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Inventory management

Category management

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. Follow the steps in the sub-sections below to create, modify and delete categories.

Product/Job categories management window

Category management is done through the Product/Job categories management window. To access this window, from the GEM-CAR main menu, go to Inventory management > Sales and expense categories management.

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

Create new categories

To create new categories, follow the steps below.

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

Edit categories

To modify categories, follow the steps below.

  1. Access the Product/job categories management window.
  2. Select a category on the list.
  3. Modify the information contained in the configuration fields.
  4. Click on the diskette button to save.

Delete categories

To delete categories, follow the steps below.

  1. Access the Product/job categories management window.
  2. Select a category on the list.
  3. Click on the - button.
  4. Click on the diskette button to save.

Category types

You can create up to 999 categories with custom titles and descriptions to suit your need. Depending on the category type configuration, GEM-CAR will perform different actions.

  • Parts: This category type contains parts that show in the "PARTS" column on estimates and invoices. You can configure price matrices for inventory items in this category type.

  • Appointments: This category type contains jobs that show in bold in the "SERVICE" column on invoices. In the Point of sale, you can select inventory items in this category and generate appointments and work order from them.

  • Labor: This category type contains labor that shows in the "SERVICE" column on estimates and invoices. You can configure price matrices for inventory items in this category type.

  • Tires: This category type contains tires that show in the "PARTS" column on estimates and invoices. You can configure price matrices for inventory items in this category type. It also enables new tabs to configure makes, models, sizes, and other tire characteristics. Furthermore, you can link products to this category type.

  • Storage: This category type contains storage products. In the Point of sale, adding items contained in this category opens the Tire storage window. You can also select them to print labels.

  • Receivables: This category type contains customer account receivables. In the Point of sale, adding items contained in this category (CR) opens the Account receivable analysis window to manage payments.

  • Fuel: This category type contains gas products. It enables special fuel tax calculations that show on invoices. It also contains products for which you enter total amounts instead of quantities.

  • Labor rebate: This category type contains rebates on labor that show in the "SERVICE" column on invoices. They also show on the bottom of invoices in the subtotal section. Because they are not included in the calculation, you must enter a negative (-1) quantity for these products.

  • Rebate on parts: This category type contains rebates on parts that show in the "PARTS" column on invoices. They also show on the bottom of invoices in the subtotal section. Because they are not included in the calculation, you must enter a negative (-1) quantity for these products.

  • Insurance: This category type contains insurance products. When you enter them in the Point of sale, the incident form shows onscreen so that you can answer questions for the insurer. You can also add pictures to invoices.

  • Administrative fees: This category type contains administrative fees. It enables categorization for report production. It's then important if you use administrative fee invoices as part of your management style.

  • Internal work: This category type contains internal works. It enables categorization for report production. It's then important if you use the Punch clock and your technicians perform internal work in their free time.

  • Memos: This category type contains memos on invoices. Products in the category type don't have sale prices.

Product management

In GEM-CAR, products are not limited to purchasable items. They can be jobs or items used for accounting purposes. Follow the steps in the subsections below to create, modify and delete products.

Product/Job code management window

Product 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 products

To create new products, follow the steps below.

  1. Access the Product/job code management window.
  2. 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. Adjust other options, if necessary.
  8. Click on the diskette to save. create-new-product-from-inventory

Modify products

To modify products, follow the steps below.

  1. Access the Product/job code management window.
  2. Select a product on the list.
  3. Modify the information contained in the configuration fields.
  4. Click on the diskette to save.

Delete products

To delete products, follow the steps below.

  1. Access the Product/job code management window.
  2. Select a product on the list.
  3. Click on the - button.
  4. Click on the diskette 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.

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.

To link a work order with a job code, select the job code on the list, select the work order using the drop-down menu and save.

To link job types with jobs, select jobs on the list, select the job type using the drop-down menu, and save.

Fuel products

To create fuel products, follow the instructions below.

  1. Create a category using the 900 code and the FUEL category type.
  2. Create products within the FUEL category.
  3. Select Non taxable.
  4. Enter the pump price in the List price field.
  5. Enter the TCP in the TCP field and the TAF in the FUEL field.
  6. Configure the ledgers for the TAF and the TCP.

Units

To associate a unit with an inventory item, select the unit using the drop-down menu. Starting with GEM-CAR version 14.0.1, you can enter new units in the field and they will be added to the list when saving.

Quick adjustment

When you want to make basic adjustments for inventory items, notably changing their quantity and/or localization, follow the steps below to make quick inventory adjustments.

  1. Access the Product/job code management window.
  2. Select a product on the list on the left.
  3. Change the inventory location using the Inventory location drop-down menu.
  4. Adjust the quantity in the Qty field.
  5. Click on the Transaction list button.

Adjustments

Follow the steps below to make inventory adjustments.

  1. Access the Product/job code management window.
  2. 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.

Parts memory

If you add a job on an estimate for which the Parts memory option is enabled, GEM-CAR remembers the other inventory items. Next time you add this job on an estimate for the same customer, GEM-CAR will ask you if you also want to add the memorized inventory items. To enable this option, add or edit a job in the Appointment category, select Parts memory and save.

Parts memory is saved after having invoiced the customer and having performed the end-of-day procedure.