Entering Inventory

Navigation: From the Main Menu select the Inventory Entry button.

To Create a New Stocked Part

• Press the New Button
• Size/Item: If this is a tire or wheel, this is the size. Otherwise, this should be a general name for the item, a category if you will. For example, if you are entering a filter you might enter OF or OIL FILTER as the size/item. All other Oil filters will share this name, making them easy to search for.
• Catalog: This is a unique number for this particular part. You can either make it up, or enter the part number. This is the number that can be entered in the workorder to bring up the item, and it prints on the final invoice, unless you have a System Setting which says otherwise.
• Type: Since this is a stocked item you will select the Part type.
• Description: Here you can enter more detail for the part. This description will appear in the workorder for the customer to see. However, it can be manually changed in the workorder as well.
• Item Group: Item Groups help organize parts into groups so that you can get a clear summary on your Daily Report of where you are making money and where you are not. For instance, if you sell tires and want to see how many new tires vs. used tires you sell, and which is more profitable, you will want to create a new item group for New Tires & another for Used Tires. You could also break your new tires into several groups, based on brand or size if desired. Entering an item group of some sort is required when entering a part. For more information on setting these groups up refer to Setup Item Groups.
• Next Linked Item: This line is not required. However, if you would like to attach this item to another item so that they both are added to the workorder at once, you may use the Next Linked item to add it. For instance you may want to link all New Tires to the New Tire Package so that any time a new tire is placed on a workorder the package with all of its associated items are added as well. This package will also be seen in the Inventory Search window, so that you can quickly quote your customers out-the-door prices (including sales tax) on tires, flush packages, etc.
• All other information is optional, you can make AutoFluent as customized as you want.
• Press the Save Changes button when you are done.

*A much faster way to create an item is to select a similar item and click the Copy button at the top.

To enter the current quantity of this part, you will use the Adjustments button.

*Note: If you have different prices for parts at different store locations you can assign any of the 12 price levels to each store and change the prices accordingly.

To Create a New Miscellaneous Part

A miscellaneous part is an item that you have at the shop for sale, but for which you are not concerned about the quantity. Examples could include valve stems, nuts and bolts.

• Press the New Button (or select a similar item and press Copy.).
• Size/Item: The size item should be a general name for the item, a category if you will. For example if you are entering a nuts you might enter NUTS as the size item. All other nuts will share this name, making them easy to find.
• Catalog: The catalog number is a unique number for this particular part. You can either make it up or you can enter the actual part number.
• Type: Since this is a miscellaneous part, you will select the Misc. Part type.
• Press the Save Changes button when you are done.

To Create a Labor Item

AutoFluent has within it a default shop labor. You can find this by typing SL into the yellow search box of the catalog column. The default Shop Labor price is $70 per hour for Retail. However, you can change this manually for each price level (Retail, Commercial, Wholesale etc).

If you would like to create more labor items for different jobs you can Select the New button and enter the appropriate information along with labor rates.

!Important Note: The default SL item must remain in the system and should not be deleted.

Summary of Inventory Items

Comment

Enter free-form text such a description that you would like to add to workorders.

Disc Invoice

This item applies a discount to the whole invoice total. You can set a percentage to be discounted and can add a minimum/maximum amount to bee discount. For example, let us say you would like a discount of 10% that would not exceed $30. Using the drop down box you can select to base the discount on specific types of inventory items, or leave the default Base on total before tax.

Disc Line

This item applies a discount to the line above it in a workorder. For example if you entered an oil filter and set this discount to be 10% you would add the oil filter to the workorder first, and then add this discount line to take 10% off of the filter but not off any other items.

Fees

Nontaxable fees and taxes (not sales tax)

Freight

Freight charge that will be charged to the customer

Gift Card

This item is for gift cards that can be purchased. Let the different price levels be the amount on the Gift Cards or leave it zero and change the price manually in a workorder

Heading

Text that can be added to the top of a Package.

Subtot

This is typically the last line of a Package.

Labor

This is for labor you do in your shop, and it is not costed. However, if you assign a mechanic to the line in a workorder that has an hourly rate set up in the Employee Setup, the cost of that mechanic will be used.

Lube

A package specifically for lube jobs. You will set defaults for the filter, oil viscosity, etc.

Misc. Part

This is a part that you keep in stock but do not count, like nuts & bolts.

Outside Labor

Out-sourced labor. The cost of this item, and the name of the company doing the work can be entered in the workorder.

Outside Part

This is a part that you do not keep in stock but order as needed. The cost of this item and the name of vendor can be entered in the workorder.

Outside Tire

This is a tire that you do not keep in stock. The cost of this item and the name of vendor can be entered in the workorder. Similar to the Outside Part Type.

Package

Packages contain other inventory items, much like a workorder. For more information on how to create a package Click HERE

Part

Part that you keep in stock, for which you track the quantity on hand.

Retread Tire

This is a retread tire that you do keep in stock, for which you track the quantity on hand.

Supplies

Shop supplies that can be set as a dollar amount and/or percentage and charged to the customer. The percentage can be based on parts, labor, or both, and minimum and maximum amounts can be set. Automatic Shop Supplies can also be setup to automatically be added to all new workorders.

Tire

Tire that you keep in stock, for which you track the quantity on hand. Similar to the Part Type.

Warranty

Warranty that a customer can purchase. You can set as a dollar amount using the box “plus what dollar amount” or you can set a percentage with a minimum and maximum dollar amount.