Setting Up Shop Supplies

Setting up shop supplies is a three-step process. First, add a shop supplies item to your inventory. This item will be used for tracking the sales of shop charges. Next, set a group of system controls, most of which define how shop charges are calculated. Then identify the items for which you’ll assess shop charges.

To set up shop supplies

1. Add a shop supplies item to the inventory. For this item, complete the following settings. For more information, see Adding Items to the Inventory.

Define basic settings, including product code, description, and group.

Note: The entry in the Description field prints in the lower-right corner of invoices. For example, if you call the item Shop Charge, the words Shop Charge will appear on your invoices.

For the setting Inventory (Y/N), type N for noninventoriable.
Make sure the Charge Shop Parts and Labor check boxes are clear. (Otherwise, you’ll assess a shop charge for your shop charge item.)
Assign an inventory category and GL code.
Leave the parts and labor prices set to $0.00.

2. Set the shop supplies controls:

a. From the Setup menu, select System Controls.

b. Click the Inventory tab.

c. Complete the following settings:

To enable shop charges, select Shop Supplies (Yes or No) and press Enter. Then select Yes.
To set a maximum amount for shop charges, select Shop Supplies Amount - Maximum and press Enter. Then type the highest amount to charge and click OK.
To set a minimum amount for shop charges, select Shop Supplies Amount - Minimum and press Enter. Then type the lowest amount to charge and click OK.
To define the shop supplies item, select Shop Supplies Item - Part# and press Enter. Then look up the shop-supplies item. For more information, see Looking Up Inventory Items.
To define the labor price percentage for calculating shop charges, select Shop Supplies Labor Amount - Percentage (%) and press Enter. Then type the percentage and click OK.
To define the parts price percentage for calculating shop charges, select Shop Supplies Parts Amount - Percentage (%) and press Enter. Then type the percentage and click OK.

d. Close the System Controls screen.

3. Define which items will include the shop-supplies fee.

For a single item, select the Shop Charge Parts check box, the Shop Charge Labor check box, or both check boxes on the General tab of the Inventory Maintenance screen. Repeat for each additional item for which you’ll assess a shop charge. For more information, see Adding Items to the Inventory.
For multiple items, select the Shop Parts check box, the Shop Labor check box, or both check boxes on the Inventory List Editing screen. For more information, see Updating Information for More than One Item.

Tip: You can rearrange the columns on the Inventory List Editing screen so the Shop Parts and Shop Labor columns are closer to the columns for the items’ descriptions.