Stock Find
The CAPITAL Stock Find facility is activated when you select Find from the Edit Menu, or press a
button (if available) or click on the 
symbol when searching for stock.
Word(s) to Find
Type in the codes or words you want to find. To start the search press or click on the button.
If matches are found they will appear in the list below. To select or go to an entry press the or button (depending on the context) or double click on the entry with your mouse.
Search On
Select from the pull-down list the available fields you wish to search on.
The
choice of fields you have to search on depends on the the Search Method you have selected.
Search Method
There are three Search Methods available:
Fast Find
This performs a search on all available sorted search fields. This is very fast and the information you are seeking can usually be located instantly. Sorted search fields are available on commonly searched information such as product codes, descriptions, stock groups, etc. Entering the first part of the information you are seeking is typically sufficient. For example, "JOHN S" will find the first record for the field you have selected, that starts with "JOHN S", i.e., "JOHN SMITH". In other words, the nearest matches (if there are near matches) will be located.
Key Word
Used to locate information using a key word. Select this option if you want CAPITAL to locate information on any matching block of text. For example, entering "ABC" will locate records with the field containing "ABC" anywhere within it. It would find a record containing the field "ACME-ABC WIDGET" or "39131ABC".
This
search may be slow, depending on the size of your database.
Perform
a key word search if you cannot locate the information you need using a Fast Find search. This may be
because you cannot select the field you want to search on using Fast Find, or you need to locate a code
that does not appear at the start of the field you are trying to match.
Global
Used to locate information contained anywhere in your stock database. CAPITAL will search all fields in each record looking for a match.
Matches
Some search techniques can take a while to process. You may limit the maximum number of matches to return in these cases. If the minimum number is located, the search terminates.
The
match limit is ignored by the Stock Find utility when CAPITAL determines that a search can be performed
very rapidly. In this case the match limit is irrelevant.
Filters
When searching for stock items you may further limit the search to match additional criteria. For example, you may wish to locate all stock items beginning with the letter A that come from the stock group ABC or from the supplier ACME. In these cases, enter the required matching condition in the edit field next to the filter button. The default filter buttons include: Group, Supplier and Location.
You may select a different filter by pressing the filter button you wish to change. A pop-up menu will appear, listing your other filter choices. These are described in the table below.
|
Filter |
Description |
|
Alternate |
The alternate product code. |
|
Bin |
The bin location. |
|
Box Measure |
The unit of measure code when purchasing by the default 'box quantity'. |
|
Description |
The first 40 characters of the product description. |
|
GL Set |
The general ledger set. |
|
Group |
The stock group code. |
|
Location |
The stock location code. |
|
Product Code |
The stock item's product code. |
|
Supplier |
The stock item's supplier code. |
|
Unit Measure |
The stock item's standard unit of measure code. |
For
more information on the meaning of stock fields consult the topic: Stock
Reference.
Unless
you are running the Corporate Edition of CAPITAL Office, stock searches
combined with filter conditions take much longer to perform when used in Fast Find mode. This is because
CAPITAL must temporarily sort the entire stock database and filter out non-matching entries. However,
certain search and filter combinations can be performed very quickly using all versions of CAPITAL. For
more information on this subject consult the topic: Notes on Stock Find Using Professional And Enterprise
Editions, below.
Pricing Page
After one or more stock items have been located, you may press the tab button to check the stock item's pricing information.
Account
Enter an account code to check a price for a specific customer account. If you don't wish to enter an account code move to the account name.
Name
Enter the account name if you have not entered an account code. If you do not specify an account code or account name, the product sell price will be based on the default (normal) sell price.
Date
Enter the intended sale date if applicable.
Qty Required
Enter the quantity required here if applicable. Since the price of an item may be affected by the quantity break it is important to enter the actual quantity the customer intends to purchase in order to arrive at the correct price.
Once the above information is supplied, CAPITAL will list the unit sell price, unit tax amount (if taxes apply), the total sell price including tax and the discount name, if applicable.
All prices are shown as unit amounts. The quantity break is not automatically used to calculate the total
quantity sold by the unit price. If you need to calculate a quantity price press F4 and use the pop-up
calculator.
Availability Page
Once a product has been selected you can check on its availability by clicking on the tab button and then pressing the button.
The availability calculator determines if the stock item is available now or if it has to be ordered in. If it has to be ordered in, the calculator gives an estimate on the time it will take for that product item to arrive.
For information on how the availability estimate is derived consult the topic: Stock Availability Estimate
Tags Page
All tagged stock items are listed in this window. To tag a stock item click on the box under the T column on the first page of the Stock Find facility. A tick will appear next to the item and it will be placed on the tag list. To remove a stock item from the tag list click to remove the tick.
Select any item from this list to view its details in the panel. For more information on tagging consult the topic: Stock Tagging.
Locations Page
Once a stock item has been selected press the tab button to view availability information at all available locations. This panel only appears if Multi-Location Stock Control is activated.
Location
The stock location code.
Free
The stock that is available (free) for sale. This is physical stock less any stock that has been allocated to customers. Allocated stock is stock that has been reserved for customers but not yet shipped out to them.
Back Order
The stock quantity on back order.
On Order
The stock quantity presently on order from suppliers.
Next
The next expected arrival date of this stock if it is on order from suppliers.
Lead Time
The lead time of the stock item. This is the number of days it takes for the goods to arrive once it has been ordered. A lead time may be assigned to each individual stock item in Stock Control or it may be specified by supplier.
Purc. Unit
The standard unit of purchase. This is normally the minimum purchase that you are permitted to order from your supplier. This is defined by individual stock item in Stock Control.
Allocated
The quantity of stock that has been allocated (reserved) for customer but not yet shipped to them.
Stock In
The quantity of physical stock available. (Some or all of this may already be reserved for customers.)
Warehouse In
If the Warehouse Manager is installed, this is the quantity that has arrived in the warehouse but has not yet been formally received into stock.
Transit In
If the Enterprise Edition is installed, this is the quantity that is pending transfer into the current location but has not yet arrived.
Notes on Stock Find Using Corporate Edition
When using the Fast Find mode, with or without filter conditions, most searches should be executed very quickly. Typically responsible times on a suitable server should range from 1-3 seconds. Key word and global searches, although typically 100-500% times faster than the equivalent searches performed using the Professional or Enterprise Editions, will take significantly longer.
Notes on Stock Find Using Professional and Enterprise Editions
Using Fast Find mode searching should be performed very quickly. Key word and global searches or searching with filters, will normally take significantly longer, as CAPITAL will have to sort the stock file before displaying your requested search results.
In
Fast Find mode some searches can be performed very quickly even with filter conditions specified. These
include:
1. When Search On is set to Description and you are filtering by (stock) Group only.
2. When Search On is set to Description and you are filtering by Supplier (group) only.
3. When Search On is set to Product Code and you are filtering by Location only.
If you are running the Enterprise Edition of CAPITAL and add indexes to your system, using the Index Builder, with the following expressions, then very fast filtered searches may also be performed:
1. When Search On is set to Product Code and you are filtering by (stock) Group only and the following index expression exists: TYPE+NAME
2. When Search On is set to Product Code and you are filtering by Supplier (group) only and the following index expression exists: SUPPLER+NAME
3. When Search On is set to Description and you are filtering by Supplier (group) only and the following index expression exists: LOCATION+TITLE
Hints & Tips
CAPITAL remembers the size of the Stock Find window and reopens the window at the same size the next time you access the Find facility. To change the size of the Stock Find window, resize it with your mouse.
Once a record is located using the fast find function, your records will be sorted in the same order as the last search. Thus, if you locate a record by, say, product description, then pressing the arrow buttons will step you through other records in the system, in product description sequence. If you perform a key word or global search your records will not be sorted in any particular sequence after the search is performed. As well, filter conditions are not retained once the find window is closed.
Key word searching is assumed if you select Description from the Search On list and key word searching is activated via INSTALLATION Workshop settings. In this case searching by key word is normally extremely fast--almost as fast as a Fast Find mode search. For more information on activating the Key Word Search Description feature consult the topic: Stock Control General Options. You can, however, change the Search Method back to Fast Find if you only want to perform an exact or partial match search.
Stock Archive Searching
If you are using the Finder from within Stock Control and you have activated stock archives, you may also click on the button to perform a stock archives search.
Customising Stock Finder
It
is possible to add more fields to the Fast Find list by using the Index
Builder. Consult this topic for more information.
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