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The Inventory Management/Purchasing/Receiving subsystem provides both control and information relative to all inventory and purchasing activity. Information, such as quantity discounts, seasonal trends, stock movement and vendor selection allows the purchasing agent to make buying decisions based on facts. All vendor information, material cost and inventory status, as well as the most current issues and receipts data are available on-line and instant-time.


  • Each Stock Item carries four sale prices.
  • There are three Stock Item Costs Available: Weighted Average, Latest Cost and Vendor Quotation Cost.
  • Both the Weighted Average and Latest Cost field are updated each time an item is purchased.
  • For each item, the last four purchases show Vendor, Purchase Order Number, Quantity Received, Date Received, Cost Each and are displayed on-line.
  • Separate Unit-of-Measure for Issues and Purchasing.
  • The system does automatic conversion between these two Units-of-Measure.
  • Stock Number is 16 alpha-numeric characters.
  • Stock Description consists of five lines each 24 characters long.
  • First Line of Stock Description is a Stock Key Name used throughout the system for SEARCH function.
  • Classify Inventory by 99 stock categories with each category having 99 classes.
  • Inventory item may be “Stock” or “Non-Stock“.
  • Each Stock Item carries color, weight, cubic volume, tax rate, bin locations, etc.
  • A No-Discount flag inhibits discounting low profit items.
  • Profit-check flag ensures desired margin at time sales order is prepared.
  • Critical dates for each stock item include: Date Entered System, Date Last Order, Date Last Received, Date Last Physical Count, Date Last Sale Price Change and Date Last Sale.
  • Each item has a Primary and Secondary Bin Location of 8 alpha-numeric characters.
  • Sales Cost YTD and Total Sales YTD profit gross margin and percent profit are displayed for each stock item.
  • Perpetual Inventory Control is maintained by tracking issues and receipts.
  • Unlimited item description available via special ”note “ feature for Purchase Orders and Sales Order.
  • A single Vendor database is used by Inventory Control, Purchasing and Accounts Payable.
  • Physical Inventory Count documents are prepared in sequence by Bin Number, Stock Number, Vendor Number/Stock Number and Key Line of Description.
  • Physical Counts can be entered directly into On-Hand field or stored and later algebraically added to On-Hand Quantity.
  • Non-Stock items can be automatically removed from the system once their On-Hand and On-Order Quantities reach zero and the Purchase Order is closed. Such automatic clearing collects Cost, Sales Price, Quantities and stores by stock category and stock class.
  • Item assembly and subassembly relationships can be given to any level without limits (parts explosion).
  • Matrix Pricing using stock category and stock class along with customer price class can be used in addition to the four separate sales prices.
  • ”Specials“ pricing can be used to over-ride all other pricing for those items being offered at reduced prices for a specific period of time.
  • Sales activity is retained on-line by month for sales dollars and sales quantity. Full detail from actual sales transactions is available to support these monthly summaries.
  • Serial numbers can be maintained along with standard items and non-stock items.
  • Bar Code Labels can be printed at the time item is purchased or on demand.
  • Vendor bar codes can be mixed with company unique bar-coded items.
  • Unlimited number of vendors can be established from whom a stock item can be purchased.
  • A separate stock description, Unit-of-Measure and Unit Cost may be retained for each vendor supplying a given stock item.
  • Sales prices and cost can be updated by range of Stock Numbers, Category range and other groups, using a multiplier or divisor.

Other Applications

The following applications are designed to work hand-in-hand with Inventory Management:

"Inventory Management" is part of the e-DISTAC line of products, developed by Management Software Systems.