Stock Concepts

To set-up your Stock Control system do the following:

Enter the names of all the suppliers you deal with. Don't worry if you don't have a complete list handy. You can enter more names or change names later on.
Establish the pricing system you will use.
Enter your stock groups. For example, if you sell vehicle spare parts, then you might create groups for panels, paint, washers, etc.
Enter your stock.

Commands

Add

Add a new stock record.

Add with Copy

Copy the details of the current record into a new record.

Another way to copy a record is to hold down the Shift key when pressing the Add button.

Save/Edit

Save a record after adding or editing it.

Print a form for the selected stock record. You can also click on found on the Stock Control toolbar.

Fax

Faxes the current record. You can also click on found on the Stock Control toolbar.

Emails the current record. You must have the Electronic Document Exchange component installed in order to use this feature. You can also click on found on the Stock Control toolbar.

Delete

Remove the current stock record. Only records without stock can be deleted.

Statistics

Accesses information about your stock record.

Log On

Select this option to log on with your password.

Undo

Undo all the changes you have made to the record since the last time it was saved.

Find

Locate a stock item.

Filter

Filter stock records. For more information consult the topic Record Filters.

Available in Corporate Edition only.

Tag

Select this option to Tag (select) the current stock record. You can also select a stock record by clicking on the folder icon.

For more information on this topic consult: Stock Tagging.

Unique Stock Tracing

(Stock Tracing Component Only)

If you have the Stock Tracing module installed an additional set of options will be available to you on the Stock Control menu under the heading Tracing.

For more information on these options see: Stock Tracing Menu.

To edit a record click on the field you want to change and begin to type. You must move to another field before the change is recognised by the system. So if you only change one field, you must press the Tab button before pressing Save.

Transaction Information

To view transaction information relating to the stock record click on Tran tab button to the right side of the screen.

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The following options can be viewed:

Purchases

View all purchase orders where the currently selected stock record is on order. As stock is delivered, entries will be removed from this listing.

Deliveries

View all purchase order deliveries and stock receipt deliveries. This listing shows not only the related transaction details associated with this stock item, but the transaction unit cost (including any taxes if applicable) and the "put into stock" cost. The "put into stock" cost may vary, depending on whether you are running an average cost, last cost or fixed cost.

The transaction codes in the "T" column are:

P = Purchase order delivery

E = Stock receipt

R = Stock return

The components of delivered stock kits will show a transaction unit cost of zero.

Invoices

List all invoice/credit note/adjustment note and related transaction sales of this stock record. The Qty column represents the stock item in units. The Restock column represents actual returns to stock, if the transaction line item involved a credit. The return to stock is shown as a positive number. So "3" appearing in this column would mean that "3" had been physically placed back into stock as result of the transaction.

Even if you are invoicing in different quantity units, the Qty and Restock columns still show unit totals in normal units of measure. Pricing is listed ex any applicable tax.

Back Orders

List all back orders currently in the system for this stock record. Back orders may be generated by the invoicing, sales order entry and order requisitions systems.

Returns/Receipts

List all stock returns and stock receipts in the system related to this stock record.

Jobs

List all current stock assignments on job cards for this stock record.

(Requires Service Management Component.)

Transfers

Lists all Stock Transfers in and out of the system relating to the selected stock record.

(Requires the Enterprise Edition.)

Hire

List the hire history of this product if it has one.

(Requires Hire Management Component.)

View Menu

The view menu also lets you view transaction related information concerning the current stock record.

Stock Record

Select to view the current stock record. Use this menu selection to switch back from Transaction View to Record View.

Purchase Orders Pending

View all purchase orders where the currently selected stock record is on order. As stock is delivered, entries will be removed from this listing.

Purchases Delivered

View all purchase order deliveries and stock receipt deliveries.

Invoice History

List all invoice/credit note/adjustment note and related transaction sales of this stock record.

Back Orders Pending

List all back orders currently in the system for this stock record. Back orders may be generated by the invoicing, sales order entry and order requisitions systems.

Returns/Receipts

List all stock returns and stock receipts in the system related to this stock record.

Service Manager Jobs

List all current stock assignments on job cards for this stock record.

(Requires Service Management Component.)

Transfers

Lists all Stock Transfers in and out of the system relating to the selected stock record.

(Requires the Enterprise Edition.)

Stock Groups

Select to view and manage stock groups. For more information on this topic consult: Stock Groups.

Customer Price Check

Select to perform a price check on a stock item. This will apply any special pricing relating to the customer and quantity break if applicable. For more information on this topic consult: Customer Price Check.

Matching Stock Items

Select to view all stock items that are marked as matches for (equivalent to) the current stock item. For more information on this topic consult: Matching Stock Items.

Stock Sales Analysis

Select to view the sale and movement history of the selected stock item. For more information on this topic consult: Stock Sales Analysis.

Quick Stock Valuation

Select to quickly evaluate the worth of your inventory. For more information on this topic consult: Quick Stock Valuations.

Notepad Management

Select to view the product item's notepad.

Reports

Select to view all stock related reports.

Tools Menu

Kit Management

Accesses the Kit Management window. For more information consult the topic: Stock Kits.

Usage In Kits

Shows where the selected stock item is used in stock kits. For more information consult the topic: Usage In Kits.

Price Review

Displays the Price Review window where profit mark-ups and margins can be checked and pricing quickly adjusted. For more information consult the topic: Price Review.