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Inventory management

Product/Job code management window

Inventory management is done through the Product/Job code management window. To access this window, from the GEM-CAR main menu, go to Inventory management > Product/job code management.

You can also alternatively access the Product/Job code management window from the Point of sale by clicking on the magnifying glass button adjacent to the field corresponding to the Item No column.

Create new categories

GEM-CAR uses categories to classify inventory items. These categories are useful for sorting and for accounting purposes. For example, you can create categories for jobs, inventory products, deposits or refunds. To create new categories, follow the steps below.

  1. Access the Product/job code management window.
  2. From the Product/Job code management window, click on the magnifying glass button next to the Category field.
  3. From the Product/Job Category Management window, click on the + button.
  4. Choose and enter a category number.
  5. Select a category type using the Category Type drop-down menu.
  6. Enter a description for the category in the Description field.
  7. If you are using an accounting bridge, assign GL accounts to the category using the Sales GL and Purchases GL fields.
  8. Click on the diskette button to save.

You can link dependent inventory items to categories like, for example, specific rights. Accordingly, each time you add inventory items contained in this category to estimates, the dependent linked item is also added automatically. To do so, follow the steps below.

  1. Access the Product/Job code management window.
  2. On the list, select the dependent inventory item to be linked.
  3. Check the Can be linked option.
  4. Click on the diskette button to save.
  5. Click on the magnifying glass button adjacent to the Category field to open the Product/Job categories management window.
  6. Select the category on the list.
  7. Enter the product code of the dependent inventory item to be linked in the Linked field or retrieve it using the magnifying glass button adjacent to it.
  8. Click on the diskette button to save.

Create new products

Products in GEM-CAR are not limited to purchasable items. They can also be jobs, or items used for accounting purposes. To create new products, follow the steps below.

  1. Access the Product/job code management window.
  2. In the Product/Job code management window, click on the + button.
  3. Enter the appropriate category number in the Category field. If you need to create a new category number, follow all the steps of the previous section.
  4. Enter the inventory code number of the product in the Product code field.
  5. Enter a description of the product in the Description field.
  6. Enter the cost price and the sale price in the Inventory cost and List Price fields respectively.
  7. Click on the diskette to save.create-new-product-from-inventory

You can link a dependent inventory item to another inventory item like, for example, specific rights. This means that, when you add the inventory item to an estimate, the dependent item is added automatically. This can be useful for inventory items that always come in pairs. To do so, follow the steps below.

  1. Access the Product/Job code management window.
  2. On the list, select the dependent inventory item to be linked.
  3. Check the Can be linked option.
  4. Click on the diskette button to save.
  5. On the list, select the inventory item to which you want to link the dependent item.
  6. Enter the product code of the inventory item to be linked in the Sales linked prod. field or retrieve it using the magnifying glass button adjacent to it.
  7. Click on the diskette button to save.

Adjustments

When you want to change the quantity of a product or its localization, follow the steps below to make an inventory adjustment.

  1. Access the Product/job code management window.
  2. In the Product/Job code management window, select a product on the list on the left.
  3. Click on the Transaction list button.
  4. From the List of transactions window, click on the Ajustement button.
  5. From the Adjustment window, enter an adjustment quantity in the Quantity field. The adjustment quantity is additive, which means that you must add it to the current quantity to create the adjustment. For example, for a current quantity of 1, if you want to adjust it to 0, you must add -1. On the contrary, for a current quantity of -1, you must add 1.
  6. Select the new localization using the Location drop-down menu.
  7. Click on the diskette button to save.

Since GEM-CAR version 13.0.3, you can simplify the procedure by activating option 123. Doing so, at step 3, instead of clicking on the Transaction list button, you can click on a Qty field to go directly to the Adjustment window and continue with step 5.

Category types and ledgers

The configuration of categories is an essential step because it provides good coherence between operations and accounting. In fact, accounting systems require general ledger codes for credits and debits whereas operation management systems like GEM-CAR need a good filing system including product and job categories. Consequently, GEM-CAR has preconfigured category types like the main ones described below.

  • Part: Permits categorization of the sold parts.
  • Fuel: Permits to enter the total or units sold for the items in this category. It also details the gas taxes in the notes for these items.
  • Storage: Permits the use of several codes with different rates that automatically open the storage window.
  • Internal work: Useful for users of the Punch clock integrated to GEM-CAR to add jobs such as waiting for parts or cleaning up shops.

As seen in the previous sections, ledgers can be added to categories. By default, GEM-CAR uses the ledgers configured for a category for all items contained in this category. Consequently, you do not need to configure ledgers for all items. However, if you do so, the ledger configured for this specific item will overwrite the one configured in the category. This way, you can configure exceptions.

Retrieve invoices with product codes

You can retrieve invoices searching with product codes. To do so, follow the steps below.

  1. Access the Product/job code management window.
  2. Search for and select the product code on the list.
  3. Click on the Transaction list button.
  4. From the List of transactions window, search for the transaction on the list and visualize and/or print the invoice by clicking on the To display an invoice, a purchase or a reception button.

Price per level

GEM-CAR has a price-level feature for configuring up to nine (9) discount price levels for a given inventory item. You can then configure a price matrix in the Price per level window that uses percentages to set prices, 0 corresponding to the full price and 1 to 9 to the discount levels. Once this configuration is done, you can assign price levels to customers on an individual basis. This configuration must be done for each inventory item.

To configure the price matrix for inventory items, follow the steps below.

  1. Access the Product/job code management window.
  2. Select an inventory item on the list.
  3. Click on the Price button.
  4. Enter the percentages in the fields corresponding to the Percentage column for each price level in the matrix.
  5. Click on the diskette button to save.