Adding an Inventory (IN) Line

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Security

Module access:

• Company Maintenance / Modules in Use / Inventory

Form access:

• User Preferences / Menu Security / Inventory

Where advanced security is in use:

Read:

• User Preferences / Privileges / Inventory/ IN Account Maintenance / All / Read ; or
• User Preferences / Privileges / Inventory / IN Account Maintenance / Team / Read.

Add:

• User Preferences / Privileges / Inventory/ IN Account Maintenance / All / Add ; or
• User Preferences / Privileges / Inventory / IN Account Maintenance / Team / Add.

Edit:

• User Preferences / Privileges / Inventory/ IN Account Maintenance / All / Change; or
• User Preferences / Privileges / Inventory / IN Account Maintenance / Team / Change.

Delete:

• User Preferences / Privileges / Inventory / IN Account Maintenance / All / Delete ; or
• User Preferences / Privileges / Inventory / IN Account Maintenance / Team / Delete.

Post:

• User Preferences / Privileges / Inventory / IN Account Maintenance / All / Post ; or
• User Preferences / Privileges / Inventory / IN Account Maintenance / Team / Post.

For team access, the IN Account Maintenance / Assigned team must be one of the teams the user has access to.

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Line type

Fields on the form display according to the Line type selected. For inventory the line type is ‘IN’.

When entering an IN line the Company and GL Short Code columns are skipped.

Transaction type

Determines how the inventory balances are affected, and general ledger updated.

Inventory item

On [ENTER], F9 or , a droplist displays showing IN Code and Description.

Enter the IN code for the line.

If the field is left blank, or an exact match is not found, on [TAB] or [ENTER]:

• if barcodes are in use these are searched for an exact match
• where a match is not found,  Enterprise Search is activated.

The search is performed over IN Code (including Alias’s), Description, Supplier Part Number and Barcode. Where the result returned is based on a value other than in the primary display, an indicator is displayed. Selecting this provides details of the field returning the value.

Description

The description of the Inventory Item selected. This is automatically populated when an inventory Code is selected.

Selecting a different description from the list will automatically update the inventory code assigned to the line.

Location

Defaults from the Inventory Item masterfile primary location.

F9 or select to choose an alternate location.

Partially entering the location code will filter the list to show items matching the string using the full location path from left to right.

Entering an exact match will select and update the location.

Price book

Defaults depending on the transaction involved.

Used in the calculation of the selling price.

F9 or select to choose an alternate price book.

Partially entering the price code or description will filter the list to show items matching the string rom left to right.

Entering an exact match will select and update the price book.

Unit of measure

The selling unit of measure (UOM) defaults from the Inventory Item.

F9 or select to select an alternate selling unit.

Partially entering the selling unit will filter the list to show items matching the string from left to right.

Entering an exact match will select and update the selling unit.

Text type

Defaults to blank.

Because Text type is not a mandatory field, [TAB] or [ENTER] off a blank field does not activate the drop list.

Text types are only available for selection if these have been set against the Inventory Item under Inventory Item Text Maintenance.

F9 or select to choose a Text type.

Text from the selected text type updates to the line narration field.

Quantity

The number of items required.

Defaults to 1.

Must be greater than zero.

Unit price

Defaults to the selling price entered for the item on the Inventory Selling Price Maintenance form for the selected price book and location combination.

If Tax is showing as:

• Inclusive - Price includes tax.
• Exclusive - Price excludes tax.

Discount

Because discount is not mandatory, [TAB] or [ENTER] off this field does not activate the drop list.

To enter a discount:

• F9 or select to display the composite discount field
• enter either a discount % or amount.
• [TAB] or [ENTER] off the field to update the value and move to the next field.

Where a discount% is entered, this updates the discount amount and vice versa.

To update the discount rate on all lines:

• Right click on the Discount column header
• select Update all discounts
• enter a discount percentage
• select Apply.

The discount percentage for each line is updated to the new discount percent and totals recalculated.

Tax

F9 or select to change a tax code selection.

Partially entering the tax code will filter the list to show items matching the string using the full path from left to right.

On [ENTER] the selected tax code is updated, and the focus will move to Tax Type.

Each option is highlighted as you scroll through the list.

After the selections have been made, tax code, tax type, amountand percentage will display in the field.

Amount

Calculated as (Quantity x Price) - Discount, for the currently selected Item.

If Tax Type is:

• Inclusive – Amount includes tax
• Exclusive – Amount excludes tax.

Cost

Defaults to the Cost Price of the item entered during Inventory Item Maintenance.

Where editing is permitted, F9 or opens a composite field where the cost can be entered. F9 or on the Hold / Do not hold option will activate the flyout allowing this to be changed.

On [ENTER] Cost is updated. Any cost that is on hold will have the word (Held) beneath the value.

[ENTER] + [TAB] updates Cost and moves focus to Narration.

Update costs column menu option

Available for Sales and Service quotes.

Visible where editing of costs is permitted.

To update costs for all inventory lines on the active quote:

• right click on the Cost column heading
• from the column menu select Update costs.

On selection, the cost, margin/markup for every inventory line on the selected quote is updated.

To revert back to the original costs select Cancel.

To accept the changes, select Save.

Margin

Margin and Margin% are read-only fields updated when the Unit price / cost is maintained. These are calculated as follows:

• Margin = Retail - Cost
• Margin % = Margin $ / Retail $ x 100.

The option to Show Margin or Show Markup is set in CRM Module Control / Sales / Quotes.

Narration

General text applicable to the specific line item.

If a Text Type has been selected for the IN Line Item, the default text for the Inventory Text Type is displayed.

Supplier

Where applicable, the supplier associated with the item can be assigned at line entry.

F9 or selecting displays a droplist showing the supplier Code, Name, Address and Phone.

To search:

• enter the supplier Code or partial supplier Name, Address or Phone number
• Enterprise search will automatically activate
• [TAB] or [ENTER] off the search result to select.

Lead time

The expected time for delivery of the item from the supplier.

Supplier part

The supplier part number for the item.

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