STEP 5: Enter your employee information.
To be able to sell inventory items they must first be entered into the Unique inventory system. To do this, select Inventory from the Main Menu or in the Sales register menu select the Inventory Option.
Field Labels
Part Number A unique 12 digit alphanumeric character that is assigned to each inventory item. You do not have to use 12 characters. It is advised that you do not use 12 character to avoid making long input errors. If you have a barcode scanner you can scan the barcode from the product item and then used that as the default part number for the product. Only if you are using a barcode scanner to ring up the sales transaction for that item will it be best to have the standard barcode item number as the part number.
The Standard barcode number for products made in the USA is 12 digits.
Description A description of the inventory items.
Category This indicates the department you would like this product to head under. E.g. Shampoos Conditioners, Treatments, Lotions, Hair Color etc.
Manufacturer This is the maker of a specific products. It's a good idea to indicate who is the manufacturer because later on you will be able to get a report sorted by a specific manufacturer.
Backbar Item Signifies whether this item is to be used as a backbar item or sold as a retail item. Select the checkbox if it is to be a backbar item, otherwise, the item is to be sold as a retail item.
G/L Code General Ledger account code used to track inventory for accounting purposes.
Stock on Hand The current amount of items you have on hand for a specific item.
Minimum Qty The minimum amount of stock you want to keep on hand for this item. When the stock on hand amount is less than or equal to the minimum quantity number, it will show up on the inventory reports as "LOW".
Maximum Qty The maximum quantity you want to keep in stock at any time. This number is used along with the stock on hand quantity to determine the quantity to order on the Low Inventory report.
Wholesale Price The price per unit that you paid for the inventory item from your Vendor.
Percent Markup The percentage markup over the wholesale price to assign to the retail price. If a number other than zero is entered here, the retail price is automatically calculated and entered for you. Enter the Markup Percentage as a whole number. For example, 40% would be entered as 40.00.
Retail Price The price you charge for the inventory item. This price only applies to retail items (i.e., non-backbar items).
Sale Begin The first date the Sale Price is used when selling the item through the Sales Register.
Sale End The last date the Sale Price is used when selling the item through the Sales Register.
Sale Price The sale price of the inventory item. When selling a retail item through the Sales Register and the current date is between the Sale Begin and Sale End dates, this price is used for the retail price of the item.
Memo Any notes you want to keep on a particular item.
Vendor You can assign two different vendors to this inventory item. A primary vendor (the one who you usually purchase the product from) and a secondary vendor (an alternative purchasing source).
Part # The vendor's part number.
Price The vendor's price. This can be either a per unit price or a price/quantity.
Quantity The purchase amount necessary to receive the price.
Total Inventory The number of inventory items in the entire inventory file.
Adding A New Item
Before entering any new items into the inventory file you should first make a list of all the items to be entered, with their current stock quantities, wholesale price, and retail price. The other information (Min/Max Quantities, Manufacturer, Category, Vendors, etc.) can be added in at a later date.
The next step is to assign a unique part number to each item. This is an alpha/numeric field that can use up to 12 characters and digits. However, we strongly recommend that you use a few characters to avoid input error and timeliness. This number is also used by Unique to track the item's sales and purchase history so it must be a unique number. Try to use part number that you will remember.
An example of part numbers to use would be the same number on your invoice from the manufacturer. Generally, this is the model number or part number. This is also helpful when re-ordering your products from your vendor. For example:
Nexxus Products #
NX100..... Assure shampoo 8ozs
NX101.... Humectress conditioner. 8ozs
Paul Mitchell Product #
PMSO.... Shampoo One 8ozs
PMTEA.. Tea Tree shampoo 8ozs
Select Edit/Add from the Inventory menu . Unique first asks you to enter the number you want to assign to the item. If you enter a number that already belongs to another item, Unique tells you what item the number has already been assigned to and asks you to re-enter the number.
When you have entered a new number, you are presented with a blank inventory item form to fill in. Enter the appropriate information and repeat for your entire inventory.
If this is a retail item (i.e. not a backbar item) and the retail price is set to zero, you will be able to enter the price for the item when it is rung up through the Sales Register. If a price other than zero is entered here, it cannot be altered in the Sales Register.
Good News! Set up a miscellaneous part number to ring up all your retail sales until you enter or scan all of your product barcodes.
i.e. Part # ______> Misc== }, Description _________> Retail product.
Until you setup your inventory, when entering a sale, select the Retail button and type miscellaneous as the part # and enter the quantity and price.
To set up an inventory item in your inventory menu:
Example: Purchase (12) Paul Mitchell 8oz Shampoo One
Select Edit/Add from the Inventory Menu
Enter Part Number: Enter the part number you assign to that product. i.e. "PMSO"
Description: Shampoo One 8 oz.
Category: Shampoo
Manufacturer: Paul Mitchell
Backbar Item: N (for no this is a retail product.)
Stock on Hand: 8 i.e The quantity on the shelf.
*Minimum Qty: 4 (Enter the least amount you want to have available at anytime)
*Maximum Qty: 12 (Enter the maximum amount you want to have available at anytime).
*Wholesale Price: $2.25 (Enter the amount you paid for the product)
*Percentage Markup: 100.00% (Enter the percent. amount you want to charge to the product)
Retail Price: $4.50 (the system will calculate this number if you use the wholesale and percentage markup fields)
*Sale Price: If you want to put the product on sale, enter the sale price
*Sale Begin: Enter the date the sale will begin and the system will automatically start charging the sale price.
*Sale End: Enter the last date of the sale and the system will stop charging the sale price and resume back to the original retail price.
OPTIONAL: Any special notes: You might want to put what that product is good for. I.e.: If it's a shampoo, you can put the type of shampoo
(Dry, Damaged or Breakage). This note area can be use for anything you want it to be.