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 instructions 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 open 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. To do so, follow the instructions below.

In the point of sale, select the magnifying glass button next to the field corresponding to the Item No column to access the Product/job code management window.
Select the magnifying glass button next to the category field.

Create new categories

To create new categories, follow the instructions below.

In the Product/job categories management window, select the + button.
Enter a number in the Category field.
Select the category type using the Category Type drop-down menu.
Enter a description in the Description field.
If you are using an accounting bridge, assign GL accounts to the category using the Sales GL and Purchases GL fields.
Select the Diskette button to save.

Edit categories

To edit categories, follow the instructions below.

In the Product/job categories management window, select a category on the list.
Edit the information in the configuration fields.
Select the Diskette button to save.

Delete categories

To delete categories, follow the instructions below.

In the Product/job categories management window, select a category on the list.
Select the - button.
Select the Diskette button to save.

Category types

You can create up to 999 categories with custom titles and descriptions. Depending on the category type configuration, GEM-CAR 14 performs 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 14, products are not limited to purchasable items. They can be jobs or items used for accounting purposes. Follow the instructions 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 open 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 next to the field corresponding to the Item No column.

Create new products

To create new products, follow the instructions below.

In the Product/job code management window, select the + button.
Enter a number in the Category field. If you need to create a new category, see Create new categories.
Enter a number in the Product code field.
Enter a description in the Description field.
Enter the cost price and the sale price in the Inventory cost and List Price fields.
Adjust other options, if necessary.
Select the Diskette to save.

Edit products

To edit products, follow the instructions below.

In the Product/job categories management window, select a product on the list.
Edit the information in the configuration fields.
Select the Diskette to save.

Delete products

To delete products, follow the instructions below.

In the Product/job categories management window, select a product on the list.
Select the - button.
Select the Diskette to save.

Link products to categories

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

In the Product/job categories management window, on the list, select the inventory item that you want to link.
Select the Can be linked option.
Select the Diskette button to save.
Select the magnifying glass button next to the Category field to open the Product/Job categories management window.
Select the category on the list.
Enter the product code of the inventory item that you want to link in the Linked field or retrieve it using the magnifying glass button next to it.
Select the Diskette button to save.

Link two products together

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

In the Product/job categories management window, on the list, select the inventory item that you want to link.
Select the Can be linked option.
Select the diskette button to save.
On the list, select the inventory item to which you want to link the item.
Enter the product code of the inventory item that you want to link in the Sales linked prod. field or retrieve it using the magnifying glass button next to it.
Select the Diskette button to save.

Link work orders with jobs

To link a work order with a job code, follow the instructions below. 1. In the Product/job categories management window, select the job code on the list 2. Select the work order using the drop-down menu. 3. Select the Diskette button to save.

Link jobs with job types

To link job types with jobs, follow the instructions below.

In the Product/job categories management window, select jobs on the list.
Select the job type using the drop-down menu.
Select the Diskette button to save.

Fuel products

To create fuel products, follow the instructions below.

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

Units

To associate a unit with an inventory item, in the Product/job categories management window, 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 instructions below to make quick inventory adjustments.

In the Product/job categories management window, select a product on the list on the left.
Change the inventory location using the Inventory location drop-down menu.
Adjust the quantity in the Qty field.
Select the Transaction list button.

Adjustments

Follow the instructions below to make inventory adjustments.

In the Product/job categories management window, select a product on the list on the left.
Select the Transaction list button.
From the List of transactions window, select the Ajustement button.
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.
Select the new localization using the Location drop-down menu.
Select 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

Category configuration 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.

In the Product/job categories management window, select the product code on the list.
Select the Transaction list button.
In the List of transactions window, search for the transaction on the list and visualize and/or print the invoice by selecting 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 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 instructions below.

In the Product/job categories management window, select an inventory item on the list.
Select the Price button.
Enter the percentages in the fields corresponding to the Percentage column for each price level in the matrix.
Select 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, follow the instructions below.

Add or edit a job in the Appointment category.
Select Parts memory
Select the Diskette button to save.

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

Print a list of inventory barcode labels

To print a list of inventory barcode labels, follow the instructions below.

In the Product/Job code management window, select the Barcode button.
Select the inventory items to be included on the list. To include all items, select the X on the top right corner of the list. When all items are selected, it will turn to O.
Select the Barcode button again.
When GEM-CAR asks, enter the line at which the printing starts and select the green checkmark.
When GEM-CAR asks, enter the column at which the printing starts and select the green checkmark.
When GEM-CAR asks, enter 1 to include the item prices on the list and select the green checkmark. Otherwise, enter 2 to exclude them.

Inventory item notes

You can add notes to inventory items and optionally display them on work orders. To do so, follow the instructions below.

In the Product/Job code management window, go to the Memo tab.
Enter the note in the field.
To display the note on work orders, select Display on work order.
Select the Diskette button to save.