Items – Qty Checking

By |2021-07-27T16:23:32-05:00July 26th, 2019|Comments Off on Items – Qty Checking

Introduction

The “Qty Checking” feature is used to setup custom alerts which appear when an attempt is made to sell either too little, or too much of a particular invoice item.

For example, if copper tubing is to be sold in 5-foot minimum increments, and a 2-foot increment in entered on a sales form, an alert can be set to warn the user that this item is to be sold in 5-foot increments only.

Conversely, if an abnormally large quantity of R-22 refrigerant is entered on a sales form, a custom alert can be set to warn the user that this is out-of-the-ordinary and that further on-site troubleshooting may be necessary.

Feature Availability

The “Qty Checking” feature is available only on the following invoice item types:

  • Inventory Part

  • Non-Inventory Part

  • Serialized

  • Other Charge

  • Service

Form Access

  • Open an invoice item and go to the Qty Checking tab.

Note: The Qty Checking Tab.  This control is available on five different invoice item types: Inventory Part, Non-Inventory Part, Serialized, Other Charge, and Service.

Field & Button Definitions

  • Over Warning – Tick this checkbox to enable the “Over” Qty Checking feature.  This alert is displayed when the quantity of an invoice item appearing in a sales form is greater than the trigger value set in the “Over Qty” field.
  • Over Qty – Sets the “Over” Qty Checking trigger.  If the quantity of an invoice item appearing in a sales form is greater than this trigger value, a warning will display.
  • Message (over) – Enter the custom warning to display when the “Over” Qty Checking conditions are met for this particular item.
  • Under Warning – Tick this checkbox to enable the “Under” Qty Checking feature.  This alert is displayed when the quantity of an invoice item appearing in a sales form is less than the trigger value set in the “Under Qty” field.
  • Under Qty – Sets the “Under” Qty Checking trigger.  If the quantity of an invoice item appearing in a sales form is less than this trigger value, a warning will display.
  • Message (under) – Enter the custom warning to display when the “Under” Qty Checking conditions are met for this particular item.

Example

Imagine that copper tubing is to be sold only in minimum increments of 5-feet.  An alert can be set to notify the user preparing the sales form if this condition is not met.  To set the warning:

  1. Open the invoice item’s “Qty Checking” tab,

  2. Tick the “Under Warning” checkbox,

  3. Set the “Under Qty” value, and

  4. Enter a custom warning “Message”.

Tip: To set an “Under” Qty Checking warning, tick the “Under Warning” checkbox (cyan arrow), set the “Under Qty” value, and enter the custom warning message.

After the warning is set, an alert will display if a sales attempt which violates the Qty Checking policy is made.  The warning appears after the item is entered and as the user leaves the “Qty” field in sales forms.

Tips

  • The “Qty Checking” feature is an alert function only.  It will not prevent users from selling a particular quantity of an item.  It will only warn of the situation.

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HVAC Electrical Plumbing Software

Aptora delivers a true All-In-One services software solution including CRM, accounting, payroll, inventory, vendors, sales, marketing, dispatch, flat rate pricing, and more. NO 3rd party plugins or integrations required. Created by contractors for contractors, we know what it takes to grow your services-based businesses.

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