invent!ory ULTRA 2013 Help	Index
The Main Menu
You sign on and what do you see? Four pencils. You’re on the Main Menu. The Main Menu is the parent screen for all other ULTRA function screens, which reside INSIDE the confines of the MAIN MENU screen.
First, inspect the Main Menu headings that run across the top (see below).
File
· About ULTRA: Information about version and licensing. · Digital Image Autoload: Attach a JPG, PNG, BMP files to each supply item to identify it visually. Great ordering supplies online in Requisitions PLUS.
Supplies
This menu contains functions that set up and maintain your perpetual supplies inventory. · Add/Edit functions sets up each supply item’s parameters. · Single Item Update “Log In” new stock orders and “Log Out” to departments. · Updates Units On Hand and Dollar Value fields ed for every Log In/Out. · Single Item and Batch Log In/Out menu functions for high volume LOG IN/OUTs. · Use Batch Physical inventory to adjust each item to your physical count. · Use the Backorder function if not enough stock is on hand to fill the order.
Kits
This menu allows you to Add/Edit/View/Print “kits” of supply items and then Log Out kits to departments. You give each kit a unique KIT # so that multiple supply items may be logged out to departments as if they were one unit. For example, insurance companies send out “kits” of brochures to their out-of-state branches which contain different state law policy forms.
Special Orders
Special orders are items requested by departments that you don’t stock in house. This function allows you a way to make sure departments are charges for these items..
Purchase Orders
This menue of functions helps you Add/Edit/View/Print POs, which are legally-binding written orders to vendors that eliminate the ambiguity of verbal orders. · Saves POs digitally to eliminate paper filing chores. · Tracks Open PO items not yet received. · Interfaces with Supplies and Vendors to allow you to see which items are being ordered from which vendors.
Vendors
Set up a digital Rolodex list of vendors that you can refer to when logging in new orders. Add/Edit each vendor records and print Vendor Reports. Cross-referenced to POs and Supply items.
Transactions
· Review all past log in, log outs, and special order transactions. · Use search /replace editing to change a field for multiple items. · Edit and fill backordered supply items. · Use the Research PLUS function to query your universe of past transactions. o Filter them by up to 4 levels of filtering parameters.
Reports
Over 125 standard reports for supplies, purchase orders, vendors, requisitions, and transactions.
Utilities
A grab bag of Tools and Utilities to help you: · maintain your database of supply information, · manage your password, · dapt your reorder points to changing demand, · repair and compact your database for faster response, · switch to a different default printer, and · export your ULTRA data to spreadsheet format.
Requisitions Plus
Wonderful timesaver. Self-service supply ordering. Allows departmental online supplies ordering by departments over your network. In the Supplies menu, you have to log out orders manually—which is a daily chore requiring many hours of input. Then you must fill the order and ship the supplies to the department. However, in Requistions PLUS, the user is doing the log out part for you, so all you have to do is fill the orders ALL OPEN ORDERS with one mouse click!
Archive/Unarchive
In ULTRA, you don’t delete; you archive. Deletion is permanent, but when you archive, you may later restore the archived records. Removes any supply item, PO, or transaction from the CURRENT database and stores it in the ARCHIVE database. Benefit: ULTRA runs faster and you may “Unarchive” at any time.
Record Retention
Banks and other large companies are often required by regulations to maintain certain records like loan applications, policies, and account information for several years. This is often done in case the company is sued and needs to present evidence to defend itself. The menu of functions allows you to track “boxes” of such retained records in your warehouse so they may be pulled down and reviewed. Also, it sets a “Destroy Date” for each box’s contents to be shredded.
H E L P
Online help by topic and in chapter format like a User’s Manual.
GREAT! WHAT DO I NEED TO DO TO GET STARTED? First, you need to ADD a few initial records to get started: supply items vendors and a bill/ship to address block for your POs. (Don’t worry, we’ll explain). This can be tedious, but once it’s done, it’s done. Let’s start with supplies. Click Main Menu | Supplies| Add New Supply Item.
Copyright 2017, Koehler Software, Inc.