Shadow supplier default settings - group
Contents
Summary
Many suppliers include a group code for their products which is often used to specify the discounts used to calculate cost prices. This article explains how to apply default settings to these groups.
More Information
When an item is copied across to the main Stock File the default settings, applicable to the discount group on the item, will be applied as the part is added to the main stock file e.g. Suppliers, Stock Group, Sales Centre and V.A.T. rate.
Shadow Supplier Defaults
Initially please make sure each of your Shadow Suppliers are correctly set up:
Go to " Stock Control Maintenance Options Shadow File Maintenance Shadow Suppliers"
- Click [List]
- All your suppliers should be listed. If any are missing, click [Add].
- Enter the 2 character code for the supplier, e.g. 'YA'.
- Enter the Supplier name in the "Description" field, e.g. 'Yamaha'.
- Click on the [Settings] tab and fill in the defaults for this supplier.
- If there is one default supplier, you may enter their code. Use <Ctrl+F1> to search through your supplier codes.
- Specify the priority to give to this supplier code when ordering.
- Specify where the supplier stores their "Discount" group on Shadow items i.e. it is usually on the Stock Group field but may be stored on Notes Line 1 or 2.
- Click [Done] and [Accept].
Shadow Group Defaults
Go to " Stock Control Maintenance Options Shadow File Maintenance Shadow Group Information".
- Click [List].
- If the Supplier and Group to amend is in the list, highlight it and click [Edit] else click [Add].
- Enter the "Supplier" 2 character code.
- Enter the "Group" Code (this will be a maximum of 3 characters).
Details
- Enter the Discount percentage to apply to items within this Discount Group. This will set the Cost price based on the Supplier's Selling Price.
 | If Price Escalation has been set up to calculate cost prices, that will take precedence over a percentage specified here. |
- If this item can be purchased from additional suppliers, you may enter up to 5 different Shadow Supplier Codes here.
Groups/Analysis
- Enter the Stock Group to apply to items within this Discount Group. This should be the Stock Group you wish to use when an item is copied to the main Stock File.
- Use <Ctrl+F1> to search through your existing Stock Groups.
- If you wish to apply analysis codes to items, e.g. if you use Composite Reporting, you may enter the default codes here.
- Use <Ctrl+F1> to search through your existing Analysis Codes.
Invoicing
- The "V.A.T. rate" should be set to 'No Default' unless items in this Discount Group are either Zero rated e.g. Helmets, Manuals, Children's Clothing etc., or in exceptional cases, Exempt. If you are unsure, please consult HMRC for further advice regarding VAT.
- The "Sales Centre" is used to allocate the value of sales in the accounts system. If unsure what code to enter here, please contact your accounts department for advice. This may be left blank and the default for the main Stock File or main Stock group will be applied.
Attributes
- If you wish to apply Attributes to items, e.g. if you use Composite Reporting, you may enter the default attributes here. Simply double click an item in the "Unallocated" column to allocate it.
Once you are happy you have filled in as many defaults as you wish, press the [Done] button and accept the changes.
Default Supplier Settings
If you prefer to apply default settings to all Discount Group codes for a specific supplier, follow these steps:
- Click [List].
- Enter the "Supplier" 2 character code.
- At the point of entering a Group Code, enter '###'.
The way this works is that first any settings for Group '###' will be applied, then any settings for the item's specific group. So you could apply a global discount for a particular supplier, but a specific group discount could override this.
Updating Items in the Main Stock File
The option to " Stock Control Maintenance Options Shadow File Maintenance Re-Sync Stock & Shadow" will allow you to update items already copied to the main stock file. This will impose any new group defaults onto existing Stock Codes.
- Press <F1> to scroll through your Shadow Suppliers.
- Click OK to proceed with the re-sync. This may take a few minutes.
 | This is not reversible so please use with caution. |
See also
- What is a Shadow Stock code?
- Available Parts Files
- Creating a stock item
- How do I Set up a Shadow File Price Escalation?
- Manufacturer Composite Information
