Consignment & Purchase maintenance functions
Getting started
Before you begin using Consignment and Purchase for the first time, make sure all of the following steps are completed.
- Verify the consignment system variables and the
- Set up or verify your inventory categories and subcategories. Only if you do not have any current inventory categories, set them up on the Establish Inventory Categories window and select the option on the right that most closely describes your business. If you have already entered or imported inventory categories, verify or set up your consignment inventory categories and subcategories on the Inventory Categories window and Edit Sub Categories window. It is very important that you do not use the Establish Inventory Categories window if you have existing information.
- Set up your manufacturers and publishers on the Establish Manufacturers and Publishers window.
- Determine if you want to use buyer fees at your store. If you do, create and maintain them on the Consignment Buyer Fees window and, if desired, update the ConsignmentBuyerFeeCat system variable with your non-inventory category for buyer fees (the system variable is automatically set to 170).
- Set up your return codes on the Consignment Return Codes window for items that do not sell during a specified time period.
- Determine if the grid columns on the Enter Consignment (Batch Mode) window and the Enter Purchase (Batch Mode) window work as effectively as possible for your store.
- Determine if you want to use automatic discounts for your consigned inventory at your store. If you do, create and maintain them on the Consignment Discounts window.
System variables
System variables are system-wide settings. The consignment and purchase features have their own set of variables that control everything from your default return codes to the consignment upload website access. AIMsi is installed with defaults for all system variables, but it is recommended that you review your consignment variables to be sure they are set up in a way that works best for your store.
In addition to the consignment variables, the IndustryType system variable is an important factor in setting up AIMsi for your consignment or resale store. If you function primarily as a consignment and resale store, Tri-Tech recommends setting this variable to Consignment. This will add buttons to the Main button bar for quick access to consignment and purchase functions.
Inventory categories and subcategories
All stores must set up inventory categories and subcategories to classify the various types of inventory you stock. You may set up as many categories and subcategories as you need. Following are some examples of categories and subcategories for a youth consignment store.
Example 1: Categories:
| Subcategories for Clothing:
Example 2: Categories: | Subcategories for Tops:
Example 3: Categories: | Subcategories for Tops Girls:
For new customers: On the Establish Inventory Categories window, select industry type that most closely describes your business, such as Consignment Children. Some common categories will be automatically created for you.
For existing AIMsi or Consignment Ease/Success customers: manage your categories and subcategories on the Inventory Categories window and the Edit Sub Categories window.
Manufacturers and publishers
Manufacturers and publishers are required when you enter inventory, however, how you use manufacturers and publishers is up to you and creating more than one is optional. You may find it useful to set some up so that you can search your inventory for a certain manufacturer or publisher. For example, if you sell youth clothing, a customer may call and ask if you have any Janie and Jack items. If you track manufacturers, you can run a quick report of all inventory items for that manufacturer. If you do not wish to track a manufacturer or publisher, create a generic entry, such as Not Applicable. When you are entering your inventory, select this generic manufacturer. Set up the ConsignmentDefaultMfg system variable with this generic manufacturer to automatically select that value as the default when you are entering your consigned inventory.
Buyer fees
Buyer fees are automatic fees added to an item's selling price to cover administrative costs and are set up on the Consignment Buyer Fees window. They can be a flat rate or a percentage of the selling price and can, when necessary, be overridden when you are entering your inventory. When you use buyer fees, your inventory tags will automatically print the selling price plus the buyer fee. For example, if an item's selling price is $5.00 with a buyer fee of $0.50, the inventory tag will say $5.50. When a customer purchases the item, he or she will pay $5.50 and that will be the amount shown on the receipt. However, the selling price will be recorded in AIMsi as $5.00 with a separate entry for the $0.50 buyer fee. Any consignment fees will be calculated based on the recorded selling price of $5.00.
In addition to setting up buyer fees for your inventory categories, you must also have a non-inventory category for buyer fees and assign that non-inventory category number to the ConsignmentBuyerFeeCat system variable. AIMsi is installed with a non-inventory category for buyer fees (170) and the variable is already set to that value. You only need to change them if you wish to use a different value.
Processing fees
Processing fees are fees charged for processing a check to a consignor. These fees are automatically deducted from the amount owed to the consignor when you settle with the consignor using batch mode. System variables determine the default fee and the non-inventory and payment categories that AIMsi uses to record this in your ledger.
- ConsigmentDefaultProcessFee establishes the default fee to charge for processing checks when you settle a consignment with a consignor.
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Return codes
Return codes are a way to identify how consigned inventory should be dealt with after it has reached the expiration date assigned to it. You may choose to set up as many return codes as you need. Examples of return codes are: Return to Consignor, Dispose, Donate, and Retain. Return codes are assigned when you enter items into your consigned inventory. Set up the ConsignmentDefaultReturnCode system variable with one of your return codes to automatically select that return code for all new consignment entries. You can change it as needed as you enter your inventory.
Organize your grid columns
The Consigned Items and Purchased Items grids on the Enter Consignment (Batch Mode) and Enter Purchase (Batch Mode) windows can be customized to suit the needs of your store. You can reorganize and resize the columns or hide them from displaying. Do so on the Consignment/Purchase Inventory Column Properties window. Changes you make will effect both windows. Tri-Tech recommends using the default values before changing them to gain a better understanding of how you will use them most effectively.
Automatic discounts
Automatic discounts are set up and then applied to your inventory categories. If you choose to use them, set up as many as you need on the Consignment Discounts window. Discounts can be set up to begin after a certain number of days or months after you enter the inventory item. You can also control how many times a discount is applied, how frequently it is applied, and how much of a discount is applied. For example, you could create a discount to drop the price of an item by 10% every 30 days.
