BCSS Categorization

When a new item is entered in Inventory, it can be described and classified (categorized) using one or more of these:

• Category - a grouping of similar items - Categories can be very broad (Furniture, Clothing, Cars) or they can be more specific (Beds, Chairs, Sofas).
• Description - What is the item? (Jacket, Pants, Sofa). The Description appears on the Price Tag so it is limited to 20 characters.
• Details (describing the item) - 'Details' appear on Detailed Price Labels and Inventory Reports (up to 100 characters)
• User-Defined Groups - The User of the software 'defines' the Groups by giving the Groups names and assigning Members (classifiers) to the Groups. Group: Color; Members: Blue,Green,Red, then using Groups and Members to describe items.

User-Defined Groups on Price Labels

User-Defined Groups may be printed on these labels:

• Sheet Hang Tags
• Thermal adhesive labels 4" x 2", 4" x 3" and 4" x 4"
• Thermal adhesive labels 2" x 2", 2" x 3" and 2" x 4"

To turn UDGs on for labels, click on File then Program Setup then Inventory and check this box...

...then click Save/Exit.

Using UDGs in BCSS

In BCSS, an Inventory Category can have 4 sub-categories (called 'User-Defined Groups') for more specific categorization of items. For example, the Category of Clothing could have (up to) 4 Groups from any of these: Color, Size, Type, Style, Maker, Designer, Season, Condition, Vintage, etc.

Each Group can have a number of 'Members'. The Group 'Color' could have Members like Black, Blue, Green, Red, Yellow, etc.

When an Inventory Record is added or edited, and a Category is selected, BCSS presents the Groups (if the Category was 'associated' with Groups) and presents Members of each Group in drop-down menus for selection to describe the item in more detail.

In the example above, the selected Category is 'Clothing'.

The Clothing Category has been associated with the User-Defined Groups (Color, Designer, Season and Size).

Selecting the Category 'Clothing' changes the names of the User-Defined fields to the names of the Associated Groups (Color, Designer, Season and Size).

A Member may then be selected from each Group using the drop-down menus. In this example, the selections are Blue, Blass, Spring and Medium.

User-Defined Groups and their Members provide more detailed and accurate classification. Groups and Members also add uniformity to item description throughout the store by giving employees suggestions for descriptors.

Setting Up User-Defined Groups

On the Main Menu, select Inventory then User-Defined Groups:

...then select Group 1.

In the field to the right of 'Enter one Group Name (like Color) here:', enter a name for Group 1. For example, type the word Color.

In the field below that, type in names of Members (separated by commas, no spaces - like: red,blue,green - or copy/paste a list). It is very important not to enter spaces or periods for commas.

Note: For some Groups, you may wish to use abbreviations for Member Names to save time and space. For example, enter BF,PO,ZF for Button Front, Pullover, Zip Front.

Click on Create New Member(s)...

...then click on Save Changes Locally.

'Save Locally' save changes and the screen remains open for more editing. 'Save Globally' saves changes made on all UDG Screens without closing the UDG Screen.

It is not necessary to complete all 4 Groups, but if more Groups are desired -

Click on the button for Group 2:

Enter a name for the Group and enter Member Names (separated by commas, no spaces) and click Save Changes Locally.

Repeat these steps for Groups 3 and 4 if desired and when finished, select Save Changes Globally and click Exit.

On the Main Menu, select Inventory then User-Defined Groups then Group 1. Confirm that the entries are correct for Group 1. Repeat these steps for each Group.

Editing Group Names

To change a Group Name, select the Group:

Replace the existing name with the desired name and click the Save Edited Group Name Button:

The new name will be saved. The new name will appear on Add, Edit and Report Screens. The program must be restarted for the change to show under Inventory > User-Defined Groups.

Application - How to Use User-Defined Groups

Once Groups and Members are defined, one or more of the Groups can be associated with any Category. Then, when adding or editing an Inventory Record and selecting a Category, the Group(s) will be presented and Members may be selected (for Categories that have been associated with one or more Groups).

Associating Groups with Categories

BCSS needs to know which Groups to present for any Category selected, so Groups must by 'associated' with Categories.

Select Categories from the Inventory Menu:

Select a Category by clicking on it. (The row's background color will change to blue to signify that it has been selected.)

Check one or more Groups to 'associate' Groups with the Category. For example, checking Color associates the Group (Color) with the Category (Clothing).

One or more Groups may be associated with any Category. It is not necessary to assign any Groups or more than one Group.

If User-Defined Groups haven't been 'defined', the Groups will appear as above, 'User Defined Group 2', etc.

Click Save Changes.

To verify that the settings are correct, select a different Category (on this same screen) then select the Category that was associated with Groups again to confirm that the settings are correct and have been saved.

Click Exit when finished.

Test Settings

Press F3 to add a new inventory item and select a Consignor for the item. Note that the entry for Category is None. The User-Defined Fields are named 'Inventory Group 1', etc. because no Category has been selected. The names will remain the same if a Category is selected that has not been associated with Groups.

Select a Category that has been associated with Groups. In our example, Clothing is associated with Groups:

When the Category of Clothing is selected, the names of the User-Defined Fields change to the names of the Groups. For example, 'Inventory Group 1' changes to 'Color'.

Click on the blue arrow to the right of Color to select a color:

If desired, make selections from Groups 2, 3 and/or 4 to further describe the item.

Click OK to save changes.

Practical Application

Items in inventory can be grouped or isolated using User-Defined Groups and their Members.

For example, using the Clothing example, a list can be made of all items in inventory that are blue in color.

1. Click on Reports on the Main Menu and select Inventory.
2. Select the color Blue:
   

   

3. Click 'View the Report' to view the list on screen or choose either of the print options (Print Detailed List, Print Brief List) to print preview and/or print the list. Only those items blue in color which have been associated with the color Blue will be in the list.

See Reports for details.

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