Getting started - Stock Control

Summary

The following article explains the basics of Stock Control to get you started. For detailed Stock Control advice, please refer to the relevant Knowledge Base sections.

Add/Edit Stock Codes

Get into "Stock Control" -> "Add or Edit Stock Items"

• This will take you to a search screen. Press <F6> or click the [New] button.
• Enter your part number and press <Enter>

When creating your part numbers, it is important to have a written procedure laid down for designing part numbers that everyone follows so that there is consistency and structure. Avoid spaces, slashes, dashes and odd characters in your own part numbers.

• Enter the description of the item. There are three lines available to describe the item.

Try to keep all the significant information on the top line of description since this is the one that appears on all searches and will be the main line for reporting purposes. The small tick boxes next to each line denote whether that line will be printed on external documentation such as invoices or delivery notes. This is useful if there is description you need on the stock code for searching or reporting purposes but do not want the customer to see.

• Click twice on the "Retail Price" and enter your recommended retail price excluding V.A.T. You can enter the price including V.A.T. and press <F2> to deduct the V.A.T.
• At the "Cost Price", enter your Cost Price.

When you create the part number, you can enter your own cost price here. Once you book the part number into stock, this price will generally reflect the cost price of the oldest item in stock, and you will not be able to edit it directly here. To alter the cost price, the items would have to be taken back out of stock and then booked in again at the correct price.

• To enter the Group for this item, get into the Group/Analysis Tab.

Usually this would be 'PAR' – Parts, 'ACC' – Accessories or 'CLO' – Clothing but you may have a different structure to this. Various reports can be produced based on this group field, e.g. Reorder Reports or Stock Takes so it is handy to put similar items into a group. If you end up with more than 30 groups, you may be over-analysing!

• To choose from a list of groups, press <Ctrl+F1> then <Enter>. Highlight the appropriate group then click on [Choose] or press <F2>.
• To create a new group, enter the code to use and press <Shift+F10>. Enter a description for the group then press <Esc> and <Enter> to save it.

• When you have finished creating a new part, either press <Esc> and <Enter> to save the record or click on [Done] (which will appear on the bottom right corner of your screen) then [Accept].

Selling Stock at Point of Sale

Go to "Counter Operations" -> "Point of Sale".

• At the "Employee:", enter your Employee code (usually your initials) and press <Enter>.
• Scan or type in the Stock Code that you want to sell and <Enter>. If you do not know the stock code then type a description of the item you want to sell and press <Enter>. This will perform a search from which you can choose.
• Enter the quantity, check the price and click [Add].
• Repeat the above steps until all the items are listed.
• Ensure the "Customer:" is either "COU001" Default Counter Sales or you have created an account for customer. Please see How do I Find a Customer?
• Click [Checkout] to finish and take the payment.
• Choose the method of payment by clicking the relevant box "A,B,C" and click [Post] to print and accept the invoice.