Pricing and Labeling Parts Shipments Received – DealerVu Help Center

Pricing and Labeling Parts Shipments Received

Pricing and Labeling Parts Shipments Received

When printing labels, price is controlled by the Default Part Barcode Price Level value that is set in System Settings.

The specific price label settings can be accessed from any Part Detail record by selecting File, then Print, then Barcode Labels. You must choose the “Printing Method” which will most commonly be one of the “Cognitive” or the “Generic (Bar Tender)” selections depending on your hardware. Then choose the type of label you expect as a standard:

Barcode Only - Will print only the barcode and no other information.
Barcode and Description - Will print barcode, barcode number and description of part in normal sized fonts only.
Barcode, Description and Price - Will print barcode, barcode number, description and price of part in normal sized fonts only.
Barcode, Description and Large Price - Will print barcode and description of part in normal sized fonts and price in large fonts.
Description and Price - Will print description and price in regular sized font for small label.

When you have completed the basic settings, click the “Save as Default” button.

If you expect to automatically print barcodes for a given part, you must select Print Price Sticker on the front of the Part Detail record. You may wish to avoid printing labels for small parts that are acquired in large quantities. Often the label is larger than the part.

What’s in it for me?

Correctly verifying the accuracy of a shipment coming in and assisting the customer to select their own purchases from displays makes it easier for everyone in the Parts Merchandising area. Accurate counts and pricing of parts inventory coming in yields a true and accurate view on the cost of Goods sold. Additionally, well defined labeling allows the customer to self-serve. Accurate scanning gives a true picture of gross sales.

Goals/objective:

Receiving and stocking parts so they are available for display and sale is a primary function of parts personnel. Their jobs can be simplified if inventory is counted correctly coming in, and labeled properly, so their customers can select and purchase parts with minimal need for assistance. We are concerned with creating labels from the Parts Purchase Order to match the count in the PO, and with the Vendors Invoice, which should properly reflect the part description and pricing desired.

Here’s how:

Pick an existing, submitted, Purchase Order. Items we are not dealing with that could require attention are Tax, Freight, Miscellaneous, Program Items, discounts, etc.

It is a good habit to print the Purchase Order before receiving new parts in a shipment.

Selecting the Printer icon from the Tool Bar Menu will print to your default laser printer.
After printing, click the “New Vendor Invoice from PO” icon at the top left menu bar.
The first step should be to insert the Vendors Invoice number on the invoice.
Then enter the invoice date and due dates in the respective calendar fields.

Now compare the packing slip to your printed Purchase Order and note any backorder or partial shipments. If your system is configured for mandatory part category hierarchy enforcement, advance to the right in the part item lines and verify those values exist. If not, supplement them now.

Once all quantities are thought to be correct, Save the Invoice and select File\Print\Barcode Labels from the Tool Bar Menu. Use the resulting labels to confirm the item count. If you have some extra labels, make sure to verify that you reviewed the contents of all packages in the shipment. Are you missing a package? If you don’t have enough labels, were they misapplied? Chances are everything is right. Set the Status of the Vendor Invoice to “Stocked” and save. If all parts were received correctly (the PO and Vendor Invoice quantities match) then the PO will now be set to Stocked. If there are missing parts, the PO will remain in a status of Submitted.
Vendor Invoices that have a status of Stocked are then passed to the Accounting department for processing. Accounting will open the Invoices, adjust any applicable charges (i.e. shipping, misc. charges, etc) and set the status to Posted.
Once the status is set to Posted, the Invoice becomes completely read-only and the transactions are posted to the General Ledger.
To follow this Vendor Invoice, go to the Main DealerVu Start screen, select Business Office, and click the Accounting link. Then select AP Transactions. From the Accounts Payable Transaction screen, search by Vendor or Invoice Number.

Locate the Vendor Invoice you want to post. Remember that you can click on the column header to re-sort the screen. Example: click the Due Date column header to re-sort in ascending or twice for descending order. Double click the Vendor Invoice to open.

You are able to adjust the Posted On, Invoice #, Hold, Tax, etc. fields. The “Hold” checkbox located on the Vendor Invoice screen simply flags the Vendor Invoice so that you can see that there is a hold on payments. The one item that cannot be changed on a Stocked Vendor’s Invoice is the Part Quantity.
Once you have completed making any adjustments you wish to make, set the “Posted On:” date and set the Status to “Posted” and save.

Contact support for more information:
North America - 855.322.1217
Australia/Asia Pacific - 61.2.9037.2450 extension 2
Fax Line - 866.896.1045 (notify support@dealervu.com when faxing documents)

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