Creating a stock item

Summary

The following article outlines how to create a stock code for a part and enter all the recommended information onto a stock code.

Additional Information

Select "Stock Control" -> "Add or Edit Stock Items".

This will take you to a search screen on which press <F6> or click the [New] button.

The main fields and settings for creating a new part number are contained on these 6 tabbed pages. You may move around these pages by pressing <PageUp> and <PageDown> or by clicking on a page heading. Within the pages you may use <Enter> or your arrow keys to move between fields while <Tab/Shift+Tab> will move your cursor within a line, e.g. to edit part of a description line.

Details Tab

Descriptions

Enter your part number and press <Enter>

When creating your stock it is important to have a stock coding system that is carefully structured and that everyone follows that allows for all stock codes to be unique.

Enter the description of the item. Press <Enter> to move through the remaining fields and enter any extra information you require.

The top line of description is the one that appears on all searches and will be the main line for reporting purposes. So it is important to get as much info on this line as possible. The small tick boxes next to each line denote whether that line will be printed on an invoice or not. This is useful if there is information you need on the stock code for internal purposes but do not want the customer to see.

Pricing

Enter your recommended retail price excluding V.A.T. Alternatively enter the price including V.A.T. and press <F2> to calculate the Net price.
Enter your standard Cost Price.

In both cases you are not restricted to these prices. You may alter the selling price at the point of invoice. The cost price can be set per supplier as you book the item into stock.

Press <Enter> to move through the Units field.

Notes

You may enter up to 5 lines of notes about an item. If you need to add more notes press <Ctrl+F8>.

Groups/Analysis Tab

Grouping

Enter the Group this item falls into.

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.

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.

Analysis

The analysis codes are another way of grouping common items together. If you put a letter in Analysis 1 then put the same letter in Analysis 1 on another stock item they would have a common link, which could be reported on, e.g. you could link all Genuine items together by attaching a code to them.

Move to the appropriate Analysis field then enter the code to use.
To choose from a list of codes press <Ctrl+F1> then <Enter>. Highlight the appropriate code then click on [Choose] or press <F2>.
To create a new code, enter the single character to use. Please note this field is case sensitive so you can use the alphabet twice (upper and lower case), numbers 0-9 or characters.
Press <Shift+F10>. Enter a description for the code then press <Esc> and <Enter> to save it. The example below shows an item, which has been classed as a Genuine Part, it is a Fast Moving, Current Stock Item. All of these characteristics have been defined using the Group field and three different analysis codes.

Invoicing Tab

Defaults

Choose the appropriate V.A.T. Rate from the list by clicking on the little box at the end of the field.
Standard items should be Vat Rate 1 (17.5%). Vat Rate 2 is for Zero Rated items and Vat Rate 3 is for Exempt items. Make sure this field is set correctly before you leave it by pressing <Enter>.
Enter the Cost Centre. This field defines where in the accounts system the value of a sale of this item should go. This will be a number, e.g. 100, and is commonly split into Sales of Parts, Sales of Accessories and Sales of Clothing. If you are unsure what to enter here ask your accounts department.

Saving your new part number

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].

This is as far as you need to go at this stage but before you save the stock code you may want to set up your reorder levels, location and supplier details. Access these options from your functions menu accessible via pressing <F12>

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For additional help with the set-up of this refer to the articles in the see also section below

Creating a stock item

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