Stock Quick Entry allows you to enter Stock into the system more easily than adding a new record into the Stock Master File. Additionally, this can be done directly from the invoice - so if a part is not recognized you can add the part to the system whilst the invoice is active and open rather than exiting the invoicing you are doing, adding the new part, and re-opening the invoice.

The Stock Quick Entry screen contains the minimal details required for the product to be invoiced in the system. You can add more details to the item by recalling the item in the Stock Master File.

Item Code - Enter the part number of the item.

Note: You must select a Group, Matrix and Supplier for the new product.

Description - When adding stock keep in mind that searches can be carried out by description.  i.e. Brake Pads can be entered as Pads Brake.

Description 2 - Alternate item description, if required.

Brand - Item's brand

Category - The Product's category

Group - Groups are important.  Reports and Stock orders can be printed in groups.  Groups are setup in the Product Group Master File before entering new part numbers.  Sales analysis and stock holding can also be reported in group format so stock ratios can be analyzed.

Price Group - Can be chosen among the options.

Supplier - Select the Supplier for this part.  This searches the Creditor Master File for the supplier.

Matrix - Select the Pricing Matrix, see Pricing Matrix

List Price - The retail price of the item excluding GST.

Average Cost - The average cost of the item.

Stock Order Cost

Weeks Cover - Calculates stock re-order from the amount of weeks entered.

Maximum and Minimum - Enter the maximum and minimum levels for the item.

If you only want to use Minimum and Maximum, leave Weeks Cover blank and enter quantities into Minimum and Maximum. When the Minimum is reached the system will order up to the Maximum. Minimum and Maximum figures can also be used with Weeks Cover (they will be ignored if left blank). i.e. If you set the Minimum at 10 and the Maximum at 100 and weeks cover suggests to order 120, only 100 (the maximum) will be ordered.

Barcode - The item Barcode number.

Current Cost

Location 1 - The location of the part in your bins. There can be a second location setup for overstock or parts located in another area. If you do not have a bin location system it is advisable to set one up. Having a location system helps greatly in finding stock and carrying out stocktakes.

There are many types of location layouts, one that is recommended is a 6-digit alpha/numerical location system e.g.

01A05C = Row 1, Bay A, Shelf 5, Box or Bin C.

1st 2 fields are the ROW number.

3rd Field is the BAY letter.

4th and 5th Fields represent the SHELF position.

6th Field is the BOX or BIN location.

The BAY letters A,B,C,D,E, are numbered from LEFT to RIGHT while facing the ROW. Zeros (0) are used in the location so that the computer can logically sort locations for stock takes and reports. The computer prints 1A1 location in the same area as 10A10, this is why locations have to be in the correct format i.e. 1A1 = 01A01.

Duty Percent - The percentage of duty for this item.

Weight - The item weight.

GST Free - Tick this box if you do not charge GST for this item.

Buy In - Tick this box if this is a non stocked part.  Parts created while processing a Creditor, Parts or Workshop invoice will be entered into the Stock master File as Buy In, this means the Buy In box will be ticked.  Analysis can then be carried out of your buy in stock from monthly reports.  Parts required can be made stock lines by unticking this box.

Buttons

Copy This Product - Clicking this button will copy the product description, group, matrix, supplier and also rename the item code as "copy of ...."  You can then type over this item code and add the other item details to the new product. This is mainly used when you are adding similar products to the system with the same group, matrix and supplier details.

Close - Closes the Quick Entry Program.

Save - Saves the current record.