How To: Add Extended Stock Descriptions

Stock associated pages pages icon Stock overview pages icon Stock "How Tos"
Sales Orders associated pages pages icon Sales Order Overview pages icon Sales Orders "How Tos"

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Extended stock descriptions are added to stock items in a sales order, for example to specify a colour for an item, add additional information about an item or special instructions that apply to the item when a customer buys it. Extended stock descriptions can be added in three different places depending on how they are to be used. This is also the hierarchy that the system will use when deciding which extended stock description to use:

  1. Stock Item: for adding a further description to a stock item that will appear on the sales order.
  2. Customer: for special instructions when a customer purchases a stock item.
  3. Sales Order: for adding an extended description, for example the customer specifies a particular colour for an item.

Stock Item

  1. Open a Stock screen (show me how).
  2. Go to the [ Stock | Details | Complaints/Extended ] screen.
  3. Press Alt+E or click the green triangle icon is the buttonbar's EDIT button to enter edit mode.
  4. Click the NEW ITEM button has an icon that shows two sheets of paper (identified by having the top right corner folded down), arranged diagonally on the icon from top left to bottom right   or press F3 in the bottom 'Default extended description for use on sales orders' area.
  5. Over type the 'Stock description...' in the right-hand area with the extended stock description.
  6. Press Ctrl+S or click the disk icon is the button bar's SAVE button    to save.

Customer

  1. Open a Customer screen (show me how).
  2. Load the required customer record.
  3. Open the [ Customer | Detail | Other | Extended Stock Descriptions ] tab.
  4. Press Alt+E or click the green triangle icon is the buttonbar's EDIT button to enter edit mode.
  5. Click the NEW ITEM button has an icon that shows two sheets of paper (identified by having the top right corner folded down), arranged diagonally on the icon from top left to bottom right   or press F3 to add a new item. This is located in the top left section of the screen.
  6. Find and load the required stock item from the stock lookup dialog box.
  7. Enter the extended stock description in the free text box on the right side of the screen.
  8. Press Ctrl+S or click the disk icon is the button bar's SAVE button    to save the record.

Sales Order

  1. Open a Sales Order screen (show me how).
  2. Add the stock item to the sales order.
  3. Right-click on the stock item and select Append Extended Description Ctrl+ Shift+D from the context menu.
  4. Type in the description and click OK.
  5. Continue creating the sales order.

Notes:

  1. The extended stock description will appear on the Sales Order and may appear on the Sales Invoice and the Picking/Despatch Note depending on the Basic Report option Show Extended Desc setting.
  2. Extended stock descriptions can be copied into the credit note when returning a stock item that has an extended stock description attached to it in the original sales order, see How To: Create a Return for Stock Items with Extended Stock Descriptions.
  3. The extended description entered against a stock item in a sales order can be added to the customer's record by ticking the 'Make Permanent' checkbox in the Extended Description dialog.

See Also

Visit KhaosWikiX at http://wiki.keystonesupport.net/wiki_kcx/ to see the following:

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