to Purchase Orders and click the New P.O. icon in the upper left-hand corner. Select the Supplier for the products you wish to print labels for. You should see each of the On Hand and Min Qty items you made adjustments to in the Mass Update screen. The Ord Qty will show the number for what you currently have in stock, which is also the number of labels you wish to print for each product.

The ‘last’ purchase order # created will be highlighted. Click Print.

Labels will be printed for each product listed on the Purchase Order. Once you are finished printing the labels, you will need to update the On Hand and the Min Qty amounts for the products. 

Go back to Purchase Orders and highlight the purchase order you created to print the labels from. Click the Close all Items button and enter the date in the Date Delivered field. The combination of closing the items and entering the delivery date is what adds the products back into stock. 

Once you have ‘delivered’ the purchase order, the On Hand quantities of each product will be updated, reflecting the amount you really had on hand before this process. Now you must update the Min Qty amount for each product, setting it back to what you had originally entered.

Go back to Setup: Products: Mass Update and change the Min Qty amount on each product. When finished, Save and close the window.

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