User Manual Chapters to Read
Styles Catalog Video
eight items in this example share certain Style-level characteristics:
come from the same vendor, they belong to the same Department, they are
same brand, etc. As a retail manager it is of course useful to
sales at the Style level. However, there is no inventory action at the
inventory action (adding or subtracting stock) occurs at the Item
level. You do
not add 5 Veronas to your inventory: you add 2 medium/green Veronas, 1
large/green Verona and 2 small/orange Veronas.
most cases the difference between a Style and Item is obvious, but
you may have to think about it to determine where to draw the line. Is
handbag and matching wallet one Style with two Items or two Styles each
one Item? These are the kind of questions you will need to settle as
your merchandise to your database.
back to the easy cases, let's add a new Style to the database. Open the
Catalog and click New Record. Give your new Style a name and enter a
the Order Cost field and enter a Price.
(Don't worry if the cost will vary slightly each time you receive a
this will be covered when you do Receiving). If you will use photos,
double-click the blank space to the left and use XpertImage™
to add a photo. Now
far we have a Style with a name, a price, a cost and perhaps a photo.
want to associate this Style with a Department, Vendor and Brand. By
should be very comfortable using the embedded catalogs to enter this
will notice that all drop-down menus have a "-". This represents the
null entry in the database. (Don't worry if you don't know what that
do a lookup in these menus you first need to delete this dash and then
your search criteria.
example, go to Departments and delete the "-". Then type
"M" and press enter. This will pull up every department that starts
with the letter M (such as Mens Clothing...etc).
can use the wild card % to search these drop-down menus.
you want to see the entire contents of the drop-down menu, such as
available Department, delete the "-" and the press the space bar and
hit Enter twice.
the zoom button to add any new entries to the catalogs you are working
such as Vendors, Departments and Brands.
catalogs are optional, such as Material, Collection & Season.
retailers will want to track different information. Just remember, the
data you put into the database now the more analysis you'll have at
fingertips down the road.
you've assigned the Style to a Department, a Brand and a Vendor (and
optional Catalogs) you have two choices to make. First, is this Style
In most cases it is. If it is, then just leave the entry in the Taxes
(Sales Tax) as is. If it is not, skip ahead to the lesson on Taxes and
new entry for Tax Exempt.
do all items that belong to this Style have the same price and cost? In
cases they do. If so, then check the box that says "Price/Cost to
Items." For example, if all eight Verona sweaters we used in the
above have the same price and cost you would want to check this box.
the cost (and therefore the price) will vary by items, for example
may be more expensive. If this is the case, do not check the
to Items" box.
are done entering Style information. Click Save. Now we need to create
Items for this Style.
the Items Catalog. Notice the 3 ?s in the records bar. Even though
created our first Style, we have not yet created any Items. Let's do
first thing you will want to do is jot down the color(s) the Style is
in as well as the sizes.
to Catalogs>Items>Colors. Create an entry in this catalog for
the Style is available in (for example, orange and green). Then go to
and create an entry for every size the Style is available in (small,
back to the Items Catalog. Click New Record. From the Style drop-down
select the Style you created earlier. In the Colors drop-down menu pick
appropriate color and then do the same with the Sizes drop-down menu.
Save. You have just created your first Item.
that the price and cost for this item were filled in automatically from
Styles Catalog because you checked the Price/Cost to Item box. Also
Item Number which appears in gray since this is assigned automatically
system. The item number is a sequential, non-repeatable number. In this
the Item Number is 1.
item number is the famous SKU or Stock Keeping Unit. When you add or
inventory the system is adding or subtracting quantities for a
number. Everything else is an attribute of this number (style, color,
price, cost, etc) and can be edited.
If the item already has a barcode
from the vendor or manufacturer you can enter it now in the EAN/UPC
field. Or you can wait and enter all the barcodes at the end. Jump to
Lesson #11 to learn more about barcoding.
now click on New Record to create the next item. Select your Style from
drop-down menu, the right color and the next size. Click save. The
should show 2 total records.
adding items until you've created every size/color combination for this
Style. When you are done, click the First Record button to refresh the
Now click the Matrix button in the toolbar at the top. You should now
a matrix of sizes and colors for the Style you've created. (Refer to
Manual for instructions on how to make your sizes appear in ascending
from left to right.)
the matrix looks wrong then you probably missed creating an Item along
Remember that every size/color cell in the matrix is an item. Notice
the 0s the
matrix is displaying. This indicates that your current on-hand stock
items is 0. Stock quantities are only added through Transactions like
(which we will do in a later lesson). For now all we've done is created
categories or entries in our catalog. This is the first step that must
before we can actually make transactions.
now completed your first Style and all the corresponding Items.
3-4 more Styles and their Items before moving on to the next lesson.
creating at least one Style where each Item has its own price and cost
can practice adding these individually in the Items Catalog.
try adding a Style that has only one Item, such as picture frame
or book or postcard. This is somewhat
counter-intuitive, but every Item needs to have a color and a size,
even if it
is creating a matrix of one item. For these unique items you may create
such as "one size" and "n/a" and colors such as
"n/a" or "wood".
Make sure you feel very comfortable adding Styles in the Styles Catalog and Items in the Items Catalog before moving on to the next lesson. It is important that you have the fundamentals down before learning the shortcuts.
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