Add and Manage Items

This help topic is applicable to the following TireMaster applications:

TireMaster Point of Sale

TireMaster Plus

TireMaster Corporate

Because tracking inventory activity is an ongoing task, TireMaster includes tools for gathering information about the products and services you sell.

When you add an item to the inventory, you need to complete settings that will help you distinguish it from the other products and services you sell. Completing all of the available inventory settings is not necessary, however, each item must be assigned the following:

A unique product code

An inventory category

A GL code

You also need to define whether an item is inventoriable or noninventoriable.

In TireMaster Corporate, most items should be added at the corporate site. Stores, however, can add and manage items that won't be sold by other locations. An item added by a store cannot be viewed or changed by another store.

To add an item

1. Select Inventory > Maintenance. TireMaster prompts you to search for an item.
2. Do one of the following:

Search for an item that’s similar to the one you’re adding. For more information, see Inventory Searches.

Tip: By looking up a similar item, you can reuse many of its settings for the new item.

Click Cancel.

3. When the Inventory Maintenance screen opens, click Add. TireMaster prompts you for a product code.
4. Type a unique product code for the new item and click OK.
5. Enter the item’s basic information:
a. Type the size, description, and quick‑look code. For tires, also type the rim size.
Note: For items that do not have a size, type a period (.) in the Size field. The period ensures that the item’s information prints properly on work orders and invoices.
b. Click the Group field, press . Then select a group from the list that appears, and click OK.
c. Make sure the Active check box is selected.
6. Define whether to assess shop charges for the item.

For shop charges based on the sum of the item’s parts price and FET, select the Charge ShopParts check box.

For shop charges based on the item’s labor price, select the Charge Shop Labor check box.

For shop charges based on both the item’s parts price and labor price, select both of the Charge Shop check boxes.

Note: To assess shop supplies, other settings also need to be completed. For more information, see Shop Supplies.
7. Define how the item should be handled.
a. If the item is inventoriable, type the letter Y in the Inventory (Y/N) field. For noninventoriable items, type the letter N instead. For more information, see Inventoriable Items and Noninventoriable Items.
b. Define the item’s type in the Type (G, C, F, D) field:

For normal items, leave the field blank.

For gasoline, type the letter G. For more information, see Add Gasoline to the Inventory.

For consignments, type the letter C. For more information, see Set Up Consignment Items.

For fees, type the letter F. For more information, see Set Up Fees

For discounts, type the letter D. For more information, see Set Up Discounts.

c. If you’ll record the cost of the item at point of sale, select the Force Option Cost check box.
Note: This setting is only for noninventoriable items obtained through outside purchases. For more information, see Noninventoriable Costing Methods
d. If the item is noninventoriable and you want to track it, select the Track check box. For more information, see Item Tracking.
8. Enter employee incentive information (optional).
a. To assign a spiff color to the item, click the Color/Spiff field and press . Then select a color from the list that appears and click OK.
b. If you pay sales commission for the item, click the Commission field and press . Then select the inventory commission type and click OK.
9. Enter up to three bar codes (optional). For more information, see Prepare to Use Bar Codes.
10. Enter the vendor part number and reconciliation code for the item’s main vendor or manufacturer.
a. Type the part number in the Vendor Part Number 1 field.
b. Click the Recon Code 1 field and press . Then select the reconciliation code for the item’s main vendor or manufacturer and click OK.
Note: The Vendor Part Number 1 and Recon Code 1 fields are used together. Therefore, if the vendor part number is for Goodyear, the reconciliation code needs to be the one for Goodyear.
11. Enter up to three additional vendor part numbers and reconciliation codes for other vendors who distribute the item.
Note: The additional vendor part numbers and reconciliation codes are used together as well. For example, if the Michelin vendor part number is entered in the Vendor Part Number 2 field, the Michelin reconciliation code needs to be entered in Recon Code 2 field.
Tip: To see which vendor part numbers and reconciliation codes are assigned to items, generate a Vendor Part Number List. This report is on the Inventory tab on the Report List.
12. Enter the following tire and wheel details as needed.
a. For tires, enter the load index/speed rating, UTQG rating, load range, sidewall style, and treadlife warranty. For information on using the Core Item field, see Prepare to Track Core Items.
b. For wheels, enter the number of lugs, the bolt pattern, the rim width, and the rim offset.
c. Type a minimum weight requirement (optional).
13. Assign the following codes and tax settings:
a. Click the Add On/Kit Code field and press . Then select an add‑on code and click OK.
b. Click the Mfg Code field and press . Then select the code for the item’s manufacturer and click OK.
c. If the item’s price excluding labor is taxable, make sure the Parts check box is selected. Otherwise, clear the check box.
d. If the item’s labor price is taxable, make sure the Labor check box is selected. Otherwise, clear the check box.
e. Click the Category field and press . Then select a category code and click OK.
f. Click the GL field and press . Then select a GL code and click OK. or one of the three preset GL codes and click OK.
14. To save the new item, click OK. TireMaster prompts you to edit the prices for the new item.
15. To add prices for the item, click Yes. For instructions, see Fixed Prices. Otherwise, click No and close the Inventory Maintenance screen.

When you need to update information for items, you have two options. You can update items one at a time or in bulk by with Inventory List Editing.

When you need to update the information for a single item, you can make the needed changes in the record for that item.

To update an item’s settings

1. Look up the item you need to update. For more information, see Inventory Searches.
2. Do one of the following on the Inventory Maintenance screen:

To change codes assigned to the item, make sure the General tab is selected. Then click Edit.

To change price, cost, and stocking-level settings, click the Qty/Pricing tab. Then click Detail/Edit to open the Site Prices and Quantity screen.

To change the item’s notes or link to a web site, specifications sheet, or product photo click the Notes tab. Then click Edit Note.

3. Update the settings that need to be changed.
4. To save the changes, click OK.

With Inventory List Editing, you can update the settings for a group of items. The Inventory List Editing screen is similar to a spreadsheet and is split into two panes. The top pane lists basic properties for items, such as size, product code, and group. The bottom pane is for price, cost, and stocking-level settings.

In TireMaster Corporate environments, Inventory List Editing is only available at the corporate site.

To update information for multiple items

1. Select Inventory > List Editing. TireMaster The Custom Inventory Lookup screen appears.
2. Search for a group of items to update. For more information, see Inventory Searches.
3. Resize screen and rearrange the columns (one on or both of the panes) if needed. For more information, see Resize Screens and Rearrange Table Columns.
Note: If you belong to a security group that’s assigned the permission Save Screen Layout, you can save your changes by clicking Save Layout.
4. In the top pane, select the row for the item you want to update. The corresponding row for that item is automatically selected in the bottom pane.
Note: For a hard copy of the information listed on the screen, click Print.
5. In the top pane, make changes by typing them, selecting or clearing check boxes, and selecting codes from a list. To access the various code lists, click the cells colors yellow. Then press or click . Your changes are saved instantly.
Note: Because an item’s product code cannot be blank, TireMaster will re-enter it if it has been deleted.
Tip: Press the arrow keys to move from cell to cell and press Tab to move between panes.
6. In the bottom pane, click the row for the selected item and make changes as needed. In the Price By and Operator columns, press repeatedly to see your choices.
Tip: To copy and paste settings, click the cell with the number or code you want to copy. Then click the cell again and press Ctrl+C. Next, click the cell where you want to paste the data. Click the cell again and press Ctrl+V.
7. To change additional items, repeat steps 4 through 6.
8. If you want to edit another group of items, click Select Inventory.
9. Close Inventory List Editing screen.

You can update price, cost, and bar code settings for existing items by importing data from an XML spreadsheet into TireMaster. Updating items in this manner helps you save time, because information for multiple items can be updated at once.

Note: To ensure items can be updated, the spreadsheet needs to meet certain requirements. For information on creating spreadsheets for inventory updates, see Spreadsheet Requirements .

To update items with an XML spreadsheet

1. Select Inventory > Spreadsheet Updates. TireMaster prompts you to update items with an XML spreadsheet.
2. Depending on how your spreadsheet is set up, select Vendor Part Number or Product Code. TireMaster checks your inventory for any items that have been assigned duplicate part numbers or product codes.
Note: Items with duplicate part numbers or product codes will not be updated. Therefore, you might want to verify that unique part numbers and product codes are assigned to items before updating the prices.
Tip: To generate a hard copy of the notes at any time, click Print Notes.
3. Look up the spreadsheet with the price information:
a. Click Select Inventory Update File. The Load Inventory Update File screen appears.
b. Select the file that you want to use for the update and click Open.
Note: If you don’t see the file you want to use, select it from the Look in drop-down.
4. To view the pending changes, click Preview. If TireMaster cannot access the data file, make sure the spreadsheet is no longer open in Excel.
Note: Although prices on the update screen might extend to more than four decimal points in some instances (such as BASE=.047399999999999998), those values will be displayed properly on TireMaster’s setup screens for the updated items (such as 0.474).
5. To complete the update, click Process Inventory Update. The following message appears: “Inventory update is complete.”
Note: Although prices on the update screen might extend to more than four decimal points in some instances (such as BASE=.047399999999999998), those values will be displayed properly on TireMaster’s setup screens for the updated items (such as 0.474).
6. Click OK to close the message.
7. Close the Inventory Update from Spreadsheet XML File screen.
8. Verify that the price, cost, or bar code fields were updated by looking up a sample of individual items or by looking up multiple items in Inventory List Editing.

XML spreadsheets (see example below) used for updating inventory need to meet the following requirements:

It must be saved in the XML spreadsheet format.

Tip: In Microsoft® Excel®, select Save As from the File menu. Then select XML Spreadsheet from the Save as Type drop‑down list.

Each column heading must include the TireMaster database column name in parenthesis. (For example, INVPRICE.DBILL.)

It must have a column for vendor part numbers, product codes, or both.

If an amount is 0.00, type 0.00. Cells cannot be blank.

The Pricing folder in the TireMaster program directory (c:\TireMaster\Pricing or d:\TireMaster\Pricing) includes two spreadsheets that you can modify, or you can create your own. The following table lists the fields in TireMaster that can be updated with an XML spreadsheet, along with the corresponding database column names.

TireMaster Field Name

Database Column Name

Vendor Part #

INV.VENDPARTNO

Spreadsheets must have a column for vendor part numbers, product codes, or both.

Product Code

INV.INVNO

Bar Code 1

INV.BARCODE1

 

Bar Code 2

INV.BARCODE2

 

Bar Code 3

INV.BARCODE3

 

Base Price

INVPRICE.DBILL

Last Cost

INVPRICE.LASTCOST

Labor Price

INVPRICE.LABOR

Everyday Low

INVPRICE.EDL

Price By

INVPRICE.PRICEBY

Factor

INVPRICE.FACTOR

Sale Labor

INVPRICE.SALE_LABOR

Sale Price

INVPRICE.SALE_PRICE

Sale Begin (date)

INVPRICE.SALE_BEGIN

Sale End (date)

INVPRICE.SALE_END

Last FET

INVPRICE.LASTFETAX

Next FET

INVPRICE.FETAX

Standard Cost

INVPRICE.STANDARDCOST

With the Pricing Wizard, you can assign the same minimum stocking level, the same maximum stocking level, or both to a group of items. You’ll most likely use the Pricing Wizard to assign stocking levels in conjunction with another task. For example, in one session of using the Pricing Wizard, you could do the following to the tires in a specific product line:1) set the minimum stocking level, 2) set the maximum stocking level, and 3) update the cost.

Note: Stocking levels can also be defined in the settings for individual items and for groups of items with Inventory List Editing. With Inventory List Editing, you can vary the minimum and maximum stocking levels assigned. For more information, see Update Information for Multiple Items

To assign stocking levels with the Pricing Wizard

1. Select Inventory > Pricing Wizard.
2. Make sure Price Change is selected.
3. Update the minimum stocking level if needed. Otherwise, skip this step.
a. Select Min Stock from the Field to Update drop-down for the operation being used to update the minimum stocking level. The Value field appears and replaces the price change fields.
b. Type the number you want to assign as the minimum stocking level in the Value field.
4. Update the maximum stocking level if needed. Otherwise, skip this step.
a. Select Max Stock from the Field to Update drop-down for the operation being used to update the maximum stocking level. The Value field appears and replaces the price change fields.
b. Type the number you want to assign as the maximum stocking level in the Value field.
5. Click Inventory, and look up the item or items to which you want to assign stocking levels. For more information, see Inventory Searches.
6. Review the pending changes.
a. Click Print for Review. The Report Window opens and displays the Pricing Wizard Report.
b. Verify that the changes you want will be made.
c. Print the report if needed, and close the Report Window.
7. Click Apply. A confirmation message appears.
8. Click Yes. A second message verifies the update has been completed.
9. Click OK to close the confirmation message.

To view the changed stocking level for a single item, look at either the Min Stock or Max Stock field on the Site Prices and Quantity screen. For multiple items, select List Editing from the Inventory menu, and look up the same items you just updated. Stocking levels are listed in the lower-right half of the Inventory List Editing screen. If you can’t see them, scroll to the right.

When you stop selling a particular item or when a manufacturer no longer makes an item, you can classify that item as discontinued. Once a discontinued item reaches a quantity of zero, TireMaster changes the item’s status to inactive when you cut off the month.

To discontinue an item

1. Search for the item you want to discontinue. For more information, see Inventory Searches.
2. On the Inventory Maintenance screen, make sure the General tab is selected and click Edit.
3. Select the Discontinued check box.
4. To save you changes, click OK.

By making an item inactive, you can exclude it from inventory searches and reports.

Note: When you close the month, TireMaster changes the status of any discontinued items with a quantity of zero to inactive. To determine whether an item’s quantity is zero, TireMaster adds the item’s quantity on-hand to the item’s quantity on order.

To make an item inactive

1. Search for the item you want to discontinue. For more information, see Inventory Searches.
2. On the Inventory Maintenance screen, make sure the General tab is selected and click Edit.
3. Clear the Active check box.
4. To save you changes, click OK.

If you have an item that has never been used in any transactions and isn’t associated with another inventory item, such as an add-on item, you can delete it. If an item has transaction history, you can inactivate it instead. For more information, see Make an Item Inactive.

In TireMaster Corporate, inventory items cannot be deleted.

To delete an item

1. Search for the item you want to discontinue. For more information, see Inventory Searches.
2. On the Inventory Maintenance screen, make sure the General tab is selected and click Edit. A confirmation message appears,
3. Click Yes. The item is removed form the database.