Stock Reference
To access Stock Control select from the main menu Section|Stock Control.
These help files refer to the "standard" field names supplied with CAPITAL. Users may change
the names of these fields using the Screen
Builder. Not all the fields listed here may appear on your particular Stock Control screen, as your
screen may have been customised manually or via the Create
Company Wizard when your company was initially set-up.
General Purpose Fields
CAPITAL requires that every stock item have a product code. Most users prefer to enter the product code (spare part number, item reference, etc.) assigned to it by their supplier, although in many situations this may not be practical. In which case, a different product coding system is created. Some businesses may wish to enter the bar code number here if no other unique product identification code is available.
CAPITAL will not allow two products to have the same product code unless multi-location stock control is activated. CAPITAL will also enter the product code in upper case irrespective of how you type it in. The product code field length can be a minimum of 10 characters and a maximum of 25 characters. The actual code can be from 1 up to 25 characters in length. The size is set by INSTALLATION Workshop in Screen Builder. They can be a mix of letters, numbers and/or punctuation. The only exception to this is that the ? symbol may not be part of the product code.
On
Entering Product Codes
CAPITAL sorts product codes in strict alpha-numeric ordering based on the position of the character within the code. Thus, the following product codes are shown as they would appear if listed on-screen or printed on a report:
A1
A10
A2
A3
Note that the "A10" is before the "A2" because the "1" in the second position of the product code is still a lower number than the "2" in the "A2" that follows. When you mix letters and numbers together it is important that the product codes be kept to the same lengths. The correct way to enter the above codes would be as:
A01
A02
A03
A10
Customer & Supplier Product Codes
Users of the Enterprise Edition of CAPITAL may also enter and manage the product codes their customers and suppliers use. This can be useful if you wish to use your own product codes, but print the product codes your customers and suppliers relate to, on your form stationary. For more information consult the topic: Customer & Supplier Product Codes.
Description
The description may or may not be a repeat of the product code. If you don't give the stock item a description then CAPITAL will duplicate the product code identification here.
You may enter up to 1000 lines of product description per stock item.
Alternative
The field is often used to identify the supplier's original product code (in cases where your product code is different), a bar code number or code, or some other reference or note. How you use this field exactly, depends on your requirements.
Group
Used extensively by the reporting system. Every product should be assigned to a group. The group determines the item's default pricing system, tax rates, costing rates and other information.
If you can't remember group names, click on the 
button to see the list of groups or press .
For
information on this field consult the topic: Stock
Groups.
This is the supplier code for whom you've last purchased this stock item from or who is your 'preferred' supplier.
You can use the
button to list available codes or press . You can change the supplier designation
of a product at any time.
Location
Refers to the store or warehouse where you are keeping the stock item. If you have only one location skip this field (or use it for some other purpose if you have a need, i.e., item colour). Otherwise enter a meaningful 8 character code to represent your store's location. Also associated with Departments.
For information on holding stock at multiple locations see the topic: Multi Location Stock Control.
Bin
The bin refers to where in the store you keep the stock item, which is useful for picking lists and stocktakes.
The
following fields are adjusted by CAPITAL during the normal operation of the system. They can be manually
edited but it is not recommended you do this. CAPITAL should be left to maintain them automatically for
you.
Class
The stock class code. This is either blank (no class) or a letter of the alphabet between A and Z. The class code may be assigned manually by an operator, or calculated automatically by the stock control system.
For more information on this subject consult the topic: ABC Stock Analysis.
Back Order
Refers to the quantity of stock on Back Order
Back Order Hold
Refers to the quantity of stock on Back Order Hold.
Consigned
Refers to the quantity of stock on consignment.
Refers to the quantity of stock you currently hold. That is, all stock on your premises that you have not yet invoiced. CAPITAL will handle fractional quantities as well. You can sell half or even ".236" of an item.
The
number of decimals to track for stock items is set inside Screen
Builder found in INSTALLATION
Workshop.
Allocation
The stock allocated or reserved for internal use or for a customer.
Marks the record as 'special' for special purposes and user created reports.
Puts the stock record on hold so that it cannot be invoiced.
Indicates whether the stock item should be included on the price list report.
Indicates that a stock label should be printed for this stock record.
Service Cover
If this product has a warranty period or service coverage period, enter the number of days of cover for this stock item. This option works in conjunction with CAPITAL's warranty/service date tracking facility.
Automatic service cover tracking is only available if you have the Stock
Tracing Component installed.
Also
see the topics: Warranty
Period Tracking and Stock
Warranty/Service Cover Report.
GL Set
The general ledger set code. Only applicable if you are using the general ledger.
Enter the number of labels to print per item placed into stock when taking delivery of purchase orders or stock receipts. The default is 1 which is one label per unit of measure. If you want to print two labels per unit, enter 2. If you want to print 1 label per 50 units enter .02 (50 * .02 = 1).
At times you may wish to print a single label for an entire delivery, rather than for each unit in that delivery. A typical example may be if you need to take delivery of 50 metres of carpet but wish to place a single label on the whole roll only. Enter 0 to print one label only. To stop printing labels entirely, untick the Label field.
Labels
are printed for whole units only, so deliveries that include fractions are rounded up or down to the nearest
whole number.
Ordering & Quantity Management
On Order
Refers to the quantity of stock on Purchase Order.
The quantity of stock that is reserved for floor display/use or for warehouse storage.
It is used by the back ordering system during allocation of stock to customer orders. Set the quantity of stock you do not want allocated/sold to customers, but kept for display in your store or as absolute minimum holding level at all times.
This option will not prevent you from invoicing goods below the floor level if you wish.
It is also used by the Warehouse Manager to control the maximum transfer quantity of a stock item. This the maximum stock level to hold in a particular warehouse when transfer suggestions are made.
Reorder Level
This is the minimum level, stock must reach before it is necessary to reorder it. A reorder level of zero means, "reorder when none are left." If you entered 1 here, then when only 1 item is left, CAPITAL will suggest you reorder more. How many more? That depends on the Overstock level.
This field is used by the Stock Reorder Report.
Overstock Level
This is an upper limit level for stock. Goods are considered over stocked if they reach this level. If your over stock level is 10, then 8 would be ordered if only 1 was left in stock. (1 in stock + 8 required = 9 which is one less than overstocked.)
If the overstock level is 1 and the re-order level is 0 then this is equivalent to telling CAPITAL that
this stock item is currently available from your supplier, but you do not wish to carry it in stock. If
both re-order level and overstock level are zero, the stock item will be considered discontinued. (No
longer available from your supplier for reorder.)
Reorder and Overstock levels can be set automatically by the Stock Requirement Forecasting System.
Stock
Requirement Forecasting requires the Enterprise Edition.
Tick 
sets the stock item as diminishing (normal stock) or untick as non-diminishing (services).
Stock records set to non-diminishing do not have their stock in quantity decreased as these items are sold.
Pricing
Pricing (A-Z)
Up to 8 standard prices may be assigned to each stock item. These are assigned the field names A through to H. These can be a mixture of sell, cost and even tax amounts. Once you determine a cost/sell price structure, enter them consistently against each price field as appropriate. It also helps to go into the INSTALLATION Workshop and using Screen Builder change the name of each field to something more meaningful than A, B, C, etc. For example, "Last Buy", "Average Cost", "List", "Trade", "Sell", and so forth.
For additional information on price structures see: Customer Special Pricing.
You may embed automatic calculations behind Stock Control prices. For example, price C can be set to automatically calculate as price B plus 10 percent. For more information on this subject see the topic: Stock Groups.
If
the standard 8 price fields are insufficient for your needs, you may assign up to 17 additional or extended
stock price fields, for a total of up to 25 stock price fields. If you require more than 8 prices per
stock item consult the topic: Stock
Extended Price Fields.
Price Scale
You may enter a Price Scale code that applies to this specific stock item here. If a Price Scale code is not assigned to the stock item, the Price Scale of the stock item's stock group is automatically used. Price Scales are used to determine how price fields are updated when certain fields, such as cost fields, change in the system. For example, if you have 'list price' field, a Price Scale can be used to update the list price by a certain percentage mark-up when the cost price of an item changes.
For
more information on this consult the topic: Price
Scales.
Date Fields
The
following fields are automatically filled in by CAPITAL during the normal operation of the system:
First Sale
First time item was sold.
Last Sale
Last time item was sold.
First Order
The first date this stock item was ordered.
The date the product was added to the system/created. This field will be filled in automatically with the current system date when a new stock record is added to the system.
Last Delivery
The last time this item was delivered into stock. It is automatically updated by CAPITAL.
Next Delivery
The next expected delivery. The purchase order system will automatically update this date when appropriate.
Last Transfer
The last transfer date related to this stock item.
Last Order
The last purchase order date related to this stock item.
The last date at which a stocktake was made against this stock item.
Purchasing
Est. MTD Sales
The estimated monthly sales for new stock items. This is used by the Stock Requirement Forecasting system to be used as a basis for stock reordering where there is no sales history yet in the system. If you are not using Requirement Forecasting you do not have to specify estimated monthly sales.
If the stock record creation date is set blank, CAPITAL will ignore estimated sales.
Enter the default product lead time in days for the stock item if applicable. This is the number of days (on average) that it takes stock purchases from this supplier to arrive, from the date of the purchase order. For example, if you ordered on a Monday and stock arrived on a Wednesday, the lead time required would be 2. If you do not intend to use CAPITAL's Stock Requirement Forecasting System then you do not have to specify any numbers here. If products do not have individual lead times specified, the Requirement Forecasting System will use the supplier lead time instead.
Inventory
Requirement Forecasting requires the Enterprise Edition.
This is the minimum multiple unit you may lodge with your primary supplier for this item. For example, if your supplier will only accept orders of 12 at a time, you should enter 12 here.
When entering purchase orders this value is used as the default quantity to order unless it is set to zero. If set to zero this field is ignored. If operators edit the quantity column and enter a quantity less than the Purchase Unit, CAPITAL will warn that the order quantity is less than the minimum quantity, but will still allow the operator to proceed with the order.
For Automatic
Purchasing. If the order quantity is not a multiple of the purchase unit, then the order quantity
will be rounded up. For example, if the actual order requirement is 10, but the purchase unit is 12, the
Automatic
Prchase Ordering System will increase the order quantity by the shortfall (2 units). The Purchase
Unit may directly determine the final automatic purchase order unit. It is calculated last, after
purchase unit conversions and other factors have been considered.
Yearly Budget
You may optionally enter a yearly sales budget for this stock item. The sales budget appears on and is used by the Customer Purchase History by Product report.
This is the accumulated stocktake variance quantity. It records the number of units of variance based on submitted stocktakes. A positive number represents the amount of positive variance, e.g., 20 = 20 missing units based on the total of the accumulated counts. -5 is equal to finding 5 units more than the recorded physical quantity.
Size, Weight, Volume, Dimension & Conversion Fields
Box Measure
An 8 character alphanumeric description of the unit of purchase. (The word "box" is being used here in a generic sense.) i.e., you may buy by the carton but sell by the unit. Typically this field is only relevant if you will be using the purchase order system and wish it to do the unit conversions for you automatically.
The conversion factor that calculates the standard unit of measure based on the box measure.
For example, if the conversion factor is 20, then for every unit of purchase, 20 stock in units will be added. The conversion factor may also be a fraction. For example, if the conversion factor was .5 and 20 purchase units were received, 10 stock in units would be placed in stock. i.e., .5 x 20=10.
If the box conversion is 1 or zero, no quantity conversion takes place and the purchase unit is the same as the stock in unit. Use the box conversion facility when your purchase unit of measure differs from your invoiced unit of measure. For example, you may buy by the crate but sell by the pack.
You
can also establish multiple box conversion factors for a single product. If you need to purchase in many
different units of measure, then do not use the Box Conversion field. Consult
the topic: Dimension
Based Pricing
Unit Measure
An 8 character alphanumeric description of the quantity that this stock item is sold in. Typically this is left blank, but you might want to enter EA for "each" if single units, or some other code such as "DOZ" if applicable. (In which case the normal stock in unit would be in dozens.)
Volume
The volume, in any unit of volume you wish to work in, of the stock item.
Volume can be used by the Importing
& Shipment Costing System to assign proportioned shipping expenses to a stock item. (Available
only in the Enterprise Edition).
Weight
The weight, in any unit of weight you wish to work in, of the stock item. Used by the invoicing system to determine the total weight of a shipment.
Quotations
Quoted
The total number of units that have been quoted using the Quotations System.
Quotes Won
Of the total number of units that have been quoted, this is the quantity that has been accepted (won).
Quotations
with a status of 'cancelled' or 'suspended' do not effect these quoted quantity fields.
Transfers
Transit In
The quantity of stock that has been transferred from, and is expected to arrive from, another location or branch, but has not arrived yet.
Transit Out
The quantity of stock that has been shipped from the current location to another location or branch (but has not yet arrived at that location or branch.)
The assembly build number that describes how this stock item is constructed. This is used by the Automatic Assembly Creator, when invoked, to construct new items to meet finished goods requirements for customers.
This feature is only available in the Enterprise Edition.
Assembly Number
This number is updated automatically by the assembly system and refers to the assembly process number that resulted in cost or quantity updates to this product. If more than one process contributed to the manufacture of this stock record, only the last assembly number is retained. You may alter this number if necessary.
This feature is only available in the Enterprise Edition.
The quantity of this item (if it is a finished goods stock item) that is currently in the process of being built. For a stock item to be built it must be assigned an Assembly Build number.
This feature is only available in the Enterprise Edition.
The minimum quantity of any finished goods item that should be built. For more information on how this quantity affects the construction of stock items see the topic: Automatic Assembly Creator.
This feature is only available in the Enterprise Edition.
The quantity of a particular stock item, which is acting as a component, that is reserved and in the process of being built into a finished stock goods stock item.
This feature is only available in the Enterprise Edition.
For more information on assemblies consult the topic: Assembly Manager.
Special Purpose
Tick
if you want to mark this stock item as being a "comment". Products marked as "comments"
will print blank lines rather than zeros and will not have their product codes printed on forms, during
form printing, when applicable. (In all other respects, CAPITAL will treat "comment" products
the same as non-comment products.)
The
above option depends on whether the Visual Builder form supports the Comment type
feature. CAPITAL's standard forms do, but custom written forms may not.
Price List Space
Leave blank or enter a number between 1 and 9. Indicates the number of blank lines to leave on a price list report before printing the next stock item, or until the start of the next page is reached--whichever comes first. This can be useful when you wish to highlight a product or particular set of products, by spacing them out. This option does not apply if the stock item's Pricelist field on the stock screen is unticked.
Remote ID
See Stock Solver for information on Remote identifier codes.
Tax
Tax Category
The tax rate applicable to this particular stock item. When left blank, the stock record will have the same tax rate as the stock group it has been assigned to. Don't assign tax rates to individual stock items when you don't need to, as this entails more updating work if the tax rates of your stock change.
The tax rate description will appear in () brackets next to the tax category.
For more information on defining tax categories see: GST Tax Rate Issues.
Non Exemptable
Tick
to force tax to always be charged for this item, even if the account to be invoiced is normally tax exempt
or GST free. The setting affects invoices, sales orders and quotations. Use this setting to exclude any
"non tax exemptable" stock items.
Tax is not applied to foreign currency transactions under any circumstances.
Stock items cannot be made "non exemptable" if they are assigned to kits that use compound tax
calculations. (Compound tax calculations do not apply to GST.)
Warehouse Manager
This is the quantity that has been received by the warehouse but not yet formally received by delivering the related purchase order. For example, if your warehouse has received 100 units of the item and has put that quantity away, but 100 units have not yet been acknowledged as received on your purchase order, the Warehouse In field will contain 100 until the purchase order is delivered.
For more information on warehouse management consult the topic: Warehouse Manager.
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