This section will give the basics on editing existing inventory records and adding new ones. Following the brief instructions, you will find details on the different inventory "Types" available to you. If, while following along with these instructions, you don't understand what a certain setting does, you may want to jump back to the last section for more information.

Edit Inventory Records

  1. Select the Add/Edit Inventory from the Main Menu.

      • The Product Lookup window will appear.
  2. Highlight the appropriate item to be edited.

      • Click on Edit. This brings up the Product window. This window has 5 Tabs across the top; Price Levels, Vendors, Stock, Promos, Rental and Misc Fields.
  3. Select the Tab at the top that represents the area of the item that you wish to edit. Click on the tab, and then click in the field you wish to change.
  4. Make all of the desired modifications.

      • When all information is correct, click on the "Update" button to save your changes and return to the Product Lookup window. If no modifications were made, click on the "Cancel" button and return to the Product Lookup window.

Add Inventory Records

In order to use MicroBiz effectively, you should enter your inventory into the system. With accurate data on your products, services, etc., MicroBiz can assist you with keeping track of inventory levels, profit margins and much, much more!
Here are some things to consider when adding new inventory items into MicroBiz...

Assigning SKUs

There are several different ways to load items to the Front Register. If you are using a bar code reader or scanner and the product has a bar code label from the manufacturer, you can use this as the SKU for the item. If the item does not contain a bar code label you can create your own SKU and print your own bar code labels.

  • If the item being entered does not contain a manufacturer's bar code and/or if you will be typing SKUs rather than scanning them, assign a unique identifier (SKU) to each item entered into inventory.
  • This field may contain up to 16 alphanumeric characters.
  • Alphanumeric is any combination of letters and numbers.
  • Do not enter one, two or three character length SKUs for inventory items. Following this rule will eliminate the possibility of duplicating function key commands as SKUs, thereby causing conflicts within the program.
  • Do not use the letters 'F', 'X', or special characters when assigning SKUs. If you plan on printing barcodes, try to use SKUs that are less than 15 characters in length. Some barcode printers will only be able to print 11 characters on the label.
  • You should test print a few barcodes and then see if they can be read by the barcode reader before you enter thousands of items!

Assigning Type codes

The program handles seven different types of inventory records. Before you enter inventory items, determine what "Type" category an inventory item falls into. It is very important that you assign the appropriate Type to each item. The information entered into the item record, and how it is tracked, will differ depending on the Type code assigned, which include:

  • Product – This is the most commonly used inventory type.
    • These items' quantities are removed from inventory as they are sold and added to inventory as they are received. The quantities are also vulnerable to items that are placed in a Layaway (LA) or in an Invoice In Progress (IIP).
  • Service – Used for services provided by your company or coupons (if applicable).
    • When a Service is sold it has no effect on inventory levels. The "Qty in Stock" field of the inventory record can be left at 0. The total number of sales of Service items can be viewed in the Sales Reports.
  • Serial – Use this Type code when it is necessary to track individual serial numbers per item.
    • When a serialized item is added to the system or sold, the program will request a serial number.
    • This is for items where, even though they share the same SKU, may need to be tracked individually (i.e. for warranty and return purposes, or for pistols, rifles, etc.).
    • NOTE: To track serialized inventory, serial numbers must be entered when the item is added to the system.
  • Matrix – Used for inventory items where individual sizes and/or colors need to be tracked, as in the case of shoes or clothing.
    • When a matrix item is loaded to the Front Register, you will be prompted to select the specific cell (size and color) of the matrix appropriate to the item being purchased.
    • NOTE: When a Matrix Item is highlighted in the Product Lookup window, the "!MKC" button that is normally "grayed out" changes to "Matrix." Select this button to edit the row and column headers and the individual cells of the matrix item.
  • Kit – An item that includes component parts (other items).
    • A Kit inventory item has a unique SKU, as do each of its components. When an item is added to inventory as a Kit, the SKU of each component part is listed in the inventory record.
    • When the Kit is sold, the on-hand count for each item contained in the Kit is reduced.
    • Example: a bookstore sells individual travel guides for each area of the country (SKUs 11111, 22222, 33333, 44444, etc.).
      • They also sell a complete set of guides for a fixed price.
      • One SKU is assigned to the complete set - SKU 1400.
      • When SKU 1400 is added to the system as a Kit, the SKUs 11111, 22222, 33333 and 44444 are entered into this record.
      • When the complete set is sold, the clerk enters SKU 1400 at the Front Register.
      • In this case, the on hand count for all four SKUs will be reduced by one. The SKU for the Kit is for selling purposes only and does not have a "Qty on Hand" value.

  • The Qty in Stock for a Kit inventory item may be left at 0. The actual Kit (SKU 1400 in the previous example) is not tracked.
  • NOTE: When a Kit item is highlighted in the Product Lookup window, the "!MKC" button that is normally "grayed out" changes to "KIT". Select this button to edit the Kit components.
  • Custom – An item that includes individual component parts.
    • A Custom inventory item has a unique SKU and so do each of its components.
    • When an item is added to inventory as Custom, the SKU of each component part is listed in the inventory record.
    • The setup of the Custom inventory item is basically the same as setting up a Kit (to associate the other items with the Custom item).
    • When the Custom item is sold, the on-hand count for each item contained in the "kit" is reduced. The custom kit displays all of the different components' Descriptions, SKUs and Quantity on the Front Register and invoices.
  • Rental – MicroBiz can track rental items if this Type is used.
    • A daily rental item is set up by choosing the inventory type as "Rental", and setting the "Rental Period" quantity to 1(the default).
    • By entering an "Sales" quantity of 3 at the Front Register, when selling the item, it will charge 3 days rental.