Catalog

1. 1Go to Catalog and click New Item.
2. 2Enter the Item Name, SKU and Barcode (scan it or type it).
3. 3Choose the Item Type: Appliance, Part, Accessory, Service or Venting. Add the brand, model and fuel type.
4. 4Enter pricing: Dealer Cost, MSRP, MAP Price and Unit Cost.
5. 5Set the Reorder Point and Target Stock Level, and check Serialized for units tracked by serial number and Stocked for items you keep on hand.
6. 6Click Create Item.

1. 1Open the item and click Edit.
2. 2Change any field and click Save Changes. Uncheck Active to retire an item without deleting it.

Search by name or SKU on Catalog, and filter by stock level to find items that are low or out of stock.

An item’s Stock Overview shows how many are on hand, available, reserved for orders and in transit. Stock by Location breaks that down per location.

Under Stock by Location, enter a reorder point and target stock for a location and click Save. These override the company-wide defaults. Use Set Stock Targets for Another Location for a location that has no stock yet.

Click Print Bin Tags on an item, choose the locations, and print. Each tag’s QR code combines the part’s barcode with the storage location’s barcode. The item needs a barcode first.

Edit the item and click Add supplier under Suppliers. Enter the supplier and their SKU for the item. Items with a supplier can be grouped into a bulk reorder purchase order. Use Add Supplier SKU on the item page to record extra supplier part numbers.

1. 1On Catalog, select the items to reorder and click Create Purchase Order(s). One draft purchase order is made per supplier.
2. 2Or open an item and use Quick Reorder in its reorder suggestion, which uses the supplier, typical quantity and last price from past orders.

Click AI Lookup on an item to research its brand, model, category, fuel type and description. Review each suggestion and choose which to apply. Dealer cost and MSRP are never changed by AI lookup.

Under Warranty Coverage on an item, click Add Component and add tiers (months, parts, labor). Leave the component unnamed for a simple item-wide warranty, or name it after a part (like “Firebox Assembly”) when parts have different coverage. Warranties are then created automatically when the item is invoiced.

To start tracking an item by serial number, use Convert to Serialized on the item. Pick a location and enter a serial number for each unit there; the bulk quantity is replaced one-for-one with serialized units.

Use this when a manufacturer renumbers a part and you have no stock under the old number. The old number becomes another way to find the current part.

1. 1Open the current part and find Old Part Numbers.
2. 2Under Old numbers that resolve to this part, type the old part number and an optional note.
3. 3Leave Drop-in checked if the current part fits wherever the old one did. Uncheck it if it doesn’t, and the old number is marked “not a drop-in”.
4. 4Click Add. Use the trash button beside an old number to remove it.

Use this when an old part still has its own stock and price but a newer part replaces it.

1. 1Open the old part and find Old Part Numbers.
2. 2Under This part is replaced by, search for the newer part.
3. 3Leave Drop-in replacement checked if the newer part fits wherever the old one did, add an optional note, and click Save.

When a line on a quote, sales order, invoice or work order uses a part that has been superseded, it says Newer part … is available. Click Switch to … to swap the line to the newer part.

When you add the newer part while the old one is still in stock, the line says how much old stock you still have. Click Use old stock first to move as much of the quantity as the old stock covers onto the old part.

Purchase orders show the same warnings, so you don’t reorder an old part number by mistake.