The POS Inventory Item Update screen allows you to add new or update existing Inventory and/or Recipe Items.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
Buttons on the screen…
Click Save to save your changes. You will return to the POS Inventory Management DataGrid.
Click Cancel to return to the POS Inventory Management DataGrid without saving your changes.
Click Previous or Next to continue to the next tab on this screen. (i.e. If you are on the Core screen, click Next to continue to the Fees screen.)
Tabs that are "grayed out" are inaccessible due to the Item type you are adding/updating. If adding/updating an Inventory Item, the Recipe tab is "grayed out" unless you enable the Link to Recipe option. If adding/updating a Recipe Item, the Fees, Rules, Questions, UPC, and Recipe tabs are "grayed out."
Core
Site Code (PSInventory_SiteCode)
When Enterprise Site Management is enabled on your License profile this field is mandatory.
Select the Site Code for this item. Sites are business segments within an enterprise organization. Associating a Site with items allows for reporting on item availability and transaction history by business segment.
Site records are maintained in Site Management.
DeleteSite Area (PSInventory_SiteArea)
You will not visit this field.
This field displays the Site Area for the Site linked to this item. The Site Area on the item is updated automatically when a Site Code is linked to an item or if the Site Code is changed.
Site Areas are maintained in System Code Management. Type = Site Area. They are linked to Sites in Site Management.DeleteSite Category (PSInventory_SiteCategory)
You will not visit this field.
This field displays the Site Category for the Site linked to this item. The Site Category on the item is updated automatically when a Site Code is linked to an item or if the Site Code is changed.
Site Category Codes are maintained in System Code Management. Type = Site Category. They are linked to Sites in Site Management.
DeleteInventory Code (PSInventory_InventoryCode)
If you are creating a new inventory or recipe item, enter your Inventory Item Code in this field. Codes may be alpha and/or numeric. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing item you will not visit this field.
DeleteStatus (PSInventory_RecordStatus)
Select the status of your Inventory or Recipe Item:
- Active
- Inactive
- Default - See below for a description
- Deleted - See below for a description
Default Status
Default" status allows you to create exact-copy records upon clicking the Add button from the File Management DataGrid for this module and selecting one of existing Default Options (provided at least one exists). This creates an exact copy of the "Default" record with exception that the copy's Record Status is Active instead of Default. This allows you to save substantial time when adding new records to your database since all settings on all panels (Core Settings Additional Settings etc.) and tabs (Core Fees* Rules* Questions Comments etc.) will be copied from the default record.
"Default" status records to do not show up in Daily Processing DataGrids. You cannot register for reserve or purchase a "default" record. They exist for the purpose of being copied only. If at any time you change the status of a default record to "Active" or "Inactive it will become a regular record" in your database and thus appear in Daily Processing DataGrids.
Options for adding default records are maintained on the Permissions profile Default Record Permissions Group.
* Separate default records for fees and rules can be created as well in their respective File Management program. Permissions must be set to add a Default Record and once added the default record can be linked as needed to any module.
DeletePermissions (PSInventory_Permissions)
Select the Permissions code(s) you want to apply to this inventory item.
Permissions allow you to control which users can view, add, modify, and/or delete records on browsers and picklists, etc. These are called Access Rights and they are maintained on the Table Permissions tab of the Permissions profile
Note: You can leave this field blank if desired. When this field is blank the system skips the Permissions check for this record. In that event all users will have access to this record provided their Access Rights for the module allow for it.
Long Description (PSInventory_LongDescription)
Enter the Long Description for this item. DataGrids in RecTrac can be sorted by Description, if desired.
DeleteShort Description (PSInventory_ShortDescription)
Enter the Short Description for this iItem. The short description appears on reports, receipts, etc.
DataGrids in RecTrac can be sorted by Description, if desired.
DeleteLabel Description (PSInventory_LabelDescription)
Enter any additional text that you want to print for this Inventory or Recipe Item. Text entered here will print on receipts and labels for this item provided your Receipt Format Profile set to Print Add'l Description.
DeleteType (PSInventory_TypeCode)
Select the Type code for this iitem, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Subtype (PSInventory_SubType)
Click the Picklist icon to select the Sub-type code for this Inventory or Recipe Item, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module v then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Category (PSInventory_Category)
Select the Category code for this item, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Report Tag 2 (PSInventory_ReportTag2)
Select the Report Tag 2 you want to use for this inventory item, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Report Tag (PSInventory_ReportTag)
Select the Report Tag you want to use for this inventory item, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Report Tag 3 (PSInventory_ReportTag3)
Select the Report Tag 3 you want to use for this inventory item, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Recipe Item? (PSINVENTORY_RecipeItem)
You will not visit this field.
This field determines whether the item is inventory or recipe. Recipe iems on the POS Inventory Management DataGrid. are denoted with a check in the Recipe Item column.
If this is an inventory item this field will be deselected. If this is a recipe item this field will be enabled.
DeleteHas A Recipe (PSInventory_LinkToRecipe)
Select this option if you want to link a recipe to this inventory item. When this option is enabled, the Recipe tab is accessible. if this item has a recipe, then click the Recipe tab and Add the various inventory items that make up the recipe. For example, this inventory item is a hamburger. Since a hamburger is made up of individual ingredients (bun, patty, cheese, ketchup, etc.), a recipe is needed. You would enable this option and then go to the Recipe tab to add the ingredients.
If no ingredients are required for this inventory item, then leave this option deselected. For example, this inventory item is a sleeve of golf balls. Since golf balls do not have individual ingredients, no recipe is needed.
Note: When this option is enabled all fields in the Additional Settings group are disabled by default with exception to the Include in Demographics field.
Quantity On Hand (PSInventory_QuantityOnHand)
This field is applicable for inventory items without a recipe. If the Has a Recipe option is enabled for this inventory item then this field is disabled by default.
This field displays the physical count for this item. When items are sold the system decreases this value automatically by the number sold. When items are received into inventory the system increases this value by the number entered in the Inventory Posting program. You can also adjust this number manually if desired whenever you perform an actual physical inventory.
DeleteLast Cost (PSInventory_LastCost)
This field is applicable for inventory items without a recipe. If the Has a Recipe option is enabled for this inventory item then this field is disabled by default.
The value in this field represents the last cost for this item based on the Sell Unit of Measure. This field is populated as a by-product of running the Inventory Receiving's process.
For example you purchase Coca-Cola by the case with 24 cans in a case. You receive two (2) cases of Coca-Cola and pay $10.00. The system will update this field to display 0.21 (10/48 = .208333).
Fees for this inventory item can be based on a markup or a profit margin from this value if desired. Fee Type=Last Cost - Margin or Last Cost - Markup
Note: See Also: Calculating Markup and Margin
Minumum Alert Quantity (PSInventory_MinumumAlertQuantity)
This field is applicable for inventory items without a recipe. If the Has a Recipe option is enabled for this inventory item then this field is disabled by default.
Enter the threshold value for quantity on hand at which you want the system to begin notifying you that you are running low on this item. When an item is sold (or when an item is used in a recipe) that puts the number on hand equal to or below this value the system will present a message indicating you have reached your reorder point.
DeleteAverage Cost (PSInventory_AverageCost)
This field is applicable for inventory items without a recipe. If the Has a Recipe option is enabled for this inventory item then this field is disabled by default.
The value in this field represents the average cost for this item based on the Sell Unit of Measure. This field is populated as a by-product of running the Inventory Receiving's process and averages the cost over all previous postings.
Fees for this inventory item can be based on a markup or a profit margin from this value if desired. Fee Type=Average Cost - Margin or Average Cost - Markup
Note: See Also: Calculating Markup and Margin
Reorder Point (PSInventory_ReorderPoint)
This field is applicable for inventory items without a recipe. If the Has a Recipe option is enabled for this inventory item then this field is disabled by default.
Enter the value that represents the reorder point for this inventory item using the Sell UOM (Unit of Measure).
DeleteNormal Quantity On Hand (PSInventory_NormalQuantityOnHand)
This field is applicable for inventory items without a recipe. If the Has a Recipe option is enabled for this inventory item then this field is disabled by default.
Enter the value which represents the normal count for this item using the Sell UOM (Unit of Measure). This represents your normal number on hand after receiving new inventory for this item.
For example your reorder point for Coca-Cola is 48 cans (2 cases). Your standard order for Coca-Cola is 96 cans (4 cases) at a time. Your Normal Count is "144" (6 cases @24 cans in a case: the 2 on-hand plus the new shipment of 4).
DeleteMinimum Order (PSInventory_MinOrder)
This field is applicable for inventory items without a recipe. If the Has a Recipe option is enabled for this inventory item then this field is disabled by default.
Enter your Minimum Order value (the minimum number of this item that you have to purchase when placing an order for it). The value you enter will be the minimum number based on your Sell Unit of Measure. For example you purchase Coca-Cola by the case with 24 cans in a case. The minimum number of cases you have order at a time is two (2). You would enter "48" in this field (2 cases x 24 cans in a case).
DeleteMaximum Order (PSInventory_MaxOrder)
This field is applicable for inventory items without a recipe. If the Has a Recipe option is enabled for this inventory item then this field is disabled by default.
Enter your Maximum Order value (the maximum number of this item that you can purchase at a time). The value you enter will be the maximum number based on your Sell Unit of Measure. For example you purchase Coca-Cola by the case with 24 cans in a case. The maximum number of cases you can order at a time is four (4). You would enter "96" in this field (4 cases x 24 cans in a case).
DeleteBest Quantity Order (PSInventory_BestQuantityOrder)
This field is applicable for inventory items without a recipe. If the Has a Recipe option is enabled for this inventory item
This field is applicable for inventory items without a recipe. If the Has a Recipe option is enabled for this inventory item then this field is disabled by default.
Enter the value in Sell Unit of Measure that best reflects the optimal order quantity for which you wish to aim. You may base this on your storage restrictions or on volume pricing discounts. You will be notified during the ordering process if you stray from the best ordering quantity.
For example you purchase Coca-Cola by the case with 24 cans in a case. You sell Coca-Cola by the can. Your Best Quantity Order is two (2) cases you would enter 48.00 in this field.
DeleteQuantity On Order (PSInventory_QuantityOnOrder)
This field is applicable for inventory items without a recipe. If the Has a Recipe option is enabled for this inventory item then this field is disabled by default.
The value in this field represents the number of this item on order based on your Sell Unit of Measure. The system updates this field as a by-product of the ordering process for this item.
For example you purchase Coca-Cola by the case with 24 cans in a case. When processing a Purchase Order for Coca-Cola you request three (3) cases. The system will update this field with "72" (3 cases x 24 cans in a case). When you receive the shipment and input it in RecTrac this field will revert to "0."
DeleteSell Unit Of Measure (PSInventory_SellUnitOfMeasure)
This field is applicable for inventory items without a recipe. If the Has a Recipe option is enabled for this inventory item then this field is disabled by default.
Enter the Unit of Measure by which you sell/use this item. This field accepts alpha and numeric characters.
Example 1: You purchase eggs by the case with 24 cartons of 12 eggs each in a case. You inventory/store eggs by the carton. You use eggs individually. Your Inventory Unit of Measure is a carton. You might enter "Carton" or "CRT" in this field.
Example 2: You purchase beer by the case with 24 bottles each in a case. You inventory/store beer by the case. You sell beer by the bottle. Your Inventory Unit of Measure is a case. You might enter "Case" or "CA" in this field.
DeleteSell Units per Inventory Unit (PSInventory_UnitofMeasureFactorSale)
This field is applicable for inventory items without a recipe. If the Has a Recipe option is enabled for this inventory item then this field is disabled by default.
Enter the Sell Unit of Measure Factor in this field. This is the number of individual items in the Inventory Unit of Measure for this item.
Example 1: Cartons of Eggs - You purchase eggs by the Case with 24 Cartons in each Case and each Carton holding 12 eggs.
- You purchase eggs by the case. Case is your Purchase Unit of Measure.
- There are 24 Cartons of eggs in each Case. "Carton" is your Inventory Unit of Measure and 24.00 is your Inventory Units per Purchase Unit.
- There are 12 eggs in each Carton. A word or phrase such as "Each Per Egg etc… is your Sell Unit of Measure and 12.00 is your Sell Units per Inventory Unit.
In the example above, you would enter 12.00" in this field because a Carton is your Inventory Unit of Measure and each carton holds 12 eggs.
Click the Image to enlarge.
Example 2: Cases of Beer - You purchase beer by the Case with one (1) Case in each Case and each Case holding 24 bottle of beer.
- You purchase and store/inventory bottled beer by the case. Case is your Purchase Unit of Measure.
- There is one (1) Case of beer each Case. "Case" is your Inventory Unit of Measure and 1.00 is your Inventory Units per Purchase Unit.
- There are 24 bottles of beer in each Case. A word or phrase such as "Bottle" is your Sell Unit of Measure and 24.00 is your Sell Units per Inventory Unit.
In the example above you would enter "24.00" in this field because a Case is your Inventory Unit of Measure and each case of beer holds 24 bottles.
Click the Image to enlarge.
Inventory Unit Of Measure (PSInventory_InventoryUnitofMeasure)
This field is applicable for inventory items without a recipe. If the Has a Recipe option is enabled for this inventory item then this field is disabled by default.
Enter the Unit of Measure by which you inventory/store this item. This field accepts alpha and numeric characters.
Example 1: You purchase eggs by the case with 24 cartons of 12 eggs each in a case. You inventory/store eggs by the carton. You use eggs individually. Your Inventory Unit of Measure is a carton. You might enter "Carton" or "CRT" in this field.
Example 2: You purchase beer by the case with 24 bottles each in a case. You inventory/store beer by the case. You sell beer by the bottle. Your Inventory Unit of Measure is a case. You might enter "Case" or "CA" in this field.
DeleteInventory Units per Purchase Unit (PSInventory_UnitofMeasureFactorInventory)
This field is applicable for inventory items without a recipe. If the Has a Recipe option is enabled for this inventory item then this field is disabled by default.
Enter the Inventory Units per Purchase Unit in this field. This is the number of individual items in the Purchase Unit of Measure for this item.
Example 1: Cartons of Eggs - You purchase eggs by the Case with 24 Cartons in each Case and each Carton holding 12 eggs.
- You purchase eggs by the case. Case is your Purchase Unit of Measure.
- There are 24 Cartons of eggs in each Case. "Carton" is your Inventory Unit of Measure and 24.00 is your Inventory Units per Purchase Unit.
- There are 12 eggs in each Carton. A word or phrase such as "Each Per Egg etc… is your Sell Unit of Measure and 12.00 is your Sell Units per Inventory Unit.
In the example above, you would enter 24.00" in this field because a Case is your Purchase Unit of Measure and each case holds 24 cartons.
Click the Image to enlarge.
- You purchase and store/inventory bottled beer by the case. Case is your Purchase Unit of Measure.
- There is one (1) Case of beer each Case. "Case" is your Inventory Unit of Measure and 1.00 is your Inventory Units per Purchase Unit.
- There are 24 bottles of beer in each Case. A word or phrase such as "Bottle" is your Sell Unit of Measure and 24.00 is your Sell Units per Inventory Unit.
In the example above you would enter "1.00" in this field because a Case is your Purchase Unit of Measure and each case of beer holds one (1) case of beer.
Click the Image to enlarge.
Purchase Unit Of Measure (PSInventory_PurchaseUnitOfMeasurement)
This field is applicable for inventory items without a recipe. If the Has a Recipe option is enabled for this inventory item then this field is disabled by default.
Enter the Unit of Measure by which you purchase this item. This field accepts alpha and numeric characters.
Example 1: You purchase eggs by the case with 24 cartons of 12 eggs each in a case. You inventory/store eggs by the carton. You use eggs individually. Your Inventory Unit of Measure is a carton. You might enter "Carton" or "CRT" in this field.
Example 2: You purchase beer by the case with 24 bottles each in a case. You inventory/store beer by the case. You sell beer by the bottle. Your Inventory Unit of Measure is a case. You might enter "Case" or "CA" in this field.
DeleteSell Units per Purchase Unit (PSInventory_UnitofMeasureFactorPurchase)
You will not visit this field.
This field displays the calculated total (i.e. the product) of your entries in the Sell Units per Inventory Unit and Inventory Units per Purchase Unit fields.
Example 1: Cartons of Eggs - You purchase eggs by the Case with 24 Cartons in each Case and each Carton holding 12 eggs.
- You purchase eggs by the case. Case is your Purchase Unit of Measure.
- There are 24 Cartons of eggs in each Case. "Carton" is your Inventory Unit of Measure and 24.00 is your Inventory Units per Purchase Unit.
- There are 12 eggs in each Carton. A word or phrase such as "Each Per Egg etc… is your Sell Unit of Measure and 12.00 is your Sell Units per Inventory Unit.
In the example above, this field would populate automatically with 288.00 because 12.00 eggs in a carton multiplied by 24 cartons in a case (12 x 24) equals 288.00.
Click the Image to enlarge.
Example 2: Cases of Beer - You purchase beer by the Case with one (1) Case in each Case and each Case holding 24 bottle of beer.
- You purchase and store/inventory bottled beer by the case. Case is your Purchase Unit of Measure.
- There is one (1) Case of beer each Case. "Case" is your Inventory Unit of Measure and 1.00 is your Inventory Units per Purchase Unit.
- There are 24 bottles of beer in each Case. A word or phrase such as "Bottle" is your Sell Unit of Measure and 24.00 is your Sell Units per Inventory Unit.
In the example above this field would populate automatically with 24.00 because 24.00 bottles of beer in a case multiplied by one (1) case in a case (24 x 1) equals 24.00.
Click the Image to enlarge.
Include In Demographics (PSInventory_IncludeInDemographics)
Select this option to have a Demographics Tracking field appear when selling this inventory item. Depending on how you track demographics, clerks and/or WebTrac patrons will have to address the field and input demographic data, such as a zip code, before the sale can complete.
Demographics data is reportable.
Note: To track demographics select a Demographics Prompt Setting on your Payment profile . Your selection must be something other than "None."
Report Tag 2 (PSInventory_ReportTag2)
Select the Report Tag 2 you want to use for this inventory item, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Report Tag 3 (PSInventory_ReportTag3)
Select the Report Tag 3 you want to use for this inventory item, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Receipt Documents (PSInventory_ReceiptDocuments)
Select the Receipt Documents you want to link to this inventory item, if any.
Receipt Documents are maintained in Document Management and usually consist of pertinent information that you want to pass along to your patrons whenever a receipt of a certain type is generated. Receipt documents can vary by the transaction type (i.e. you can have separate receipt documents for new purchases/registrations cancellations changes etc.) or you can use the same document for all receipts. Further you can print separate documents for receipts generated via WebTrac and RecTrac if desired.
Printing Receipt Documents-
RecTrac
- Receipt documents print along with receipt when queued to a printer either at the time of the transaction or later using the Receipt Reprint program. This is the preferred method for printing and reprinting receipt documents.
- Receipt documents are included as an attachment when receipts are emailed from RecTrac either at the time of the transaction or later using the Receipt Reprint program.
- When you link a receipt document in this field a copy of it gets placed in the Document Center. Document Type = "Standard Document." You can print it from there if needed. The copy gets placed in the Document Center at the moment you link it in this field. When a receipt document gets generated as part of a transaction the copy in the Document Center doesn't get updated and no new copy gets sent there.
-
WebTrac
- Receipt documents created from a transaction in WebTrac are attached (along with the receipt) to the confirmation email that gets sent to the patron.
- Additionally the WebTrac Confirmation Screen provides a click-able link to the document so patrons can print it at that time or save it.
Note: Receipt documents do not preview in RecTrac. If you're opting to Preview Receipts then the receipt and any waivers will preview but the receipt document won't. This is because RecTrac has no way of telling your browser what file type you're using for the receipt document (.pdf .jpg .docx .txt etc.). So if you're only previewing receipts then your best recourse for printing the receipt document at a later date is to use the Receipt Reprint program as noted above.
WebTrac - Whether receipt documents preview in WebTrac is dependent upon the file type and the browser being used. For best results Vermont Systems recommends using .pdf or .jpg file types for receipt documents in WebTrac. These file types always preview regardless of the browser being used. Your patrons will experience mixed results if you use other file types.
Print Item Number On Receipt? (PSInventory_PrintItemNumberOnReceipt)
Select this option to have the inventory item code printed on the receipt along with the item's description.
Deselect this option to have only the description printed.
DeleteWaiver Code (PSInventory_WaiverCode)
Select the Waiver for this item, if desired.
The waiver letter that you select can be printed along with the receipt when this item is purchased. Waivers also be can linked to households or individual family members, if desired.
Waiver letters are managed in Letter Group Management. Code Type = Point of Sale Waiver.
See Also: Topic Doc - Linking Household and Family Member Documents
DeleteDupe Printer Codes (PSInventory_PrintOption)
Select the Dupe Printer Code(s) that you want associated with this item. When sold, this item will print to dupe printers that contain the same code(s) as any listed here.
Dupe Printer Codes are maintained in System Code Management. Type = Dupe Printer.
DeletePrimary Vendor (PSInventory_PrimaryVendor)
Select the Primary Vendor for this item, if desired. The primary vendor is the business from whom you normally purchase this item.
Vendors are maintained in Vendor Management.
DeleteLast Vendor (PSInventory_LastVendor)
Select the Last Vendor for this item, if desired. The last vendor is the business from whom you last purchased this item.
Typically you would populate this field only if the last vendor is a business other than your primary vendor.
Vendors are maintained in Vendor Management.
DeleteShipping Code (PSInventory_PSShippingCode)
Select the Web Shipping and Handling Code for this inventory item, if desired.
The Web Shipping & Handling Code determines the price you will charge for shipping this item to patrons who order it via WebTrac. Web Shipping and Handling Codes are maintained in Shipping Code Maintenance .
Shipping charges can be applied to POS inventory items tickets and service items (i.e. things you can sell and ship). Shipping codes also can be linked to your WebTrac Parameters profile. A hierarchy ensues which works as follows:
- If a shipping code is found on the inventory item ticket or the service item RecTrac will use that shipping code for the item(s) being purchased.
- If no shipping code is found on the item(s) being purchased RecTrac will use the shipping code found on the WebTrac Parameters profile.
- If no shipping code is found on the WebTrac Parameters profile no shipping charges will be applied.
For example you have two (2) shipping codes: TSHIRTS and SHIPPING. You have the SHIPPING shipping code linked to your WebTrac Parameters profile.
- Your POS Inventory Item (1003-TS-003) is a T-Shirt. If you have the TSHIRTS Shipping Code linked to the 1003-TS-003 inventory item RecTrac will use that.
- If you opt NOT to link a Shipping Code to POS Inventory Item 1003-TS-003 RecTrac will use the Shipping Code linked to your WebTrac Parameters profile.
- If you opt NOT to link a shipping code to POS Inventory Item 1003-TS-003 AND you opt NOT to link a shipping code to your WebTrac Parameters profile (i.e. you have no shipping codes linked) RecTrac will not apply any shipping charge to the sale of POS Inventory Item 1003-TS-003.
Bin Location (PSInventory_BinLocation)
Enter the bin location for this inventory or recipe item,
This field provides the description or abbreviation of where you store this item (i.e. the bin in which you keep it) when it received into inventory.
DeleteLast Active Date (PSInventory_LastActiveDate)
You will not visit this field.
This field displays the date on which this inventory item was last sold. In the case of recipe items the date on which this item was last used in a recipe.
DeleteLast Purchase Date (PSInventory_LastPurchaseDate)
You will not visit this field.
This field displays the date on which this inventory item was last received into inventory.
DeleteTicket Access RecTrac (PSInventory_TicketAccessGUI)
Select the Access Control Ticket Template you want to link to this item when it is sold in RecTrac, if desired.
See Also: Ticket Access/Templates for a full field description.
DeleteTicket Template RecTrac (PSInventory_TicketTemplateGUI)
Select the Ticket Template you want to link to this item when it is sold in RecTrac, if desired. Tickets are maintained in &satemplatemain">Template Design Studio
See Also: Topic Doc - Template Design Studio.
DeleteTicket Access Web (PSInventory_TicketAccessWeb)
Select the Access Control Ticket Template you want to link to this item when it is sold in WebTrac, if desired.
See Also: Ticket Access/Templates for a full field description.
DeleteTicket Template Web (PSInventory_TicketTemplateWeb)
Select the Ticket Template you want to link to this item when it is sold in WebTrac, if desired. Tickets are maintained in Template Design Studio
See Also: Topic Doc - Template Design Studio.
DeleteDisplay On Web? (PSInventory_DisplayOnWeb)
Select this option if you want this inventory item to display in WebTrac.
DeleteKeyword Search (PSInventory_KeywordSearch)
Enter any keywords you want to link to this inventory item. Patrons using WebTrac can search for inventory using keywords.
Keywords may be space-delimited (i.e. Coke Coca Cola) or delimited with a comma and a space (i.e. Coke, Coca-Cola, Coca, Cola).
DeleteInventory Image (PSInventory_InventoryImage)
Browse to and select the image you want to associate with this file management record when it is being displayed in WebTrac or when it is printed on reports or in brochures, if applicable (i.e. the image you want to use for this section, or this pass, or this facility, etc. Allowed file formats include: .jpg, .bmp, .png .gif.
Upon selecting the image, the system will prepend the file name with \WebTracimages\. For example, your image name is MyActivity.jpg and it is stored in C:\temp on your workstation. When you select that image, this field will fill with: \WebTracimages\MyActivity.jpg
Leave this field blank if you don't want an image to display in WebTrac or on reports and brochures.
Images used for WebTrac must also be stored in the \images folder on your web server else they will not display in WebTrac. So if you wanted the MyActivity.jpg" image from the example to display in WebTrac then you would need to have the image in this field and you also would have to copy the "MyActivity.jpg" to the \images folder on your web server as well.
Note for Vermont Systems-Fully Hosted and Vermont Systems-Web Only Hosted Customers: The Vermont Systems Hosted team maintains your web server so any images you want displayed in WebTrac need to be sent to them. Select the image you want to display in this field as outlined above and then email a copy of your WebTrac image to HostedServices@vermontsystems.com. The Vermont Systems Hosted team will place the image in the \images folder on your web server. Contact the Hosted team for further information/instruction if needed.
What Size Should Your Images Be?
By default WebTrac displays thumbnail images at 165 (width) x 110 (height) pixels. Images in the \images folder get resized automatically upon display in WebTrac. Click-able images such as those used for facilities will display at their actual/true/full size when a patron clicks the thumbnail to enlarge the image.
When selecting images for display in WebTrac Vermont Systems recommends the following for best results:
- Pre-size your images to dimensions that are directly proportional to 165x110. When sized proportionately your image will not lose aspect ratio and appear skewed when reduced and displayed in the thumbnail.
- Keep the file size of your images at or below 100kb. When patrons use WebTrac the images linked to your items must be downloaded to the patron's browser. Larger images tax your web server far more than smaller ones and result in longer/slower page loading time on the patron's browser.
Fees
WildCard Cost Center (PSInventory_WildCardCostCenter)
Select a Cost Center if desired. Fees for this item will be linked to the Cost Center you enter here. The fees being charged for this item can be linked anywhere in fee hierarchy.
Note: Wildcarding of the Cost Center to the Cost Center entered here will occur only if the fee being processed is set to Wildcard Cost Center.
Cost Center hierarchy works as follows:
- If the Wildcard Cost Center? option in the Additional GL Settings group of Fee Update is enabled:
- The Cost Center (if any) linked in the Wildcard Cost Center field on the Fees tab of an item in File Management will be used.
- If no Wildcard Cost Center is linked on the Fees the system will use the Wildcard Cost Center listed on the User's Drawer profile.
- If the Wildcard Cost Center? option in the Additional GL Settings group of Fee Update is NOT enabled the system will use the Revenue Cost Center listed in the Core Settings group on the Fee itself.
- If none of the above no Cost Center will be used.
Fees (PSInventoryUpdate_FeeDataGrid)
The POS Inventory Item Fees DataGrid allows you to see all applicable fees linked to this inventory item at the inventory item level of hierarchy or greater. Fees linked to the inventory item, to an inventory item type, a sub-type, the category, or to the POS module, itself, will display here.
The Linked To column displays where Fees are linked. Only those fees linked at the inventory item level can be edited here. Fees linked elsewhere (any fee linked at a higher level of hierarchy) appear on the DataGrid, but you cannot edit or remove them from this DataGrid. They appear grayed out."
By default the POS Inventory Item Update Fees DataGrid displays where the Fee is linked the Linked Description the Fee Status Amount Order Billing Amount Default Quantity Description Fee Type Transaction Type (linked) Criteria Description (linked) Tax Table (linked) GL Code (linked) Cost Center Total Price Option Fee Required option Use Accrual option (linked) and Fee Group Code Your set up may vary.
See Also: RecTrac Fees for a detailed description of RecTrac fees setup information and examples.
Buttons on the fee grid…
Click Add and make a selection:
- Add Fee - You will continue to the Fee Detail screen where you may add or change a linked fee using basic options.
- Advanced Fee Add - You will continue to the Fee Update screen where you may add or change a linked fee using advanced options.
Note: Fee Default Record Permissions determine whether or not you receive a Default Record Add pop-up message upon clicking Add Fee and Default Fees by Module determine what default records populate the list.
If you receive the pop-up message asking whether you want to add a --New Blank Record-- then you have Permissions to add "regular" fee records and default fee records to your database. Expand the list and make a selection:
- If you have default fees you may opt to use them if desired.
- If you do not have default fees Vermont Systems recommends choosing --New Blank Record-- as it will create a new fee.
If you do not receive the pop-up you do not have Permissions to add default fee records to your database. You will be adding a new fee record only.
In the standard Vermont Systems design Fee Default Record Permissions are maintained on your Permissions profile • Default Record Permissions group. Default fees are maintained in Fee Management.
The default fees that populate the Drop-down list are maintained in your Rules and Fees profile.
Highlight/select a record click Change and make a selection:
- Change Fee - You will continue to the Fee Detail screen where you may change a linked fee using basic options.
- Advanced Fee Change - You will continue to the Fee Update screen where you may change a linked fee using advanced options.
Click Link Set and make a selection:
- Link Set as Template - You will continue to the Set Maintenance DataGrid where you may select a fee set template to link if desired. When linked as a template any fees in the set can be modified on a case by case basis but changes made to the set in Set Maintenance will not filter down.
- Link Set as Unchangeable - You will continue to the Set Maintenance DataGrid where you may select a fee set to link if desired. When linked as an unchangeable set fees in the set cannot be changed on this screen. However you can make changes to a set in Set Management and those will take effect immediately.
Highlight/select a record and click Delete to remove it from the fees linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone fees.
Bulk Change is not available from this DataGrid.
Click Export Fees to continue to the File Maintenance Export screen where you can select records in the DataGrid to export. The export creates an XML file which can be viewed/saved from the Document Center.
The Export/Import process provides an easy way to move records between items in your RecTrac database or between separate RecTrac databases if necessary.
Click Import Fees to continue to the File Maintenance Import screen where you can select an XML file containing records you wish to import into this DataGrid.
The Export/Import process provides an easy way to move records between items in your database or between separate RecTrac databases if necessary.
DeleteRules
Rules (PSInventoryUpdate_RuleDataGrid)
The POS Inventory Item Rules DataGrid allows you to see all applicable rules linked to this inventory item at the inventory item level of hierarchy or greater. Rules linked to the inventory item, to an inventory item type, a sub-type, the category, or to the POS module, itself, will display here.
The Linked To column displays where rules are linked. Only those rules linked at the inventory item level can be edited here. Rules linked elsewhere (any rule linked at a higher level of hierarchy) appear on the DataGrid, but you cannot edit or remove them from this DataGrid. They appear grayed out."
By default the POS Inventory Item Update Rules DataGrid displays where the rule is linked the Linked Description the Rule Status Amount Order Billing Amount Default Quantity Description Rule Type Transaction Type (linked) Criteria Description (linked) Tax Table (linked) GL Code (linked) Cost Center Total Price Option Rule Required option Use Accrual option (linked) and Rule Group Code Your set up may vary.
See Also: RecTrac Rules for a detailed description of RecTrac rules setup information and examples.
Buttons on the rule grid…
Click Add and make a selection:
- Add Rule - You will continue to the Rule Detail screen where you may add or change a linked rule using basic options.
- Advanced Rule Add - You will continue to the Rule Update screen where you may add or change a linked rule using advanced options.
Note: Rule Default Record Permissions determine whether or not you receive a Default Record Add pop-up message upon clicking Add Rule and Default Rules by Module determine what default records populate the list.
If you receive the pop-up message asking whether you want to add a --New Blank Record-- then you have Permissions to add "regular" rule records and default rule records to your database. Expand the list and make a selection:
- If you have default rules you may opt to use them if desired.
- If you do not have default rules Vermont Systems recommends choosing --New Blank Record-- as it will create a new rule.
If you do not receive the pop-up you do not have Permissions to add default rule records to your database. You will be adding a new rule record only.
In the standard Vermont Systems design Rule Default Record Permissions are maintained on your Permissions profile • Default Record Permissions group. Default rules are maintained in Rule Management.
The default rules that populate the Drop-down list are maintained in your Rules and Fees profile.
Highlight/select a record click Change and make a selection:
- Change Rule - You will continue to the Rule Detail screen where you may change a linked rule using basic options.
- Advanced Rule Change - You will continue to the Rule Update screen where you may change a linked rule using advanced options.
Click Link Set and make a selection:
- Link Set as Template - You will continue to the Set Maintenance DataGrid where you may select a rule set template to link if desired. When linked as a template any rules in the set can be modified on a case by case basis but changes made to the set in Set Maintenance will not filter down.
- Link Set as Unchangeable - You will continue to the Set Maintenance DataGrid where you may select a rule set to link if desired. When linked as an unchangeable set rules in the set cannot be changed on this screen. However you can make changes to a set in Set Management and those will take effect immediately.
Highlight/select a record and click Delete to remove it from the rules linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone rules.
Bulk Change is not available from this DataGrid.
Click Export Rules to continue to the File Maintenance Export screen where you can select records in the DataGrid to export. The export creates an XML file which can be viewed/saved from the Document Center.
The Export/Import process provides an easy way to move records between items in your RecTrac database or between separate RecTrac databases if necessary.
Click Import Rules to continue to the File Maintenance Import screen where you can select an XML file containing records you wish to import into this DataGrid.
The Export/Import process provides an easy way to move records between items in your database or between separate RecTrac databases if necessary.
DeleteQuestions
Questions (PSInventoryUpdate_QuestionDataGrid)
The POS Inventory Item Questions DataGrid allows you to see all applicable questions linked to this inventory item. Questions linked to the inventory item, to an POS inventory item type, a sub-type, the category, or to the POS Inventory Item module, itself, will display here.
The Linked To column displays where questions are linked. Only those questions linked at the inventory item level can be edited here. Questions linked elsewhere (any question linked at a different level of hierarchy) appear on the DataGrid, but you cannot edit or remove them from this DataGrid. They appear grayed out."
By default the POS Inventory Item Update Questions DataGrid displays where the Question is linked the Linked Description the Parent Table and ID the Question Text Status Interface Type and Special Question Function if any. Your set up may vary.
See Also: RecTrac Questions for a full description RecTrac Questions set up information and examples.
Buttons on the DataGrid…
Click Link Individual Question to continue to the Question Text Management Screen where you may add or change a linked question.
Click Apply Set as Template to continue to the Set Maintenance - Question Set DataGrid where you may select a question set to link as a template if desired. When linked as a template questions in the set can be modified on a case-by-case basis questions in the set can be modified on a case-by-case basis but changes made to the set in Set Management will not filter down.
Click Link Set to continue to the Set Maintenance - Question Set DataGrid where you may select a question Set to link if desired. When linked as a set questions in the set cannot be changed from this screen but any changes made to questions in the set in Set Management will take effect immediately.
Highlight/select a record and click Change to continue to the Question Text Management Screen where you can make changes.
Highlight/select a record and click Delete to remove it from the questions linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone questions.
Bulk Change is not available from this DataGrid.
Click Preview to continue to the Preview Questions screen where you may review all questions that are visible on the DataGrid.
DeleteEmail Features
Email Features
The Email Features DataGrid allows you to see all applicable email notification criteria linked to this item. Email features/criteria dictate when an email will be sent (upon a purchase, upon a cancellation/return, etc.) and to whom it will go.
By default, the Email Features DataGrid displays the Transaction Type that will result in an email being sent, the Status, (linked) Feature Type, (linked) Feature List, whether to CC a Coordinator option (as applicable), Free Form Contacts, Staff Contacts, Override Text, and Features. Your set up may vary
Buttons on the DataGrid…
Click Add to continue to the Email Features Update Screen where you may add or change a linked email feature.
Highlight/select a record and click Change to continue to the Email Features Update Screen where you can make changes.
Highlight/select a record and click Delete to remove it from the item.
DeleteComments
Comment Code (PSInventory_CommentCode)
Select the Comment Code, if any, that you wish to link to this item. This comment will appear when processing a transaction for this item, and it will print on customer receipts.
Comment Codes are maintained in Comment Code Management. Code Type = Inventory Receipt.
DeleteComment Text (PSInventory_Comments)
Enter any additional comments that are specific to this inventory item that you want to print on a receipt that is generated for this program. The text in this field will print regardless of whether a Comment Code is linked. If a Comment Code is linked, then both the text in the code and the text entered here will print.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
DeleteBrochure Code (PSInventory_BrochureCode)
Select the Brochure code, if any, that you want to link to this inventory item. This comment will print on the Brochure Generator report or on any custom brochure you may have purchased. Additionally, it will display on any WebTrac detail searches as well.
Note: If opting to use this field for your WebTrac detail searches then any HTML tags entered here (i.e. <strong>bold tags</strong> <em>italics tags</em> etc…) will be rendered accordingly when viewed in WebTrac.
Brochure Codes are maintained in Comment Code Management. Code Type = POS Inventory Brochure.
DeleteBrochure Text (PSInventory_BrochureText)
Enter any additional comments that are specific to this section that you want to print on the Brochure or in WebTrac detail searches, if any. The text in this field will print regardless of whether a Brochure Code is linked. If a Brochure Code is linked, then both the text in the code and the text entered here will print.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
Note: If opting to use this field for your WebTrac detail searches then any HTML tags entered here (i.e. <strong>bold tags</strong> v etc.) will be rendered accordingly when viewed in WebTrac.
Tickler Code (PSInventory_TicklerCode)
Select the Tickler Code you want to link to this inventory item, if any.
Tickler codes display during Daily Processing and are used to relay information to the cerk processing the transaction.
Tickler Codes are maintained in Comment Code Management. Code Type = Tickler Comment.
Note: Pop-up messages in RecTrac such as ticklers can be formatted using HTML. Basic knowledge of HTML allows you to customize ticklers and other pop-up messages through use of:
- Carriage returns/paragraphing and breaks (<p> </p> <br />)
- Font effects such as:
- Bold type (<strong>This text will be bold.</strong>)
- Italicized type (<em>This text will be italicized.</em>)
- Colors (<span style="color:HEX code">This text will be in red.</span>)
-
Click-able Hyperlinks
- Email (<a href="mailto:emailaddress@domain.com?subject="Email from RecTrac popup messages" style="color:#0000FF;">Email Me</a>)
- Images (<a href="http://your_server/folder/picture.jpg" target="_blank" style="color:#0000FF;">Click here to see the image</a>)
- External Websites (<a href="http://somewebsite.com" target=_blank" style="color:#0000FF;">Go to this website</a>)
- Embedded images (<img src="http://your_public_facing_server/folder/picture.jpg" width="" height=""/>)
- etc…
Insert the <HTML tags> along with your text.
For example entering something like this: "<p>This is a tickler.><br /><span style="color:#FF0000;">This is the same tickler using red text.</span></p>"
Would create a tickler that displays like this:
"This is a tickler.
This is the same tickler using red text."
HTML formatting works with messages that display in RecTrac only. HTML formatting will not work for comment type fields that print on receipts and reports. The process used to render the .pdf simply prints whatever text it finds in the field so if you use HTML tags in a receipt comment for example you'll get the raw HTML on the receipt instead of your planned formatting.
Tickler Text Interface Type (PSInventory_TicklerTextInterfaceType)
This option is applicable to whatever you've entered in the Tickler Text field only.
Accept the default entry (All) or select another Interface type. The selection you make dictates where your free form tickler text will appear.
- All - The tickler text will show in both RecTrac and WebTrac.
- RecTrac - The ticket text will be displayed in RecTrac only.
- WebTrac - The ticker text will be displayed in WebTrac only.
Tickler Text (PSInventory_TicklerText)
Enter any additional tickler type comments that are specific to this inventory item that you want a clerk to see upon selecting it into the shopping cart, if any. The text in this field will print regardless of whether a Tickler code is linked. If a Tickler code is linked, then both the text in the code and the text entered here will print.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
Note: Pop-up messages in RecTrac such as ticklers can be formatted using HTML. Basic knowledge of HTML allows you to customize ticklers and other pop-up messages through use of:
- Carriage returns/paragraphing and breaks (<p> </p> <br />)
- Font effects such as:
- Bold type (<strong>This text will be bold.</strong>)
- Italicized type (<em>This text will be italicized.</em>)
- Colors (<span style="color:HEX code">This text will be in red.</span>)
-
Click-able Hyperlinks
- Email (<a href="mailto:emailaddress@domain.com?subject="Email from RecTrac popup messages" style="color:#0000FF;">Email Me</a>)
- Images (<a href="http://your_server/folder/picture.jpg" target="_blank" style="color:#0000FF;">Click here to see the image</a>)
- External Websites (<a href="http://somewebsite.com" target=_blank" style="color:#0000FF;">Go to this website</a>)
- Embedded images (<img src="http://your_public_facing_server/folder/picture.jpg" width="" height=""/>)
- etc…
Insert the <HTML tags> along with your text.
For example entering something like this: "<p>This is a tickler.><br /><span style="color:#FF0000;">This is the same tickler using red text.</span></p>"
Would create a tickler that displays like this:
"This is a tickler.
This is the same tickler using red text."
HTML formatting works with messages that display in RecTrac only. HTML formatting will not work for comment type fields that print on receipts and reports. The process used to render the .pdf simply prints whatever text it finds in the field so if you use HTML tags in a receipt comment for example you'll get the raw HTML on the receipt instead of your planned formatting.
(PSInventoryUpdate_UPCDataGrid)
UPC Codes
The UPC DataGrid allows you to see all UPC codes linked to this Inventory Item. UPCs can be printed as barcodes on labels. Labels can be scanned during the purchase process to select the inventory item in lieu of having to enter the item manually or choose from a picklist.
The DataGrid displays the UPC Description, UPC Code, Parent ID, and Parent Table.
Buttons on the screen…
Click Add UPC to continue to the UPC Update screen where you may add a new UPC code for this Inventory Item.
Highlight/select an existing record and click Change UPC to continue to the UPC Update screen where you may change information for the record in question.
Highlight/select an existing record and click Delete UPC to remove it from the Inventory Item.
DeleteRecipe
Recipe Items (PSInventoryUpdate_RecipeDataGrid)
The Inventory Item Management Recipe program allows you to add, update, and delete, recipe items linked to an inventory item The DataGrid also provides a Print button the use of which allows you to print a recipe card for the item in question.
Vermont Systems recommends creating recipe items before linking them to a recipe. However, the program allows you to add new POS recipe item on the fly if desired. To create a new recipe item, go to POS Inventory Management • Add Recipe Item .
Note: Inactive recipe items cannot be added to a recipe.
To Create a Recipe
For example Inventory Item FOD-005 is a Bacon Cheeseburger. The recipe for the bacon cheeseburger consists of the following:
Recipe Item | Description | Quantity Needed | UOM |
---|---|---|---|
Bun | Hamburger Bun | 1 | EA |
Cheese | Cheese | 1 | Slice |
Patty | 1/4lb Hamburger Patty | 1 | EA |
Bacon | Bacon | 2 | Strip |
Lettuce | Lettuce | 1 | Ounce |
Tomato | Tomato | 1 | Slice |
Pickle | Pickle | 2 | Ounce |
Ketchup | Ketchup | 1 | Ounce |
Mayo | Mayonnaise | 1 | Ounce |
Mustard | Mustard | 1 | Ounce |
- From the POS Inventory Item Update • Recipe DataGrid clickAdd Recipe Item. You will continue to the Recipe Item Update screen.
- Select the recipe item. For example bun.
- Input the Quantity needed. For example 1.00
Note: The quantity is the amount of the item needed in the recipe using the Unit of Measure (UOM) shown. If the recipe calls for 2 of something and the UOM shown is EACH then you will enter 2. If the UOM shown is PAIR then you will enter 1.
- Enter a value in the Print Orderfield. The value you enter here determines the recipe item's place on the DataGrid and also determines the order in which you want the ingredient to be listed on the recipe card. In the event ingredients in a recipe are labeled with same Print Order number they will be display in alphabetical order.
- Click Save. You will be returned to the Recipe Datagrid.
- Repeat the above steps until all ingredients have been linked to your recipe.
- Add a recipe photo and/or preparation notes as desired.
- Click Print Recipe to generate a recipe card if desired.
- Click Save to save your recipe.
The DataGrid displays the Recipe Item the Long Description the Quantity needed and the print order.
Buttons on the screen…
Click Add Recipe Item to continue to the POS Recipe Item Update screen where you may add a new Recipe Item to this Inventory l Item and update the Quantity Needed and Print Order.
Highlight/select an existing record and click Change Recipe Item to continue to the POS Recipe Item Update screen where you may change information for the record in question.
Highlight/select an existing record and click Delete Recipe Item to remove it from the Inventory Item.
Click Print Recipe toprint a recipe card report for the inventory item selected.DeleteRecipe Photo (PSINVENTORY_RecipePhoto)
Enter the file name of the image to associate with this inventory item or select the image via Windows Explorer. The image must a .jpg file type.
The image you select will be printed on recipe cards. Recipe cards can be printed using the Print Recipe on the DataGrid above or from the Inventory Recipe Report.
The image you select can also be displayed on WebTrac. Inventory images displayed in WebTrac must be stored in the \wbimages folder on the web server.
Note for Vermont Systems-Fully Hosted and Vermont Systems-Web Only Hosted Customers: The Vermont Systems Hosted team maintains your web server so any images you want displayed in WebTrac need to be sent to them. Select the image you want to display in this field as outlined above and then email a copy of your WebTrac image to HostedServices@vermontsystems.com. The Vermont Systems Hosted team will place the image in the \images folder on your web server. Contact the Hosted team for further information/instruction if needed.
Recipe Preparation (PSINVENTORY_RecipePreparation)
Enter any preparation instructions that you want to print on the recipe card for this item. Generally speaking, this is how you want the item to be prepared.
Delete