Inventory Setup

Inventory >Configuration> Inventory Setup

In Inventory setup search, you will see two search tabs

Basic Search tab	if you know the code of the Inventory or part of it you can search here
Custom Search tab	if you have setup custom fields in your inventory, you can search for the items in this area.

If you leave the Basic Search 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

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The Navigation Ribbon is used to action the following functions:

Search Button	the search function will return Inventory Code records based on the search criteria entered
Add Button	allows you to create an Inventory Code
Edit Button	allows you to change an existing Inventory Code
Delete Button	allows you to delete an existing Inventory Code
Inventory Overview button	allows you to view an overview of all movements for the selected Inventory Code.
Extras Drop Down
Clone	clone an existing inventory code
Update Markup %	update markup by group code
Bin Location Import	bulk import stock item bin locations as well as minimum, maximum, preferred and reorder quantities.
Print Drop down
Print	Prints the selected Inventory Code details
Export	Export General Details of Inventory Code to Excel
Export Complete	Export all Inventory Code fields to Excel
Security Icon	NNNN
Refresh Grid Icon	Refreshes the display grid
Online Help Menu Icon	Displays online help

 

 There are five tabs options:

Main tab	shows a list of inventory items
Cost Price tab	shows a cost price of a selected item
Supplier Cost Price tab	shows a supplier cost price of a selected item
Stock Available tab	allows the user to view stock details from different warehouses
Serial Number tab	shows serial numbers for the selected item. This tab is only active if the item code is flagged for serial 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

 

General Details Tab

In the General Details tab fill in the static information.

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

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

Serial No Tracking

tick if item code must be serial number tracked

 

Pricing Levels tab

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

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

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

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

 

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

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

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

 

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

Custom Fields tab

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

 

Bill of Materials tab

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

 

Spec tab

To add the specifications of the item

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

 

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

Properties tab

Add the dimensions of the inventory item

 

 

Supplier’s button

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

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

Last Updated field is changed in two ways:

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

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

 

To create a new supplier click on the Add button

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

Prices are exclusive.

 

Warehouses button

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

 

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

 

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

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

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

 

Branches button

 

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

Inventory Overview button

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