Inventory Setup Menu

Inventory Item Search
Add Stock Item - Basic Setup
Inventory Setup
Inventory Import / Export
Inventory Stop Item
Print Tab IM
Bar Coding Setup
Inventory Build Kit Setup
Inventory cost price rules
Warehouse Locations Active
Group List
Inventory Functions Drop Down
Facts Endophyte Type
Item Cost Price Editing
Advanced Stock Item Add
Inventory Setup Tips
Add Custom Item
Dimension selling price matrix example
Wastage
Inventory Functions
Inventory / Stock Types
Pricing Level Promotion
Cloning an Inventory Item (Basic)

Inventory Item Search

Inventory > Configuration > Inventory Setup

In Inventory setup search, you will see two search tabs

Search	Allows you to search for an existing item, Creditor or Debtor based on system fields and which module you are in.
Custom Search	If you have setup custom fields in your inventory, you can search for the items using the custom fields linked.

Note: If you leave the fields blank it will bring back all Inventory codes which will be sorted in inventory code order alphabetically.

If you click on the column heads they will sort A-Z or Z-A.

Additional Details search

The system's inventory search function has a non-standard, dual-mode query logic that presents a usability tick. An explicit "tick" enables multi-word OR searches, but requires users to manually input the capitalized boolean operator, a deviation from common search engine syntax. Disabling the "tick" reverts the field to a less flexible "full string" match.

The Dual-Mode Search Logic

The inventory search contains a conditional operator system, governed by a user-selected tick box next to the search field.

Mode 1: Exact String Search (Tick Disabled)
- Process: When the tick is disabled, the system defaults to a standard search.
- Result: The system returns only records that contain the exact, complete string entered by the user (e.g., searching for 2000 OR 2022 would look for that literal phrase).

Mode 2: Multi-Term Search (Tick Enabled)
- Process: The user must activate a tick next to a specific field. They can then construct a query using multiple terms separated by a capitalized OR operator (e.g., 2000 OR 2022).
- Result: The system returns all records containing either of the specified terms.

Search	Allows you to search for an existing item, Creditor or Debtor based on system fields and the module you are in.
Add	Allows you to create a new Inventory item, Creditor or Debtor depending on the Module you are in.
Edit	Allows you to edit an existing Inventory Item, Creditor or Debtor depending on the module you are in.
Clone	Allows you to Clone an existing Inventory Item, Creditor or Debtor depending on the module you are in.
Delete	Allows you to Delete an existing Inventory Item, Creditor or Debtor depending on the module you are in, you will not be able to delete an Inventory Item, Creditor or Debtor if they have transactions against the.
Inventory Overview	Allows you to have a wide overview of all movements for the selected Inventory Code, from Stock coming in and going out and stock take figures.
View Image	If you have uploaded an image of your Inventory item, you will be able to view it here
Serial No. Options	When you select a product that has serial numbers recorded, you can either view them here or you can print them from here as well.
Functions	Allows you to update various settings on the items selected
Print	Prints the selected Inventory Code details
Import & Export	Export General Details of Inventory Code to Excel

Search options

Enter any of the fields, such as the item code or part of the item description to limit your search to a specific item or range of items.

Main	Displays basic information of the item within the grid which could include Item Code, Description, Quantity on hand, Supplier, Pricing level, etc.
Cost Price	Shows the item cost and selling price information of a selected item
Supplier Cost Price	Shows various supplier cost prices of a selected item, including historic cost prices.
Stock Available	Shows stock quantity levels of the item in various warehouses.
Serial Number	Shows serial numbers for the selected item. This tab is only active if the item code is flagged for serial number tracking

Inventory Clone

The clone feature allows one to create a new inventory item that is similar to an existing item without having to capture all the same details, such as group codes, additional properties, etc.

This feature is a quick and convenient way to add a new item to the system.

Inventory Overview Button

This is where one can view movement’s summary of the selected inventory code.

This is where one can view movement of an inventory code.

Load Totals	Loads the item information on the main details tab
Attachments	Here you can attach any info, photo or document that is associated with this inventory item.
Edit Item	Here you can amend an inventory item basic information.
Recalculate	If changes have been made to your data before the end of day backup your Inventory may be a little out, if you hit the recalculate button this will bring your inventory back in line.
Main Detail	Shows summary of available stock as well as all movements for select item code as well as where they are currently in a WIP workflow.
WIP- Work in Progress	Run the count for working still currently progress items, On Shelf, All, Invoice, Sales Orders, Jobs and Bill of Materials. Most counts are done on the on-shelf option.
Movement	Shows all in and out movement of a specific item code specific to sales to customers and purchases from suppliers.
Document Analysis	Search to view all document for the item code

Stock Available

Displays the stock availability information

View Image

Allows the user to view an image of the inventory item provided an image has been uploaded.
On the left of the panel is a grid displaying all the attachments that have been uploaded for this stock item.
If the Primary Image is set up on the inventory item, then that item will be displayed in bold blue in the grid.
By clicking in the icon in the View column the user can view the attachment.

Add To Document

This functionality allows the user to add all or selected attachments to the original document i.e. Quote, Invoice.
Either click the check box in the column header above the check boxes to Select All or Unselect All attachments.
Alternately specific attachments can be selected by clicking the specific attachment’s check box.
Once the selection has been made click the Add To Document button and the selected attachments will be added as attachments to the original document, i.e. Quote, Invoice

Email Self

In the event of the Email Self button being disabled this will be as a result of the logged in user not having an email address entered in the user setup detail.
Once the selection of attachments has been completed same method as in Add To Document above click on the Email Self button and the selected attachments will be emailed to the email address as setup for the
login user in Huge ERP.
Click the Close button to close this window.

Please Note:

To load an image of an inventory item, go to Inventory Module -> Configuration -> Inventory Setup.
Enter and search for the desired inventory item. Edit the item, go to attachments and upload an image file (typically a JPG file).
Select the image name in the Primary Image drop down and click on Save.

Functions Dropdown

Functions for inventory setup has many options that allows you to update multiple areas of your Inventory item.

Update Mark-up %

Inventory> Configuration> Inventory Setup>Functions

Update Mark-up button: Updates the mark-up of the selected Inventory Item.

Group Codes	If you have set up Group Codes for your inventory you can select a group code from the drop-down menu to define your percentage mark up by a selected Group Code or All Group Codes.
Price Levels	Filter the update of the percentage mark up by a selected Price Level.
New Percentage	Enter the new percentage value.

Click Update to perform the Markup Percentage change.
Click Close to exit the window without performing the update.

Print

The print function will allow you to Export information and print barcodes for you inventory items.

Import & Export

Import & Export give you many options to choose from to import or export specific information for your inventory with the use of an excel spreadsheet.

Note: There is a specific format that your data needs to be in to be able to import data, you can do an export first to get the correct format.

Keyboard quick keys

Quick keys help access functions using the keyboard

Used with Alt + Letter

Search	Alt + s	Search for Stock Item
Add	Alt + a	Add a new Stock Item
Edit	Alt + e	Edits the Stock Item that is highlighted
Delete	Alt + d	Deletes the Stock Item that is highlighted
Clone	Alt + c	Clones the highlighted Stock Item
Inventory Overview	Alt + i	Opens the Inventory Overview window
View Image	Alt _ v	Opens a window to view the image associated with the Stock Item
Serial No. Options	Alt + o	Activate split button to view listed options
Functions	Alt + f	Activate split button to view listed options
Expand / Contract	Alt + n	Expands / Contracts the header section of the window
Tab Basic Search	Alt + 1	Basic Search
Tab Custom Search	Alt + 2	Custom Search
Tab Main	Alt + 3	Main Search Grid
	Alt + 4	Pressing Alt + 4 repeatedly will step through all the tabs e.g. Detail, Statutory etc.

Add Stock Item - Basic Setup

Adding an Item

To create a new inventory item, go to:

Inventory Module>Configuration>Inventory setup

Click Add

After clicking Add you will see the screen below:

If your codes consist of only numbers, it is not advisable to start the code with a zero. This will create complications when doing bulk updates and exporting the item master into excel, where the "0" will be dropped. When you upload the updated import file, it can potentially result in a duplicate item being created.

Code	Enter a code for the item; codes can be alpha or numeric or a combination.
Category	Select the right category for the item that you are creating Stock: This is a physical tangible item Custom: This is an intangible item that is predominantly used for creditors purposes. e.g. if you wish to run the office expenses such as telephone account through creditors, you could set up a custom item such as telephone which is mapped to the telephone expenses account in the ledger Service: This is an intangible stock item such as labour, delivery etc. Fixed Asset: This is a fixed item of the company
Description	Enter an Item description By default, description is what is displayed on the documents
Long Description	Allows you to enter additional item description detail Unless you have customized stationery, the long description will not be displayed on the documents
Group Code	If you have set up Group Codes for your inventory you can select a group code from the drop-down menu to define your search to a specific group.
Category	This is where you select if this item is a Stock Item that you will be tracking stock of, a Custom Item, A Service item or a Fixed Asset Item if you are doing asset tracking.
Priority Level	If there are items that are vital for production or fast-moving items, you can use the priority level field This can be used in stock procurement, forecasting and even automated exception reports to notify the procurement department of items with low stock levels. Refer to advanced item setup
Sync To Mobile	Tick the box sync to Mobile. This will allow the item to be added to the mobile application

Click Save

Item Cost Price - Pop up window

Cost Price	Enter the Item cost price NB: If you do not enter a cost price at this stage you will not be able to simply edit or add a cost price for a stock item later
Supplier Code	Select the default supplier
Supplier Item Code	This is the suppliers code on their system, it is useful to have this information when ordering the inventory item again as this is added to the purchase order.
Pricing Level Type	Select the pricing type Enter either the mark-up percentage or the selling price amount

Once you click the save button, the additional tabs will be activated

More Details

Click the More Details Tab to add additional information if applicable

Such as Unit of Measure, weight, etc.

If the item has serial numbers or the items serial numbers have to be tracked, tick the Serial No Tracking box

Properties Tab

This window has additional filtering and categorisation options such as Brand, Make and Model

These filters work in conjunction with each other

Refer to Brand Make Model Setup

There are also 7 additional customizable fields which can be renamed to description of your choice and used accordingly for purposes specific to your business

Bill of Material Tab

If the product being added is a product that you manufacture, you will need to tick the Activate Bill of Material Box

Refer to Bill of Material Manual for further details

Warehouse Link

You will need to link the warehouse(s) this item is associated to

To do this click the Warehouses button

Click Add

Move the required warehouse(s) to be associated with the item to the right-hand column

Double click the warehouse you wish to select or highlight the warehouse and click on Add Warehouse

Attachments

Should you wish to add an image of the item or any other details or spec sheets relating to the product, you can add them as attachments

To add an image, view this manual - Attachment

Click Close

Go back to the General Details Tab, select the attachment name from the drop-down on the primary image field as the image to be displayed

Click Save

This will then be displayed in the image window

This completes the basic item setup, and the item can now be selected on various documents across the system.

Info Button

Suppliers

Keyboard quick keys

Quick keys help access functions using the keyboard

Used with Alt + Letter

Attachment	Alt + t	Opens the Attachment window.
Memo	Alt + m	Opens the Memo window
Info	Alt + i	Opens the Inventory Item Info window
Suppliers	Alt + s	Opens the Manage Suppliers window
Warehouses	Alt + w	Opens the Warehouse Management window
Alerts	Alt + e	Opens the Alerts Setup window
Inventory Overview	Alt + o	Opens the Inventory Overview window
Functions	Alt + f	Focus on the Function button
Tab Detail	Alt + 1	General Details Tab
Tab Stepping	Alt + 2	Pressing Alt + 2 repeatedly will step through all the tabs e.g. Details, More Details etc.

Inventory Setup

Inventory >Configuration> Inventory Setup

In Inventory setup search, you will see two search tabs

Search	Allows you to search for an existing item, Creditor or Debtor based on system fields and which module you are in.
Custom	If you have setup custom fields in your inventory, you can search for the items using the custom fields linked.

Note: If you leave the fields blank it will bring back all Inventory codes which will be sorted in inventory code order alphabetically.

If you click on the column heads they will sort A-Z or Z-A

Search	Allows you to search for an existing item, Creditor or Debtor based on system fields and the module you are in.
Add	Allows you to create a new Inventory item, Creditor or Debtor depending on the Module you are in.
Edit	Allows you to edit an existing Inventory Item, Creditor or Debtor depending on the module you are in
Clone	Allows you to Clone an existing Inventory Item, Creditor or Debtor depending on the module you are in
Delete	Allows you to Delete an existing Inventory Item, Creditor or Debtor depending on the module you are in, you will not be able to delete an Inventory Item, Creditor or Debtor if they have transactions against the.
Inventory Overview	Allows you to view an overview of all movements for the selected Inventory Code.
View Image	If you have uploaded an image of your Inventory item, you will be able to view it here
Serial No. Options	When you select a product that has serial numbers recorded, you can either view them here or you can print them from here as well.
Functions	Allows you to update various settings on the items selected
Print	Prints the selected Inventory Code details
Import & Export	Export General Details of Inventory Code to Excel

Search options

Enter any of the fields, such as the item code or part of the item description to limit your search to a specific item or range of items.

Main	Displays basic information of the item within the grid
Cost Price	Shows the item cost and selling price information of a selected item
Supplier Cost Price	Shows various supplier cost prices of a selected item, including historic cost prices.
Stock Available	Shows stock quantity levels of the item in various warehouses.
Serial Number	Shows serial numbers for the selected item. This tab is only active if the item code is flagged for serial number tracking

To create a new inventory item, click on the Add button

Fill in all the relevant information on the inventory item.

You will have to fill in the category type example, stock, service or custom.

Stock	Physical items such as a ruler. Inventory items work with costing methods a. Latest cost or b. Average Cost. This is setup under the System Configuration Module- Administration – Reference Values.
Service	Labor can be termed a service item. This does not track inventory. Service items cannot be used in the Goods Received Vouchers.
Custom	Works the same as Service type. You can put sub-contractors work under this. This will appear in Goods Received Vouchers.
Fixed Assets	This type of inventory is only used to insert your fixed assets. You can put a cost value to it and run a report which will list all fixed assets with their cost value.

The inventory code can be changed at any time.

The Inventory category cannot be changed after it is saved

Inventory Details Tab

In the General Details tab fill in the static information.

Inventory Code	This is a unique code that identifies the Inventory Item. The Code field can be Alpha Numeric and over 200 Characters long.
Category	Select the type of inventory item that is being created. There are four options, stock, service, custom and fixed asset.
Description	This is the name of the inventory item. The Description field can be Alfa Numeric and over 500 Characters long.
Long Description	This is extra information on the inventory item. You can have a very descriptive note on the item. This can be automatically copy when doing your lines in the document.
Primary Image	This is a drop down and only shows Images which have being uploaded as attachments. You can select a default image against the customer to show on the right-hand side.
Priority Level	Select a priority level form the drop-down menu
Group Code	Select a group code from the drop-down menu
Active	Select if this item is active or not. To make an item inactive the item must have zero inventory on hand in all warehouses
POS Item	Tick if inventory item is a POS item
Internal Ref ID	Customer reference number for item
More Details Tab Unit of Measurement	This indicates the unit of measure of items. Case Lots uses this for its multiplication.
Default Supplier	Set this drop down which is populated by the supplier’s button to your most commonly used supplier.
Tax Type	Set a default tax type for this inventory item.
Account Type	Only used in Custom and Service type items. This account replaces the inventory account and puts costs to the ledger account set here. Do not use inventory account when setting up your custom and service items.
Bar Code	Insert a Bar Code for the item
Bin	Bin Location – Put in a note of the location of your inventory
Weight per unit	Setup your weight per unit. You can select the stationery layout with weights column which will multiple the quantity by the weight and give you the total weight per line product.
Default Supplier Cost	Tick this if you want to default your costing methods on the supplier cost.
Pricing Override	You can choose a pricing override for an item if you wish to run a special on this product. You will need to specify the start and end date of the special.

The system will automatically revert back to the default pricing structure when the date of the special has come to an end.

Serial No Tracking

Tick if item code must be serial number tracked

More Details Tab

Pricing Levels tab

You will have to setup a Pricing level for this item before closing. To setup a pricing level click on the Add button.

In this area, the cost price is important if it is an inventory type, if you do not put in a value of cost, you will only be able to change this cost price via an Inventory Value Adjustment. This cost price is affected by your costing methods setup in System Configuration under Reference Values.

You will have to put in a Tax Type for this item before saving. In order to see the other tabs you will have to save this item.

Cost Price	This is the cost price of the item.
Stock	This is grayed out because it is governed by accounting costing methods found in the setting Reference Values under System Configuration. There are two types of costing methods Average costing or latest costing methods. The average costing method is the most commonly used.
Service	This cost is open and the user can put in a cost value there which will be carried across when doing invoices. Use costing in service only if you are an advanced accounting user. Instead leave the cost at zero.
Custom	This cost is open and the user can put in this cost is open and the user can put in a cost value there which will be carried across when doing invoices. This cost works on latest costing method and will be updated when this custom type item is used in a Goods Received Voucher.

In this area you can setup two ways to work out your end selling price

Amount	Put in the amount you wish to sell the product at on an exclusive basis. The system will always bring up this selling price when selling irrespective of your cost price.
Percentage	You can create a percentage markup from your cost price. This percentage will change the selling price dependent on your cost price.

The difference between the two above is that should you chose Percentage this is good when a product is governed by currency rates and you do not want to lose profits.

Once you have selected your pricing level you will need to select a Default pricing level for this item.

Sales Tax Type	Set the default sales tax type for this item, generally sales invoice VAT / GST tax type
Supplier Tax Type	Set the default supplier tax type for this item, generally GRV VAT / GST tax type
Pricing Level	Default pricing level to apply pricing if multiple pricing structures have been assigned to item. Usually best to set to the highest price.
Lock Pricing	Lock the sell price so that it is not affected by discount structures from customer
Item Created	The date the item was first created
No discount	Ensure that this item is excluded from discount from Customer default discount structures
Exclude Margin Enforce	Exclude the item from been checked for margin enforce (View Manual)
Pricing Override	Section for setting up an override to standard pricing structures
Overriding Level	What pricing structure must be applied
On Promotion	Set that this is an active promotion to apply the pricing override
Valid From / To	Set the date from and date to that the promotion special pricing must be applied. Once the date to has expired the system will revert back to default pricing structure

Custom Fields tab

If configured, you are able to select from drop down option

Spec tab

To add the specifications of the item

The user can also have options to activate other fields by ticking the boxes on the right hand page

Reload Spec	To reload the spec
Save Spec	To save specs
Preview Spec	Allows the user to preview the spec
Export to PDF	To export the spec onto a PDF file
Show Sample	Shows the sample of the text

Properties tab

Add the dimensions of the inventory item

Comments/Replace Item Tab

Supplier’s Button

On the inventory items you will need to select the various suppliers where you purchase this item from.

In this area we cater for multiple suppliers to one inventory item. This is handy so you can see what the cost price is that you purchase this item from the various suppliers. You will also be able to see the supplier item code and when the last time any changes done to this supplier was made.

Last Updated field is changed in two ways:

1	When a Goods Received Note comes in and updates the price and date
2	When the user manually changes the details.

This price has nothing to do with the cost price of the item, these prices have to do with the actual supplier price which he will give the item to you at.

To create a new supplier, click on the Add button

Fill in the Supplier item code, select the unit of measure and put in the price of the item that your supplier will sell it to you at.

Prices are exclusive.

Warehouses Tab

If you have the Warehouse Module you will be able to select multiple warehouses that this item belongs to.

Attachments

In this window we allow for unlimited number of uploads of documents to be attached to the Inventory item. You can attach pictures, Excel sheets, Word Documents and any file you wish.

When you click on the Upload button Attachments Button the following will come up.

In this area we allow you to categorize your documents, name the file and then chose the file.

Once you click on the upload button it will take a copy of your file to the server. This means whenever you are in Huge ERP you will be able to view the file anywhere.

Inventory Overview button

The inventory overview window allows a quick access to view information on an item.

The icon that represents it is a blue item.

Inventory Overview icon

It is accessed in most windows where stock items are present

Load Totals	Loads the item information on the main details tab
Edit Item	Here you can amend an inventory item
Main Detail	Shows summary of movements for select item code
WIP- Work in Progress	Run the count for work still currently progress items, On Shelf, All, Invoice, Sales Orders, Jobs and Bill of Materials. Most counts are done on the on-shelf option.
Movement	Shows all movements for the item code selected
Document Analysis	Search to view all document for the item code

Inventory Import / Export

Inventory Module> Configuration> Import& Export Drop Down

Basic Inventory Import/ Export

Inventory > Configuration> Inventory Setup> Print

Basic Export button: Exports the currently selected Inventory Item into an Excel file.

This function is used to export the basic inventory data out the system

This is a summarized version contains less information than the master inventory export

click print button , and select on the drop down the basic export

the information will be exported to excel.

Inventory Import/ Export

Inventory > Configuration> Inventory Setup> Print

Master Export button: to export complete list of inventory items to excel spread sheet. Please not that this does not use the search criteria.

This function is used to export the master inventory data out the system.

This is detailed it contains more information than the basic inventory export

click print button and select on the drop down the master export.

the information will be exported to excel.

Inventory Properties Import/ Export

This manual applies to updating the additional properties fields on the inventory item setup

To update the existing data in these fields, you will need to export the item list

To do this, go to Inventory Module> Configuration> Inventory Setup>

Enter the filters required (if applicable) and click Search

Once the list of items is returned on screen, click the Import & Export Drop down

And select Inventory Properties Import/ Export option

Click the export button on the screen that pops up

This will export the list of items in the correct import template

You can now edit the data in the respective columns

Note: Do not edit the Stock Code and Description fields

Once you have completed updating the data, save the file as a normal excel file.

Notes on edit data:

1. Existing data in the field will be overwritten

2. If you wish to remove existing data in any field, delete the existing data and enter a space in that respective field.

Once the file has been edited and saved, you can now import the file back into the system which will update the items with the changes made.

To import, click the Import & Export drop down

Select Inventory Properties Import/ Export option

Click on Select File

Search for the file you saved

Click Verify

This is to check for any errors

Click import Button

You should ideally have a successfully result on all functions

If so, click close

You can now check random item on the system to see that the changes have uploaded successfully.

Bin Location Import/ Export

The function of this window is to bulk import stock item bin locations as well as minimum, maximum, preferred and reorder quantities.

Inventory> Configuration> Inventory Setup

Click search to return the list of all items

alternatively, enter the required filter and then search to limit the list of items return of a specific range

Click the Import & Export button

Select the Bin Location Import / Export

Click the Export button

This will export the listed items into excel with the require columns / fields

Enter the required quantities in the respective columns and save the file

Open the Bin location export / import function again

Select the file you saved

Click Verify button. Should return a successful result

alternatively, click the Report button to view any errors

Click Import Button. Should return successful result

Click Close to exit this window.

You can do random searches on the item setup to ensure all details have uploaded successfully

Bulk offers Import/ Export

Bulk Discount Import/ Export

This allows you to import and export bulk Discounts

Item Sales Reo Comm Import/ Export

This function is used to update the sales rep item commission on multiple items

You could have items that may have a different commission structure per sales rep

This function allows you to update these commission structures in a bulk manner without having to edit each item and each rep setup individually

1	The heading row can be left in the import file.
2	All values in red are compulsory.
3	The Stock Code must be as it appears in the Inventory Module -> Inventory Setup
4	The SalesRep column can have either the Sales Reps name or the word Default.
4.1	When the word Default is used the system will update the Commission % on the actual Stock Item with the specified percentage.
4.2	When using the Sales Rep name, the Sales Rep name must be exactly as it appears in the Sales Rep Commission -> Sales Rep Entity.
5	The Active column must be either a 1 or 0 when a Sales Rep name is specified.
5.1	The Active value will be ignored if the Sales Rep column contains the word Default
6	The import file must be saves as a CSV file.

Below is an example of the template layout for the import file.

StockCode	Description	SalesRep	Percentage	Active
PEN001	Red Pen	John French / Default	10	1 / 0

Endophyte Type1 Import/ Export

Import the list of Facts at the inventory item setup screen

File to be imported is saved as Excel

Export Facts

Export to see all list of Facts for items

Exports in single line for each Facts per item

If an item has 5 Facts linked to it, the export will export five lines repeating the item code

Import is done in two methods:

Simple row by row
Combination of all the endophytes with the separator

ItemCode	ItemDescription	Fact Code	Predicted	Fact	Value	Percentage	Comment
ABC001		A	1/0	1/0	50	40
ABC001		B
ABC001		C
ABC001		A\|B\|C	1/0	1/0	50	40

File must contain the headers.

Item Code	Item code of the item
Item Description	Item description (this will not update the item description
Endophyte Code	The code of the Fact Can be entered a single code or multiple code with separator
Predicted	indicated with a 1 for tick on (Yes) or 0 No
Fact	indicated with a 1 for tick on (Yes) or 0 No
Value	Enter a value
Percentage	Enter as a value and not as a percentage
Comment	Enter a comment

Family Tree Import/Export

This button allows for a user to import or export the family tree details

Pricing Level Import/ Export

Inventory > Configuration> Inventory Setup> Print

This function is used to export the pricing level information out the system

Replacement Item Import/ Export

This function is used to import and export the replacement item information out of the system

Unit of Measure Link Import/ Export

This function is used to import and export the unit of measure information out of the system

Supplier Item Link Import/ Export

This function is used to import and export the supplier item link information out of the system

Customer Item Code Import/ Export

This function is used to import and export the customer item code information out of the system

Wastage Item Import/ Export

This function is used to import and export the wastage item information out of the system

Xero Check duplicate items

This function allows a user to check duplicate items on Xero

This only you have Xero integration

Shopify Check duplicate items

This will enable you to check any duplicated items on Shopify

This will only work if you have an integration with Shopify

Inventory Stop Item

Enable this setting so that you stop a user from promoting the stock item to the next level.

Example: Quotes to Job Costing

This will stop the user from promoting the document up to a job or invoice when using this item.

Can be that the item is good for quoting but not for invoice.

This will not allow you to proceed to the next stage if you try to approve to

1	Approve to Sales Order
2	Approve to Invoice
3	Approve to Job

Warning message will come up to tell you which items have a Stop line against them

Print Tab IM

Bar Coding Setup

Inventory Module

Under Inventory setup, the best way to have bar codes is by numbers and can stick to nine-digit numbers sort of length. If the digit is three to six numbers, then the bar code is very small and sometimes the scan does not pick it up.

If a person wants to run a number in the system, he/she can just number item from 1001 all the way or what you currently got.

If he/she wants to add new items afterwards there are new updates and hot fixes.

From System Configuration Module – Administration – Reference Value – Inventory

tab, hot fix will have a new box under the bill of material which is going to allow a person to put a tick on there with a number so when creating a new inventory item, it will automatically take the next number in the system. Back to Inventory Setup, amend Inventory items code to a number system.

SCM General

User setup there are two types of users. The first one is the Login ID specific for the user to log onto the system; the second user code should also be bar coded. Only users log into the system not the employees. Employees do not log onto the system but can be logged to jobs.

Under user code there should be a bar code, and it can be changed from nine digits to seven or eight as long as they are different from the inventory codes. When doing

the codes one should avoid the zeros “0001” because they are very bad. The system can handle the zeros but excel dumps them rather be a number like “1000” in front of the zeros.

For a user that is both an employee and a user, there should be no tick under user details tab on the right-hand side that reads “employee only” because the system will no longer recognize the user of the system but an employee only if the tick is there. However, the system will automatically pick up both user and the employee as an employee on the list, the only difference is that the user logs into the system other

than that they are both picked up as employees.

Job Costing – Configuration – Employees setup – search and amend one, a person can’t see the user login but an employee’s code which need to be put in as a bar code. On the bar code scanner there’s software that needs to be loaded and one can progress that bar code scanner to ask for specific things, then download the files to a specific location which need to setup and create tax files based on that particular thing. It should also capture the date and the time in that bar code once it’s done.

Badger under Activity menu.

Service Badger	Used to capture time against job and import the time sheet
Stock Badger	It’s relevant to people taking stock out from the bar code system also control stock going out of the warehouse onto a particular job.

When import it the system will automatically move the stock from on shelf onto the particular job. The system will manage it straight from the import and also generate a picking slip. With Bar code scanner a person scans the items and type the quantity and import that for stock take as well.

Inventory Build Kit Setup

Video training manual 2019 - Click Here

Inventory > Configuration > Inventory Setup

When setting up a build kit, this is like a bill of materials, but it's different as it does not combine all the items into one manufactured product.

It helps you create a kit which is made up of individual items, which when sold can be viewed to the customer as a one item but multiple items coming out of your stock.

We make use of the bill of materials module, a stock item and a custom item.

Create a custom item and link this to a bill of materials recipe.

You will need to put the tick on for build kit in order to activate it.

select the Bill of materials item and recipe that you want as a default.

there are 2 other ticks on the setup.

1	Update quantity tick box - when ticked this will update the quantity on the custom item to match the number of bill of materials you are making.
2	Use kit parent group - this is used to process the general Ledger accounts of the custom item. If the tick is off each item will process to its own sales and cost of sales accounts. Put the tick on means you group everything together to put it into one sales account.

Inventory cost price rules

Cost prices on inventory items can only be changed via a document journal if the item has transactions.

A cost price on an inventory item can be changed if the item has had NO transactions.

If the cost price was entered incorrectly in the setup, one can change the cost price in various ways:

Manually change the price (only if no transactions on item)
If you are creating a GRV to bring stock in, the GRV price will override the setup price.
Clone the item and delete the old item (remember to change the existing code before cloning)

Cost prices are very important when importing new stock for opening balances as this will take the cost price inserted at setup.

Manually change cost price

The Update Stock cost button will be active IF the stock item has had no transactions.

The button will be greyed out if there are transactions. In this instance, you can only change the cost price of an item via a Stock Value Adjustment.

Enter your new cost price

Warehouse Locations Active

Warehouse location is activated per warehouse per item

Locations activate is a new license module

Tabs for Locations and Boxes are dependent on whether the warehouse is activated for that warehouse.

Locations and Boxes are only searches to tell you how much stock is in each location or box

Batch tab is activated at the item setup near the serial number activation

Batch tab is a search only to show what batch stock is in the system

Search button

Searches in different tabs

Add

Adds new warehouses only

Edit

Edits a warehouse to edit Min Max Quantities

Activates Locations

Edit warehouse

Location link

Batch Tracking active

Batch Tracking is a new license module

This will activate the item to be batch tracked

A stock item is either a serial number or batch number but NOT both

When an item is activated for batch tracking, a button next to the warehouse will become active to view which batches are to be sold

Group List

Group lists are used with Custom and Service Type items.

When an item is activated with Group list, it will replace the selected item with a list of multiple items in the document.

It uses the same item code, but replaces the description, cost and sell.

There is a setting that one can include the scanned item as part of the list.

Group List setup

Setup the list of items to populate the document lines

Activate Group List	Activates this option to be used when adding lines to Invoice and credit note
Item Group	Populates each line of the group list with the item group
Include Scanned Item Group	When activated, the scanned item will be part of the list in the document

Code	Sequence in which items is inserted on the document
Description	The description used to override the description when adding to the document
Qty	Select the quantity to insert
Cost	Insert a cost
Sell	Put in a sell price

Add Items

Document view

Invoice example of adding an item that has group list activated

After the item is selected and saved to the invoice.

The invoice will fetch the group list and populate invoice with all three lines with the same code

If the option for Include Scanned item is activated, then this item will be part of the item list

Inventory Functions Drop Down

Branches

Webshop Ext ID

Job Employee Schedule

Linked Items

Inventory Module> Configuration> Inventory Setup> Properties Tab

The primary functionality of this feature is to establish links between items.

You can connect related items, creating a web of relationships within the system.

This is particularly beneficial when dealing with interconnected stock items that require a hierarchy stracture

To do this you need to go to inventory item setup, and select an item you want to link items to.

Go to properties then linked items.

Select the item you want to link on the drop-down then click save. You can link as many as you want.

To utilize the Linked Items Hierarchy feature, follow these steps:

Navigate to the "Functions" drop down menu.
Select "Linked Items" from the drop down.

This will lead you to the dedicated section where you can view the linked items and the hierarchical relationships between them.

Endophyte Type1

This feature allows you to easily modify and tailor fact lists based on their specific needs.

To add facts to fact groups:

Go to Inventory Module> Configuration> Endophyte Type 1

Click, Add to create a new fact entry
Create a fact list
Save the information.

To access the Endophyte Type1/ Fact list

Go to

Inventory Module
Configuration
Edit the Inventory Item you want to add the Endophyte Type1 to
Functions drop down
Select Endophyte Type 1 from the drop down.

The system processes the information and dynamically categorizes it under Predicted and Facts.

Access the details to view short information about the marked facts.

Family Tree

Family tree allows you to create and manage relationships among different items.

Inventory Module > Configuration> Item Setup> Edit Inventory Item>Functions Drop Down> Family Tree

When creating a family tree item, you have the option to specify whether it is male or female. This is crucial for biology.

The family tree structure allows you to create multiple levels of relationships.

Accessories

You can now activate accessories and Bulk offer

You can also manage accessories from this screen

You can also import or export accessories from this screen

RFQ Links

RFQ stands for Request for Quotes.

You can now search for RFQs under an item.

Instead of the person having to look for the RFQ separately, when they are viewing the item, they can see all the RFQs that were sent to the suppliers

Customer Item Codes

This function is used by a customer who orders stock from you and on-sells it to their customers

Therefore, the customer would request to use their own code for a specific item

So the customer item codes are the item codes that the client uses to sell to their customers

You can add multiple customer codes to one item

When printing an invoice use a fixed layout and it will display both your code and the customer's code

This will allow the customer to match the codes on their side

Bill of Materials

A Build kit is essentially a bill of material (BOM) that can be edited on the fly when added to transactions.

The build kit has 3 components to it:

A stock item, which is a BOM item
A Bill of Material Recipe
A Custom item which is the build

Setting Up BOM Item

Go to Inventory Module> Configuration> Inventory Setup

Click Add

Enter an Item code

Enter a Description

If you use group codes, for categorization and sales mapping, select the respective group code.

Since this is a Bill of Material (BOM) item that you, merely setting up for the Build recipe, and you are not going to be purchasing this item, you can tick the Hide from Purchases Box

Also, if most of your builds are customized and the standard BOM item is likely not to be sold then you can tick the Hide from Sales Box

Click Save

You will be prompted to enter a cost and selling price

Enter the selling price

You do not have to enter a cost price, since the cost price will be made up of the individual components

Click the Functions drop down

Select Bill of Materials

Tick the Bill of Material activation box

This sets the item as a BOM resultant item

Click save and close

To set up the Bill of Material (BOM) recipe click here

LabTests

Lab tests get populated through the lap module

Go to Inventory Module> Configuration> Item Setup

Double-click on a stock item to open

Then select the functions drop down and Lab test

The screen below will appear with nothing on the tests and sample grid

Search	Search for a list of tests or samples
View Result	View test and sample progress
Print Grid	Print information on the grid
Tests Tab	Shows lists of tests and progress
Sample Tab	Shows list of samples and status

To create a test lab go to

Lab Module> Activity> Samples

Click on New Sample

Add Debtor, Description and a sample you would like to test

Once complete click Save

Then click on test Tab

After clicking on the test tab click Add

The screen below will appear select the test template from the drop down then click save

After clicking save click start to open up the greyed-out tabs

and when you click on the test tab you will see that the test is now running

Once complete you can return to the lab test screen under the inventory module to see your test list

Go back to the functions and click on the lab test you will see under a test tab that one test has been created

You can have multiple tests of the same stock item

And the test has been created for one sample if you click under the sample tab

Facts Endophyte Type

Facts is also know as Endophytes

Setup the various facts / Endophytes

Inventory setup Fact / Endophyte link

Link Facts / Endophytes to the inventory item

Add the facts / Endophytes

Add Fact items

Click on Add to add new Facts to list and link to item

Adding a Group of Facts

This makes it easier to add multiple facts to the item and grid

Create new Items

When Facts / Endophytes move from predicted to factual.

Create new items based on Result

Tick the fact lines, then click on Create new items

This will clone the item, and append the code with a - Fact1 after the new item code

The Linked Item column on the grid will display a link to the item created.

This is in place so that duplicate items cannot be created

Facts and Predicted Endophytes show up on grid and item setup

Item Cost Price Editing

Service and Custom Items

Service and Custome item cost prices can be edited on the Item setup.

To add or edit the unit cost price of service and Custom items go to:

Inventory Module> Configuration> Inventory Setup

Search the required service or custom item.

Click edit

Click the Pricing Level Tab

Click the Cost Button

Enter the cost price.

Save and Close

Stock Items

There are only 2 ways to update the cost price of a stock item:

Processing a Goods Received Voucher (GRV)
Process a Stock Value Adjustment

This is because stock is an asset, and any adjustments to the cost price will affect the stock (asset) Valuation. As such an actual entry needs to be processed so the control account balances or is affected accordingly.

Advanced Stock Item Add

Adding an item

To create a new inventory item, click on the Add button

Fill in all the relevant information on the inventory item.

You will have to fill in the category type example, stock, service or custom.

Stock	physical items such as a ruler. Inventory items work with costing methods a. Latest cost or b. Average Cost. This is setup under the System Configuration Module- Administration – Reference Values.
Service	labour can be termed a service item. This does not track inventory. Service items cannot be used in the Goods Received Vouchers.
Custom	works the same as Service type. You can put sub-contractors work under this. This will appear in Goods Received Vouchers.
Fixed Assets	this type of inventory is only used to insert your fixed assets. You can put a cost value to it and run a report which will list all fixed assets with their cost value.

Note: The inventory code can be changed at any time.

General Details Tab

In the General Details tab fill in the static information.

Inventory Code	this is a unique code that identifies the Inventory Item. The Code field can be Alpha Numeric and over 200 Characters long.
Category	select the type of inventory item that is being created. There are four options, stock, service, custom and fixed asset.
Description	this is the name of the inventory item. The Description field can be Alfa Numeric and over 500 Characters long.
Long Description	this is extra information on the inventory item. You can have a very descriptive note on the item. This can be automatically copy when doing your lines in the document.
Primary Image	this is a drop down and only shows Images which have being uploaded as attachments. You can select a default image against the customer to show on the right-hand side.
Priority Level	to select priority level form the drop down arrow
Group Code	to select group code from the drop down arrow
Active	select if this item is active or not. To make an item inactive the item must have zero inventory on hand in all warehouses.
POS Item	tick if inventory item is a POS item
Internal Ref ID	Customer reference number for item

Cost Price Pop-up Screen

Enter the Item cost Price. Note if you do not enter a cost price at this stage, you will not be able to simply edit or add a cost price for a stock item later.

Select the selling price type

Enter either the mark up percentage or the selling price amount

Select the default supplier

More Details Tab

Unit of Measurement	this indicates the unit of measure of items. Case Lots uses this for its multiplication.
Default Supplier	set this drop down which is populated by the supplier’s button to your most commonly used supplier.
Tax Type	set a default tax type for this inventory item.
Account Type	only used in Custom and Service type items. This account replaces the inventory account and puts costs to the ledger account set here. Do not use inventory account when setting up your custom and service items.
Bar Code	insert a Bar Code for the item
Bin	Bin Location – Put in a note of the location of your inventory
Weight per unit	setup your weight per unit. You can select the stationery layout with weights column which will multiple the quantity by the weight and give you the total weight per line product.
Default Supplier Cost	tick this if you want to default your costing methods on the supplier cost.
Pricing Override	You can choose a pricing override for an item if you wish to run a special on this product. You will need to specify the start and end date of the special. The system will automatically revert back to the default pricing structure when the date of the special has come to an end.

Serial No Tracking

tick if item code must be serial number tracked

Pricing Levels tab

You will have to setup a Pricing level for this item before closing. To setup a pricing level click on the Add button.

In this area, the cost price is important if it is an inventory type, if you do not put in a value of cost you will only be able to change this cost price via an Inventory Value Adjustment. This cost price is affect by your costing methods setup in System Configuration under Reference Values.

You will have to put in a Tax Type for this item before saving. In order to see the other tabs you will have to save this item.

Cost Price	this is the cost price of the item.
Stock	this is grayed out because it is governed by accounting costing methods found in the setting Reference Values under System Configuration. There are two types of costing methods

Average costing or latest costing methods. The average costing method is the most commonly used?

Service	this cost is open and the user can put in a cost value there which will be carried across when doing invoices. Use costing in service only if you are an advanced accounting user. Instead leave the cost at zero.
Custom	this cost is open and the user can put in a cost value there which will be carried across when doing invoices. This cost works on latest costing method and will be updated when this custom type item is used in a Goods Received Voucher.

In this area you can setup two ways to work out your end selling price

Amount	put in the amount you wish to sell the product at on an exclusive basis. The system will always bring up this selling price when selling irrespective of your cost price.
Percentage	you can create a percentage markup from your cost price. This percentage will change the selling price dependent on your cost price.

The difference between the two above is that should you chose Percentage this is good when a product is governed by currency rates and you do not want to lose profits.

Once you have select your pricing level you will need to select a Default pricing level for this item.

Currency Pricing

This section allows the user to setup multiple currency pricing per item

The multicurrency pricing will work as follows; you add the excluding value for the item that you want to sell at for that particular currency.

When it comes to the documents for example an invoice, when you add the item the system will check whether the customer is a dollar or multicurrency customer.

If the system sees that there is a currency pricing set up for that currency, it will use that price on the invoice.

Custom Fields tab

If configured, you are able to select from drop down option

Bill of Materials tab

Activate bill of material - Please Note; only tick the Bill of Material box if this inventory item will be the result of a manufacturing process. However, this item can be a contributing item (recipe item) to another Bill of Material and in itself be a Bill of Material item.

Properties Tab

Add the dimensions of the inventory item

Comment or Replace Item Tab

The comment/ Replace tab allows a user to add items to substitute on the transaction documents

For this to work you need to set it up under this tab first

You can add all relevant comments about the item on the comments section and Xero accounts if linked to your Xero system.

To add a replacement item, click on Add

Then the screen below will pop up

Current Item Code	This is the main item that you need to add a substitute item for
Description	This will prepopulate
Replacement Item	Select the item you want to add as a substitute for the main item You can add as many substitute for an item
UOM	Select the unit of measure if it is a unit of measure item
Substitute Item	Put a tick on the substitute item to make it active
Date of Substitute	Add a date of substitute

To add a substitute item to a sales document, click here

Spec tab

To add the specifications of the item

Reload Spec button	to reload the spec
Save Spec button	to save specs
Preview Spec button	allows the user to preview the spec
Export to PDF button	to export the spec onto a PDF file
Show Sample button	shows the sample of the text

Supplier’s button

On the inventory items you will need to select the various suppliers where you purchase this item from.

Last Updated field is changed in two ways:

1	When a Goods Received Note comes in and updates the price and date
2	When the user manually changes the details.

Note: This price has nothing to do with the cost price of the item, these prices have to do with the actual supplier price which he will give the item to you at.

To create a new supplier, click on the Add button

Fill in the Supplier item code, select the unit of measure and put in the price of the item that your supplier will sell it to you at.

Note: Prices are exclusive.

Warehouses button

If you have the Multi warehouse Module you will be able to associate multiple warehouses to this item.

Shows the warehouses associated with that Inventory Item

This is where warehouse suppliers are created and various values are managed.

The grid will display all warehouses associated with this stock item.

The columns, Bin Location, Min Qty., Max Qty., Preferred Qty. and Reorder Qty. can be edited on the grid.

Definition of Active or Inactive Warehouse	Active or Inactive warehouse means that this warehouse which is associated with the selected stock item can be either activated or deactivated. When deactivated the warehouse will still exist for all other stock items associate it but will be inactive for this stock item.
Show Inactive tick box	Placing a tick in this box will display all inactive warehouses, removing the tick will display all active warehouses associated with this stock item
Add button	to insert a new warehouse supplier.
Remove button	removes the currently selected warehouse supplier.
Activate Warehouse button	To activate a warehouse the system check that the warehouse is an active warehouse in Warehouse Setup.
Deactivate Warehouse button	To deactivate a warehouse the system checks that there is no quantity on hand or quantity in WIP for this item.

In this window we allow for unlimited number of uploads of documents to be attached to the Inventory item. You can attach pictures, Excel sheets, Word Documents and any file you wish.

When you click on the Upload button Attachments Button the following will come up.

In this area we allow you to categorize your documents, name the file and then chose the file.

Once you click on the upload button it will take a copy of your file to the server. This means whenever you are in Huge ERP you will be able to view the file anywhere

Branches button

You are able to allocate an inventory code to a branch.

Click on the Functions drop down and select Branches

Double click the required branch or click once on the Branch in the left grid.

then click the Add Branch button, to move the branch to the selected grid on the right.

Should you be running multi-branch you can select the branch that these items are linked to.

When searching inventory items, the system will then look at the logged in user's branch access and only items that are associated to the users branch access will be returned.

Warehouse button

Shows the warehouses associated with that Inventory Item

This is where warehouse suppliers are created and various values are managed.

The grid will display all warehouses associated with this stock item.

The columns, Bin Location, Min Qty., Max Qty., Preferred Qty. and Reorder Qty. can be edited on the grid.

Definition of Active or Inactive Warehouse	Active or Inactive warehouse means that this warehouse which is associated with the selected stock item can be either activated or deactivated. When deactivated the warehouse will still exist for all other stock items associate it but will be inactive for this stock item.
Show Inactive tick box	Placing a tick in this box will display all inactive warehouses, removing the tick will display all active warehouses associated with this stock item.
Add button	to insert a new warehouse supplier.
Remove button	removes the currently selected warehouse supplier.
Activate Warehouse button	To activate a warehouse the system check that the warehouse is an active warehouse in Warehouse Setup.
Deactivate Warehouse button	To deactivate a warehouse the system checks that there is no quantity on hand or quantity in WIP for this item.

Inventory Setup Tips

Items setup below sell of 10c

Setting up items that are below 10c , it is suggest that these be marked as an including Tax price.

This is because of the Tax values and rounding

When creating a quote or invoice, then the system will work on the including price of 0.07 cents

If you take 100 x 0.07 = $7 including

Add Custom Item

Custom Item Setup

A custom item is a non stock item or intangible item that does not form part of your stock holding or stock control. Typically a custom item will be used for expenses that you wish to run through the creditors module and generate Purchase orders for.

Custom items can also be used for small consumables, such as screws, washers, etc used in manufacturing that you do not necessarily control stock quantities on.

There are 2 methods to create a custom item:

1. From Inventory Item setup

2. From the GL account setup

Custom item create from Inventory Setup:

Should you not have access to the General Ledger module, you can create a custom item as follows:

Go to: Inventory Module > Configuration > Inventory Setup

Click Add button

Enter a code

Enter a Description

Select the category: Custom

Enter any other relevant details such as group code, etc

You can tick the “Hide from Sales” box, which will exclude this item of sales document searches.

Click the more details tab

Select the required GL account for posting.

This is the GL account that the GRV needs to be posted to.

Leaving the default account: Cost of Sales General will result in the GRV entry being posted to Cost of sales instead of the requires Expense Account.

To search the required GL Account, click the long search icon

Then enter the account description

Click Search

Click Select

You will note the selected account is populated

Click Save

Enter a cost if required

Click Continue

Click save and close

To create a custom Item from General Ledger:

Go to General Ledger Module

Configuration > General Ledger Account

Search for the require GL account using the Tree structure, or

Click the Search Tab

Enter the GL account Code or Description

Click Search

Edit the GL Account

Click the Create Custom item Button

You will notice all the details have been populated as per the setup shown in creating Custom item from inventory above

Click Save And Close

Dimension selling price matrix example

Setting up a price matrix with calculations

Pricing below is based on 1m

Create the following Custom items

Flashing item
Flashing base price
Bends
Girths
Length

Setup Flashing base price

Setup Bends

Setup Girth

Setup Length

Sell price is zero as this is only going to be used as a multiplier

Setup Flashing item with Dimension Formula

Enable Dimensions formula

Setup line items to affect sell price

Setup Girth sell pricing

Setup Bends sell pricing

Setup Flashing sell pricing

The items above will add up together

Girth
Bends
Flashing Price

Then add in Length which will be marked as a multiplier

Formula is (Girth + Bends + Flashing Price) x Length = Sell price

Price Total Multiple is ticked on this item.

This means that the total of the other prices will be multiplied by this item

The item will be excluded from the sum total price as it works as a multiplication

Setup Bill of materials for costs

Setup costing for costs for Coil

Check settings for BOM item for coil

Wastage

Track wastage items by creating a new wastage item and flagging it a wastage item.

Wastage item is activated on an item or custom item

Setup the Wastage Item in Inventory Setup

Tick the Wastage item box to activate Wastage Item under the Extra Details Tab

Tick the boxes of the perimeters for your wastage item (Quantity, Length, Weight, Width, Height, Ratio)

Press the Wastage Item Button to open up new menu to show all linked wastage items

When this item is added to a job, which is flagged as Wastage item.

Then the user would need to select which wastage item that is been used.

A formular is used to work out what quantity to use to log the item quantity.

Item will then be marked as status - Out, once used

Wastage List

Button will open up a new window that shows wastage items linked to main item

There are three statuses on wastage item

In
Out
Completed

Allow for an import of wastage items

Manually Adjust Quantity

You can manually adjust the quantity of a specific item by clicking Qty Adjustment.

Select whether you are wanting to increase or decrease the quantity, add a quantity you are adjusting and click apply.

Bulk Wastage Items Import

Allows to import Wastage items and link to items

Click Export to get the template for your import, transfer your data to this excel template.

When your data file (Excel Spreadsheet) is ready go back to the Wastage Import/Export Tab, select your File, Click Verify and then Import.

Wastage Stock Level Adjustment and Adding New Wastage Item

Inventory Module > Activity > Stock Level Adjustment

Click Add

Add a Short Description for what you are adding e.g. Stock, off cuts, or be specific to the item being adjusted.

Then click Save

Once you click Save the Add, Edit and Delete buttons will become available.

1. Click Add to add a new wastage item.

2. Search for your wastage code in the drop-down menu.

3. Add the total quantity of stock you are increasing by

4. Click the Wastage Button

This window shows you all your existing wastage code that you currently have along with their quantities, but we are adding a new wastage item.

Click the Add button, a new window will open Called Wastage Item Add.

The wastage code will auto populate with the next code in sequence.

In this section you will add perimeters for your wastage item such as Quantity, Length, Weight, Width, Height, Ratio.

Tick the box next to each of the perimeters you want to apply to this wastage item, or it will not be taken into account when you click save

Be specific in your Description as this will be what tells the next person what this item is.

Once you happy with what you have added you can click "Save & Close"

Wastage Code	This code is Automatically added with the next numerical code.
Description	Make sure to add the detail needed to identify this item at a glance, add colour, size, product name etc.
Location	If you have locations set up you can add where one would find this item
Quantity	Add how many of this item you are adding
Weight	Add the weight if needed
Ratio	This feature is used to track and sell various lengths of your waste items. For instance, when managing stock and using different lengths of the stock item to achieve the total length needed for your project, knowing the length of each piece is crucial. You will input the length in millimeters, then tick the ratio, length, and quantity boxes (as shown in the above screenshot). This will display the length in meters on your invoice.
Bin Location	The bin location is a certain box that the wastage item may be in within the location it would be found.
Status
Active	This tick will automatically be ticked, however if you would want this item to be inactive, untick this box
Length	Add the length of this item if needed
Width	Add the width of this item if needed
Hight	Add the height of this item if needed
Comments	This is a text box so any extra notes can be added here.

Once you have clicked Save & Close you will see your item added to the previous screen with its quantity.

Click Close, you will then see the Add Stock Quantity Lines window, click Save & Close

Once you have clicked save and Close, you will go back to the Add Stock Level Adjustment window, you will see the stock item you have added.

From here you can choose to add another stock item by repeating the above steps, or you can click the process button at the top of the screen to complete this process >Refresh Status > Close.

Now that you have processed your new Wastage item you can go see it In Inventory Setup

Inventory >Configuration> Inventory Setup

Add your Wastage code to the Item Code Box and click "Search"

Double click on your Wastage Item, the Edit Inventory Item window will open.

Click on the Extra Details Tab

Click the "Wastage Item" button.

The Below window will open and here you will be able to see your new wastage item along with the quantity added.

Wastage Stock Level Adjustment to an Existing Wastage Item

Adding stock to an existing wastage item is a twostep process. First step is to add stock, and the second will be to allocate the stock.

Step 1

1. Click Add to add a new wastage item.

2. Search for your wastage code in the drop-down menu.

3. Add a quantity to increase by.

This should be the total quantity, no matter the description as you will allocate the quantities to the specific items in the next step.

At this point click the "Save and Close"

Click the "Process" button at the top of the screen to complete this process >Refresh Status > Close.

Step 2

Now that you have added stock to an existing wastage item you to allocate the stock to a specific wastage item

Inventory >Configuration> Inventory Setup

1. Add your Wastage code to the Item Code Box and click "Search"

2. Double click on your Wastage Item, the Edit Inventory Item window will open.

3. lick on the "Extra Details" Tab

4. Click the "Wastage Item" button.

When click the wastage button the Wastage item window will open.

You will see that the quantity added will increase the Quantity on Hand but will be out by the quantity added when you see the total of the current allocated quantities.

You now need to allocate the quantity that you processed in your stock level adjustment.

e.g.: if your Stock Level Adjustment quantity was 5:

2x is for Flowers 3
2x is for 1m and
1x is for Special Cable.

Double click on each of those items, make the adjustments and click "Save & Close"

Your Quantity on hand and your count total should be the same.

Photos and memo notes

Take photos of the wastage and make notes on wastage items

Managing Wastage on Documents

Wastage is managed on the following documents

Invoice out
Credit notes in
Manage job Scope Creep and Cost to Company - wastage out
Item setup - manage new wastage items marked as in

Invoice

Invoice lines activated for Wastage out

Add an invoice as normal, when you want to add a wastage item, select your wastage item from the Stock Item drop down, then click on the Wastage button as shown below.

Your Quantity will always default to 1

Select the item/Items you want to add to the invoice

You can manually change the quantity in the "Use Qty" column by clicking in the block and changing the quantity you want to add to the invoice.

Click Save & Close

Check your quantity ties up to the quantity of items you are adding to your invoice

If you would like to see what was added to this invoice, click on the Movement tab

Here you can also remove any items by ticking the box of the specific item and then click Revert.

On your invoice you will see an item of wastage and a quantity however if you open the wastage item and go into the Notes tab, a description on the wastage item will be copied there.

Credit Notes

Credit note lines activated for Wastage in

Job lines SC and CTC

Manage wastage usage on jobs

Adding a wastage line to a job

Selecting Wastage onto a document

When selecting wastage onto a document, wastage looks at all wastage marked as In.

Select the wastage to be used.

On save and close, the wastage will automatically be assigned to the document or job.

The wastage item will be marked as Out and removed from list view.

If wrong wastage item selected, then go to the movement tab to revert wastage back to In status.

Highlight the items to move back to In and click on Revert

Quantity of wastage will be updated to quantity on item line based on tick calculations

In the example below, Quantity and Ratio is ticked, this means that A x B will make up the quantity to line item.

Quantity to be updated would be 3 because A- 6 x B- 0.5 = 3

This allows for square meters or linear meters etc to be tracked

Future development

Wastage on quotes to set status to Pending

Search list for all wastage items

Inventory Functions

Alerts

Alerts allow an automatic pop-up to occur when selecting a specific customer, supplier, stock item and other sections within the system.

When creating the alert it will be in an active state

If you want to remove the alert, make the alert inactive or Cancel the alert

Alerts can be created across the system for various document types

Update Mark-up%

Highlight an item you want to change or update a mark-up% for, then click on mark-up%

Group Codes	Select the correct group code on the drop down
Pricing Levels	Select the pricing level you want to update the mark-up percentage for
New Percentage	Add a new mark-up percentage

Once complete click update

Update Items

This is a shortcut to update details on an inventory item without having to open the whole item

Update Bulk Web Shop

This function allows the user to activate the Web Shop indicator on all items without having to edit each item individually.

The Web Shop indicator activates items to be seen on the online web shop searches

To do a bulk update, click the Extra Drop down

Select Update Bilk Web Shop

Update Stock Level on Web Shop

This is a shortcut to update all stock level on a web shop

Add Pricing Level Currency

This button allows you to update the pricing level currency

Import Bulk Offers

Mobile Sync Activate All

This function allows the users to update all items to sync to the Webatar mobile app

This indicator is required for searching and transaction on items using the Webatar Mobile App

Mobile Sync Deactivate All

This function allows the users to deactivate the sync to mobile indicator on all searched items.

Example: If a range or group of items have been discontinued and you wish to remove these items from the Webatar App searches, this function will assist in deactivating the indicator without you editing each item individually

Check Linked Open Docs

This will give a list of documents that the stock item you have highlighted is linked too

Update Predicted and Facts

This button will update all your predicted and facts

Once the update is complete you will receive an email informing you that the predicted and facts have been updated

Inventory / Stock Types

When setting up an inventory item, one will need to specify the type of stock item you wish to create.

There are 4 options:

Stock	This is a physical tangible item. If an item is setup as stock type, then stock quantity is control. you will also be able to perform stock takes on these items. If no quantity is available, you will not be able to process any documents.
Custom	This is typically used for items that you do not wish to control stock on, such as consumables. It is also used for intangible items that are predominantly used for creditors purposes. e.g. if you wish to run the office expenses such as telephone account through creditors, you could set up a Custom item called Telephone Expenses which is mapped to the telephone expenses account in the ledger.
Service	This is typically used for services related items such as labour, consulting, deliver, training, etc. note, if an item is setup as a Service item, then it will not be visible on creditors module or documents such a purchases order or GRVs
Fixed Asset	These are your normal Fixed asset items. These items will need to be serialised.

Pricing Level Promotion

Pricing level promotion is different to item promotion.

The big difference is that pricing level promotion gives a special price to only that price level structure whereas the item promotion will override all pricing structures.

Pricing level promotion can be activated for a date from and date to period.

Promotion can be applied on the following basis:

Amount	Override on a specific amount
Percentage	Percentage markup from cost
Discount	Add a discount on the line

Promotion price level will override ALL other discount structures for that level

Cloning an Inventory Item (Basic)

When creating a new inventory item that is similar to an existing one, it’s often easier to clone the current item and then make the small adjustments needed to ensure the new item is unique.