Stock - Account

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Purpose

This document provides for the creation and editing of inventory master records for individual products, parts, raw materials, etc - as necessary.

Prerequisites

This document provides the facility for the initial creation or editing of a Product Master Record. There are no mandatory prerequisites, but the Group, Active Server Group, Instructions, Suppliers, Bin, Scan Format, Per and Unit fields are search only and refer to data that should be pre-defined. See Parameters - Product Groups (for both Group and Active Server Group), Stock - Instructions, Creditor - Account, Parameters - Bin Locations, and Parameters - Barcode Formats. The Per and Unit fields have predefined types.

Context

Each record relates a primary key for the product - the "Product Code" to a description, costs, selling prices and other parameters.

Some fields such as Standard Cost are maintained purely manually by keyboard entry in this document, and some, such as Current Cost, will be entered and updated by the processing of transactions.

If barcode scanning is a requirement, product codes must be limited to 10 characters in length. This limitation is caused by the small size of a handheld scanner screen.

When a part number associated with product master record is created, changed or deleted, the user must run a Utility - Refurbish Part Nos

About This Screen

Head of the Document
Field Enterable? Instructions
Product Code Yes Type in the new product key or search for an existing one. 
Product Description Yes Enter in a description of this product. This line will be used to describe the product on Purchase - Orders, Sales - Orders, etc.
Description2 Yes Enter in a second line of description for this product.
Group Yes Type in the product group key (to search, click the right mouse button or strike the F12 key).
Standard Cost Yes Type in the estimated cost price. The Standard Cost field always excludes GST, and should never be changed unless the cost of the product substantially and permanently changes. Changing this field frequently will cause your purchase variations to be unreliable.
Current Cost Yes This field displays the cost of the product, based upon the last time this product was purchased. This field can be overridden, but Lennox Computer recommend that it be left untouched. This field will exclude GST if (in the company data), either the Purchases Exclude GST field is set to Y, or Prices Exclude GST field is set to Y. Otherwise this field will contain GST.
Per Yes Type in the conversion unit key (to search, click the right mouse button or strike the F12 key).
Bin Yes Type in the bin location key (to search, click the right mouse button or strike the F12 key).
Duty Yes Type in the import duty percentage.
Instructions Yes Type in the instruction key (to search, click the right mouse button or strike the F12 key). These instructions are then used in conjunction with the product group instructions, and are displayed in Active Server HTML documents.
Minimum Stock Yes Type in the minimum amount of this product allowed in stock. Whilst the actual amount can fall below this level, running the Reports - Stock - Deficient report shows you the suggested reorder, based upon this figure. 
Maximum Stock Yes Type in the maximum amount allowed in stock. This figure is used to determine the suggested reorder number. If the level of stock drops below the Minimum Stock level, the suggested reorder amount will be equal to the Maximum Stock level minus the amount in stock.
Selling Price1, 
Selling Price2, 
Selling Price3,
Selling Price4,
Selling Price5,
Selling Price6		 Yes Type in the selling price.
Nett Prices Yes Prices are nett - no discount
Location Name1,
Location Name2,
Location Name3,
Location Name4,
Location Name5,
Location Name6		 No Displays the stock location names. These are established in the Parameters - Location Names document.
Stock Location1,
Stock Location2,
Stock Location3,
Stock Location4,
Stock Location5,
Stock Location6		 No Type in the amount of stock available at each location.
Price Name1, 
Price Name2,
Price Name3,
Price Name4,
Price Name5,
Price Name6		 No Displays the price names. These are established in the Parameters - Price Names document.
Mark Up1, 
Mark Up2,
Mark Up3,
Mark Up4,
Mark Up5,
Mark Up6		 No Type in the percentage mark up from Standard Cost to apply to the respective sell price.
Supplier1, 
Supplier2, 
Supplier3		 No Type in the up to three creditor’s key (to search, click the right mouse button or strike the F12 key).
Supplier Code1,
Supplier Code2,
Supplier Code3		 No Type in the respective supplier’s code for this product, if different to the Product Code.
Cost Price1,
Cost Price2, 
Cost Price3		 No Type in the respective cost for this product from each supplier, if different to the Product Code.
Stock No Displays the stock on hand, in whole amounts.
Average Cost No Displays the average value of current stock.
Supplier Orders No Displays the quantity on order.
Uninvoiced No Displays the quantity received but not invoiced. That is to say a Purchase - Goods Received document has been processed for it, but there is no Purchase - Invoice yet.
Pack Size No Type in the items per pack to purchase.
Customer Orders No Displays the un-invoiced quantity Sales - Order documents.
Weight No Type in the weight in kilograms of the product. 
Scan Format No Type in the barcode scan format key (to search, click the right mouse button or strike the F12 key).
Part Number No Type in the part number for this product.
Desired Stock No Type in the desired stock level. Clicking the Adjust! button will force the Stock field to be updated to the desired stock level. Any adjusting ledger entries will also be made to the stock account.
Desired Average No Type in the desired average cost. Clicking the Adjust! button will force the Average Cost field to be updated to the desired average cost. Any adjusting ledger entries will also be made to the stock account.
In Production No Displays the quantity on Sales - Work Order issued from Production - Order.
Sort Line No Type in the line number for some reports. If specifying this field then all products in the same product group should have this field non blank as well. 
Active Server Group No Type in the product group key (to search, click the right mouse button or strike the F12 key). If this field is non blank, in Active Server, the product will belong to this product group, instead of the product group specified in the Group field.
Unit No The unit of measurement
Cubic Weight No Type in the cubic weight of the product. This field should be specified instead of the weight field, and is only used where Show Cubic Weight is set to Y in the company data.
Length No Length of product (X Axis)

Lines of the Document - If Betta Stores = Y
Field Enterable? Instructions
Model Code No Displays the Suppliers model code for this item. Includes punctuation.
Department Code No Displays the B.rms Department that this item belongs to.
Category Code No Displays the B.rms Category that this item belongs to.
Group Code No Displays the B.rms Gropu that this item belongs to.
Sub Group Code No Displays the B.rms Sub-Group that this item belongs to.
Supplier Code No Displays the B.rms Supplier Code for the supplier of this item.
Status No Displays one of "Current", "Deleted", "Obsolete", "Run Down", "Superceded" or "Undetermined".
Tax Code No Displays the wholesale sales tax % applicable to this item.
Carton Size No Displays the number of units per carton.
Invoice Cost No Displays the cost after off Invoice deductions have been removed.
Freight No Displays the cost of freight component (if any). Calculated by the formula Freight := Landed Cost - Invoice Cost.
Landed Cost No Displays the final cost to retailer before the following deductions are applied.
Group Assured Rebates No Displays the assured rebates secured at the national or state level. This is a total of all applicable rebates.
Local Assured Rebates No Displays the assured rebates secured at the store level. This is a total of all applicable rebates.
Nett After Assured Rebates No Displays the net cost after assured rebates but before Core Bonus and other rebates. Calculated by the following formula: Nett After Assured Rebates := Invoice Cost - Group Assured Rebates - Local Assured Rebates.
Core Bonus No Displays the core Bonuses applicable to this item. This is a total of all applicable rebates.
Group Credits And Other Rebates No Displays the credits and Other rebates secured at the Group or State level. This is a total of all applicable rebates.
Local Credits And Other Rebates No Displays the credits and Other rebates secured at the Store level. This is a total of all applicable rebates.
Nett Nett No Displays the final cost after all of invoice, freight, rebates, core bonuses and credits and other rebates have been applied. Actually calculated by this formula: Nett Nett := Nett After Assured Rebates - Core Bonuses - Group Credits - Local Credits.
Sell No Displays the current unit sell price.
Managment Classification No Displays either "Group", for Group managed models, or "Store" for locally managed models.
Product Brand No Displays the product Brand Name from the Item table. This is maintained by BSL and is not necessarily current as of 19 Jan 2000. It is expected that this column will be regularly updated in future.
IPN No Displays the IPN number for this item. IPN's are similar to PLU's but are specific to this system.
APN1, APN2, APN3 No Displays the APN/PLU number.
Sell Price No Displays the selling price including GST. This field is calculated when one of the following fields is non blank: - In Sell Price, In Gross Profit Percent, In Gross Profit, In Net Gross Profit Percent, and In Net Gross Profit.
Gross Profit Percent No Displays the gross profit percent. This field is calculated when one of the following fields is non blank: - In Sell Price, In Gross Profit Percent, In Gross Profit, In Net Gross Profit Percent, and In Net Gross Profit.
Gross Profit No Displays the gross profit in dollars. This field is calculated when one of the following fields is non blank: - In Sell Price, In Gross Profit Percent, In Gross Profit, In Net Gross Profit Percent, and In Net Gross Profit.
Net Gross Profit Percent No Displays the net gross profit percent. This field is calculated when one of the following fields is non blank: - In Sell Price, In Gross Profit Percent, In Gross Profit, In Net Gross Profit Percent, and In Net Gross Profit.
Net Gross Profit No Displays the net gross profit in dollars. This field is calculated when one of the following fields is non blank: - In Sell Price, In Gross Profit Percent, In Gross Profit, In Net Gross Profit Percent, and In Net Gross Profit.
In Sell Price Yes Type in the sell price for this item. If you specify this field leave the following fields blank: - In Gross Profit Percent, In Gross Profit, In Net Gross Profit Percent, and In Net Gross Profit.
In Gross Profit Percent Yes Type in the sell price for this item. If you specify this field leave the following fields blank: - In Sell Price, In Gross Profit, In Net Gross Profit Percent, and In Net Gross Profit.
In Gross Profit Yes Type in the sell price for this item. If you specify this field leave the following fields blank: - In Sell Price, In Gross Profit Percent, In Net Gross Profit Percent, and In Net Gross Profit.
In Net Gross Profit Percent Yes Type in the sell price for this item. If you specify this field leave the following fields blank: - In Sell Price, In Gross Profit Percent, In Gross Profit, and In Net Gross Profit.
In Net Gross Profit Yes Type in the sell price for this item. If you specify this field leave the following fields blank: - In Sell Price, In Gross Profit Percent, In Gross Profit, and In Net Gross Profit Percent.
Description No Concatenation of Descriptions for Department, Category, Group and Sub-Group. Most offent the words "Not Applicable" will appear as the last part of this string. This indicates that this is no Sub-Grouping for this particular item.
RAPS Department Code No Displays the RAPS department code that this item used to belong to.
Supplier Name No Displays the name of the supplier of this item.
Short Description No Displays the short (POS20) description of this item. Used by POS at the Point of Sale to identify the item on receipts etc.
Long Description No Displays the original source of this is a Blob, so in theory this field could be quite large. To all practical purposes, however this string would rarely by longer than 1024 characters.

Lines of the Document - If Betta Stores <> Y
Field Enterable? Instructions
Internal Notes Yes Enter stock notes for internal company use only.
External Notes Yes Enter stock notes for public use.

Transaction Processing

Button Description
Enquire Select a product, then click the Enquire button. This will then take you to the General Ledger - Enquire document, to view recent transactions. If more a more extended history is desired, use the General Ledger - Detail report. 
Adjust! Clicking the Adjust! button will update the Stock and the Average Cost field to the values specified in the Desired Stock and Desired Average Cost field. A ledger entry will be created if necessary, with the balancing entry in the TRADING - STOCK ADJUST account.
Fix Average! This button is only shown when the signed in authority level is greater than 7, and when the barcodes feature setting is on in the company data. The >Branches! button is not shown. Clicking the Fix Average! button will update the value of the transaction to be the Average Cost * the quantity of the transaction. This should only be used by Lennox Computer trained technicians.
>Branches! Clicking the >Branches! button will create the Product Master Record in subsidiary companies/branches.

From Here

Once a product is established in the LILAC database, you can do many things. For example, you can set up a Bill of Materials, purchase in, or sell out the product.