Inventory Management to Improve Efficiency

Inventory System Details

Item Types
There are many inventory item types, including inventory, non-inventory, serialized, services, labor, discounts, assemblies, groups, kits, and more. There are also specialized flat rate pricing tasks and dedicated service agreement items. We also have specialized fields for equipment, such as condensing units, heat-pumps, furnaces, and more.

Item Categories
Item categories are hierarchal (level 1, level 2, etc.). This really helps with organizing your items and makes searching much more efficient.

Item Alias
One pain point with inventory is dealing with all of the various part numbers that may exist for commonly used items. You might buy a common pipe fitting from seven different vendors, each with their own part number. Total Office Manager overcomes this problem by allowing you to enter a part number for each vendor as well as the manufacturer. When you order, our software uses the vendor’s part number. Learn More HERE.

Serialized Inventory
Track inventory by both model number and serial number. This gives you the ability to see what has happened with a specific piece of equipment from the day it was purchased to the day it was replaced and everything in between. When you receive serialized items, the software can automatically assign serial numbers in sequential order. You just enter a starting value.

Multiple Warehouse Tracking
The system tracks inventory on each truck. You can set up numerous warehouses or locations. It is easy to see what was sold out of which truck each day and easily reorder by warehouse. You can set permissions by warehouse, too.

Purchasing and A/P
You create an estimate and mark it “pending”. When the job is sold, the estimate is marked “awarded”. Purchase Orders are created with a few clicks. When items are received, an Item Receipt is created. You can receive all or part of a PO. The PO remains open until you have received all items, and it’s easy to look them up. When the bill arrives, you can convert the Item Receipt into a bill or enter a bill manually. When a vendor statement arrives, it takes just moments to reconcile the statement with your bills. Bill can be paid as a group. The checks are automatically written and can be printed individually or in batch mode. Total Office Manager uses standard check stock.

Purchase Orders
You can set permissions and limits on Purchase Orders created by your employees. Give your techs the flexibility they need and limit your office staff’s unneeded purchases. When limits are reached, they can be easily overridden by an administrator on the spot. You can prevent POs from being created for “past due” customers. A purchase order can be easily converted to a bill while automatically insuring the purchase order and bill are identical. Total Office Manager can even email new purchase orders to the vendor for processing.

Highly Detailed History
Total Office Manager has the ability to show you a single vendor’s history in one easy-to-use location. View your pending purchases, previous purchases, bills paid, bills due, checks written, and items received. You can right click on an item and view a complete history of that item, including a list of every purchase and every sale.

Detailed Reports
We include lots of reports so that you can see exactly what’s going on with each item. Most reports can be customized or tailored to one degree or another. There are dozens of ways to search for items and item activity.