FleetMinder user manual chapter 6 – the stock file.
Contents
1. contact tom regarding warranty details Save Close Add a Note You can type in any note as reference on the Stock Return Note Click Save to exit and save all the details that you have altered Click Close if you wish to exit without saving the details 179 View a Stock Return Note Report From the main Stock Returns section open the relevant Stock Return Note Stock Return 0000000507 Sign Off Stock Return Header Supplier Address ASC Software Ltd Parkwest Industrial Park Credit Note Date J Set Credit Note Date Details PartNo Description VatPrice aty Ret Total VatCode Vat Tot N000000000242 BULB OPERATING asc321 NEWGIZMO Gizmo01 asc123 Stock Depot ASC Software Ardee Save Close View SRN Report Click Report ASC Software Limited fi e et min d er Administrative Address SOolwore wiprmnent Tees qj Done e ont ASC Software Ltd 58 Le Broquay Avenue Parkwest Industrial Park Dublin 12 Stock Return Advice Note Stock Return No Type of Return 507 Alan McGee Warranty 16 07 2009 Patho NEWGIZMO Gizmo01 1 00 asci23 N000000000242 BULB OPERATING 1 00 asc321 E A Received By 16 51 16 07 2009 Stock Return Advice Note A Stock Return Advice Note is displayed It displays who the stock is being returned to who reviewed the stock return what the type of return is the date the i2. If you do wish to remove the item from the Stock Return Note click Yes 176 Edit a Part on the Stock Return Note Double click on the relevant part that you wish to alter on the Stock Return Note Edit Part on Sm supplier Ret Change the VAT Code This will open an Edit Part on SRN screen You can alter the Valuation Price select a new V A T Code by picking an alternate one from the drop down selection type in a new Supplier and the Net V A T and Grand total Once all items that need to be altered have been adjusted accordingly click Save to ensure that they system stores the altered information on the stock Return Note Otherwise click Close to exit without saving the updated information 177 Change the Return Type on an Open Stock Return Note After opening the relevant open Stock Return Note click on the button to right of the text box displaying the current Return Type Add Part Report Sign Off stock Return lt epot ASC Software Ardee Save Close Change the Return Type Click on the required return type to select the value Click Close to exit without saving the alterations Click Save to exit and save the details 178 Add a Note to the Stock Return Note On the Stock Return Note click on the Notes tab m N Add Part Report Sign Off Stock Return Header eS E upplier Cre ASC Software Ltd Credit Note Date 7 Set Credit Note Date
3. Industrial Park ASC Software Ltd Stock Depot ASC Software Ardee a Details Parts Notes NO00000000242 BULE OPERATING 16 asc NEWGIZMO Gizmo zit Save Multiple Parts on the Stock Return Note 174 Adding a stock item that is no longer in stock lf a Part has no free items in stock i e the Free field displays 0 then the system will not allow you to use this part in the Stock Return Note MB Add Part to SRN Parts for SRN No 507 Description ooo Parts List FleetMinder There is WO STOCK showing for this Item The Item has NOT been added to the SRN x o Ea Close No Bin Stock to Return After you click Use the system will display the message There is NO STOCK showing for this Item The Item has NOT been added to the SRN 175 Delete a Part off the Stock Return Note If you decide that an item needs to be removed from the Stock Return Note Right Click once on the item in question Details for SRN Number 000000507 a e E Activity Add Part Stock Aetum Header wor Supplier Details ASG Software Ltd Stock Depot ASC Software Ardee FleetMinder Details Are you sure you want to delete This Part NOQQQ000002427 Parts Notes e J m g Delete a Part The system will ask Are you sure you want to delete This Part and it will display the part number that you selected If you do not wish to delete this item click No
4. a derived price for evaluating stock It can be edited but first you must click the display button Ld This will confirm your level of permission on the system to alter the details and once confirmed you can alter the value 149 NL Desc the Purchase Nominal Ledger Description can be altered Selling Price can be altered please note that if you have not filled in a selling price the system automatically uses the Recc Price which it obtains by calculating the selling price using the Purchase Price and the Default Markup percentage as defined in the System Parameters section when you go to sell the product for the first time Purchase Unit and Selling Unit denote how many units of the product are sold together If for example a windscreen wiper was purchased individually but you wanted to sell them as a unit of 2 you would fill the Purchase Unit field with 1 but the Selling Unit field with 2 Always sell at VAT Code is used to force FleetMinder to always sell this part at the VAT Code that you specify V A T Desc can be changed by clicking the display button E and then use the drop down box to change it to a different V A T Description Supersession Number is used if the part number has been superseded by another part number Core Unit is used to add a surcharge for the old unit e g starter motor lf a serial number identifies a part and you wish to ensure that it is noted each time one is received into stock tick Seri
5. also type in a reference in the Ref field In our example the user typed in their name Click Close if you want to exit without adjusting stock figure Click Save to close and store the alterations made 162 Stock List Report Record Description egy v J vv Stock Take Adjust r Enter Search Criteria Part No Low Stock O G Stock Returns Depot Requisitions Seling Price Location _ Bin Stock OnOrder_ SSNo Stock List Report In the Stock section of FleetMinder click Reports On the screen that appears click Stock List Description 0 35 EYELET 5 3MM RING TERMINAL FORK 3 7MM TERMINAL FORK 5 3MM TERMINAL RED 6 3 CONNECTOR BUTT RED BUTT CONNECTOR BLUE TERMINAL LUCAR BLUE CONNECTOR P BACK BLUE BUTT CONNECTOR YELLW TERMINAL BL6 3MM TERMINAL LUCAR YELL EYELET RED 6 4MM EYELET BLUE 6 4MM EYELET YELLOW 6 4MM TERMINAL BLADE RED CONNECTOR FEMALE INSULATED TERMINAL BULLET BLUE TERMINAL PUSHON RED CONNECTOR BULLET FEM CONNECTOR BULLET MAL TERMINAL LUCAR BL FE TERMINAL LUCAR FE RD TERMINAL PIN TERMINAL PIN TERMINAL PIN EYELET BLUE 8MM TERMINAL LUCAR YELLO BUTT CONNECTOR HEATSHRINK BUTT CONNECTOR HEATSHRINK Supplier ASC Software Lid GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPME
6. ina unique identifying number for that stock part Click the white box beside Stock Description Type in a detailed description of the stock item When you have filled in the fields click on the More Info tab If you wish to exit the Stock Wizard and not save any information click m 142 fleetminder Welcome Pat Wo Description More Into Purchase Sales Suppliers Please enter Stock Details Stock Group Purchase YAT Code roup Wipers amp Washers Set VAT 15 15 Serial Number Required Group l 25 e oO Apply Default Stock Group Discount Stock Details On the next screen you must fill in the following fields Location Min Stock Max Stock Stock Group Stock Sub Group V A T Code You can also tick the Serial Number Required box to ensure that a serial number is always written in whenever a unit of this product is received into stock Likewise ticking Apply Default Stock Group Discount will ensure that the default stock group discount is always applied to this part number 143 fleetminder Welcome Part No Diescription More Into Purchase Sales Suppliers Please enter Product Sales Details Farts For Resale Labour Sales Enviromental Waste Charges Garage Equipment Vehicle Sales Muni Sales Alan Vehicle 5 ales Purchase Sales Details On this screen you must enter the Purchase
7. of parts matching that part number Ensure the correct part is highlighted and then click Use Find Stock New Part Number 4 Ifthe bin stock for the old part number is greater than 0 FleetMinder will prompt you to transfer the stock to the new part number 157 Stock Transfer Would you like to transfer the current stock from the old Stock Number SBB1L54 to this new one Transfer Stock Click Yes to transfer the bin stock to the new part number or click No to leave the bin stock with the old part number Note if you do not transfer the bin stock to the new part number you will be unable to use the old stock on a Job Card or Sales Order In this situation you should use the remaining bin stock before setting up the Supersession 5 Click Save to save the stock record If you then try to use the original part number on a Job Card or Sales Order FleetMinder will automatically prompt you to change to the new part number FleetMinder Part No SBB154 has been Superceeded by Part No DOOO4 Would you like to jump to this Superceeded part Superseded Part Click Yes to change to the superseded part 158 Exchange Unit Exchange units are used in FleetMinder when the purchase of a new part from a supplier requires the return of the old broken part An example of this type of part is a starter motor When purchasing a new starter motor the supplier will add a surcharge to the price which will be credited when
8. 00000492 QUALVECOM 0000000491 1 D S LLTD OOO O04 HROO AD IRELAND RENAULTTRUCKS LTD 7 IRISH COMMERCIALS LTD 167 00000484 AD IRELAND HR AD IRELAND 4 ee O f All Open Returns Supper a a All Closed Returns AQUA CLEAN SPECIALITY SERVICES LTO fo C W FAAS CONRADY m RFS ASC GARAGE EQUIPMENT INSTALLATIONS ASC GARAGE EQUIPMENT INSTALLATIONS 0 EMANU FACTURIN G ASC Software Lid ASC Software Lhd Search for an Open Stock Return Note If you select SRN No or Credit No you must type in the entire SRN Number or Credit Number in the text box provided and then click Go 168 lf you are selecting Supplier then a drop down box of all available suppliers will appear and you can select the supplier by either scrolling through the list or else typing in part of the name and clicking the drop down box which will move you to the appropriate area of the list Click Go once you have selected your Supplier In both cases the grid will display the relevant Stock Return Note for the search View a Stock Return Note After selecting the relevant Open Stock Returns Note in the grid by clicking on it to highlight it click View or else double click on the entry in the grid 2h 2006 0000000497 SCS OF TA ASC Software Ltd 0000000498 As ASC Software Ltd Open 1000000495 ASC ASC Software Ltd Ne Open ASC Software Ltd Closed raae 8 Eee All Open Retums Supplier ASC c oftware Ltd C All Clos
9. Chapter 6 Stock 139 140 Create a New Stock Item Click Stock on top bar of buttons on main screen i FleetMinder Build No 3 20 Update Version 86 amp w i Customers Suppliers Vehicles Stock Stock Section To enter a new stock item onto the system click New Record New Stock Item This will open the Stock Wizard fleetminder Welcome Fart No Descnption More Info Purchase 5 ales Suppliers Welcome to the Stock Wizard This Wizard will giude you through all the steps to creating a new stock item You will require the following information Stock Description and Unique Part Number Depot Information Product Information Purchasing and Sales Information Stock Wizard 141 The first screen that appears notifies you of the information that you will need before you can complete adding a stock item to the system These items are e Stock Description and Unique Part Number e Product Information e Purchasing and Sales Information lf you do not have these items click B to exit the Stock Wizard lf you have these items click on the Part No Description Tab to proceed to the next screen fleetminder Welcome Part No Description More Info Purchase Sales Suppliers Please enter Unique Part Number Stock Description and Depot NEWGIZMO ASC Software Ardee Ge Part Number and Description On the next screen click the white box beside Unique Part No and type
10. Description More Info Purchase Sales Suppliers Please Enter Supplier Details pF Supplier Added Click Save to save all the information to complete the generation of this stock item on the system Click if you wish to exit the creation of this stock item Click on the tabs if you wish to return to a previous screen to alter any of the details F ASC Fleet Minder Stock Wizard A 1 Stock Item successfully added to the system Part Added Successfully A message will be displayed confirming that this item was successfully added to stock 146 Search for a Stock Item FleetMinder Stock section allows you to search for stock items by Part No or by Description e O 7 Adjust Stock Take Reports Low Stock Stock Returns Depot Requisitions Pato Desorption tS ling Price Location Bin Stock OnOrder SSNo Another Gizmo 13 00 4505 0 10 Gizmo 143 00 4505 Gizmo01 13 00 A GIZM099 20 00 4310 GIZZER 10 00 4307 New Gizmo 13 00 4505 Enter Search Criteria Search by Description From the drop down box select Description In the text box provided type in part of or the entire description of the item that you are looking for then click Go The system will retrieve all parts that have that sequence of letters in its description Stoc O Stock Take Low Stock Stock Returns Depot Requisitions ___Seling Price Location _ Bin Stock On Order_ SsNo ieee amp i a irewe
11. LTD DSLUD DEMESNE ELECTRICAL SALES Ltd ol EASTERN ELECTRICAL WHOLESALE 10 m Recc Location QTY 4505 0 4505 0 ocation 4477 H GUILFOYLE TEDDY amp SONS LTD HELLA IRELAND LTD IB J MURPHY amp SONS MOTORS Ltd F Ej o ns sue saf SF Ei 9 9 EENEN ce a ae a ag The report displays a list of all the default suppliers on the left of the page Click on a Supplier on the left side of the report to display the stock you must order from them 166 Create a Purchase Order from the Low Stock Report To generate an Automatic Purchase Order on the Low Stock Report click on the Auto PoP button on the top right corner for each Supplier ASC Software Ardee Low Stock Report aca A OK RADIATOR SERVICES AoKONT PERT EM E E Bin Min Max On Recc Part No Description Mani Siwk Sick Order Location OTY 1234 bomtesting 0 1 5 1 4306 4 A u H SNEIDER GMBH amp CO KG SCHO01 5 a Bin Min Max On a Recc Part No Description Sinck Stock Sick Order Location QTY 0 5 10 0 123 mebom Defaut 10 ABBEY SEALS i EEN EEM Bir Min Max On _ Recc Part No Description Stock rder Location OTY g aaa 10 10 4505 a 10 10 4505 oF Automatic Purchase Order Generator Max On _ Recc Stock Order S0 QTY 10 0 4477 FoP Type 0000 na l piia g Stock Depot ASC Software Ardee Auto PoP Recc Automatic Purchase Order Generator This will display an Automatic Purchase Order Generat
12. NT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD GORDON EQUIPMENT LTD Stock List 4 8 e 2 gz Stock Sub Group Default IHUUHUGUHHUHGUHNGUGH The Stock List report displays ALL stock items that are on the system whether they were only ordered in once or one regularly ordered Stock List amp pre A OB Q Qfox z a hw 1 550 Back Fonvard Pages You can print all sheets however please note the amount of pages at the top of the report In our above example there are 550 pages and therefore you would need to ensure your printer is in a situation to print that many sheets 163 You can view the report from the display screen scrolling down through the pages Each page displays Part No of each part Description of each part Supplier Stock Group Stock Sub Group and whether or not the group discount is being applied by displaying a tick in the tick box under Disc Export the Stock List Report To Export the Stock List Report click the Export tick box Stock Take Low Stock Stock Returns Depot Requisitions Seling Price tJ Stock Reports Report Options Export Exce
13. Price Optional fields that can be entered at this time are V O R Price Selling Price Purchase Unit Selling Unit Purchase Unit Purchase Ledger Description Sales Ledger Description Click Suppliers once you have filled in all necessary details and to move onto the final screen Click Cancel to exit the Stock Wizard without saving any of these details Click Back to go to the previous screen 144 Finally you must pick the Supplier of the product P Search Search for Supplier OF RADIATOR SERVICES A amp M GEARBO CENTRE ALE F LTD A T A SECURITY LTO Avu H SCHNEIDER GmbH Alu H SNEIDER GMBH amp CO KG qaaaaaa ABBE SEALS Abtron Engineering ACCESS CLEANING SERVICES ACCESS TELECOM AD IRELAND 4 BALLYMOUNT ROAD LA 1850 JAMES ST KTLEMORE FARK SOUTH Ta LEINSTER ST NORTH RICHTSTRASSE 32 RICHTSTRASSE 32 JOHN F KENNEDY ROAD Brides Glen Road 171 WIS LEINS TOW Aly COMMUNICATIONS HOUSE 520 BEECH ROAD Select the Supplier In the Supplier field type in some or the entire name of the supplier you wish to find Press Enter A grid of available Suppliers will appear Click the Supplier to highlight it and click Use FleetMinder supports multiple suppliers for the same stock item so to add another supplier for this stock item repeat the steps above If you do not see the supplier you need in the list and wish to exit to repeat the search click Cancel 145 fleetminder welcome Part Nov
14. al Number Required box This will prompt the user to put in a serial number when receiving in the stock after purchase Discount Allow Discount is ticked if you want the default Stock Group and or Sub Group discounts to apply to this part when it is sold either as a Part Sale or a sale from use in the Workshop Is Super Part BOM is used to indicate that this part is manufactured using the Bill of Materials BOM facility See the Bill of Materials section for more details Click Save if you wish to close this section with the details stored Click Close if you want to exit without saving the details 150 Sales Tab On the Sales tab you can view a detailed sales history on the Stock Item Stock Record GIZMO1 New Gizmo Last 12 Monthly Sales Decemba Jaway Stock Audit m Purchase Order History 14 07 2009 7 Status Not Closed 14 07 2009 Status Closed 2 how Stock Show History ransactions C Export Report Stock Sales Last 12 Monthly Sales shows a basic view of the sales of the stock item in the previous 12 months to the current month This cannot be edited by the user but is updated as the sales are carried out on the system The Stock Audit section gives a view of the sales of the stock item ina specific period of time chosen by the user select a Start Date type in full date or click drop down box to display a calendar so as to select a date and also
15. an End Date likewise selected by typing it in or selecting from the drop down calendar Click Show Stock Transactions 151 12 12 2006 Stock Transaction Audit 09 18 Parn Number BB150 From 12 12 2005 To 12 12 2006 Reference Out Ac No Name 26 01 2006 JOB 368049 00017 AUTOMOTIVE SERVICES 26 01 2006 JOB 368049 OO01T AUTOMOTIVE SERVICES 26 01 2006 JOB 366049 Oo0177 AUTOMOTIVE SERVICES 26 01 2006 POP 99891 Z A amp MO01 A amp M GEARBOX CENTRE 26 01 2006 JOB 368049 elie TUL X try LE CULL ARLE ini Stock Transaction Audit Report The system will display a Stock Transaction Audit displaying all transactions relating to that Part Number within the chosen period of time As you can note from our example the reference field items are highlighted a different colour You can click on any one of these to display the Purchase Order Sales Order or Job Card that it generated from For example click on a Purchase Order and you can view when the part was purchased On this report you can click on the PART NO to view the Purchase Order Audit Trail tJ Quantities received on a Purchase Order E amp Print g DB apu a a Q oOo EP PD eZ ep erp Hep Ser Fer Grr Hes Ms tM ts 1 1114 1H G OE ee es E S Purchase Order Audit Trail for PartNo GIZ001 Purchase Order No Quantity Ordered 100601 2 00 Qty Date In Supplier GRN Invoice Date Invoice No Status 2 00 28 11 2006 00001 28 11 2006 34 Clo
16. coming in and going out of stock You may not wish to accumulate a running quantity of items such as stationery However if you have accumulated a running quantity it is important that you input a Min Stock and Max Stock figure This will allow you to manage the quantity of your stock more efficiently Bin Stock indicates the amount of stock that is on the premises and On Order indicates the amount of stock on order Warranty Period will denote the standard warranty period of the product in months This can be 0 Creation Date is the date that this stock item was added to the system this cannot be edited Stock Group can be altered by clicking the display button Lh and then selecting the appropriate Stock Group from the available Stock Groups in the drop down list Sub Group is altered in the same way by clicking the display button and selecting appropriate Sub Group from available Sub Groups in the drop down list Stock Groups and Sub Groups are created from the System Menu sub menu Stock Groups V O R Price is the Vehicle Off Road price Discount Matrix is the code used to point to the Supplier Discount Matrix Purchase Price cannot be edited this is derived from the price that the system last purchased in goods from the supplier at from a Purchase Order into Stock As you can have more than one supplier who can all sell the product to you at different prices this field will always vary and is a guide Valuation Price is
17. display the message This SRN has already been signed off as you cannot sign a Stock Return note off more than once FleetMinder 1 This SRN has already been signed off SRN Already Signed Off 183 184
18. ed Retume Close View Stock Return Note This will open up the Stock Return Note with full details 169 Create a Stock Return Click Stock Returns on the main Stock menu Stock Returns New Record Adjust Stock Take Reports Low Stock Depot Requisitions n Stock Returns From the Stock Returns section click New OC turns _ A KE Stock Returns 5 Status Search All Open Retums i C All Closed Returns New Stock Return You will then see the New Stock Return Note window i New Stock Return Note Gori Activity Add Part Stock Return Header C E m E m Address Re Street1 Cancel Continue New Stock Return Note 170 select the Supplier who supplied the stock item to you by typing in part or all of their name and pressing Enter P Search Search for Supplier AOKO01 Seb O01 AEFOO ATAU SCHOO SCHOO 40K RADIATOR SERVICES A amp M GEASRBOs CENTRE A E F LTO 4 7 4 SECURITY LTD A u H SCHNEIDER GmbH 4 u H SNEIDER GMBH amp CO KG aaaaaaa ABBE SEALS Abtroan Engineering ACCESS CLEANING SERVICES ACCESS TELECOM AD IRELAND 4 BALLYMOUNT ROAD LA 1860 JAMES ST KYLEMORE FARK SOUTH Ta LEINSTER T NORTH RICHTSTRASSE 32 RICHTSTRASSE 32 JOHN F RENNEDS ROAD Brides Glen Road TT WALEINS TOWN Ay COMMUNICATIONS HOUSE n20 BEECH ROAD Select Supplier Name A grid of available suppliers who match that na
19. er has a Core Unit associated with it Would you like to order the Core Units Also Add Exchange Unit FleetMinder will then auto fill the details of the exchange unit on the Purchase Order Click Add Save the Purchase Order and then receive both the part and its exchange unit in the usual manner Both parts will then be added to the Job Card Open the Job Card and in the parts section double click on the core unit to open the Job Parts Edit window Right click on the line containing the part to remove the part from the Job Card FleetMinder will prompt you to confirm the deletion of the part Click Yes FleetMinder Are you sure you want to Delete the following Part Part No SMO001 0U Date 06 08 2009 Serial No Confirm Delete Go to the Stock section and click on Stock Returns and then click on New Create the Stock Return Note for the core unit and return it to the supplier When you receive the Credit Note from the supplier enter the details into the Stock Return Note and then sign it off 160 Adjust Stock Quantity When you start to use FleetMinder you need to adjust your stock so that the system recognises how many of each stock item you actually have Likewise you may find discrepancies occurring between what you actually have and what you should have according to the system and occasionally you will need to adjust the stock to display the correct amount on situations when you do not wish to car
20. ice No 2 00 28 11 2006 00001 28 11 2006 34 Audit Trail From the main Purchase Order History report that is displayed you can click the highlighted POP No and display the relevant Purchase Order report Likewise from the Purchase Order Report you can click on the highlighted Part No and view a Purchase Order Audit Trail for the part number 154 Notes Tab The fourth tab of Stock Record is Notes tab P Stock Record GIZ001 Gizmo Details Intrastat Sales Notes Suppliers change default supplier after 01 02 2010 Note In this screen you can keep notes regarding the Stock Item simply click on an empty area and begin typing When you have finished click on Save Notes can be edited or amended as you wish 199 Suppliers Tab In the Suppliers Tab of the Stock Record you can view the details on the Supplier s of the stock item P Stock Record GIZ001 Gizmo Details Intrastat Sales Notes Suppliers Default Supplier AOK001 A OK RADIATOR SERVICES He ASCSOFTW ASCSOFTW ASC Software Ltd ASC Software Ltd 58 Le Broquay Avenue Parkwest Industrial Park Dublin 12 Default Supplier At the time of setup you supplied the system with a list of Suppliers and set the default Likewise if you purchase this part from a supplier that is not on the list already it will add this supplier as a supplier to this list The default supplier is below the grid of suppliers To change default suppl
21. ier click the new supplier in the grid so that it is highlighted Click Set as Default Supplier The default supplier on the right of the screen will now be replaced to the new default supplier The original default supplier will still be available in the list on the left should you need to purchase this part from them However they will not be considered the default supplier Note that the Last Date column is the last day on which the default price for the stock item was changed E g when signing off a GRN if the price has changed FleetMinder prompts you to change the default price for the stock item 156 Supersession Number The Supersession facility in FleetMinder is used when an old part number is superseded by a new part number An example of this situation is when a supplier changes a part number to a new revision or if you change suppliers for an existing part and the new supplier uses a different part number By entering the new part number into the Supersession field in the old part number FleetMinder will automatically let you know that the old part is obsolete and will prompt you to change to the new part number To supersede a part number 1 Set up the new part number go to the Stock section and click on New and fill in the relevant details 2 Open the stock record for the old part number 3 Inthe field Supersession Number enter the new part number and press Enter FleetMinder will then display a list
22. k on the Stock setup Wizard To generate a Low Stock Report to view what items need to be ordered you need to click Low Stock button from the stock section Record Adjust Stock Take Low Stock Stock Returns Depot Requisitions Low Stock Report This number is compared against the current number that are available in stock and a report is generated displaying which items need to be ordered into stock to keep stock at a sufficient level for the company s daily running 165 amp m G B a apo a wpa Back Forward Contents x gt Re ee A CS Ce ol A OK RADIATOR SERVICES ASC Software Ardee Low Stock Report A OK RADIATOR SERVICES AOKO001 Part No Description 1234 bomtesting A u H SNEIDER GMBH amp CO KG Part No Description 123 mebom ABBEY SEALS Part No Description GIZM01 GIZMO2 Another Gizmo AD IRELAND Part No Description 60759615 BULB TACHO 12V ADI26005 HYDRAULIC OIL AJ Parsons amp Sons Ltd Part No Description 371829 LENS RED 4810 SUSE BLUE 102172001 SLACK ADJUSTER 14MM 56025 AIR TAP L aes ae i 56034 COUPLING FEMALE CA 1 2BSP 409 i 3 7681 NUT 8MM 8783 RUBBER LINK 5051 OIL SEAL 43523 YOKE 16MM X 14MM 60831 Wheel Nut PIN MODULE MGX CONNECTOR O RING ASSY 16MM D BUFFER PER FT BRAKE DRUM Low Stock Report AUTO DIESEL ELECTRICAL LTD AUTO TRADER BELGARD AUTOPLATZ BIBBY FACTORS NORTHWEST LTD BURKE S J amp CO LTD lB CAPITAL BRAKE amp CLUTCH
23. l Excel i HTML m Enter Search Criteria PDF P Stock List Text Export Stock List Report This will activate a drop down box where you can select in which format you wish to export your report You can choose between PDF HTML Excel Text or Tiff If you wish to view the exported report using the appropriate application you will find the document located in C Program Files Fleetminder Exports pi gO a C Program Files Fleet Minder Exports pavate Links Name Date modified Type Size E eo EF EXLExport xls 16 07 2009 10 27 Microsoft Office Ex 25 351 KB E Pictures val Music More Folders v di Compaq i ComPlus Applicatior m CVT Heavy 5 gt J CVT Lite 5 m U Data Dynamics J B DigitalPersona 4 Fleet Minder Ji Exports di Help J images J Patches E Runtimes J Scripts 1 item Report Export Location 164 Low Stock Report When a stock item is created the Min Stock value is used to state how low the stock of this ttem should be allowed to go The Low Stock Report checks the Min Stock value against the Bin Value for the stock item fleetminder Welcome Part No Description More Info Purchase Sales Suppliers Please enter Stock Details Location Stock Group ti Purchase YAT Code Pl Group Wipers amp Washers MAT 15 3 a Serial Number Required a k g Apply Default Stock Group Discount Min Stoc
24. me will appear Select the appropriate supplier by clicking on it to highlight it and click Use Once you have selected the Supplier you need to then select which Return Type your return categorizes under Click the drop down box to display Core Stock and Warranty Stock Return 0000000507 Add Part Report Sign Off Stock Return Header Supplier ASC Software Ltd Credit Note Date 7 Set Credit Note Date Raumte SC Details Parts Notes N000000000242 NEWGIZMO BULB OPERATING Gizmo01 asc321 asc123 Core Stock or Warranty Return Stock Depot ASC Software Ardee Save Close When you have entered the Supplier and the Return Type click Continue New Stock Return Note Activity Add Part Stock Return Header Continue with the Stock Return This will open the details section of the window Click Add Part button to add a part onto the Stock Return Note Stock Return Header E 1 S Return Type e Supplier Details Address 58 Le Broquay Avenue Parkwest Industrial Park See Dublin 12 Stock Depot ASC Software Ardee m Code Details Parts Notes Add a Part 172 In either the Part No field or the Description field type in some or the entire Part Number or Description of the part that you wish to add to the Stock Return Note then press Enter EB Add Part to SRN Parts fo
25. n find it in C Program Files Fleetminder Apps Exports Ed Microsoft Excel EXLExport xls pel Be oss 26 01 2006 26 01 2006 26 01 2006 26 01 2006 26 01 2006 Insert Format Tools Data Window Help Sci ANECON Audit Part Number BB150 From 12 12 2005 To JOB 368049 JOB 368049 JOB 368049 POP 99891 JOB 3668049 ooo Ooo1r ooo ooo1r Report in Excel A amp MO01 12 12 2006 Reference In Out Ac No AUTOMOTIVE SERVICES AUTOMOTIVE SERVICES AUTOMOTIVE SERVICES A amp M GEARBOX CENTRE AUTOMOTIVE SERVICES 153 In the Purchase Order History section of the Sales tab you can view the details of current and previous Purchase Orders for the stock item m Last 12 Monthly Sales nnER ERENT r Stock Audit m Purchase Order History 14 07 2009 Status Not Closed 14 07 2009 Status Closed O Export Report Shaw Sto H Tianeacta Show History View Closed Purchase Orders Select the Status Not Closed or Status Closed button and click Show History Purchase Order History ee fi 0B Q 53 z aw fin Back foward Email o gt ie a2 g g AO E a A2 Aa e a A5 G AT a S a 9 Fax 4j Quantities received on a Purchase Order a ee Hiei _ ETE E e N 13 Red aS Leo Bot ee v Purchase Order Audit Trail for PartNo GIZ001 Purchase Order No Quantity Ordered 100601 2 00 Qty Date In SupplierGRN Invoice Date Invo
26. nn 13 00 0 10 Enter Search Criteria Search by Part Number To search by part number select Part No from the search criteria drop down box type in the Part No that you wish to view in the text box provided then click Go 147 Edit Details of a Part Stock Item After the necessary details are setup in the Stock Wizard for a part there are other items that can be added in and information that can be retrieved regarding that part number from within the Stock section _ Stock Take Reports Open Stock Record Double click the part you wish to view or click on the part to highlight it and click Record PP Stock Record GIZMO1 New Gizmo Details Intrastat Sales Notes Suppliers r Purchase Lm Jt bl r Depot Totals Selling Depot Location Win M l Oni Bn 2 ASC Softwa 4508 1 00 10 00 1000 0 00 r Purchase YAT N CEA Deva Stock Group Wipers amp Washers E Serial No Reqd Allow Discount lIs Super Par BOM J oc a ie Period mos E Greatenae varaa06 Stock Record 148 Details Tab A Stock Record is displayed defaulting to the Details tab On this screen you will view the Part No This item cannot be edited Description of the Part and Location of part in stock stores both can be edited Accumulate Running Quantity will establish whether or not you want to store how many items are
27. or The date is automatically the current date The POP Type allows you to pick whether you want the stock when received to Add to Stock or to be marked as Goods Not For Resale Once decided click Proceed FleetMinder The Purchase Order is Generated It s Order Number is 106181 Please Note These Stock Items will not be remowed from the Low Stock Report until the Purchase is Put On Order Automatic Purchase Order A message will appear alerting you that the Purchase Order has been generated It will display the Order Number Note that these stock items will not be removed from the Low Stock Report until a user has gone into the Purchase Order section and put the Purchase Order on order i e Put On Order 167 Stock Return Note Click Stock Returns on the main Stock menu a 0 72 UJU St New Record Stock Take Reports Low Stock ock Returns Depot Requisitions Stock Returns Search for a Stock Return Note From the main Stock Returns screen you can select to view the Open or Closed stock returns by clicking on the Status button Status A pp Status C All Open Returns C All Closed Returns Open amp Closed Status To reduce the number of stock returns within that search you can do a search by Supplier SRN No or Credit No 0000000503 0000000502 0000000504 0000000499 S ASC Software Ltd 0000000498 ASCS ASC Software Ltd 0000000495 MUTEC LTD 0000000493 INO LINDERS OF CHAPELIZ 00
28. r SRN No 507 C_J Parts List Free eNEWGOLMO Gizmoli 4 01 93 Part Number to be Returned This will display a list of items that you can chose from the required item by clicking on it to highlight it lf you do not wish to use any of the ones that are displayed click Cancel to return to the Part No and Description fields to carry out a different search Once you have highlighted the one you want click Use You will then be prompted to put in the Qty to Return figure and also the Valuation Price and Supplier Ref The Qty to Return is a mandatory field The Valuation Price will adjust according to what is on the system currently as the valuation price but can be adjusted if needed The Total Value field will adjust accordingly The Supplier Ref is an optional field Click Close to exit without saving Click Save to save the details input You can then add another part or click Close to return to the Supplier Returns Note main screen 173 MB Add Part to SRN Part Details More than one item is able to go on a Stock Return Note once these items are available for return in the system After adding an item to the Stock Return Note simply click Add Part to add another item onto it Click Save to exit out of the Stock Return Note _ Details for SRN Number 000000507 Activity Add Part stock Return Header i en Retum Type M 2 Supplier Details Address Le Braun Aer Parkwest
29. ry out a full stock take Open the Stock section search for the part highlight the line then click on Adjust B Stock Take Low Stock Stock Returns Depot Requisitions De pon Selling Price oal Locaton Be Stee onder S5tia NEWGIZMO m Enter Search Criteria Stock Adjust The Stock Transfer window will appear Stock Transfer NEWGIZMO Gizmo01 Stock Depot ASC Software Ardee Current Free Stock valuation Pc Transter Type Transfer IM Alan McGee Goods In Tah Shock Stock Transfer 161 Adding Goods In into system If you are adding a quantity of goods to the system click Goods In under the Transfer Type category Type the correct quantity into the Qty quantity field that you wish to add to the Current Free Stock figure That is if you should have 5 and the Current Free Stock shows 3 type 2 into the QTY field You must also type in a reference in the Ref field In our example the user typed in their name Click Close if you want to exit without adjusting stock figure Click Save to close and store the alterations made Removing Goods Out of System If you are removing a quantity of goods from the system click Goods Out under the Transfer Type category Type the correct quantity into the Qty quantity field that you wish to remove from the Current Free Stock figure That is if you should have 5 and the Current Free Stock shows 7 type 2 into the QTY field You must
30. sed Peers La Ne LE ee ge Outstanding Balance 0 Purchase Order Audit Trail Reports can also be exported to your chosen format Tick Export Report to alert the system that you want an exported report From the drop down list provided click on the type of report you wish to export You have the option of Excel HTML PDF Text or Tiff Once selected click on Show Stock Transactions 152 FleetMinder When the file has been exported successfully you will be notified by the The export has been completed The file is located in the folder FleetMinder Exports Would you like to open that folder now Ves No Report Export system with a message telling you that the system has completed exporting the requested file type gO C Program Fil Sea es Fleetminder Apps Exports ay Organize EE Views v Folders J AOL J ave Back2zip Brother A Name Date modified E EXLExport xls 18 08 2009 10 46 2 PDFExport PDF 22 09 2009 14 03 3 PDFinvoice PDF 18 08 2009 10 20 O PDFPOP2009081212415 12 08 2009 12 42 P Chilkat Software Inc m J Citrix di Common Files d Compaq Ji ComPlus Applicatior di CVT Heavy 5 J cv Lite5 CVT Repair Signoff Data Dynamics DigitalPersona J DYMO Label di Fleet Minder 4 d Fleetminder aiJ Apps Microsoft Office Ex Adobe Acrobat Do Adobe Acrobat Do Adobe Acrobat Do As with all exported fil Exports Folder es you ca
31. t this section without actually signing off the Stock Return Note type Exit it can also be written all in upper case or all in lower case any other format and the system will take it as the actual Supplier s Credit Note number and then click OK You will return to the Stock Return Note without it being signed off Type in the Supplier s Credit Note and then click OK FleetMinder SRN has been Signed Off successfully SRN Successfully Signed Off If the system has signed off the SRN correctly a message will appear SRN has been Signed Off successfully The status of this Stock Return Note will now changed to Closed If you wish to view this Stock Return Note again click on the All Closed Returns status m Status C All Open Returns All Closed Returns 182 Stock Return Note without a Credit Note date If you click Sign Off without having set a Credit Note Date the system will generate an error message saying Please supply a Credit Note Date FleetMinder Credit Note Date lf this message appears click OK and then click Set Credit Note Date tick box to access the calendar facility to set a date You will then be able to sign off the Stock Return Note as normal Can a Stock Return Note be signed off more than once Can I sign off a Closed Stock Return Note If you try to sign off a Stock Return Note that has already been signed off that is one with Return Closed status then the system will
32. tems that are being returned and any notes As with all reports this can be printed and then once the goods are received by the supplier it can be signed to complete this stage of the process 180 Sign Off a Stock Return Note In the Stock Returns section open the Stock Return Note that you would like to sign off Stock Return 0000000507 Stock Return Header is r Supplier q7 Address 58 Le Broquay Avenue ASC Software Ltd Farkwesi industrial Park 17 07 2008 z oo E IMM a July 2009 Details Parts Notes 2 3 4 5 3 to 11 12 ty Ret Totali Vat Code 16 G18 19 F 23 24 25 waT Epa Stock Depot ASC Software Ardee Save Close Sign off a Stock Return Note To sign off the Stock Return Note you must set the Credit Note Date Tick the Set Credit Note Date box and today s date will automatically appear lf you need to alter it to another date either type in the date or click the drop down box to display a full calendar Click on the date you wish the Credit Note Date field to display Once you have selected the right date click Sign Off FleetMinder Enter the Suppliers Credit Mote Number Or type Exit to Cancel Supplier s Credit Note Number 181 A message will appear asking you to enter the Supplier s Credit Note Number Type this into the text box provided lf you make a mistake and wish to clear the box click Cancel lf you want to exi
33. the old starter motor is returned to the supplier To process these transactions in FleetMinder a stock item needs to be set up for the starter motor and a separate part number set up for the exchange return unit The purchase price for the starter motor should be set to the standard price of the starter motor while the purchase price for the exchange unit should be set to the amount of the surcharge In this example we will be using a starter motor with the part number SM001 and the exchange unit with the part number SM001 0U Note that we have used the same prefix SM001 but for the exchange unit we have used OU in the part number to signify that it is the old unit To link the starter motor and the core unit open up the stock record of the starter motor in FleetMinder In the Exchange Unit field type in the part number of the exchange unit and press Enter Ensure the correct part is highlighted and then click Use Find Stock sMO OU starter motor core unit Exchange Unit Exchange Unit Click Save to save the changes to the stock record 199 Exchange Unit Process 1 Open the Job Card and click on Create Order Enter the supplier details on the Purchase Order Click on Add Part Enter the part number and the quantity required and click on Add At this stage FleetMinder will recognise that this part has a core unit and will prompt you to add it to the Purchase Order Click Yes FleetMinder This part numb
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