All-In-One Field Service Management Software by Aptora –

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

New Invoice Item
New Invoice Item File Path
  • 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

Related Content

https://www.aptora.com/help/adding-invoice-items-overview/

Invoice Items – Group

Invoice Items – Inventory Part

Invoice Items – Other Charge

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
New Invoice Item
New Invoice Item File Path
  • 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

Inventory Part
Inventory Part – 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

Inventory Part - Inventory Tab
Inventory Part – 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

Inventory Part - Accounting Tab
Inventory Part – 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.

Related Content

Invoice Items – Group

https://www.aptora.com/help/adding-invoice-items-non-inventory-part/

https://www.aptora.com/help/adding-invoice-items-serialized/

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:

  1. Microsoft Excel (.xls, .xlsx) Files
  2. Comma Separated Values (.CSV) Files
  3. Microsoft Access (.mdb, .accdb) Files
  4. 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.

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

Import Form Access

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

Step-By-Step

  1. Backup your company file (database) before doing any importing. If the import causes major problems, you may need to consider restoring the backup.

  2. Go to File | Company Utilities | Import to begin the import process.

  3. 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.

  4. 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.

  5. 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.

  6. 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.

  7. 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.

  8. 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.

  9. 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.

  10. Click NEXT to proceed

  11. 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.

  12. Click NEXT to proceed

  13. 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.

  14. 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 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

  1. 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.
  2. 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.
  3. 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.
  4. You must have proper permission to perform an import. If you don’t, contact your Total Office Manager administrator.
  5. 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.
  6. You can go back at anytime and change the various setting and selection that you made to any screen.
  7. 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.
  8. 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.
  9. 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.

Related Content

How to Import Bills, Vendor Credits, and Item Receipts

Creating, Editing, and Importing Budgets

Importing Flat Rate Plus™ Data into Total Office Manager

Importing Flat Rate Plus for Aptora Hosted Solutions

Importing Timesheets

 

 

 

 

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

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

Field Definitions

Add Warehouse Form
Add Warehouse Form

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.

Related Content

Inventory Transfer

Inventory Adjustment and Review

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