How To: Add Extended Stock Descriptions

Table Of Contents

Extended Description Hierarchy
Extended stock descriptions allow you to add additional information to stock items on a sales order. This can be used for details such as colours, custom specifications, customer requirements, or special instructions that apply when a particular item is purchased.
Extended descriptions can be maintained in three different places within Khaos Control. The location you choose determines how and when the description is applied. If more than one extended description exists, Khaos Control uses the following hierarchy, with the sales order taking priority over customer and stock-level descriptions.

Extended Description Hierarchy

  1. Stock Item
    Use this to store a default extended description against a stock item. This description can be automatically added to sales orders.
  1. Customer
    Use this when a specific customer requires unique information or instructions for a stock item.
  2. Sales Order
    Use this to add descriptions specific to an individual order, such as a customer-selected colour or one-off requirement.

Add an Extended Description to a Stock Item

Adding an extended description to a stock item ensures the information is available whenever the item is added to a sales order.
  1. Open a Stock screen. If required, see How To: Open a Stock Screen.
  2. Open the Stock | Details | Complaints/Extended tab.
  3. Press Alt + E or click Edit to enter edit mode.
  4. In the Default extended description for use on sales orders section, click Add or press F3.
  5. Replace the existing stock description text in the right-hand panel with the required extended description.
  6. Press Ctrl + S or click Save.

Add an Extended Description for a Customer

Customer-level extended descriptions are useful when a particular customer requires specific instructions whenever they purchase a stock item.
  1. Open a Customer screen.
  2. Load the required customer record.
  3. Open the Customer | Detail | Other | Extended Stock Descriptions tab.
  4. Press Alt + E or click Edit to enter edit mode.
  5. Click Add or press F3 in the top-left section of the screen.
  6. Select the required stock item from the stock lookup window.
  7. Enter the extended stock description in the text box on the right-hand side of the screen.
  8. Press Ctrl + S or click Save.

Add an Extended Description to a Sales Order

Use a sales order extended description when information applies only to a specific order.
  1. Open a Sales Order screen.
  2. Add the required stock item to the order.
  3. Right-click the stock item and select Append Extended Description (Ctrl + Shift + D).
  4. Enter the required description and click OK.
  5. Continue processing the sales order as normal.

Additional Information

  • Extended stock descriptions appear on the Sales Order and may also be printed on the Sales Invoice and Picking/Despatch Note, depending on the Show Extended Desc setting within the relevant Basic Report.
  • When creating a return for a stock item that includes an extended description, the description can be copied to the credit note. For more information, see How To: Create a Return for Stock Items with Extended Stock Descriptions.
  • When adding an extended description directly to a sales order, you can make the description permanent by selecting the Make Permanent option in the Extended Description window. This saves the description against the customer's record for future use.

See Also


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