Inventory Settings

RepairQ offers a wide variety of inventory control settings in order to adapt your catalog and inventory to match your business rules and policies.

 

Item Types

Item Types are high-level categories to organize your catalog. Certain characteristics are set at the Item Type level- Will this item be taxable? Will it contribute towards cost of goods? etc.

By default, there is a variety of Item Types created for use. You can delete unused Item Types as well as create your own.

 

1. On the RepairQ Navigation bar, select Company Settings -> Catalog -> Item Types.

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2. Add a new Item Type by clicking "Add Item Type" on the top right of the page.
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3. Fill in as much information as you can for the Item Type. Required fields are starred, and add as much additional information as needed.

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Flag the entire ticket as royalty exempt - This will exempt any royalties for the ticket if this Item Type is added to a ticket.

Flag the ticket item as royalty exempt - This will exempt any royalties for the ticket item for this Item Type.

Can Override Price - This will allow you to override the price of items for this Item Type when added to a ticket.

Enforce Catalog Item price for inventoried items - This will enforce the price of an inventory item, based on what is set in the Catalog.

Disable Wholesale pricing - This will disable wholesale pricing for items created under this Item Type.

Apply Use Tax? - This will apply a Use Tax, defined by the user.

Labor/Service - This will alow you to track hours for labor and also helps RepairQ calculate cost of services.

Part - This marks the Item Type as a part.

Allow Bundling under Part (as child) - This allows the Item to bundle under a Part as the "child" item. See Tax Calculations on Bundled Items for more information.

Allow Bundling under Labor (as child) - This allows the item to bundle under Laor as the "child" item.

Catalog Item Add/Edit Restrictions - This selection has the following options for Item Types:

  • No restrictions
  • Restrict catalog item management to Admin role
  • Restrict catalog item management to location-specific items, excluding Admin

Priority - Assign a 0-100 number to organize the list of Item Types. Lower numbers will appear higher on the list.

Active - This will mark the Item Type as Active. De-select this to mark as Inactive.

Journal Entry Classifications  - This is for QuickBooks integration. If this Item Type requires different accounts than what you have configured for your Journal Entry Classifications, you can specifiy them here. For more information, see QuickBooks Online Integration.

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Manufacturers

We will likely have a pre-filled list of manufacturers for you, but if you wish to add, edit, or remove any of them, it is your prerogative. Manufactures add an additional level of categorization for inventory items. You will not be able to enter any new Catalog Items that have a new manufacturer before first adding that manufacturer in here.

Tips:

you can add a "N/A" or "DNA" for catalog items where "manufacturer" doesn't apply

you can add a manufacturer called "Internal Labor" for labor catalog items

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Catalog Items

Once you have your Item Types and manufacturers setup, you can setup your Catalog. We recommend you come up with standardized naming conventions for your Catalog Items so that you can grow your business effectively without losing the ability to track the important things. Here are a few broad guidelines to help put some handles on this:

You should have a catalog item for each distinct item you want to add to a ticket.

You should have a catalog item for each item you want to track separately because:

Revenue reports are organized by catalog item

Productivity reports are organized by catalog item

Marketing lists are generated by catalog item

You should have a catalog item for each device you repair (and/or sell) because this will allow you to attach an item as a repair device on a repair ticket.

  • iPhone 4S - this may be the name of a catalog item that you setup for repairs only
  • iPhone 4S White 32G - this may be the                                                                                          name of a catalog item you setup for sales only

With so many models out there in the world, it might be difficult to keep the rare and old models in your catalog. Since employees cannot add a catalog item on-the-fly (from the ticket screen), they may need a catch-all item for the rare exceptions. They will still be able to describe what "other" means in this case by using the repair device "description" field.

You must select the "is repairable" checkbox for each of these items.

It is OK to setup separate Catalog Items for phone models that are both Inventory Items (things you sell) and Repair Devices (things you repair)

You may want to have an "other" catalog item to handle the exceptions

Read How Should I Setup My Repair Devices for more info

Each catalog item has the following information:

  • Item type
  • Manufacturer
  • SKU - This is a unique alpha-numeric number that is used for barcodes and quick searches
  • UPC- You can create a custom UPC for a Catalog Item, or use this field to link an existing UPC to a catalog item.
  • Name - This is the name or description that appears in searches when adding an item to a ticket
  • Search Key - This is basically a way to "tag" this item to help guide search results. Enter a separate search key per line.
  • Repairable - Does this catalog item represent an item you perform repairs/services for? This will allow you to attach this catalog item as a "repair device" on a repair ticket.
  • Inventoried - Do you keep this item in your physical inventory?
    • Serialized - Do you want to serialize each individual item under this catalog item? This will force you to enter the right serial number when adding an item to a ticket.  This is great for tracking ESN/IMEI on phones or for tracking high dollar merchandise/parts to deter theft.
    • Restocking fee - Allows you to set a mandatory restocking fee for returned items
    • Reorder Quantity - When the Instock quantity reaches the reorder quantity a re-order warning is generated for this item
  • Price - Default price you charge for this item. This can be overridden when adding inventory
  • Cost - Default cost you pay for this item. This can be overridden when adding inventory

 

 

Carriers

The “Carrier” field on any inventory/catalog item will allow you to narrow the results to the selected carrier in searches.  You can define your own custom carriers that will appear along with the baseline carriers that are provided by default.

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Suppliers

In order to create new Purchase Orders or bring in inventory from a certain supplier, their information must first be added to your supplier settings. You may edit the existing suppliers, as well as add additional suppliers. Click the "+Add Supplier" button, fill in the necessary information, then save it. Now you can create new Purchase Orders from that supplier.

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Shippers

Occasionally when taking in a repair, it will need to be shipped to another facility for the repair work to be completed. There is a section within the repair ticket to input shipper information. In this section, you can edit existing shippers, as well as add additional ones. Click the "+Add Supplier", fill in the necessary information, then save it.

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Inventory Conditions

You can define your own custom inventory conditions that will appear when adding inventory along with the baseline inventory conditions that are provided by default. The Priority determines the order the conditions appear in.

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Inventory Statuses

Read more on what each inventory status does here.

 

 

Purchase Order Statuses

Customize your Purchase Order Status names.

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