Stock Item Maintenance

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Stock Item Maintenance

This is to maintain transaction items.

Go to Stock > Stock Item Maintenance

Stock item listing will be displayed..


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Create A New Stock Item

Go to Stock > Stock Item Maintenance

Click on Create a New Stock Item,


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Item Code: key in the item code of this item. OR click on the '+' sign to auto generate the item code according to the format set at Tools > Options > Stock > General Stock Setting.

Description: key in stock item description; the second row is called Description 2.

Total Balance Qty: display of total balance quantity for this item.

Lead Time: the estimated time of delivery by supplier once the PO is placed.

Duty Rate: the rate of custom duty for this item. (refer to module Landing Cost)

Supply/Purchase Tax Type: select the tax type for this item. Tax type is maintained at GST > Tax Code Maintenance (only when GST is enabled at Tools > Options > General > Goods and Service Tax)


Item Group: select the stock group (maintained at Stock Group Maintenance); for the purpose of report filtering and posting to G/L account.

Item Type: select the stock item type (maintained at Stock Item Type Maintenance); for the purpose of report filtering.

Item Brand: select the stock item brand (maintained at Item Brand Maintenance); for the purpose of report filtering.

Item Category: select the stock item category (maintained at Item Category Maintenance); for the purpose of report filtering.

Item Class: select the stock item class (maintained at Stock Item Type Maintenance); for the purpose of report filtering.

Apply in: to determine the item to be use in sales, purchase, POS, raw materials or finish goods.


Active: active item means still in transaction.

Has Promoter: this is to be used with AutoCount POS.

Discontinued: means no more new purchases of this item (this item will not appear for selection for PO and Request Quotation); however it is still allowed for Purchase Return, Purchase Invoice, Goods Receive Note and Cash Purchase if some orders were made before. Selling of this item is allowable.

Auto UOM Conversion: when this checkbox is checked, the item will auto convert to a smaller UOM whenever there is back order in the stock.

Back Order Control: when this checkbox is checked (by default, it is checked), the back order notification screen will be prompted when this item has reached the back order level (when issuing quantity is larger than on-hand balance quantity). This function subjects to the user's access rights of back order control (General Maintenance > User Maintenance > Access Rights, look into Invoicing > Sales > Back Order Action. )

When this checkbox is not checked, it means there is no control on negative stock of this item, the notification screen will not be prompted, and users are allowed to save.


Costing Method: select the costing method of this item. The default costing method is set at Tools > Options > Stock > Stock Costing.

This system supports different costing methods for different items.

Fixed Cost: the Standard Cost will be referred.

Weighted Average: average cost will be updated with each purchase.

FIFO: the sequence of First In First Out is referred.

LIFO: the sequence of Last In First Out is referred.

Most Recently: the last purchased cost is referred.


Main Supplier: the supplier will be auto captured in purchase request when you choose the item.

Stock Control: means stock control/physical item; if unchecked will mean for service item (not to appear in Stock Card reports).

Controlled By Batch No: to control the item by batch no

Controlled By Serial No: to control the item by serial no

Calculate Bonus Point: to calculate bonus point


Details: to show the base UOM, sales UOM, purchase UOM, report UOM

Item Batch: to show the batch number of the item

Replacement Item: to find an alternative item for replacement when the stock is in back order/negative

Image: to show the image of the stock

Further Description: to key in any additional info of the item for your reference.


Details - UOM Details

Real Cost: system generated cost, updated through Purchase Invoice, Cash Purchase and Stock Update Cost. (set the Update Item Cost Option at Tools > Options > Invoicing > Document Control.)

Standard Cost: a user-input reference cost; can be updated through Purchase Invoice, Cash Purchase and Stock Update Cost; this cost will be referred if no other costing value is available, or when costing method is Fixed Cost. (set the Update Item Cost Option at Tools > Options > Invoicing > Document Control.) The cost can be mark up or down by percentage as reference for the selling price.

Min. Purchase Price: -1.00 means no control; you may key in a price, and set the control at User Maintenance > Access Rights > System, Behavior.

Max. Purchase Price: -1.00 means no control; you may key in a price, and set the control at User Maintenance > Access Rights > System, Behavior

Standard Selling Price 1-6: Key in item price. Price 1 will be adopted in billing documents if no other pricing policy is in force. Alternatively, these prices (1-6) can set to follow the multi-pricing option set at Debtor Maintenance. The price can be mark up or down based on the percentage from the standard cost or user can direct key in the price manually.

Min. Selling Price: -1.00 means no control; you may key in a price, and set the control at User Maintenance > Access Rights > System, Behavior. (also refer to Tools > Options > Invoicing > Document Control, Use average Up To Date Cost to check for minimum Sale Price).

Max. Selling Price: -1.00 means no control; you may key in a price, and set the control at User Maintenance > Access Rights > System, Behavior. (you may also enable the colour indication for pricing at Tools > Options > Invoicing > Customize Invoicing)

Up To Date Cost: the latest cost value according to costing method; auto generate by the system. If the costing method is FIFO, up to date cost will be shown in costing sequence, including when it was Free (cost = 0.00).


Multi Pricing (6 Levels of Pricing)

You can maintain the pricing by each debtor. Each time when you do sales transactions, the system will capture the pricing options that you set at your debtor maintenance.

First of all, you must enable use Multi Pricing in your Sales Auto Price.

Go to Tools > Options > Invoicing > Auto Price > tick Use Multi Pricing

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Multi Pricing in Debtor Maintenance

Go to AR > Debtor Maintenance > Others

Multi Pricing: Set and apply the price(1-6) to this debtor.

Allow to change Multi Pricing on document: If this is ticked, the user allows to change the multi pricing on the transactions.


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Multi Pricing in Document


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Multi Pricing Naming

You can also change the Multi Pricing Name (Price 1-6) as you wish.

Go to Tools > Options > General Stock Setting > Multi Pricing Naming


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Details - Others


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Min Qty: the minimum quantity to be kept in the store. This value will be used in Stock Status report to determine if the stock status is in Critical Level (< Min.Qty) or Reorder Level (≥ Min.Qty).

Balance Qty: the current stock level... this value is auto-updated

Re-order Qty: the quantity needed to be purchased when stock level hits Re-Order Level. This value will be automatically filled into quantity field during Purchase Order.

Reorder Level: the stock level when replenishment is needed; this value should be higher than Min.Qty. This value will be used in Stock Status report to determine if the stock status is in Reorder Level (< Reorder Level) or Low Level (≥ Reorder Level).

Normal Level: the stock level that is considered healthy; this value should be higher than Reorder Level. This value will be used in Stock Status report to determine if the stock status is in Low Level (< Normal Level) or Healthy Level (≥ Normal Level).

Max Qty: the maximum quantity that should be kept in the store; this value should be higher than Normal Level. This value will be used in Stock Status report to determine if the stock status is in Healthy Level (< Max Qty) or High Level (≥ Max Qty).


Shelf: key in the number(name) of the shelf where this item is stored.

Bar Code: scan the item bar code here (if any).

Redeem Bonus Point: this is used in Bonus Point module.

Measurement: this is used in Landing Cost module.


Details – Sales Entitlement


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For every 10 items sales can be entitled to 1 FOC item.

For every 100 items sales can be entitled to 1 bonus point.


Item Batch – Refer to Item Batch topic


Replacement Item


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During sales transaction, if I try to sell APPLE IPHONE 5 (at a quantity greater than on-hand quantity, the following message will be prompted:


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Click on Yes, a list of replacement items will be displayed for selection:


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Select the replacement item, and decide whether or not to Change Unit Price (use the price of replaced item), the item will be replaced in transaction detail.

Note: Another use of replacement item is: during transaction (at detail section), click on Show Instant Info, click on Item Replacement, a list of replacement items will be displayed, double click on one of them to replace the highlighted item at detail section.


Alternative Item Code


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Alternative Item Code can be used as another name or code to key in or search for item.


Image


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Further Description


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External Link


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Note


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Print Stock Item Listing


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Item Code: choose either No filter, Filter by range or Filter by multi-select. 'Filter by range' and 'Filter by multi-select', you may Press F3 to launch Item Search function.


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