Inventory

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Invoice Items – Non-Inventory Parts

Introduction

Invoice Items – Non-Inventory Parts are items you don’t track in inventory within Total Office Manager.

Examples include:

Items purchased for a specific job and then quickly sold or invoiced to the customer.
Items you sell but do not purchase.
Items you purchase but do not resell (for example, office supplies).
Items you purchase and resell but do not track as inventory.

Accounting Overview

When you setup Non-Inventory Items, you choose a single Income account which tracks both purchases and sales of the item. When you purchase an item the cost is subtracted from that income account. When you sell an item the proceeds are added to that income account. In this way gross profits can be tracked.

It is possible to track COGS or expenses separately by using the “This item is purchased for and sold to a specific Customer” checkbox. See the dedicated section about its usage, below.

Form Access

From the main menu, click Customers | New Invoice Item, or

From the toolbar, click the Add New Item button.

New Item from Toolbar

Usage

In short, select an invoice item Type from the drop-down list then complete the necessary fields in that form. Each item type has different fields to complete.

Unique Fields & Buttons

Non-Inventory - Used for Specific Customer — Non-Inventory – Used for Specific Customer

“This item is purchased for and sold to a specific Customer” – this checkbox is unique to setting up a Non-Inventory Part. It allows for tracking the item’s COGS or expense separate from the item’s Income account. Use of this option is explained fully, below. You can mass update this option for non-inventory and service item types using the Mark Items to be Sold Utility.

General Tab – Checkbox Not Ticked

Complete the General tab of a new Non-Inventory Part form. Notice that the checkbox “This item is purchased for and sold to a specific Customer” is NOT checked.

Non-Inventory Part - Group Tab - Not Checked — Non-Inventory Part – Group Tab – Not Checked

Description – An item explanation. Customers will potentially see this description.
Retail Price – Enter the retail price charged to customers when the item is sold.
Labor Minutes – Optional: Add the number of labor minutes required to replace, install, or otherwise deal with this item.
This is a Commonly Used Item – Tick this box if this charge is an item that is used often to have the item appear at the top of various mobile lists to make a selection faster.

General Tab – Checkbox Ticked

When “This item is purchased for and sold to a specific Customer” box is checked, the General tab will then appear exactly like the General tab for a regular Inventory Part. Refer to the related topic on adding an inventory part for information on its setup.

Non-Inventory - Used for Specific Customer - Checked — Non-Inventory – General Tab – Used for Specific Customer – Checked

Accounting Tab – Checkbox Not Ticked

The Accounting tab of a Non-Inventory Part. Here, purchase costs are subtracted from the income account, while sales revenue is added to the income account, thus tracking gross profits. Enter default accounting and tax information for the item in the Accounting tab. In the illustration below, it is assumed here that the “This item is purchased for and sold to a specific Customer” checkbox is NOT ticked. See the section below on use of that checkbox.

Non-Inventory - Used for Specific Customer - Not Checked - Accounting Tab — Non-Inventory – Used for Specific Customer – Not Checked – Accounting Tab

Income Account – Choose the account to use to track both purchase costs and sales revenue for the item. Purchase costs are subtracted from the account, while sales revenue is added to the account.
Tax Code – Used to set a default tax code for the particular item. This is not a mandatory field and may be left blank if a compelling reason to use it is not found.
Item Sales Commission – Enter a dollar amount to pay sales commission. Used for the Item Commission method.

Accounting Tab – Checkbox Ticked

Non-Inventory - Used for Specific Customer - Checked - Accounting Tab — Non-Inventory – Used for Specific Customer – Checked – Accounting Tab

Income Account – Based on your accountant’s recommendation, choose which of your income accounts to use when a sale of the item occurs.
COGS Account – Based on your accountant’s recommendation, choose which of your Cost Of Goods (COGS) accounts to use when a purchase of the item from a vendor occurs.
Tax Code – Used to set a default tax code for the particular item. This is not a mandatory field and may be left blank if a compelling reason to use it is not found.
Item Sales Commission – Enter a dollar amount to pay sales commission. Used for the Item Commission method.

Qty Checking Tab – Same for Checked or Not Checked

The “Qty Checking” feature is used to setup custom alerts which warn when an attempt is made to sell either too little, or too much of a particular invoice item. This screen is the same, regardless if the “This item is purchased for and sold to a specific Customer” box is checked nor not. See the related topic, “Items – Qty Checking” for detailed information on the feature.

Non-Inventory Part - Qty Tab — Non-Inventory Part – Qty Tab

Use of the “This item is purchased for and sold to a specific Customer” Checkbox

As described above, when you setup Non-Inventory Items, you choose a single Income account which tracks both purchases and sales of the item. When you purchase an item, the cost is subtracted from that income account. When you sell an item, the proceeds are added to that income account. In this way, gross profits can be tracked. The downside is when tax time rolls around there is no easy way to determine your cost of goods sold. To figure COGS, you would have to examine all of your sales transactions. If you have many transactions, this would be impractical.

This dilemma can be overcome by ticking the checkbox which reads “This item is purchased for and sold to a specific Customer” (see illustration). When ticked, a “COGS or Expense” field is added to the Accounting tab, and the rest of the form becomes identical to that of an Inventory Part (minus the inventory tab, of course). With the new “COGS or Expense” field in place, you can track the cost of goods sold separate from income, making your accounting more precise and user-friendly at tax time. From an accounting perspective, when this sort of non-inventory item is purchased it is immediately recorded as COGS. This feature also allows for job costing on the item without having to track it as an inventory part.

Ticking the “This item is purchased for and sold to a specific Customer” checkbox makes available the “COGS or Expense” field, used to track cost of goods sold and facilitate job costing on non-inventory parts, without having to track inventory.

To help understand how and at what point COGS (or expense) is recorded for a non-inventory part versus an inventory part, the following table is provided. Notice that whether by reducing an income account or by increasing a COGS or expense account, non-inventory items are always “expensed” at the time of purchase, never at the time of sale.

When Is COGS Recorded?
	Account Used
Item Type	At Purchase	At Sale
Inventory Item	The Item’s Asset Account (Inventory)	COGS
Non-Inventory Item (Checkbox Not Ticked)	The Item’s Income Account (by a reduction)	N/A
Non-Inventory Item (Checkbox Ticked)	The Item’s COGS or Expense Account	N/A

Invoice Items – Inventory Part

Explaining the Inventory Part Item Type and How it is Used in Accounting

Invoice Items – Inventory Part are items you buy, track as inventory, and then resell. Through inventory part items, you can keep track of how many items remain in stock after a sale, how many items you have on order, your cost of goods sold, and the value of your inventory. Note that Total Office Manager does not track inventory through the manufacturing process.

How Your Accounting is Affected

When you setup Inventory Items, you choose the Income account, the COGS account, and the Asset account to use when these items are bought, stored, and sold.

When you receive an inventory part, it’s value increases your asset account for that item (probably an account called Inventory — ask your accountant) and it also increases your Accounts Payable account by the same amount.

When you sell an inventory item, it’s cost is tracked in whatever Cost of Goods Sold account you chose for the item, and the money you made from the sale goes to the Income account you chose.

How to Access the Form

From the main menu, click Customers | New Invoice Item, or

From the toolbar, click the Add New Item button.

New Item from Toolbar

Using the Inventory Part

In short, select an invoice item Type from the drop-down list then complete the necessary fields in that form. Each item type has different fields to complete.

General Tab

Purchase Description – An item explanation which is used internally when purchasing and replenishing inventory. This description probably contains more industry specs and detail than the sales description.
Sales Description – An item explanation which appears on sales receipts and invoices. Customers will potentially see this description. It is typically simpler and more straightforward than the purchase description. It should be more sales oriented.
Estimated Cost – Used to record the expected purchase price of the item. Enter your best guess cost for this item. The software will track the actual cost. Use this for reference and double checking.
Unit of Measure – Preference must be enabled for use. Allows you to purchase a container and sell by the unit.
Preferred Vendor – If applicable, choose the favored vendor from which to purchase this item. This will be used when creating purchase orders from estimates and other forms. The Per Preferred Vendor option uses this information to determine what vendor to select for each item that a PO is created for.
Mfg Warranty – A short field used to jot down basic manufacturer warranty info.
Bin – Used to record in which bin a smallish part might be stored. For instance, small, blue, 16-guage widgets might be stored in bin G-23. The “Bin” button opens the Item Bins form which is used to record this same sort of bin info for multiple warehouses.
Bin Setup button – This opens a form that allows you to set a reorder point for each warehouse. You can also enter bin numbers and bin number notes.
SDS Required – Ticking the SDS Required checkbox indicates that a Material Safety Data Sheet for this item needs to be kept available on file. This field was formerly known as MSDS or Material Safety Data Sheet.
Markup Method – After setting up your Price Level List and your Inventory Markup Table List, select the means used to markup the inventory part here. The results of the chosen markup method will be proposed in the Suggested Retail Price field. Clicking the Suggested Retail Price button accepts the calculation and copies the suggested price into the Retail Price field.
Retail Price – Enter the actual retail price to charge for the item. This may be the same as the Suggested Retail Price, or it may be manually entered as any desired amount.
List Price – This might be the highest price anyone would ever pay. It may also be price supplied by your vendor. There are “Markdown” methods that use List Price to calculate a Retail Price.
Weight – If known, used to record the weight of the item. Useful for calculating freight if larger volumes are warehoused.

Inventory Tab

The Inventory tab has two different views. Initially, the view allows direct entry of current inventory data. After the first save, the Inventory tab will no longer accept direct entry of inventory levels. Instead, the tab simply displays current levels. To modify inventory levels after the initial save, use the “Adj Qty OH” button to open Add Inventory Adjustment form designed specifically for that use. After the first save, the “Load” button appears, which refreshes the display to reflect the most recent changes available.

Reorder Point – When inventory dips below the Reorder Point setting, it will help when doing Inventory Replenishment.
Department – If the item is typically used in one department rather than an other, the default department for that item is selected from the drop-down list. For instance, if this part was a wall-mounted thermostat, the department HVAC department would probably be picked instead of the Plumbing department. This field is not mandatory and may be left blank. Note: Departments must first have been setup in the program before they are available from the drop-down list.
Quantity/Warehouse – When setting up a new inventory item for the first time (illustrated below), existing inventory levels can be directly entered into the Inventory tab using the Quantity/Warehouse table. Simply enter the number of items on hand in the Quantity field, then select the appropriate location using the Warehouse drop-down button. Note: Warehouses must first have been setup in the program before they are available from the drop-down list.
Average Cost – Displays the historical average cost paid over the lifetime of the item, unless the item inventory ever reaches zero. When the inventory of an item reaches zero, the average cost is reset.
Back Ordered – Displays any current back-ordered quantities.
Load – Refreshes the inventory display with the most current data.

Accounting Tab

The Accounting tab is used to setup item defaults related to accounting, tax code usage, and pop-up notes.

- Income Account – Based on your accountant’s recommendation, choose which of your income accounts to use when a sale of the item occurs.
- COGS Account – Based on your accountant’s recommendation, choose which of your Cost Of Goods (COGS) accounts to use when a purchase of the item from a vendor occurs.
- Asset Account – Based on your accountant’s recommendation, choose which of your asset accounts to use when you receive into your possession delivery of this item. Many companies use an asset account called “Inventory”.
- Tax Code – Used to set a default tax code for the particular item. This is not a mandatory field and may be left blank if a compelling reason to use it is not found.
- Item Sales Commission – Enter a dollar amount to pay sales commission. Used for the Item Commission method.

Qty Checking Tab

Inventory Part - Qty Tab — Inventory Part – Qty Tab

The “Qty Checking” feature is used to setup custom alerts which warn when an attempt is made to sell either too little, or too much of a particular invoice item. See the related topic, “Items – Qty Checking” for detailed information on the feature.

Tips on Inventory Parts

Items on sales increases income, increase cost of goods, and decreases inventory assets.
Items on purchases increase inventory assets and increase accounts payable or decrease cash.
Total Office Manager cannot track manufacturing inventory for products you build and sell. In other words, when you “build” an item from other items, inventory is not relieved when the build is complete. This is often referred to as “Assembly” inventory. Instead, Total Office Manager relieves inventory when the Group item is sold.

Importing Data Into Total Office Manager

Detailed Instructions for Importing Records and Transactions

This help topic explains how to import data into Total Office Manager. You have the ability to import a large number of Data Types including customers, job, items, bills, vendors, item adjustments, serial numbers, adjusting journal entries, and a lot of other records and transactions. Click this link for a complete list.

This help topic does not details related to importing bills, item receipts, credit card charges, and other A/P related transactions. There is a link for that at the bottom of this page.

Using the File Import

The import feature includes a quite easy to use wizard that guides you through the entire process. The use of this feature is intended to import data from other programs. For example, you may have a large customer list from another software program that allows exporting. You would, first, export that customer list from the other software program, format it for available fields, and then import it into Total Office Manager.

Note: This particular import feature is NOT meant to be used to import Flat Rate Plus data. We have a special import wizard specifically designed for importing Flat Rate Plus data into Total Office Manager. For more information on importing Flat Rate if you are on Aptora Hosted, you may review Importing Flat Rate Plus for Aptora hosted Solutions.

File Types & Data Types

File Types

Total Office Manager allows users to import using various file types which can be created either directly by exporting from other software or created for use with Total Office Manager. Importable file types are as follows. Any file types not listed below cannot be imported by users and must first be converted into one of these acceptable file types first:

Microsoft Excel (.xls, .xlsx) Files
Comma Separated Values (.CSV) Files
Microsoft Access (.mdb, .accdb) Files
Text (.txt) Files
Note: ASCII Text files can be created using various different “delimiters”. Unless users have a specific reason for doing so or otherwise cannot avoid it, we recommend that users create Tab Delimited files. There are several types of delimiters you may use.
- Comma (,) – This key is located to the right of the letter M.
- Tab – This key is located to the left of the letter Q.
- Semicolon (;) – This key is located to the right of the letter L.
- Colon (:) – This key is located to the right of the letter L.
- Pipe (|) – This key is located to the right of the bracket ({} []) key above the <ENTER> key.

While the most commonly used delimiter is a comma, it is recommended to use a delimiter which is not often used in standard text, like a pipe ( | ).

Data Types

For the purposes of properly formatting your data file, regardless of the type, it is important to understand the various data types and how to properly use them. The following lists the various data types encountered in Total Office Manager and a description:

String: A combination of characters which can be alpha, numeric, or special characters, such as exclamation points, question marks, or parenthesis.
Double: A decimal (e.g. 4.096)
Long: A whole number (e.g 4096).
Date: A date. Must be formatted as mm/dd/yyyy.
Boolean: A Boolean represents a True/False or Yes/No value. This is usually a checkbox option within a form, where checked means True/Yes and unchecked means False/No. Your file can have “True”, “False”, “Yes”, or “No”.
Lookup: This data must exist in the software. The import will look elsewhere in the software to match the mapped field. An example of a Lookup field would be a field where a Chart of Accounts account selection is required. The account must already exist in Total Office Manager before it can be selected in the import field as the import will not create the Chart of Account if it does not exist. See the topic “Order of Import” for more information.
Memo: A string value field. This field is typically used for notes.

File Headers

This is the first row of your file. We recommend that your file have headers and that they match the name of the Column Header shown in this help topic. Using headers makes importing easier.

Order of Import

When importing records with Lookup fields, you should consider the order of importing. For example: When importing Vendors, you may also include a Vendor Type in your import file. The Vendor type must exists, otherwise it will not be imported. If this field is not required, the record will still import and you can fix it later. If you import the Vendor Types first, the imported Vendors will use those Types.

Set Certain Import Preferences

It’s a good idea to set certain preferences before importing items or transactions.

Items > Company Preferences > Default Values
Set a value for each list within that frame.

Import Form Access

From the main menu click File | Company Utilities | Import.

Step-By-Step

Backup your company file (database) before doing any importing. If the import causes major problems, you may need to consider restoring the backup.
Go to File | Company Utilities | Import to begin the import process.
In the Open dialog, locate and select the file you wish to import. Take care to change the “File Type” (above the Open button) to the specific type you wish to import. You may also select the “All Files” option.
In the “Data Type To Import” list, select the data that describes what you are importing and click Next. If you do not see a description of what you are trying to import, Total Office Manager does not allow users to import it. Please contact the Aptora Help Desk at helpdesk@aptora.com and let us know what you need imported.
If the first row of the file you are importing contains field names (e.g. Type, Email, Name, Price, etc.), check the First Row Contains Field Names box. See tips below for more information.
Select the type of delimiter used to separate the records in the import file. Tab is the most common.

When you make the selection, you will see an instant preview of the import data. If it looks correct, continue. Otherwise try Comma, Space, or Other. The Other option will require you to enter the delimiter in the box provided. If you are unsure, ask the person that created the file for you.
Field Mapping is a particularly major step and should be done very carefully. In the “Map Fields” section, under the column named Total Office Manager Field, select the data type that describes the field you are importing. The Sample Data column displays the fields from the first record in the import file. This is shown to help you figure out what the field should be mapped (matched) to in Total Office Manager. Double-check your work and click Next.
Click the Clip Strings to Length to allow the software to cut off excess data where the information entered in the import file for any specific field may be longer than the length allowed for the field in Total Office Manager.
Click the Overwrite Existing Data checkbox to allow the software to overwrite (update) the information if duplicates are found. This is particularly important if you are importing to update data which already exists in Total Office Manager.
Click NEXT to proceed
Read the Import Agreement and check the checkbox stating that you have read, understand, and agree to the risks and responsibility as stated in the agreement.
Click NEXT to proceed
Click Import to begin the import.

Once the import has completed you will be given the option to save the import log. It is highly recommended that you save this log as its contents can be useful in troubleshooting any problems related to imported data.
After the import, immediately study the results (before letting anyone else work in the program). If you see problems, restore your original company file.

Data Types & Field Definitions

The following lists all the types of data that can be imported, such as customers, employees, and vendors, as well as each field related to that data type, field lengths, and notes. Any field which is required for importing contains an asterisk (*).

Appointment Types

Column Name	Field Type	Required	Max Length	Notes
Name	String	Yes	30
Inactive	Boolean	No

Chart of Accounts

Chart of Accounts are the foundation of the accounting processing. These accounts are used in items, bills, check, journal entries, inventory adjustments, etc. Importing parents and children (sub-accounts) is a two step process.

Column Name	Field Type	Max Length	Notes
Parent*	Lookup/Text	50	This is the name of the parent account (if any). This field is only required when importing COA Children (sub-accounts). The Parent must be a Chart of Account record that already exists in Total Office Manager. Example: Utilities.
Name*	Text	50	This is the name of the name of the COA. Example: Rent or Electricity.
Number*	Text	20	The number assigned to this account. This field may contain letters, however that is unusual in accounting. Example: 6010
Type*	Lookup/Text	30	Available types for entry are: Bank, Accounts Receivable, Other Current Asset, Fixed Asset, Other Asset, Accounts Payable, Credit Card, Other Current Liability, Long Term Liability, Equity, Income, Cost of Goods Sold, Expense, Other Income, Other Expense.
Inactive	Boolean		You may leave this field blank, and the record will be imported as Active. You may enter No, False, or Active for an active record, Yes, True, or Inactive for an inactive record.
Account Number	Text	30	This field is only present on Bank and Credit Card account types.
Description	Memo		This can be used to describe what the account is used for.
Date Created	Date		This must be in a Date format. Example: MM/DD/YYYY or 12/31/2030
Date Revised	Date
Fixed or Variable	Lookup/Text		This option is for expense account types only. Options you may enter are: Fixed or Variable. You may also leave this blank.
Balance As Of Date	Date		This is the date the opening balance is effective.
Opening Balance	Double (numeric)		If you enter an amount here, the balance amount will be entered for the newly created account. Will not adjust the balance for existing COA with financial history.
What Best Describes This	Text		This option is for Income, Cost of Goods Sold, Other Income, and Other Expense account types only. Options you may enter are: Payroll and Labor Only, Parts and Material, Serialized Inventory, Sub Contractor, Other Direct Costs, Marketing & Advertising, Administration Labor, Sales Labor, Officer’s/Owner’s Salary, Other Labor, Warranty, Call-Backs, or Bad Debt.

Customer Types

Column Name	Field Type	Required	Max Length	Notes
Name	String	Yes	50
Inactive	Boolean	No

Customer Contacts

Column Name	Field Type	Required	Max Length	Notes
Customer	Lookup	No
Name	String	No	50
Phone	String	No	20
Extension	String	No	5
Cell	String	No	50
Pager	String	No	20
Fax	String	No	20
Email	String	No	50`

Customers

Column Name	Field Type	Required	Max Length	Notes
Name	String	Yes	50
Parent	String	Yes	50	Field only visible when importing Jobs
Company Name	String	No	50
Salutation	String	No	50
First Name	String	No	25
Middle Initial	String	No	25
Last Name	String	No	25
Contact	String	No	50
Phone	String	No	20
Phone Ext	String	No	5
Cell Phone	String	No	20
Fax	String	No	20
Alt Phone	String	No	50
Email	String	No	50
Address	String	No	50
Address2	String	No	50
City	String	No	30
State	String	No	30
Zip	String	No	20
County	String	No	150
Country	String	No	20
Ship Address	String	No	50
Ship Address2	String	No	50
Ship City	String	No	30
Ship State	String	No	30
Ship Zip	String	No	20
Ship County	String	No	150
Ship Country	String	No	20
Type	Lookup	No
Terms	Lookup	No
Tax Item	Lookup	No
Resale Number	String	No	30
Account Number	String	No	30
Payment Method	Lookup	No
Job Type	Lookup	No
Notes	Memo	No
Inactive	Boolean	No
Pager	String	No	20
Pin	String	No	20
Website	String	No	100
A/R Account	Lookup	No
Marketing Source	Lookup	No
Date Created	Date	No
MapCode	String	No	35
Date Revised	Date	No
Foreman	Lookup	No
Sales Rep	Lookup	No
Industry Code Primary	Lookup	No
Industry Code Secondary	Lookup	No
Employee Count	Long	No
Year Started	Long	No
Open Notes on WOs	Boolean	No
Open Notes on Log	Boolean	No
Open Notes on Edit	Boolean	No
Credit Limit	Double	No
Credit Hold	Boolean	No
Uses AIA	Boolean	No
Job Status	Lookup	No
Start Date	Date	No
Projected End Date	Date	No
Completion Date	Date	No
Projected Total	Double	No
Contract No.	String	No	20
Job Description	String	No	100
Job Details	String	No	100
No Marketing	Boolean	No
No Finance Charge	Boolean	No
No Statement	Boolean	No
No Mail	Boolean	No
No Fax	Boolean	No
No Email	Boolean	No
No Phone	Boolean	No
Overhead	Double	No
Dollar or Percent	String	No	20
Labor Burden	Double	No
Owner	String	No	50
Department	Lookup	No
Markup Method	Lookup	No
Ship County	Lookup	No
Pronounced	String	No	100

Customer:Jobs

Column Name	Field Type	Required	Max Length	Notes
Parent	Lookup	Yes		Parent must be a Customer or Job record that already exists in Total Office Manager.
Name	String	Yes	50
Parent	String	Yes	50	Field only visible when importing Jobs
Company Name	String	No	50
Salutation	String	No	50
First Name	String	No	25
Middle Initial	String	No	25
Last Name	String	No	25
Contact	String	No	50
Phone	String	No	20
Phone Ext	String	No	5
Cell Phone	String	No	20
Fax	String	No	20
Alt Phone	String	No	50
Email	String	No	50
Address	String	No	50
Address2	String	No	50
City	String	No	30
State	String	No	30
Zip	String	No	20
County	String	No	150
Country	String	No	20
Ship Address	String	No	50
Ship Address2	String	No	50
Ship City	String	No	30
Ship State	String	No	30
Ship Zip	String	No	20
Ship County	String	No	150
Ship Country	String	No	20
Type	Lookup	No
Terms	Lookup	No
Tax Item	Lookup	No
Resale Number	String	No	30
Account Number	String	No	30
Payment Method	Lookup	No
Job Type	Lookup	No
Notes	Memo	No
Inactive	Boolean	No
Pager	String	No	20
Pin	String	No	20
Website	String	No	100
A/R Account	Lookup	No
Marketing Source	Lookup	No
Date Created	Date	No
MapCode	String	No	35
Date Revised	Date	No
Foreman	Lookup	No
Sales Rep	Lookup	No
Industry Code Primary	Lookup	No
Industry Code Secondary	Lookup	No
Employee Count	Long	No
Year Started	Long	No
Open Notes on WOs	Boolean	No
Open Notes on Log	Boolean	No
Open Notes on Edit	Boolean	No
Credit Limit	Double	No
Credit Hold	Boolean	No
Uses AIA	Boolean	No
Job Status	Lookup	No
Start Date	Date	No
Projected End Date	Date	No
Completion Date	Date	No
Projected Total	Double	No
Contract No.	String	No	20
Job Description	String	No	100
Job Details	String	No	100
No Marketing	Boolean	No
No Finance Charge	Boolean	No
No Statement	Boolean	No
No Mail	Boolean	No
No Fax	Boolean	No
No Email	Boolean	No
No Phone	Boolean	No
Overhead	Double	No
Dollar or Percent	String	No	20
Labor Burden	Double	No
Owner	String	No	50
Department	Lookup	No
Markup Method	Lookup	No
Ship County	Lookup	No
Pronounced	String	No	100

Customers: Updating Customers

Column Name	Field Type	Required	Max Length	Notes
ID	Long	Yes		The ID used must be assigned to a Customer or Job record that already exists in Total Office Manager. The ID can be found by viewing the ID field/column on the Customer:Job List
Name	String	Yes	50
Parent	String	Yes	50	Field only visible when importing Jobs
Company Name	String	No	50
Salutation	String	No	50
First Name	String	No	25
Middle Initial	String	No	25
Last Name	String	No	25
Contact	String	No	50
Phone	String	No	20
Phone Ext	String	No	5
Cell Phone	String	No	20
Fax	String	No	20
Alt Phone	String	No	50
Email	String	No	50
Address	String	No	50
Address2	String	No	50
City	String	No	30
State	String	No	30
Zip	String	No	20
County	String	No	150
Country	String	No	20
Ship Address	String	No	50
Ship Address2	String	No	50
Ship City	String	No	30
Ship State	String	No	30
Ship Zip	String	No	20
Ship County	String	No	150
Ship Country	String	No	20
Type	Lookup	No
Terms	Lookup	No
Tax Item	Lookup	No
Resale Number	String	No	30
Account Number	String	No	30
Payment Method	Lookup	No
Job Type	Lookup	No
Notes	Memo	No
Inactive	Boolean	No
Pager	String	No	20
Pin	String	No	20
Website	String	No	100
A/R Account	Lookup	No
Marketing Source	Lookup	No
Date Created	Date	No
MapCode	String	No	35
Date Revised	Date	No
Foreman	Lookup	No
Sales Rep	Lookup	No
Industry Code Primary	Lookup	No
Industry Code Secondary	Lookup	No
Employee Count	Long	No
Year Started	Long	No
Open Notes on WOs	Boolean	No
Open Notes on Log	Boolean	No
Open Notes on Edit	Boolean	No
Credit Limit	Double	No
Credit Hold	Boolean	No
Uses AIA	Boolean	No
Job Status	Lookup	No
Start Date	Date	No
Projected End Date	Date	No
Completion Date	Date	No
Projected Total	Double	No
Contract No.	String	No	20
Job Description	String	No	100
Job Details	String	No	100
No Marketing	Boolean	No
No Finance Charge	Boolean	No
No Statement	Boolean	No
No Mail	Boolean	No
No Fax	Boolean	No
No Email	Boolean	No
No Phone	Boolean	No
Overhead	Double	No
Dollar or Percent	String	No	20
Labor Burden	Double	No
Owner	String	No	50
Department	Lookup	No
Markup Method	Lookup	No
Ship County	Lookup	No
Pronounced	String	No	100

Departments

Column Name	Field Type	Required	Max Length	Notes
Name	String	Yes	50
Alias	String	Yes	4	Must be unique
Inactive	Boolean	No
Notes	Memo	No

Departments – Children

Column Name	Field Type	Required	Max Length	Notes
Parent	Lookup	Yes		Parent must be a Department record that already exists in Total Office Manager.
Name	String	Yes	50
Alias	String	Yes	4	Must be unique to all parent and children.
Inactive	Boolean	No
Notes	Memo	No

Employee Types

Column Name	Field Type	Required	Max Length	Notes
Name	String	Yes	20
Inactive	Boolean	No

Employees

Column Name	Field Type	Required	Max Length	Notes
Alias	String	Yes	10
Salutation	String	No	15
First Name	String	No	25
Middle Initial	String	No	5
Last Name	String	No	25
Print On Check	String	No	70
Address	String	No	50
Address2	String	No	50
City	String	No	35
State	String	No	30
Zip	String	No	20
Country	String	No	20
Phone	String	No	21
Phone Ext	String	No	5
Fax	String	No	21
Alt Phone	String	No	21
Email	String	No	100
Pager	String	No	20
Pin	String	No	20
Type	Lookup	No
SSN	String	No	11
Date Hired	Date	No
Date Released	Date	No
Deceased	Boolean	No
Notes	Memo	No
Inactive	Boolean	No
Cell Phone	String	No	20
Website	String	No	100
Employee Number	String	No	25
Title	String	No	25
Date of Birth	Date	No
Department	Lookup	No
Date Created	Date	No
Date Revised	Date	No

Equipment Manufacturers

Column Name	Field Type	Required	Max Length	Notes
Name	String	Yes	20
Inactive	Boolean	No

Equipment Types

Column Name	Field Type	Required	Max Length	Notes
Name	String	Yes	20
Inactive	Boolean	No

Fixed Assets

Column Name	Field Type	Required	Max Length	Notes
Name	String	Yes	50
Number	String	No	10
Serial Number	String	No	30
Location	String	No	50
Manufacturer	Lookup	No
Employee	Lookup	No
Department	Lookup	No
Type	Lookup	No
New	Boolean	No
Warranty Exp.	Date	No
Extended Warranty Exp.	Date	No
Extended Warranty #	String	No	30
Description	Memo	No
In-Service Date	Date	No
Cost	Double	No

Industry Codes

Column Name	Field Type	Required	Max Length	Notes
Code	String	Yes
Type	String	Yes
Description	String	No
AKA	String	No

Item Categories

Column Name	Field Type	Required	Max Length	Notes
Name	String	Yes	35
Inactive	Boolean	No

Groups Item

Column Name	Field Type	Required	Max Length	Notes
Name	String	Yes	55	This is the item number for this Group Item.
Group Item	Lookup	Yes		You cannot import a Group item into a Group item. When importing Group items, the items within that Group item must already exist. Import individual items first.
Quantity	Double	No
Sales Description	Memo	No
Inactive	Boolean	No
Category	Lookup	No

Items

Use this option to import the following item types: Serialized, Inventory Part, Serialized, Non-Inventory Part, Other Charge, and Service. There are import options for other items types.

Column Name	Field Type	Required	Max Length	Notes
Name/Number	String	Yes	55	If the item number already exists, nothing will be updated on that item. There are other import options for adjusting the quantity on hand and certain other values.
Type	String	Yes	30	Your import file must include an exact match to one of these types. Your file may contain a mix of these. Serialized, Inventory Part, Serialized, Non-Inventory Part, Other Charge, and Service. You cannot import serial numbers. You will not be able to change the Item type with an import.
Price	Double	No
Cost	Double	No
Weight	Double	No
Inactive	Boolean	No
Category	Lookup	No
Sales Description	Memo	No
Purchase Description	Memo	No
Dollar or Percent	String	No	10
Purchased	Boolean	No
Bin	String	No	15
SDS Required	Boolean	No		Formerly known as MSDS or Material Safety Data Sheet
Income Account	Lookup	Yes/No		Use the Account Number, not the Name. The account requirement depends on the Item Type used as well as use of the “Purchased…” checkbox. Please verify the specific usage of the item type you are working with.
Expense/COGS Account	Lookup	Yes/No		Use the Account Number, not the Name. The account requirement depends on the Item Type used as well as use of the “Purchased…” checkbox. Please verify the specific usage of the item type you are working with.
Asset Account	Lookup	Yes/No		Use the Account Number, not the Name. The account requirement depends on the Item Type used as well as use of the “Purchased…” checkbox. Please verify the specific usage of the item type you are working with.
Deposit Account	Lookup	No		Specific to Payment type items.
Tax Code	Lookup	No
Vendor	Lookup	No
Notes	Memo	No
Date Created	Date	No
Date Revised	Date	No
Reorder point	Double	No
Markup Method	Lookup	No
Labor Minutes	Double	No

Inventory Adjustment – Non-Serialized

This import adds non-serialized quantity item adjustments for existing items. This import does the same thing as if you manually entered a non-serialized item adjustment for a quantity, by hand.

Column Name	Field Type	Required	Max Length	Notes
Item	String	Yes	55	The item name/number> The item must exist. It will not be added.
Qty to Add	Double	Yes		How many items you wish to add. This is not the new quantity.
Cost	Double	Yes		The price that you pay for this item.
Date	Date	Yes		The date that you want this transaction to apply to. This is the date you want to affect financials.
Warehouse	Lookup	Yes		The warehouse you wish to have the quantity adjusted on.
Account	Lookup	No		This is the account you wish to use for this transaction. This might be “Shrinkage” or “Inventory Adjustment”. It is usually a COGS or Expense account. If no account is selected, Opening Balance Equity will be used. This is a built-in system account and typically not the best choice.
Department Alias	Lookup	No		The unique four-character alias that is used to identify the department. Enter a value if you wish to departmentalize the adjustment.
Customer:Job ID	Lookup	No		The database ID of the customer. Enter a value if you wish to associate this expense with a customer or job. Note: This is the internal ID of this customer. You will find this value in the Customer:Job list (as a column) or in the Payment Info tab, next to the Account # field.
Memo	Memo	No		The Memo field where you may enter a note about the adjustment.

Item Bins

Column Name	Field Type	Required	Max Length	Notes
Item	Lookup	Yes
Warehouse	Lookup	Yes
Bin	String	Yes	20
Location	String	No	255

Job Types

Column Name	Field Type	Required	Max Length	Notes
Name	String	Yes	50
Inactive	Boolean	No

Marketing Types

Column Name	Field Type	Required	Max Length	Notes
Name	String	Yes	50
Inactive	Boolean	No
Description	Memo	No

Marketing Types – Children

Column Name	Field Type	Required	Max Length	Notes
Parent	Lookup	Yes
Name	String	Yes	50	Group Item must be an Invoice Item record that already exists in Total Office Manager.
Inactive	Boolean	No
Description	Memo	No

Sales Tax Items

Column Name	Field Type	Required	Max Length	Notes
Name/Number	String	Yes	55
Rate	Double	Yes
Vendor	Lookup	No
Description	Memo	No

Ship Via

Column Name	Field Type	Required	Max Length	Notes
Name	String	Yes	20
Inactive	Boolean	No

Tax Code

Column Name	Field Type	Required	Max Length	Notes
Tax Code	String	Yes	55
Taxable	Boolean	Yes
Inactive	Boolean	No
Description	String	No

Vendor Types

Column Name	Field Type	Required	Max Length	Notes
Name	String	Yes	20
Inactive	Boolean	No

Vendors

Column Name	Field Type	Required	Max Length	Notes
Vendor Name	String	Yes	50
Company Name	String	No	50	Vendors can have a separate Company Name.
Salutation	String	No	15
First Name	String	No	25
Middle Initial	String	No	5
Last Name	String	No	25
Contact	String	No	50
Phone	String	No	21
Phone Ext	String	No	5
Cell Phone	String	No	20
Fax	String	No	21
Alt Phone	String	No	21
Alt Contact	String	No	50
Email	String	No	100
Address	String	No	50
Address2	String	No	50
City	String	No	50
State	String	No	30
Zip	String	No	30
Country	String	No	20
Ship Address	String	No	20
Ship Address2	String	No	50
Ship City	String	No	50
Ship State	String	No	30
Ship Zip	String	No	30
Ship County	String	No	20
Ship Country	String	No	150
PrintOnCheck	String	No	20	Print on Check: The name you want printed on checks.
Type	Lookup	No	70
Terms	Lookup	No		The Term must already exist or it will not be selected on the vendor.
AP Account	Lookup	No		The Chart of Account name. This is usually Accounts Payable. We do not use the Account Number field. If this information is missing, it will use the Company Default in Preferences (if there is one). Otherwise, the Vendor will not be imported.
Credit Limit	Double	No
Eligible For 1099	Boolean	No
Notes	Memo	No
Inactive	Boolean	No
Pager	String	No	20
Pin	String	No	20
Website	String	No	100
Account Number	String	No		This is your account number the vendor assigned to you. This has nothing to do with your Chart of Accounts.
Date Created	Date	No
Date Revised	Date	No
Carrier #	String	No	15

Warehouses

Column Name	Field Type	Required	Max Length	Notes
Name	String	Yes	20
Type	String	No	10
Description	String	No	50
Contact	String	No	30
Address	String	No	50
Address2	String	No	50
City	String	No	30
State	String	No	30
Zip	String	No	20
Country	String	No	20
Inactive	Boolean	No
Phone	String	No	20
Fax	String	No	20

Work Order Types

Column Name	Field Type	Required	Max Length	Notes
Name	String	Yes	20
Inactive	Boolean	No

Zip Codes

Column Name	Field Type	Required	Max Length	Notes
Zip Code	String	Yes	30
City	String	No	150
State	String	No	30
Area Code	String	No	10
Time Zone	String	No	50
County	String	No	150
Latitude	String	No	30
Longitude	String	No	30
Inactive	Boolean	No

Import and Import File Tips

VERY IMPORTANT: Be sure to do a backup of your company file (database) before you do any importing in Total Office Manager. After the import, immediately study the results (before letting anyone else work in the program). If you see problems, restore your original company file.
ASCII Text files can be created using various different “delimiters”. Delimiters are used to separate fields. They are how the software knows when one field ends and another field begins. If your text contains characters that are the same as a delimiter, but they are not meant to be a delimiter, the software will not “realize” this. The text will be broken into new fields each time the delimiter is encountered. A good delimiter is something that is not normally found in the text you are importing.
To prevent data discrepancies in your live company file, it is recommended to practice importing in a sandbox environment. This can be created by following the steps outlined in Creating a Training Environment.
You must have proper permission to perform an import. If you don’t, contact your Total Office Manager administrator.
A terrific way to understand the import process is to do an export from Total Office Manager. You can open the export file and see how it is formatted and laid out.
You can go back at anytime and change the various setting and selection that you made to any screen.
A delimiter is used to separate records so that software programs such as Total Office Manager know where things begin and end. When you export from a software program, you are typically asked what delimiter you wish to use. Tab is a particularly good choice.
Some files contain what are called headers (AKA: Field Names). These are basically words at the top of the page that identify the fields below. An example of a header may be “Company” or “Address” or “City”. You will need to check the First Row Contains Field Names so that Total Office Manager understands that the first row is not to be imported.
If your import file contains headers that exactly match the field name seen in the field selection list, the import will select those fields for you. Example: Your import file has a header called “Name/Number” and the matching field has the same name (which it does), the import will select that field for you.

Notes Related to Importing

This process can take anywhere from a few minutes to several hours depending on the size of the import file and the speed of your system. Please allow sufficient time to do this because you will not be able to use Total Office Manager while the process is going on.

Warehouse List

Introduction

The warehouse list keeps track of particular storage locations for your inventory. This form makes it easy to quickly locate your inventory by location via: Service Vans, Warehouse, Storage Unit, Showroom, Basement, Service Department , Branch office, etc. This topic explains how to add, edit, inactivate, and delete warehouses.

Example:

Many service companies find it useful to track inventory per truck. This makes it easier to transfer inventory from one place to another. Suppose a technician calls the office to say that they do not have a required part for a certain job. You could search Total Office Manager to see if that part exists not only in your warehouse, but in a vehicle. You could then have that tech deliver that part to their coworker.

Form Access

From the main menu, click Company | Lists | Warehouse List.

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Step-By-Step

Open the form and sort the list if desired.
To create a new warehouse, right-click anywhere in the list and choose New Warehouse from the pop-up menu.
To edit a warehouse, right-click on it and choose Edit Warehouse from the pop-up menu.
To delete a warehouse, right-click on it and choose Delete Warehouse from the pop-up menu.
To inactivate a warehouse, right-click on it and choose Make Warehouse Inactive from the pop-up menu.

Field Definitions

Type –	This is a required field. This refers to the physical location where the inventory is stored. Warehouse, Vehicle, Store Front or Other.
Name –	This is a required field. The name of the physical location. Example: Service Van, Service Dept. etc.
Description	This is a required field. It’s used for summarization. Example: Joe’s Van, Home Office, Second Branch, etc.
Contact Name –	The name of the person in charge at the particular location.
Address –	Address of physical location.
Address 2 –	Additional address information, if needed.
City –	Physical location of the warehouse.
State/Province –	Physical location of the warehouse.
Zip/Postal –	The zip code of physical location.
Country –	Country of physical location.
Phone –	Telephone number at the physical location.
Fax –	Fax number at the physical location.
OK –	To save.
Next –	To save and add the next warehouse location.

Tips

If you have a service van out in the field and a tech needs a part or equipment and there is another service van it the area this will help to increase customer service.
You may have two company locations and you get parts and equipment from each location (to eliminate dead inventory), you would maybe want to keep track of each location.
By tracking your inventory, if one of your service vans is have trouble with shrinkage, (thievery) at least you can get a good handle on it.
You can delete or inactivate multiple warehouses. To highlight multiple records , press and hold your CTRL key and click each record . You may also select a range of warehouses by highlighting the first warehouse in that range, pressing and holding your left Shift key, and clicking the last warehouse in that range.
You can select a warehouse and right click for common tasks.
We generally recommend that you avoid deleting warehouses. You should use the Inactivate option instead.

Inventory

Introduction

Accounting Overview

Form Access

Usage

Unique Fields & Buttons

General Tab – Checkbox Not Ticked

General Tab – Checkbox Ticked

Accounting Tab – Checkbox Not Ticked

Accounting Tab – Checkbox Ticked

Qty Checking Tab – Same for Checked or Not Checked

Use of the “This item is purchased for and sold to a specific Customer” Checkbox

Related Content

Explaining the Inventory Part Item Type and How it is Used in Accounting

How Your Accounting is Affected

How to Access the Form

Using the Inventory Part

General Tab

Inventory Tab

Accounting Tab

Qty Checking Tab

Tips on Inventory Parts

Related Content

Detailed Instructions for Importing Records and Transactions

Using the File Import

File Types & Data Types

File Types

Data Types

File Headers

Order of Import

Set Certain Import Preferences

Import Form Access

Step-By-Step

Data Types & Field Definitions

Appointment Types

Chart of Accounts

Customer Types

Customer Contacts

Customers

Customer:Jobs

Customers: Updating Customers

Departments

Departments – Children

Employee Types

Employees

Equipment Manufacturers

Equipment Types

Fixed Assets

Industry Codes

Item Categories

Groups Item

Items

Inventory Adjustment – Non-Serialized

Item Bins

Job Types

Marketing Types

Marketing Types – Children

Sales Tax Items

Ship Via

Tax Code

Vendor Types

Vendors

Warehouses

Work Order Types

Zip Codes

Import and Import File Tips

Notes Related to Importing

Related Content

Introduction

Example:

Form Access

Step-By-Step

Field Definitions

Tips

Related Content

Industries

SOLUTIONS

COMPANY

SUPPORT

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