Stock Control General Options 
Stock Control General Options
To access this screen start INSTALLATION Workshop and select from the main menu Install|Stock...|General Options.
Stock System Features
Multi Location Stock
The multi-stock option is used for companies that need to track stock at multiple locations. For example, from and to warehouses and stores. This option is ignored unless multi-department mode is also activated. For further information on this subject consult the topic: Multi-Location Stock Control.
Permit Multi Locations Per Transaction
If Multi Location Stock is 
ticked, this setting will allow product codes from different locations to be entered onto a single transaction.
If this setting is unticked, the stock items entered on a transaction must all come from the same location/department
as that assigned to the transaction.
Allowing products from multiple locations to be combined onto a single transaction can be convenient in many circumstances. For example, you may have technicians performing work on the same job and therefore need to enter spare parts from multiple vans (locations) onto a single job card, and then produce a single invoice. Or you may have materials located at different physical locations for certain types of manufacturing.
While
permitting products to be entered from different locations can be convenient, the increased flexibility
may come at a price. For example, when creating stock transfers it is possible for operators to accidentally
select product items from the wrong locations. This situation would not be possible if this option was
unticked, as users would then receive a warning message if they tried to enter a product from a different
location.
When
users enter product codes, CAPITAL will select by default the product based on the location/department
of the transaction, job card, kit, etc., if it exists at the default location. Otherwise CAPITAL will
report that the product could not be found, even if it exists at another location. If you wish to select
a product from a different location you must pick it from the list of available products and locations.
Do this by clicking on the product's look-up button 
or press F12 before entering the product code.
Stock Kits
Select to activate stock kit control if you intend using stock kits.
For information on stock kits consult the topic: Stock Kit Concepts.
Stock Matching
Select to activate stock matching/spare parts cross referencing system in Stock Control.
Stock Control Parameters
Numeric Product Codes Only
Will only allow the entry of numbers into the product code field.
Accept Leading Spaces
If unticked CAPITAL will ignore any leading spaces placed in front of product codes during transaction item entry.
Deduct Consignments First
Select to allow CAPITAL to sell consigned stock before invoicing your stock. Normally CAPITAL will invoice your stock, then any consigned stock.
Auto-increment Product Codes
Select only if you want CAPITAL to automatically create a product code based on the next available product code/number if you do not enter a product code, or enter part of the product code, when creating a new stock record.
In order to enter a number that automatically increments itself, you should enter the first part of the number only. This is because CAPITAL sorts product codes alpha-numerically, not numerically.
For example, if you enter "100-", and the last number was "100-9211" then CAPITAL will assign the next product number as "100-9212".
If you enter the number "1000" CAPITAL will not necessarily issue the next number following "1000". It will try to determine if that number already exists. You should place a zero in front of the product number you wish to auto-increment, i.e., by entering "01000" and then enter "0" (zero) in order to get CAPITAL to issue the next highest available number.
Only select this option if you do not wish current stock quantity levels to be affected by transactions.
This is a specialised option that should only be
under very limited circumstances. These might include:
When you wish to maintain a stock file but are not tracking stock quantities. Deactivating stock quantity adjustments would save the future effort of clearing negative quantities from the Stock Control system.
When you have imported stock quantities from an external data source or inputted it from a stocktake, but then need to input prior invoice, purchase order deliveries, stock receipt, etc., transactions for stock movement history purposes. In this event, stock quantity adjustments would only be disabled temporarily.
Don't
forget to reactivate quantity adjustments when you are finished!
Select if product codes appearing on invoices, sales orders, purchase orders, stock receipts, transfers, requisitions or quotation transactions must be unique. If the product code already exists, the user will be advised of the situation and will not be permitted to enter the product code again.
Reorder/Back Order Point
When determining quantities to reorder, and this setting is ticked ,
CAPITAL will deduct the back order quantity from the available stock level (physically stock), then determine
if available stock has dropped below the pre-set reorder point. When this setting is left unticked, the
determination of the reorder point does not take into consideration pending back orders.
This
option has been retained for backward compatibility with earlier versions of CAPITAL. It is now recommended
that this parameter be left ticked.
Reordering Ignores Forward Orders
Under normal circumstances, when CAPITAL needs to determine the quantity of stock to reorder, it will
also consider the total quantity of stock that is currently on back order. If this setting is ticked ,
CAPITAL will only take into account those back orders for which the current back order Forward Date is
equal to or less than the current system date. As a consequence, forward dated orders will be ignored,
and stock will not be ordered by the system prematurely, for back orders that do not yet need to be fulfilled.
The
Back Order Forward is the date at which a back orders become 'active' in the system for processing. For
example, if the date of the order is the 7th of June but the Forward Date of the same order is the 15th
of July, then the Back
Order Control Centre will not allow the system to allocate (reserve) stock to the order, or release
the order, until the 15th of July. For stock reservation purposes a back order with a Forward Date remains
'invisible' until the current system date equals the Forward Date.
This
setting is ignored if the Reorder/Back Order Point setting is unticked.
Suppress Stock Quantity Checking
Leave unticked to ensure that you are warned if you are invoicing or allocating more stock than you have. If you are not running the system with "accurate" stock quantity figures in your stock file, you may wish to disable the checking of stock availability.
When
stock quantity checking is disabled CAPITAL always assumes unlimited stock availability when invoicing
and allocating. CAPITAL's automated reordering utilities will not be usable since stock deficiencies will
not be recognised by the system.
Key Word Search Description
Select to be able to search on product descriptions based on any key word in the description. For example, consider the product description below:
12in ABC Plate Steel
If key word searching is not activated, the user must enter at least the first part of the description exactly. For example: "12in ABC". This will match the first product item description beginning with the letters "12in ABC". With key word searching activated users may also enter "ABC Plate Steel" or "Plate Steel" or even "Plate". The first item having a product description containing these words will be found.
Key
word searches must start with complete words. These searches will find the above item:
12
12in
12in ABC
ABC Plate
Plate
Steel
Plate Steel
Plate Ste
While you may end with partial words, you may not start with partial words. The above item would NOT be found if the user entered the following characters:
2in
late Ste
eel
This option should be deactivated IF:
Partial word searching is not required or will confuse operators. For example, partial matching may find too many matches for your operators to effectively work with, depending on the contents of your stock file.
Performance is critical when performing a Database Maintenance or Repair operation. Repair and Database Maintenance operations will take longer if this option is selected as the key word search index is recreated during these operations.
IMPORTANT:
After this option is activated or deactivated a Database
Maintenance must be performed before the setting change will take effect.
This
feature is not available for activation on the list of options for the Corporate
Edition of CAPITAL. This feature is standard under this edition and cannot be switched off.
Decimal Point Options
Qty Field Size
The size of the quantity field for invoices, purchase orders, quotations, orders, etc. The minimum size is 4 (quantities up to 9999), the maximum 7 (quantities up to 9999999).
Qty Decimal Places
The number of decimal places in quantity fields in Stock Control, invoicing, purchase orders, orders, etc. The minimum value is zero (do not sell fractional quantities), the maximum 6.
Tick
if you want the system to always display the decimal point. For example, if your quantity fields have
2 decimal places, entering the number "2" in invoicing will appear as "2.00" on your
computer screens. All reports will also display the two fractional digits. If unticked this option will
not display the fractional component for whole numbers. (Stock Control reports will still print with the
default number of decimal places specified to ensure they can easily be read.)
If
you force decimal points to be displayed even when they are not required, quantities on transaction screens
may require more space to be fully displayed.
Stock Control Decimals
Enter the number of decimal places for Stock Control prices that should be maintained. The minimum is 2 and the maximum is 4. The default setting is 2 -- two decimal place accuracy on stock prices. Increase this number if you need to keep track of fractions of cents, i.e., .0025 is a quarter of 1 cent.
Even when set to 4 decimal places CAPITAL will sometimes display prices in 2 decimal format. This only
occurs if there is not enough space on screen to show large numbers. CAPITAL will always maintain accuracy
to 4 decimal places, however, if this has been specified.
Be
careful: If you set a high number of decimal places but a small quantity size, you may have problems displaying
large or negative numbers!
Special Options
During product code entry in invoicing, sales order entry, quotations, etc., CAPITAL will normally try to locate a matching Product Code only. If "extended" searching is activated, CAPITAL will conduct the following search:
If the code is 7 digits, an attempt is made to locate a stock item based on a matching stock ID.
An attempt is made to match a Product Code.
An attempt is made to match an Alternate Product Code.
An attempt is made to match a user defined field called BARCODE. This field can be added to the Stock Control screen via the Screen Builder. No attempt is made to search the BARCODE field if it does not exist or if it is not sorted.
This
option is useful if you want the system to recognise either a product code or, perhaps, a bar
code, automatically.
Exact Product Code Matching
When entering product codes on transactions, CAPITAL will default to locating the closest match. For example, if you enter ABC as the product code on an invoice and there is no ABC product in stock, but there is an "ABC-2", then CAPITAL will present ABC-2.
If this option is ticked then CAPITAL will only display the product if an exact match is found. In the above example, the search would have failed and CAPITAL would have reported that no match was found. This option is useful if you do not wish operators to accidently accept the wrong product code. (However, the option would be undesirable if your stock file contained very long product codes, but most products could be uniquely identified by entering only part of the code.)
In either situation, if a product code is not found, CAPITAL presents a search window to help you to locate the correct code.
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