Inventory Setup
Inventory >Configuration> Inventory Setup
In Inventory setup search, you will see two search tabs
| Custom |
if you have setup custom fields in your inventory, you can search for the items in this area. |
If you leave the Basic Search blankblank, 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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| Search |
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| Add |
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| Edit |
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| Clone | Allows you to Clone an existing Inventory Item, Creditor or Debtor depending on the module you are in |
| Delete |
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| Inventory Overview |
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| Import & Export | |
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There are five tabs options:
| Main |
shows a list of inventory items |
| Cost Price |
shows a cost price of a selected item |
| Supplier Cost Price |
shows a supplier cost price of a selected item |
| Stock Available |
allows the user to view stock details from different warehouses |
| Serial Number |
shows serial numbers for the selected item. This tab is only active if the item code is flagged for serial tracking |
Creating an Inventory Item
To create a new inventory itemitem, click on the Add button
Fill in all the relevant information on the inventory item.item following the Tabs.
You will have to fill indecide the category type for your item, 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
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GeneralInventory 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. |
| Group Code | to select group code from the drop-down menu |
| 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 |
| 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. |
| 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.
The inventory code can be changed at any time.
The Inventory category cannot be changed after it is saved
More Details Tab
Complete additional information about your Item
| You can have multiple Suppliers for an inventory item, selecting a default supplier will automatically add this as your supplier when creating a purchase order. | |
| Lead Time | Here you can add your general wait time when ordering form a supplier |
| Payment Method | You can have a supplier as a COD or on account |
| Pricing Override | |
| Serial Numbers | You can tick the box if this is an item |
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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. |
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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.
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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
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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.
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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
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| 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
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Replacement Item
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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.
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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.
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Warehouses button
If you have the Warehouse Module you will be able to select multiple warehouses that this item belongs to.
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Attachments
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.
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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.
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Branches button
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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.
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