# AIM - Configuration
Configuration
# Inventory Setup Menu
# 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.
---
##### Basic Search filter
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-08/image.png)
##### 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-08/bBRimage.png)
---
##### Navigation Ribbon
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/FNqimage.png)
The Navigation Tabs above are used to action the following functions:
---
##### Search options
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/C8vimage.png)
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/C54image.png)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/IoKimage.png)
---
##### Inventory Overview Button
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/OM8image.png)
This is where one can view movement’s summary of the selected inventory code.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/BANimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/b5bimage.png)
---
##### View Image
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/SIBimage.png)
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/gwcimage.png)
**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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/6RZimage.png)
Functions for inventory setup has many options that allows you to update multiple areas of your Inventory item.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/vOUimage.png)
**Update Mark-up %**
**Inventory> Configuration> Inventory Setup>Functions**
Update Mark-up button: Updates the mark-up of the selected Inventory Item.
.png)
| 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/xXrimage.png)
The print function will allow you to Export information and print barcodes for you inventory items.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/DLXimage.png)
---
##### Import & Export
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/RJEimage.png)
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/ecBimage.png)
#### Keyboard quick keys
Quick keys help access functions using the keyboard
Used with Alt + Letter
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/Yn3image.png)
| **S**earch | Alt + s | Search for Stock Item |
| **A**dd | Alt + a | Add a new Stock Item |
| **E**dit | Alt + e | Edits the Stock Item that is highlighted |
| **D**elete | Alt + d | Deletes the Stock Item that is highlighted |
| **C**lone | Alt + c | Clones the highlighted Stock Item |
| **I**nventory Overview
| Alt + i | Opens the Inventory Overview window |
| **V**iew Image | Alt \_ v | Opens a window to view the image associated with the Stock Item |
| Serial No. **O**ptions | Alt + o | Activate split button to view listed options |
| **F**unctions
| Alt + f | Activate split button to view listed options |
| Expa**n**d / Co**n**tract | 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/nR3image.png)
After clicking Add you will see the screen below:
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/6Mgimage.png)
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
1. **Stock**: This is a physical tangible item
2. **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
3. **Service**: This is an intangible stock item such as labour, delivery etc.
4. **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
|
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/1oiimage.png)
- Click Save
---
#### Item Cost Price - Pop up window
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/wQdimage.png)
| **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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/aZZimage.png)
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/LPmimage.png)
---
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/neoimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/5wiimage.png)
---
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/IaOimage.png)
To add an image, view this manual - [Attachment](https://hugeerp10.co.za/hsofmanual/books/attachments/page/attachment-and-linkit-hyper-links)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/Ubbimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/fXgimage.png)
This will then be displayed in the image window
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/Beaimage.png)
This completes the basic item setup, and the item can now be selected on various documents across the system.
---
#### Info Button
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/QNNimage.png)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/xgWimage.png)
---
##### Suppliers
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/eeBimage.png)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/gdGimage.png)
#### Keyboard quick keys
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/lGfimage.png)
Quick keys help access functions using the keyboard
Used with Alt + Letter
| Attachmen**t** | Alt + t | Opens the Attachment window. |
| **M**emo | Alt + m | Opens the Memo window |
| **I**nfo | Alt + i | Opens the Inventory Item Info window |
| **S**uppliers | Alt + s | Opens the Manage Suppliers window |
| **W**arehouses | Alt + w | Opens the Warehouse Management window |
| Al**e**rts | Alt + e | Opens the Alerts Setup window |
| Inventory **O**verview | Alt + o | Opens the Inventory Overview window |
| **F**unctions | 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
---
##### Navigation Ribbon
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/z7qimage.png)
The Navigation Ribbon is used to action the following functions:
---
#### Search options
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/C8vimage.png)
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. |
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/vdfimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/BuJimage.png)
---
##### 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. |
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/o8Himage.png)
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.
.png)
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](https://hugeerp10.co.za/hsofmanual/books/adm-configuration/page/sales-margin-warning "Sales Margin warning")) |
| **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
.png)
---
##### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/wcMimage.png)
---
##### Properties tab
Add the dimensions of the inventory item
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/XYGimage.png)
---
##### Comments/Replace Item Tab
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/x4Yimage.png)
---
##### 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/KR0image.png)
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/Eyqimage.png)
---
##### Warehouses Tab
If you have the Warehouse Module you will be able to select multiple warehouses that this item belongs to.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/3l1image.png)
---
##### 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/0yzimage.png)
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/sVuimage.png)
---
##### 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.
| [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/stock.png)
| 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 |
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/g8ximage.png)
# Inventory Import / Export
**Inventory Module> Configuration> Import& Export Drop Down**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/yCrimage.png)
---
#### Basic Inventory Import/ Export
Inventory > Configuration> Inventory Setup> Print
Basic Export button: Exports the currently selected Inventory Item into an Excel file.
.png)
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.
.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/C5pimage.png)
Click the Export button
This will export the listed items into excel with the require columns / fields
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/T9Nimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/8gRimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/Rctimage.png)
---
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/REAimage.png)
| **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
|
| **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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/ug1image.png)
---
#### Pricing Level Import/ Export
Inventory > Configuration> Inventory Setup> Print
This function is used to export the pricing level information out the system
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/hQJimage.png)
---
#### Replacement Item Import/ Export
This function is used to import and export the replacement item information out of the system
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/aOCimage.png)
---
#### Unit of Measure Link Import/ Export
This function is used to import and export the unit of measure information out of the system
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/w8Jimage.png)
---
#### Supplier Item Link Import/ Export
This function is used to import and export the supplier item link information out of the system
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/Rskimage.png)
---
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/v7Gimage.png)
---
#### Xero Check duplicate items
This function allows a user to check duplicate items on Xero
This only you have Xero integration
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/8uWimage.png)
---
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/005image.png)
# 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-12/UKKimage.png)
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 |
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-12/yn6image.png)
Warning message will come up to tell you which items have a Stop line against them
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-12/sEIimage.png)
# Print Tab IM
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-12/dmkimage.png)
# 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](https://vimeo.com/375561237)
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
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:
1. Manually change the price (only if no transactions on item)
2. If you are creating a GRV to bring stock in, the GRV price will override the setup price.
3. 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-12/O34image.png)
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-10/EXGimage.png)
Enter your new cost price
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-10/HpLimage.png)
# 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/F5Eimage.png)
---
Edit warehouse
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/E1Uimage.png)
---
Location link
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/ZOLimage.png)
---
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/IA5image.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/l7pimage.png)
# 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/dlmimage.png)
---
Group List setup
Setup the list of items to populate the document lines
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/MmDimage.png)
| 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/EL4image.png)
---
Document view
Invoice example of adding an item that has group list activated
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/1Xoimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/NjYimage.png)
If the option for Include Scanned item is activated, then this item will be part of the item list
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/tBDimage.png)
# Inventory Functions Drop Down
#### Branches
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/fuIimage.png)
---
#### Webshop Ext ID
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/Zqyimage.png)
---
#### Job Employee Schedule
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/gYHimage.png)
---
#### 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.
**[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/YAwimage.png)**
To utilize the Linked Items Hierarchy feature, follow these steps:
1. Navigate to the "Functions" drop down menu.
2. 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.
**[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/pt9image.png)**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/Mytimage.png)
---
#### 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/cPmimage.png)
To access the Endophyte Type1/ Fact list
Go to
1. Inventory Module
2. Configuration
3. Edit the Inventory Item you want to add the Endophyte Type1 to
4. Functions drop down
5. Select Endophyte Type 1 from the drop down.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/bPBimage.png)
The system processes the information and dynamically categorizes it under Predicted and Facts.
Access the details to view short information about the marked facts.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/D0aimage.png)
---
#### 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**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/MH4image.png)
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/zAdimage.png)
---
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/CUEimage.png)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/7Xaimage.png)
---
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/Cprimage.png)
---
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/doiimage.png)
You can add multiple customer codes to one item
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/cKvimage.png)
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:
1. A stock item, which is a BOM item
2. A Bill of Material Recipe
3. A Custom item which is the build
##### Setting Up BOM Item
**Go to Inventory Module> Configuration> Inventory Setup**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/Bf6image.png)
Click Add
Enter an Item code
Enter a Description
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/WMUimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/Jpjimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/H1Iimage.png)
Click the Functions drop down
Select Bill of Materials
Tick the Bill of Material activation box
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/wFXimage.png)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/y24image.png)
This sets the item as a BOM resultant item
Click save and close
To set up the Bill of Material (BOM) recipe click [here](https://hugeerp10.co.za/hsofmanual/books/aim-configuration/page/bill-of-material-setup-add "BOM Setup")
---
#### LabTests
Lab tests get populated through the lap module
**Go to Inventory Module> Configuration> Item Setup**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/Fchimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/bFuimage.png)
| **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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/vLIimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/iEAimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/HDJimage.png)
and when you click on the test tab you will see that the test is now running
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/VtFimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/XNYimage.png)
And the test has been created for one sample if you click under the sample tab
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/lxhimage.png)
# Facts Endophyte Type
Facts is also know as Endophytes
Setup the various facts / Endophytes
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/zK9image.png)
---
#### Inventory setup Fact / Endophyte link
Link Facts / Endophytes to the inventory item
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/bPBimage.png)
Add the facts / Endophytes
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/FBCimage.png)
##### Add Fact items
Click on Add to add new Facts to list and link to item
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/pPvimage.png)
##### Adding a Group of Facts
This makes it easier to add multiple facts to the item and grid
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/iJvimage.png)
##### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-07/N2Mimage.png)
---
Facts and Predicted Endophytes show up on grid and item setup
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/D0aimage.png)
# 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/rPQimage.png)
#### Stock Items
There are only 2 ways to update the cost price of a stock item:
1. Processing a Goods Received Voucher (GRV)
2. 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.
.png)
| **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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/bNwimage.png)
---
#### More Details Tab
.png)
| **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.
.png)
| 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. |
.png)
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.
.png)
---
##### Custom Fields tab
If configured, you are able to select from drop down option
.png)
---
##### 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.
.png)
---
##### Properties Tab
Add the dimensions of the inventory item
.png)
---
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/bgiimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/Gwmimage.png)
| **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](https://hugeerp10.co.za/hsofmanual/books/general/page/substitute-item-on-sales-documents)
---
##### Spec tab
To add the specifications of the item
.png)
##### Supplier’s button
On the inventory items you will need to select the various suppliers where you purchase this item from.
.png)
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. |
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/ybyimage.png)
##### 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
.png)
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.
.png)
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
.png)
---
##### Branches button
You are able to allocate an inventory code to a branch.
Click on the Functions drop down and select Branches
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/UbVimage.png)
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.
.png)
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
.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/ALIimage.png)
# 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: I**nventory 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/download.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/hfhimage.png)
---
#### Create the following Custom items
1. Flashing item
2. Flashing base price
3. Bends
4. Girths
5. Length
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/6yGimage.png)
Setup Flashing base price
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/UBqimage.png)
Setup Bends
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/jxwimage.png)
Setup Girth
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/3d3image.png)
Setup Length
Sell price is zero as this is only going to be used as a multiplier
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/glyimage.png)
---
Setup Flashing item with Dimension Formula
Enable Dimensions formula
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/erNimage.png)
Setup line items to affect sell price
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/HYoimage.png)
Setup Girth sell pricing
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/1ptimage.png)
Setup Bends sell pricing
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/SZVimage.png)
Setup Flashing sell pricing
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/z8ximage.png)
The items above will add up together
1. Girth
2. Bends
3. 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/uxzimage.png)
---
#### Setup Bill of materials for costs
Setup costing for costs for Coil
[](https://hugeerp.co.nz/manual/uploads/images/gallery/2024-07/l1Wimage.png)
Check settings for BOM item for coil
[](https://hugeerp.co.nz/manual/uploads/images/gallery/2024-07/LGjimage.png)
[](https://hugeerp.co.nz/manual/uploads/images/gallery/2024-07/6R6image.png)
# 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/iqfimage.png)
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
1. In
2. Out
3. Completed
Allow for an import of wastage items
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/s5Vimage.png)
---
**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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/vjkimage.png)
---
#####
#### Bulk Wastage Items Import
Allows to import Wastage items and link to items
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/WwEimage.png)
Click Export to get the template for your import, transfer your data to this excel template.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/BUPimage.png)
When your data file (Excel Spreadsheet) is ready go back to the Wastage Import/Export Tab, select your File, Click Verify and then Import.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/n0Fimage.png)
---
##### **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
[](https://hugeerp.co.nz/manual/uploads/images/gallery/2025-02/image.png)
Once you click Save the Add, Edit and Delete buttons will become available.
[](https://hugeerp.co.nz/manual/uploads/images/gallery/2025-02/I22image.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-02/jMUimage.png)
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-02/m3nimage.png)
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"
[](https://hugeerp.co.nz/manual/uploads/images/gallery/2025-02/2fZimage.png)
| 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.
[](https://hugeerp.co.nz/manual/uploads/images/gallery/2025-02/myYimage.png)
Click Close, you will then see the Add Stock Quantity Lines window, click Save & Close
[](https://hugeerp.co.nz/manual/uploads/images/gallery/2025-02/2R2image.png)
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.
[](https://hugeerp.co.nz/manual/uploads/images/gallery/2025-02/OQaimage.png)
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.
[](https://hugeerp.co.nz/manual/uploads/images/gallery/2025-02/7kZimage.png)
The Below window will open and here you will be able to see your new wastage item along with the quantity added.
[](https://hugeerp.co.nz/manual/uploads/images/gallery/2025-02/mWDimage.png)
---
##### **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"
[](https://hugeerp.co.nz/manual/uploads/images/gallery/2025-02/AJLimage.png)
Click the "Process" button at the top of the screen to complete this process >Refresh Status > Close.
[](https://hugeerp.co.nz/manual/uploads/images/gallery/2025-02/xGFimage.png)
**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.
[](https://hugeerp.co.nz/manual/uploads/images/gallery/2025-02/7kZimage.png)
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.
[](https://hugeerp.co.nz/manual/uploads/images/gallery/2025-02/zIUimage.png)
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.
[](https://hugeerp.co.nz/manual/uploads/images/gallery/2025-02/G5iimage.png)
---
##### **Photos and memo notes**
Take photos of the wastage and make notes on wastage items
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/1nyimage.png)
---
##### **Managing Wastage on Documents**
Wastage is managed on the following documents
1. Invoice out
2. Credit notes in
3. Manage job Scope Creep and Cost to Company - wastage out
4. 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/FMoimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/L59image.png)
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/7h2image.png)
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/IzQimage.png)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/oNvimage.png)
---
##### Credit Notes
Credit note lines activated for Wastage in
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/xNOimage.png)
##### Job lines SC and CTC
Manage wastage usage on jobs
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/kTNimage.png)
Adding a wastage line to a job
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/NL4image.png)
---
#### 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/5e0image.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/mrnimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/9Glimage.png)
---
#### **Future development**
Wastage on quotes to set status to Pending
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/AJkimage.png)
Search list for all wastage items
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/Z3uimage.png)
# Inventory Functions
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/izvimage.png)
---
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/V2wimage.png)
---
#### Update Mark-up%
Highlight an item you want to change or update a mark-up% for, then click on mark-up%
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/CAlimage.png)
| **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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/z1wimage.png)
---
#### 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
.png)
.png)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/9YCimage.png)
---
#### Update Stock Level on Web Shop
This is a shortcut to update all stock level on a web shop
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/mNlimage.png)
---
#### Add Pricing Level Currency
This button allows you to update the pricing level currency
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/g40image.png)
---
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/Pfeimage.png)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/YXJimage.png)
---
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/hBsimage.png)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/u2Mimage.png)
---
#### Check Linked Open Docs
This will give a list of documents that the stock item you have highlighted is linked too
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/Axkimage.png)
---
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/2gyimage.png)
# Inventory / Stock Types
When setting up an inventory item, one will need to specify the type of stock item you wish to create.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/image.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-03/dLQimage.png)
# 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.
**Inventory Module > Configuration > Inventory Setup**
- Search for the inventory item you are wanting to clone
- Click on "**Clone**"
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-02/wX3image.png)
A new window will open to show
- **Update** A - E as shown below as needed
- Click "**Clone**"
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-02/bpMimage.png)
The newly created Inventory Item will then open, allowing you to review the details and make any necessary updates or changes.
##### Update Inventory Description
**Inventory Module > Configuration > Inventory Setup**
Double-click on the item and go to the **“Inventory Details”** tab.
Update A-D
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-02/6slimage.png)
##### Updating the Default Supplier
**Inventory Module > Configuration > Inventory Setup**
Double-click on the item and go to the **“More Details”** tab.
- If you need to update details such as the Unit of Measure or Unit of Measure Type, this is where those changes should be made.
- Update your Default Supplier
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-02/FxIimage.png)
#####
##### Inventory Label Description
**Inventory Module > Configuration > Inventory Setup**
Double-click on the item and go to the **“Extra Details”** tab.
Update the "**Label**" Field with what you would like your label to say
Depending on the size of your font you may need to keep this description short by using abbreviations
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-02/32Oimage.png)
##### Brand, Make and Model
**Inventory Module > Configuration > Inventory Setup**
Double-click on the item and go to the **“Extra Details”** tab.
From the drop-down manus, select your **Brand, Make and Model**
Click "**Save & Close**"
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-02/dWJimage.png)
# Group Codes Setup Menu
# Group Codes Search
Group codes cater for grouping of the inventory master listing into various product groups and also is used for sales mapping purposes whereby the configuration can dictate posting of entries to respective GL Accounts.
##### Basic Search Tab
Allows the user to view and edit any existing group codes.
The user can also add any new group codes required.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/YUSimage.png)
| **Group Code** | Search by entering the code |
| **Description** | Search by entering the description |
| **Active** | Search for active group codes by ticking the box.
Remove the tick to search for any deactivated group codes.
|
| **Add button** | To create a new group code |
| **Edit button** | To view or make changes on the existing group code |
| **Delete button** | To delete the selected group code |
| **Print Grid button** | Returns the list of group codes in the grid based on search criteria and allows the user to print, email or export to excel. |
---
##### Report Grouping Search
This tab allows the user to search and edit any existing group code groupings.
The user can also add any new groupings when accessing this tab.
# Group Codes Setup
Group codes are used for the following reasons:
1. Categorise stock listing.
2. Sales mapping - this caters for automatic postings to specific GL accounts when documents are processed.
**Inventory Module>Configuration Menu>Group Codes Setup**
.png)
- Click search to find the existing group codes and click on edit button to edit any existing group code.
- To create a new group code, click the Add button.
.png)
| **Code** | Enter a code of your choice |
| **Description** | Enter a description |
- Click Save
- Then click the Add button on the same screen.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/AV5C2cimage.png)
.png)
| **Branch** | if you have branches setup, you can select the respective branch for the specific group code
if the group code is to be linked to multiple branches, you will need to click add a separate account postings setup linked to the relevant GL accounts for the branch.
|
| **Sales - Short Search** | Select the sales account |
| **
** |
|
| **Cost of sales - Short Search** | Select the required Cost of Sales account |
| **Custom - Short Search** | Select the alternate Cost of Sales account. This is for service and Custom items. |
| **Service - Short Search** | Select the alternate Cost of Sales account. This is for service and Custom items. |
To export the Group code list to excel, click on Print grid and select export.
# Report Grouping Setup
Report Grouping allows one to link various groups
This assists when generating reports, so that the user does not need to select multiple groups individually.
One can then simply select the grouping option and the linked group codes will automatically be selected.
To link multiple group codes, click the Report Grouping tab
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/66mimage.png)
Click Add
| **Code** | Enter a code for the grouping |
| **Description** | Enter a description of the grouping |
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/2RMimage.png)
You will notice the grid is then populated with the existing group codes
You can now select respective group codes to be linked together.
In this example, we created a group: Fittings
We can now link multiple group codes to this reporting group
To link group codes, double click on the required group code in the top grid, this will then move to the bottom selected grid.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/AlFimage.png)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/zsZimage.png)
Click save once complete.
When you generate a report, you can select the reporting group. This will automatically select the underlying group codes without the user having to select each individual group code one at a time.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/WuSimage.png)
# Link Group Code to Inventory Item
Once the groups have been created, you will need to link the inventory Items to the respective group codes.
**Inventory Module> Configuration> Inventory Setu**p
Select and edit the required Inventory Item
Select the required group code from the drop down list
.png)
Click Save and Close.
As noted in the group code setup section, this will dictate the relevant sales and cost of sales account posting when this item is processed on an invoice or credit note.
Multiple reports can be generated using the inventory group code as a filter, thereby assisting in sales and inventory analysis.
# Category Setup Menu
# Inventory Category Setup
Inventory Categories are another way to group your inventory listing.
if you use group codes to categorize or group your inventory items and you require an addition level of categorization, then inventory category setup will be an option.
| Search | Returns all existing inventory Categories previously created. Leave the Code and Description fields blank to see all categories. |
| Code | Search by code. Enter the code or part of the code. |
| Description | Search by Description. Enter description or part of the description. |
| Add | Brings up the window to create a new category |
| Edit | Allows the User to amend an existing category. |
| Delete | Allows the User to delete a category provided they have not been used or linked to inventory items. |
| Print Grid | Allows the user to print the categories displayed in the grid based on the respective search. |
| Stock Category import/export | Options to either export existing categories or import new categories form an excel worksheet. |
To Create a new inventory category
- Click the Add button
- Enter a Code
- Enter a description.
- Click Save and Close, or Save and New to add another category.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/mhCimage.png)
# Brand Make Model Menu
Brand Make Model
# Brand Make Model Search
Video training manual 2016 - [Click Here](https://vimeo.com/357003603)
**Inventory Module> Configuration >Brand Make Model Setup**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-04/RHRimage.png)
| **Search** | Will search according to the selected tab and will bring out the existing Items. |
| **Code** | Search by code |
| **Description** | Search by Description |
| **Add** | This Function will bring out a window where a user will add the brand properties |
| **Edit** | Allows the User to amend the added details |
| **Delete** | Allows the User to delete the Added details provided they have not been used or linked to other items |
| **Print Grid** | this will print out an Additional Inventory Properties Report |
| **Brand** | This is where you set up a brand |
| **Make** | This is where you setup a Make linking it to a certain Brand |
| **Model** | This is where you setup a model linking it to a certain make and brand. |
| **Tree View** | This is where you can view all the added brand make and models |
One can search by code or by Brand description.
alternatively. click search to see all brands.
to view Models linked to a specific Brand, double click the respective Brand.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/U6wimage.png)
One can also view underlying Makes and models using the Tree structure.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/qf3image.png)
# Add Brand/Make/Model
.png)
Click on Add
.png)
| Code | Enter Code for the brand item |
| Description | Enter description for the brand item |
| Activity report display | add a tick to enable display |
| Sequence No. | add the sequence you desire for this entry |
Save and Close
Save and New - to add a new item on this list
Add Make
First highlight the brand previously entered and move to the make tab
.png)
.png)
# Inventory Brand Targets Setup
** **
The systems caters for applying budgets or targets against product brands.
To setup targets per brands go to:
**Inventory Module > Configuration > Brand Make Model setup**
Click search to return existing Brands
** **
** **Click once on the required Brand to select and then click the Edit button on the top of the page.
** **Click the Target Tab
You can now click on each respective period and enter a target for the period.
** **If your Targets are mostly the same for each period, you can save time by entering a yearly target and allocate equally across each period.
** **You will notice the annual target has been divided equally across all periods.
One can then click on selected periods and override the allocated target in the event that you wish to compensate for seasonal cycles as an example.
** **Editing the period target will update the annual target automatically.
# Units of Measure Setup Menu
# Basic Unit of Measure (UOM) Setup
Video training manual 2016 - [Click Here](https://vimeo.com/357004170)
.png)
Unit of measure is used as a standard for measurement of the physical quantity
Standard Tab has four buttons:
To Add or create a new Unit of Measure, Click the Add button
Standard Tab
| Unit Code | Enter the unique code for unit of measure |
| Description | Enter the description |
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/XFKimage.png)
Click Save and Close or
Save an New to add another UOM setup
# Case Lots Seup
Case Lots Tab
| Active | to activate case lots |
Conversion
Result Item
Prompt for result
| Save And New | Saves the current form then reopens it so that you don’t have to constantly close and open the form if you wish to create more than one Unit Of Measurement. |
| Save And Close | Saves the current form and closes it. |
# Advanced Unit of Measure Setup
The advance Unit of Measure setup caters for linking multiple units of measure to a UOM type.
one could for instance sell the same product but in various pack sizes
example: Grain could be sold in 1Kg, 2Kg or 5Kg packets
In which case the UOM Type could be packets, and you then link the various packet sizes to the packets.
To setup UOM Type:
**Inventory Module > Configuration> Unit of Measure Setup**
Add the individual pack unit of measure as shown in the Basic Unit of Measure setup section.
Click the UOM Type Tab
Click Add
Enter a Code.
Enter the Description.
Click Save and Close
Edit the new UOM type created.
Select the respective unit of measure to be linked to this UOM type.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/RJ9image.png)
# Item Grouping Menu
# Check sheet groups /Item grouping
Inventory> Configuration> Item Grouping
.png)
Are the logical grouping of activities which are used in the Check Sheet Template to create a Check Sheet
Basic Search button pulls out all Check Sheet Groups on the system if Check Sheet Group name is not specified when searching.
.png)
Edit Check Sheet Group Help
| Code | Check Sheet Group Code |
| Description | Description of the Check Sheet Code |
| Active | Tick the tick box to flag Check Sheet Code as Active if tick box is un-ticked the Check Sheet Group code is inactive |
# Warehouse Setup Menu
# Warehouse Setup
Multi-warehouse is a separate sub-module of Huge ERP.
Multi-warehouse allows one to put stock in multiple warehouses.
Multi-warehouse allows one to transfer stock from one warehouse to another.
Take stock control and stock takes on each warehouse.
Allows one to GRV stock into a specific warehouse and sell from another warehouse
Multi-Warehouse is also used for consignment stock.
This sub-module resides in the main inventory module.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/TSQimage.png)
| **Search** | Allows you to search for a specific warehouse
If you don't put any information on the search criteria the search button will recall all warehouse
|
| **Add** | Add allows you to create a new warehouse |
| **Edit** | Allows you to edit an existing warehouse |
| **Associate** | Allows you to link all stock items to a warehouse |
| **Disassociate** | Allows you to delink all stock items to a warehouse |
| **Print Grid** | Allows you to print information that is displayed on the grid |
| **Print Linked Items** | Allows you to print items linked to a specific warehouse
For you to be able to see linked items you first need to highlight a warehouse you want to see linked items for
|
When you click add or edit the screen below will be displayed:
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/VRdimage.png)
| **Code** | Enter the warehouse's unique code |
| **Description** | Enter the warehouse description or name |
| **Active** | Leave a tick on if the warehouse is active |
| **Location** | |
| **Shopify ID** | Add a warehouse Shopify ID if you have Shopify integration |
| **Sync Mobile** | This tick allows for a warehouse to be linked to Webatar mobile app |
| **Incl In Below Min Report** | Put a tick on if you want the warehouse to be displayed on the below minimum report |
Locations Tab are where all the boxes are stored
# Add New Warehouse
**Inventory Module> Configuration> Warehouse Setup**
Click Add to add a new warehouse
Enter a Code
Enter a Description
Click Save
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/QuRimage.png)
Branches Link
Warehouses are typically linked to Branches. Thus, this setup is only required if you have multiple branches setup on the system.
To link a branch to a warehouse
Click the Branch button.
Then select the respective Branch to be linked to this warehouse.
double click the required branch on the left to move to the selected grid on the right.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/3q9image.png)
##### Warehouse item association:
Once the warehouse has been created, you will need to associate inventory items to the specific warehouse.
This feature allows one to have the flexibility to link specific items to specific warehouses.
for instance, if you have multiple branches, all branches may not necessarily stock the same items.
to associate items:
If all warehouses stock all items, then you can do a quick associate:
Click once on the selected or new warehouse and click the Associate button.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/OQximage.png)
# Locations
Locations are linked to a warehouse
Locations have a unique code across all warehouses. This adds value when you want to scan a location, it will give you the warehouse that it is linked to.
There is Always one location setup per warehouse which is the default (system Location)
A hotfix will be created and run to update all existing warehouses with at least one location for each.
This system location cannot be deleted or made inactive. One can change the code or description, but not remove as it is linked to the warehouse.
#### Warehouse setup
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/DUCimage.png)
| **Location Code** | Code of the location which is unique across all warehouses |
| **Location Description** | Description of Location |
| **Active** | Shows that the location is active
A location cannot become inactive if it has items assigned to it
|
| **Default** | Shows which location is the default |
| **Count** | Shows how many products are linked in this location |
---
#### Add or edit a location
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/6qXimage.png)
| **Location Code** | Unique number
|
| **Location Description** | Description of location |
| **Warehouse Linked** | Name of Location (Only name) |
| **System Warehouse** | Informs the user that this Location cannot be deleted or made inactive |
| **Active** | Tick to make inactive
Can only be made inactive if no items are linked to the location
System Linked warehouse locations cannot be made inactive
|
| **WHS** | Inserts the Warehouse code here but user can change |
| **Row** | User can enter a row value |
| **Section** | User can enter a Section value |
| **Shelf** | User can enter a shelf value |
| **Seperator** | Allows the user to use a separator when creating the code from WHS + Row + Section + Shelf
Default is None (other values are Space or - or | or \\ or / )
|
| **Make Code button** | When clicking on this, it will make a code based on WHS, Row, Section and Shelf |
# Multi location and bin location
This is a new feature that is coming up before the end of the year
This feature will be found under
**Inventory Module> Configurations> Warehouse Set up> Locations Tab**
The feature will include the following:
1. Multi-locations within a warehouse
2. Multi-bin locations within a warehouse
3. Boxing of products in a location
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/g3Qimage.png)
# Boxes Setup Menu
# Boxes
Setup boxes that will be linked to a location which in turn is linked to a warehouse
Boxes numbers are unique
The box is always linked to a location
Boxes can be moved between locations, and the contents are then moved to the new location.
Record of the movement of the items to the new location is recorded
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/NcJimage.png)
Buttons
| **Add** | Create a new box |
| **Edit** | Edit an existing box |
| **Delete** | The delete button allows you to delete a box as long as there is no movement against it |
| **Print Grid** | Allows you to print boxes on the grid |
To add a new box click add
When you click add the screen below will be displayed
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/iDwimage.png)
Add the following information
| **Code** | Enter box code |
| **Description** | Enter the box description |
| **Locations** | Select the box location on the drop down menu
This location will determine the warehouse
|
| **Warehouse** | This will be automatically populated based on the location |
You can have multiple boxes linked to one location
To see the boxes linked
Go to **Inventory Module> Configuration> Warehouse setup**
Click search, then double-click on the warehouse linked to the box you want to see
Click on the locations tab and the boxes will display as shown below:
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-09/ArQimage.png)
# Inventory Expense Property Menu
# Inventory Expense Property
Inventory> Configuration> Expense Property
.png)
| Search | search for an existing expense property |
| Add | add a new expense property |
| Edit | amend an existing expense property |
# Inventory Average Costing
Video training manual 2016 - [Click Here](https://vimeo.com/357005469)
The system caters for
| 1 | average costing |
| 2 | latest costing methods |
Average Costing
Average costing is worked out by the number of stock items coming into the system with a value.
This value is posted to the general ledger books to your stock ledger account and Creditors control account.
When the next Goods Received Note with stock comes in, the value of the incoming stock and quantity is worked out.
The existing stock quantity and value is multiplied to give you a value and the new value from the Goods Received Note is added together and then divided to give you the new average cost of the item.
Looking at the table below the average cost of the item is worked out each time stock comes in based on quantity and value.
If the user does not back date any GRV or revalue the stock, one can work out the average cost of the item in excel and in history sorting by audit date and time.
If a stock value adjustment has been made, the system will work out from the last stock value adjustment
.png)
| Total Line Value = | QTY x Unit Value |
| Total Value = | Previous Total Value + New Total Line Value |
| Total QTY = | Previous Total QTY + New Line QTY |
| Ave Cost = | Total Value / Total QTY |
##### Average Costing Test
When working out the average unit cost
.png)
Checking the stock value
.png)
Inventory valuation report
.png)
Quantity on hand check
.png)
Inventory movement check
.png)
Document related transactions check
.png)
.png)
.png)
.png)
.png)
.png)
.png)
.png)
Item check
.png)
# Change Control Where Used
# Where Used Search
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/pupimage.png)
Clicking Add
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/PrSimage.png)
# Bill of Materials (BOM) Setup Menu
# Bill Of Material Setup Add
**Go to Inventory Module> Configuration> Bill of Materials Setup**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/kogimage.png)
Click Add
Enter a BOM code
Enter a Description
Select the BOM Resultant Item - this is the Stock item created in the previous step
Check the Active box is ticked
Click the Save button
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/b0Bimage.png)
You will notice the Add button becomes active
Click Add to begin adding the components of the Bill of materials (BOM)
Select the Component item
Enter the required quantity, this is the quantity of the component required in the manufacture of one of the resultant item
Click Save and New to add the next component and quantity
Repeat this step until all components are added
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/2vbimage.png)
Once you have added all the components, click Save and Close.
You will notice the components will be listed in the grid.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/UD3image.png)
Click and Close
---
#### Setting up the Build item
The build item is always a Custom item
**Go to Inventory Module> Configuration> Inventory Setup**
Enter a Code and description
Select the Category as Custom
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/Qjfimage.png)
Click Save
You will be prompted to enter the cost and selling prices
Enter the Sell Price
Once again, the cost price will be the total of the BOM component's costs
Click Continue
##### Click the Properties Tab
Tick the Build Kit Box – this identifies this item as a build item
Select the BOM resultant Item
Select the BOM Recipe
Tick Update Qty Box – This allows you to edit the quantity of the builds when adding on sales documents or jobs.
##### Use Kit Parent Group
This will dictate the posting to the respective sales and cost of sales GL accounts using the group code selected on the parent which is the Stock item created above.
Each component of the recipe may have its own group code setup. If this box is not ticked, the postings will be based on the various groups on the individual components of the build (recipe).
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/VSHimage.png)
Click Save and close
This concludes the Build Kit Setup
The Build can now be used on Sales documents and Jobs
Old Video Training Manual 2019 - [Click Here](https://vimeo.com/375561179)
# Resultant Item Setup
A resultant item is an item that is manufactured by the company. It is made up of various components that are linked to a Bill of Material. When the Bill of Material 9BOM) is manufactured the resultant or manufactured item is then added into the stock.
The system thus needs to be able to differentiate a BOM or resultant item from a standard item.
To mark an item as a resultant item, create a stock. refer to Inventory Item setup section.
Click the Bill of Material tab
Tock the activate BOM Box
One can opt to show the underlying components of this resultant item on various documents.
Ticking any of the boxes will result in the components being displayed on the respect document.
.png)
Tick the BOM Item Box
Click Save and Close
.png)
# BOM Multiple Import
.jpg)
Still coming or will be in new release
**Bill of Materials (BOM) multiple import**
This will allow for multiple BOM imports from one Excel sheet.
Go to Inventory > Configuration > BOM setup
Click on Print/ Export drop down and select Import BOMs
.png)
Select your file for import, upload and import
.png)
Exception report
There will be an except report afterwards which will show what Bill of Materials have not imported due to the following:
| 1 | Bill of materials code is not unique, duplicate found |
| 2 | Inventory line item does not exist, or is Not active |
| 3 | Bill of materials result item does not exist |
| 4 | Bill of materials result item is not marked as a BOM |
**Excel file layout**
Prepare the Excel file for import
The file is prepared in a CSV file and separated by Semi colon.
Stock items will get cost from system
Service and custom items will update cost that is set here
Note - if value is left blank for service and custom, this will bring in a cost of zero
| BH
| Code
| Description
| Result item
|
|
| |
| BL
| Code
| Description
| QTY
| Warehouse
| Cost
| Stock Type
|
| BL
| Code
| Description
| QTY
| Warehouse
| Cost
| Stock Type
|
| BL
| Code
| Description
| QTY
| Warehouse
| Cost
| Stock Type
|
|
|
|
|
|
|
|
|
| BH
| Code
| Description
| Result item
|
|
|
|
| BL
| Code
| Description
| QTY
| Warehouse
| Cost
| Stock Type
|
| BL
| Code
| Description
| QTY
| Warehouse
| Cost
| Stock Type
|
| BL
| Code
| Description
| QTY
| Warehouse
| Cost
| Stock Type
|
|
|
|
|
|
|
|
|
| BH
| PC/BOM/WSi3/01
| PC BOM Workstation i3
| XX/PC/BOM/WSi3
|
|
|
|
| BL
| CAS/SIL/PS08
| Silverstone case
| 1
| MAST
| 50.00
| Stock
|
| BL
| POW/DES
| Power supply
| 1
| MAST
| 85.00
| Stock
|
| BL
| MBD/H310M
| Motherboard
| 1
| MAST
| 140.00
| Custom
|
| BL
| MEM/DES/DDR4/4Gig
| Power supply
| 4
| MAST
| 45.00
| Stock
|
| BL
| LAB/LABSD
| Labour
| 2
|
| 90.00
| Service
|
| Clone | this is where one wants to create a new BOM using the current recipe, after you have created the item you can make changes to the raw materials. |
| Verify | this is where you want to check what stock you would need if you wanted to manufacture stock. |
.png)
To Clone, highlight the BOM you want to clone and click on the Clone button. Once the Code and Description has been entered click on OK.
.png)
There will be two Bills created.
.png)
To verify if we can manufacture a BOM item, lets highlight the BOM and click on Verify button.
Enter the quantity of Cakes one wants to manufacture and then click OK
.png)
Should there not be enough stock to manufacture this will be indicated by a red block or Invalid message.
.png)
If all is correct then all lines will be green
.png)
You can print out the BOM Verification report by clicking on the print button.
.png)
To print out the BOM recipe and have a look at the costs of the Bill of Material. Search for the BOM, highlight it and click on the print tab and then print button at the bottom of the BOM setup screen.
.png)
# Print Tab
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/mUvimage.png)
#### Print
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/wDOimage.png)
# Import
.png)
.png)
Import Bill of Materials Help
Imports items into the Bill of Materials recipe from a CSV File that has been prepared with the fields as indicated below.
| Select File | Allows the user to browse the computer to find the CSV file to be imported. |
| Upload | Uploads the file to the server |
| Import | Import the data from the CSV File |
| FIELD NAME
| REQUIRED
| VALUE
|
| SubBOM
| No
|
|
| StockCode
| Yes
|
|
| Description
| No
|
|
| Quantity
| Yes
|
|
| WarehouseCode
| No, only if Stock item
|
|
| Cost
| No, only if Service Item
|
|
| Total
| No
|
|
| StockType
| No
| Service, custom or stock
|
| 1 | Request for Purchase Order |
| 2 | Request for Quote |
| 3 | Request Create Job Picking Slip |
Are simply a suggestion from the Stock Request originator to the recipient of what action must be taken when processing the Stock Request.
---
#### Retain Recipe
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/UBaimage.png)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/LhDimage.png)
# Manufacture Setup
# Manufacture Setup Search
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/0HAimage.png)
Adding Machine
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/BP1image.png)
Adding Eligible Document
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/ZUoimage.png)
# Endophyte Type1
# Endophyte Type Search
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/xHcimage.png)
Add Endophyte Type1
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/cLDimage.png)
Add Endophyte Type1 Groups
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/vTtimage.png)
# Inventory Setup Functions Explained
# Cut Length
Cut Length is used to define a length of material which is used to calculate the number of lengths one requires in Quote Build task.
This is different to the UOM (Unit of Measure) as Cut length is used in Quote Build tasks.
Example
A stock item is measured in meters but lengths are in 3m lengths.
Set the cut length to 3 in inventory setup
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/gg1image.png)
Activate the Cut Length quantity on this item to look at the cut length value
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/hTcimage.png)
When making a build task of 5 and each quantity required on the base build is 30 meters.
The total meters required is 150 meters
The Light length comes in 3 meter lengths, production needs to know how many lengths are required to fulfil the build task.
Therefore it is 150 / 3m = 50 lengths required
The system will store this as a text value in the table and display 50 x 3
50 = Number of items required
3 = Length meter of item
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/rRsimage.png)
The quantity on Packing Slip and Cut Sheet (Job Card) will display the Cut Length instead of the quantity.
Use stationery layout Quote\_ANZ155 as an example
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/FgLimage.png)
# Stock Level Adjustment Types
Stock Level Adjustment Types
# Stock Adjustment Types
Types allow one to define the ledger account the stock adjustments will update and tag the stock adjustments, which are both stock level and stock value.
If no ledger account is specified, then the default General Ledger Link will be processed.
When the system does an update, this will create a hotfix to add in a system type which all stock adjustments will be allocated to.
The hotfix will update all past stock adjustments done for both Level and Value
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/lsbimage.png)
When deleting, check that this type is not used on any stock adjustments, if yes, then it cannot delete
COS ledger is restricted to Cost of Sales and Expense ledger accounts
##### Add a Stock Level Adjustment Type
**Inventory > Configuration > Stock Adjustment Type**
Click **Add**.
Enter a **Code**.
Enter a **Description**.
Choose the **Cost of Sales** account that this adjustment should be allocated to.
Specify whether this setup applies to a **Stock Level Adjustment** or a **Stock Value Adjustment**.
Click **Save And Close**.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/U5aimage.png)
---
##### Stock Level Adjustment
All stock level adjustments will require a stock type, when the stock type is select, the description will be copied to the short description.
The default stock adjustment type will populate the drop down.
---
##### Stock Level Adjustment search
Filter by "**Stock Adjustment Types**"
Click "**Search**"
Here you can print a report for history of each type
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/6nximage.png)
---
##### User access Types
User can be restricted on which stock adjustment types they see
**Configuration > General > User Setup**
Select the "**User**"
Click on "**Restricted Access**" Drop down
Select "**Stock Adjustment Type Access**"
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/MaIimage.png)
By double‑clicking any of the Stock Level Adjustment Types in the first grid, the selected type will move to the right‑hand column, allowing the user to process stock adjustments using that type.
If the restriction is not enabled, the user will see all types
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/Hmkimage.png)
Click "**Save And Close**"
---
#####
##### Webatar Stock Level Adjustment module
For the next Stock Level Adjust sent to the server, the Stock Adjustment Type can be changed by selecting from the "Stock Types" field **(2)**. The available Stock Level Adjustment Types, which are synced to the device in the Settings panel, will contain all active Types, unless restrictions were enabled in SCM User Setup, on the user in the "Process By" field **(1)**.
The Description field **(3)** is automatically set to the description of the selected Stock Adjustment Type.
Unlike the Stock Types field, the "Item WHS" field **(4)** currently is populated by the user signed into Webatar and not the "Process By" user.
While the form fields are saved for each Process By user, so that an incomplete Stock Level Adjust can be returned to later, the list of items is currently shared between all Process By users on the device. This means that any items left by the last Process By user will remain for the next Process By user.
# Batch Tracking
# Batch Tracking
New future development in Huge ERP
Batch tracking in inventory management is a method used to monitor and trace groups of products that were manufactured or received together. It’s especially useful in industries like food, pharmaceuticals, and manufacturing, where tracking expiration dates, recalls, or quality issues is critical.
Here’s how it works:
---
##### **1. What Is a Batch?**
A **batch** (or lot) is a specific quantity of a product that is produced or received at the same time and under the same conditions. Each batch is assigned a **unique identifier** (batch number or lot number).
---
##### **2. Key Components of Batch Tracking**
- **Batch Number**: A unique code assigned to a group of items.
- **Production/Receipt Date**: When the batch was made or received.
- **Expiration Date** (if applicable): Especially important for perishable goods.
- **Supplier or Manufacturer Info**: Useful for traceability.
- **Quantity**: How many units are in the batch.
---
##### **3. How It Works in Inventory Systems**
- When items are received or produced, they are logged into the inventory system with their batch number.
- As items are sold, used, or moved, the system tracks which batch they came from.
- If a problem arises (e.g., a recall), the system can identify:
- Which customers received items from the affected batch.
- How much of the batch remains in stock.
- Where the batch is stored.
---
##### **4. Benefits of Batch Tracking**
- **Traceability**: Quickly trace defective or expired products.
- **Compliance**: Meet regulatory requirements (e.g., FDA, ISO).
- **Inventory Accuracy**: Know exactly what’s in stock and its condition.
- **Quality Control**: Identify patterns in defects or issues.
---
##### **5. Common Use Cases**
- **Food & Beverage**: Track expiration dates and recalls.
- **Pharmaceuticals**: Ensure compliance and patient safety.
- **Manufacturing**: Monitor quality and production consistency.
- **Cosmetics**: Manage shelf life and ingredient sourcing.
---
#### How it works
Batch number tracking setup
You cannot have serial number and batch number active at the same time, if serial number is active then batch number must be grayed out, same goes the other way.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-03/2o7image.png)
---
#### **Example: Batch Tracking**
Imagine you run a small business that sells organic honey. You receive honey in batches from your supplier and want to track:
- **Batch Number**
- **Date Received**
- **Expiration Date**
- **Quantity Received**
- **Quantity Sold**
- **Remaining Stock**
##### **Excel Table Example**
| Batch No | Date Received | Expiry Date | Quantity Received | Quantity Sold | Remaining Stock |
|---|
| HNY001 | 2025-06-01 | 2026-06-01 | 100 jars | 40 | 60 |
| HNY002 | 2025-07-01 | 2026-07-01 | 150 jars | 20 | 130 |
If multiple batches are selected from multiple warehouses then a warning will pop up to say that you have selected from multiple warehouses and that this will create multiple document lines with different warehouses. After the window closes, it saves the item and closes the add line item window.
However one can click on transfer button to transfer stock from one warehouse to another.
This window allows one to select multiple batches of stock to sell.
In the first column, there is an icon which will pop up an icon if the product is about to expired, going to expiry in 30 days, in 7 days, in 3 months
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-07/LpXimage.png)
Batch Serial number scan on Docs
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-07/UA2image.png)
---
##### **How ERP System works**
1. **Batch Numbers** are assigned automatically or manually during receiving or production.
2. Each batch is linked to:
- Supplier
- Purchase Order
- Expiry Date
- Storage Location
3. When fulfilling sales orders, you can:
- Choose specific batches (FIFO, FEFO, or manually).
- Track which customer received which batch.
4. Reports can show:
- Batch-level stock levels
- Expiring soon batches
- Recall traceability
---
You can expand it with additional features like:
- Conditional formatting for near-expiry items
- Drop-downs for batch status
- Charts for visual stock tracking
---
##### 🔄 **1. Automatic Alerts**
- **Conditional Formatting** to highlight:
- Batches nearing expiration (e.g., within 30 days)
- Low stock levels (e.g., below a threshold)
- Example: Highlight rows in red if `Remaining Stock < 10` or `Expiry Date < TODAY()+30`
---
##### 📦 **2. Batch Status Column**
- Add a column like **Status** with values such as:
- `In Stock`
- `Sold Out`
- `Expired`
- Use formulas to auto-update based on stock and expiry.
---
##### 📊 **3. Dashboard or Summary Sheet**
- Create a separate sheet with:
- Total stock by batch
- Number of batches expiring soon
- Graphs showing stock trends or expiry timelines
---
##### 🔍 **4. Search & Filter Tools**
- Use Excel’s **Data Validation** to create drop-downs for filtering by batch or status.
- Add a **search bar** using filters or VBA for quick lookup.
---
##### 📁 **5. Traceability Features**
- Add columns for:
- **Supplier Name**
- **Purchase Order Number**
- **Customer Name** (for sold batches)
- Helps with recalls or audits.
---
##### 📅 **6. FIFO/FEFO Tracking**
- Add logic to suggest which batch to sell next:
- **FIFO**: First In, First Out
- **FEFO**: First Expired, First Out
---
##### 🔐 **7. Data Protection**
- Lock formula cells to prevent accidental edits.
- Use sheet protection with a password.
---
# Tag Number
# Tag Number
Tag number list allows one to add a tag number or RFID unique tag number to an item.
This tag does not need to match the number of items sold, but log whether that tag number is sold or not.
Activate the tag tracking against an item
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-05/hELimage.png)
---
##### Entering a tag number against an item
This button is active if the item highlighted is Tag tracking active
This allows one to scan or import tags to an item
Rule for deleting
Can delete a tag number as long as it has not been marked as sold
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-05/OqWimage.png)
Add and Remove tags
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/Uenimage.png)
---
##### Linked tag number search
This tab looks at tag numbers linked to a stock item
This grid shows the tag numbers, date added and date sold
Good to add in the invoice it was linked to when sold
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-05/WZWimage.png)
---
##### Invoicing
When invoicing, the tag number button is active for item if the item is marked as tag number
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-05/2rNimage.png)
Tag search on invoice
The scan can search the tag number table, then add the item linked to it and put the tag number on the invoice
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-05/DaPimage.png)
---
##### Sales Order confirm
Confirming an item allow one to allocate tags
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/image.png)
---
##### RFID tag log
This log must check the tag number table
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-05/fglimage.png)
---
##### Invoice Tag number list
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-05/ug0image.png)
---
##### Tag Tracking History
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/002image.png)
# Handling Unit
Handling Unit
# Handling Unit
Handling Unit allows one to group multiple stock items together and move the full unit to multiple locations and jobs.
##### Handling Unit WIP
The handling unit has its own reserve stock called Handling Unit WIP or HU WIP.
When stock items are moved into a handling unit, then the items are moved from on shelf into the Handling Unit WIP.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-07/VLkimage.png)
---
##### Setup of handling Unit Type and Locations
The setup of handling unit types and locations is done under the configuration section of the Inventory module.
The first setup is the handling unit types, the define what type of unit or container items will go into.
for example it can be a box, carton or pallet
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-07/GGtimage.png)
Adding or editing the type
When adding or editing the handling unit type, one can decide which one will be the default.
This means that when the handling unit is added it will automatically default to Handling Unit type
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-07/3oHimage.png)
---
##### Handling unit locations
Handling unit locations are different from the warehouse locations and therefore can be defined in its own type of locations.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-07/6a8image.png)
Adding or editing the Handling Unit Location
Add as many handling unit locations
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-07/ANpimage.png)