For each Main Category, enter the Sub Categories that belong to it.
It is not possible to edit the Sub-Category of an Inventory record once there has been any stock activity. This is to prevent changing the Sub-Category assignment without the understanding that it will create problems if any existing invoices are edited and change the Sub-Category reporting value so that they no longer match Main Category values or the Ranking Sales value for the same date range.
Category Number - a three digit number.
Category Name - The category name that will uniquely describe the category. This name will show on Income and expense reports and other inventory reports. Be concise and specific.
Category Type - The category type. Each type has special properties.
|N||Normal||Used for most categories, Inventory you Buy and Sell.|
|L||Labour||Used for Labour categories. Inventory control is not performed on this category. Cost of Sales is not posted for this category, Mechanic information can be tracked for this category. Labour can or cannot be used in the calculation of invoice profitability.|
|I||Non Inventory||Same as Normal except Inventory control is not performed. Useful for shipping charges or sub contract Labour.|
|C||Consignment||Consignment Category, All Items will be Consignment items. Optionally, consignment items may be put in any category and the inventory Type set to ‘Consignment’.|
|F||Floor Plan||Floor Planning Category, though floor planning items may be put in any category and setting the inventory type to Floor Planning.|
|T||Tires||Same as Normal, but automatically determines tire sizes.|
|U||Tubes||Similar to Tire, but does not determine sizes.|
|H||Hundred Weight||Used in Weight calculations – not often used|
|P||Photo||(obsolete, needed at one time for Australian photo taxes)|
|R||Rental||Items that require Rental Tracking of Time in and Time out etc.|
|A||Gift Card||Special Type for Gift Cards|
Note: Obsolete categories work the same as normal. They were used by previous versions of System Five that required that these inventory types were separated in their own category.
Income The ledger number that income is posted to for inventory items in this category.
Expense (or cost of sales) The ledger number that cost of sales is posted to for inventory items in this category.
Note: Although it is possible to set the Income and Expense for each Sub Category to the same Ledger Account, this will cause problems with a number of the systems Reports.
System Five expects each Sub-Category to have a unique Ledger Account for both Income and Expense.
It is possible to write your own custom Ledger Reports to work around this default behaviour if you must have the same Accounts for all Sub-Categories.
See Custom Ledger Reports for more information.
System Five will display a warning message if you enter an Income or Expense account more than once to help prevent the problem described above.
Optional Inventory. Normally all inventory is posted to one inventory account. Some systems require that each category have its own inventory account. However if you wish to have some categories post to a separate inventory account, then enter the ledger number here, otherwise it will use the default inventory ledger number. We do not recommend using different inventory accounts for each category unless you have just a few inventory accounts and these inventory types are easy to distinguish from each other. If you use Optional Inventory accounts, you must enter the correct inventory account on each bill you create. This may be easy by using the default ledger account on each supplier if the inventory types are separated by supplier.
Catalog Page. This should be left a ‘0’ for most operations. This can be set by System Five when creating a catalog It is sometimes used for some optional reports to group categories together.
Open to Buy. This amount is used for the Open to Buy and Inventory Value report for budgeting the amount of stock in each sub category. This is a running value that provides a simple guide for your stock investment within a sub category. The values are static, but they can be modified at any time. The Open To Buy value can been seen in Figure 1.
Figure 1: Sub Category Open To Buy example
If a single Open To Buy value does not meet your needs, you may want to use the Budgeting Open To Buy option that allows for monthly budgets for each Sub Category. When this option is enabled, the Sub Category listing no longer contains the Open To Buy column, as can be seen in Figure 2.
Figure 2: Sub Category listing with Budgeting > Open To Buy option enabled
See: Budgeting for details on the configuration of the optional Budgeting feature.
The auto increment can change the sequence of number as you enter them. The renumber button can be used to renumber the categories by the sequence if and only if you have not created the ledger numbers and you have not assigned any inventory items to the sub categories.