Stock Detail Properties Tab

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Stock associated pages pages icon Stock overview pages icon Stock "How Tos"

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For the Other Action Menu options (press F9 or the Other Actions Menu on the Button Bar) see Stock Other Actions Menu.

Overview

The [ Stock | Detail | Properties ] tab is loaded by double-clicking on an item of stock in the [ Stock | List ] tab's grid. The selected stock item's details are then displayed, grouped by the following areas:

  1. General
  2. Stock Control/Other
  3. Dimensions/Other
  4. Pricing
  5. Stock Item Information Bar

General

  • Stock Code (max 50 characters) : this is the unique identification code for a stock item. When creating a new stock item, this defaults to the next sequential stock number, but allows you to overwrite this with your own code if desired. By default, Khaos Control will not allow the same stock code to be used twice.
    Notes:
  1. When saving a new stock item, Khaos Control automatically strips spaces from the front and end of the stock code.
  2. Hashes (#) are not supported as part of the Stock Code due to potential conflicts in XML when importing orders from a channel.
  • Barcode Button list: opens a dialog box where multiple bar codes (max 50 characters) with descriptions can be entered against a single stock item. The type of barcode, for example Amazon Standard Identification Number (ASIN), Amazon SKU, eBay barcode, EAN13 barcodes or supplier's barcode, needs to be setup beforehand, see System Data Stock Barcode Type.
  • Other Ref (Optional) (max 50 characters) : an alternative reference for the stock code (e.g. barcode, web reference). Any text appearing in this field will be printed on the Stock Labels as a barcode, although this can be changed. To utilise the stock labels barcode functionality may require development, please contact Khaos Control Solutions.
  • Description (max 250 characters) : this is the short description of the stock item. This appears on picking sheets, invoices, etc. The case of the description is set in [ Edit System Values | Stock | Defaults & Properties ] and has four settings:
    Note: Hashes (#) are not supported as part of the Short Description due to potential conflicts in XML when importing orders from a channel.
    1. Default: stock descriptions were originally stored and printed in UPPER CASE. A later development then allowed the use of Mixed Case, but this had to be hard-coded for each project. If "default" is chosen, then this hard-coded value will be used.
    2. Upper Case: stock descriptions are forced to be in UPPER CASE.
    3. Lower Case: stock descriptions are forced to be in lower case.
    4. Normal: permits the use of Mixed Case stock descriptions (the initial letter of each word is Capitalised when keying data into the stock screen's stock description field).
  • Stock Type: defines the Level 2 Stock Type, enabling Khaos Control to know what category this stock item belongs to. Stock types are configured in [ System Data | Stock | Level 2: Type ].
  • Sub Type (Optional): an additional third- or fourth-level stock level categorisation that may be used if more than two levels of stock types are needed. Stock sub-types are configured in [ System Data | Stock | Level 4: Sub Type (additional) ].
  • Manufacturer (Optional): allows users to select the manufacturer of a specific stock item from a pre-defined list. Categorising stock items by manufacturer is useful for accounting analysis and/or reference purposes. Manufacturer details are configured in [ System Data | Stock | Manufacturers ]. If defined it can also be used in conjunction with the Upsell functionality "Other products from the same Manufacturer".

Stock Control/Other

  • Availability (Optional) (max 50 characters) : this field allows the entry of notes concerning the stock item's availability that you wish to make the customer aware of (e.g. "Sent direct from manufacturer"). If an entry is made against a stock item then it may be shown on Delivery Note Reports and Invoice Reports and also on:
  • Safe Level: quantity at which the stock item should be flagged for re-order.
WARNING icon
WARNING: If the Safe Level of a stock item is set to zero, then it will be excluded from the report unless 'Show All' or 'Include Items with Zero Safe Level' are checked, even if the stock item has back orders outstanding against it.
  • Min Level: quantity when the stock item should be flagged as being at the minimum available stock level.
  • Lead Time: number of days it will take for the supplier to fulfil a purchase order. This could be the longest, shortest or mean delivery period depending on what is most appropriate within the business' operation. It is used to set the Due Date when creating a Purchase Order.
  • Reorder Qty: the default quantity to be ordered when the stock item is added to a Purchase Order.
    Note: This figure should not be set if the stock item is to be a dropship item, as additional quantities of this item will be incorrectly added to purchase orders.
  • Avg Weight: weight for individual stock items as they are shipped (not to be confused with net weight, which appears on the [ Stock | Detail | Accounting ]); the average weight is used to calculate total order weight and subsequent delivery costs. It is also the default weight used by the Intrastat reporting in the system. The weight set here enables Khaos Control to calculate the total order weight when a sales order is being created and processed also see Postage Rate below for the weight hierarchy. It is set up in [ System Data | Sales Order Processing | Courier Banding ] and [ System Data | Sales Order Processing | Delivery Rates ].
    Note: Whilst Khaos Control works with any numerical weight system that uses factors of 10, or any ratio of it (e.g. any metric system, such as grammes or kilogrammes), certain courier integrations may stipulate the unit to be used.
    Once a unit of weight is chosen, it must be used consistently throughout the system (e.g. in Stock, Customer weight-related discounts, Courier Banding and Delivery Rates). Do not enter some weights in grammes and others in kilogrammes, otherwise errors will occur.
  • Launch Date: if defined then the system will display warning message on save, if the item is added to a Sale Order with a delivery date prior the defined date. The system will not stop the user adding the item, but will prevent the order from being saved.
  • Launch Time: if defined on the [ Stock | Detail | Properties ] screen, then when performing a stock export either from the Stock screen within Khaos ([ Stock | Other Actions | Export | Export Selected XML ] ) or using the ExportStock call from a webservice, will put the launch_date and launch_time into the exported xml file.
  • Min Reorder: this is the mandatory minimum reorder quantity for this item. A Purchase Order cannot be saved it quantity is lower than the defined figure.
  • Reorder Multiple: allows a reorder multiple to be set. When creating Purchase Orders for this item, the purchase order will display the quantity ordered in the Qty Ord column and the ((PO Item Qty / Reorder Multiple) rounded up) with the Reorder Multiple in the x Qty column, see How To: Set Up Reorder Multiples. The purchase order will display multiples of the quantity ordered. For example, if a stock item has a Reorder Multiple of 10 and nine are ordered the purchase order will display 0 x 10, if 10 are ordered the purchase order will display 1 x 10 in the x Qty column. Only ordering full amounts of the reorder multiple will produce an integer on the purchase order, for example if set to 10, if 11 to 19 were input on a POrder it would only display 1 x 10 but as soon as your order reaches 20 it would display 2 x 10.
    Note: the system will still order the quantities that are entered on the purchase order, even if they do not exactly match the reorder multiple.
  • Postage Weight: an alternative weight that can be exported to the courier. The hierarchy is:
    1. Actual Weight: if no actual weight is entered then the system will use...
    2. Postage Weight: if no postage weight is entered then the system will use...
    3. Average Weight
      Note: the weight shown on the Additional tab on a Sales Order will always be the average weight, even if the postage weight is different.
  • BtnDefineForSiteSk.jpg: loads the Stock Item Parameters Dialog enabling the user to update the following fields for each site for the loaded stock item:
    • Reorder Period
    • Buffer Level
    • Reorder Point
    • Safe Level
    • Min Level
    • Location
  • Reorder Period: this value is used in conjunction with the advanced reordering functionality in Khaos Control.
  • Buffer Level: this value is used in conjunction with the advanced reordering functionality in Khaos Control.
  • Reorder Point: this value is used in conjunction with the advanced reordering functionality in Khaos Control.
  • Picking Order: used by picking reports, e.g. the 'Picking Sheet' defines the order in which stock is picked. Basically items with a lower numerical value will appear higher in a pick sheet than a item with a high numerical value.
  • Location (Optional): a free-text field to describe the location of the item. This will appear on picking tickets in the 'Location' column.
    Note: items printed on Picking Tickets may optionally be sorted by Picking Location order. Where standard reports are being used this will likely require an update. This field is superseded if Warehouse Location Control is set up for this item.

Dimensions/Other

  • Dimensions: the dimensions of the item (usually boxed) are entered in the H, W and D fields and the system will calculate the Volume. Technically any type of unit measurement can be used as long as it is consistent between all the dimension fields and throughout the system. In almost all cases the dimension used are in millimetres (mm) or centimetres (cm).
    • H (Height): the Height of the item.
    • W (Width): the Width of the item.
    • D (Depth): the Depth of the item.
  • Volume (max 16 characters) - (to a maximum of 5dp): the sum of the (Height x Weight x Depth) giving the cubic volume (usually cm³ or mm³).
    Note: the Volume will not be updated if the H, W or D are all zero.

Pricing

  • Buy Price: Depending on how your System Manager has configured the system, this could have been set to the purchase price you have negotiated with the item's preferred supplier or the last price you paid when purchasing the item or, possibly, some other value.
    Notes:
    1. The letter [G] or [N] is displayed alongside the Buy Price to indicate whether it is [G]ross (i.e. includes VAT – inclusive of the tax rate set against it) or [N]et (i.e excludes VAT – exclusive of the tax rate set against it).
    2. The Buy Price displayed is ALWAYS in the base currency of the system (e.g. GBP). Without additional setup in the supplier tab, if a you order an item with a Net buy price of 100 GBP from a Euro supplier with a Exchange rate of 1.25 the Net Price on the Euro Purchase Order will 125 EURO and the Gross Price @ 20% UK VAT will be 150.00.
    3. This price could be maintained manually, but the system can be configured to automatically update the stock buy price whenever:
  • Sell Price: the stock item sell price. The letter [G] or [N] is displayed to indicate whether the Sell Price is [G]ross or [N]et. This is set in [ System Values | Sales | Pricing ]. [G]ross, inclusive of the Tax rate set against it or [N]et, exclusive of the Tax rate set against it. Sell Price is ALWAYS in the base currency of the system (e.g. GBP).
  • Sale Limit: is the maximum amount a stock item can be discounted by on a sales order by percentage of the sell price. The system will warn the user if they either enter a discount percentage higher than stated in this field OR a unit amount that equates to more than the percentage amount and only Admin Users can substitute items which are more.
    Note: the price can be increased by any amount without warning.
  • Stock Value: the stock value of item (typically same as average buy price). This MUST be entered against individual stock items (but not against pack headers, nor build headers where [ System Operations | Edit System Values | Options | Stock ] option "Build Stock Value" is ticked) for system to correctly calculate cost of sale (COS) values.
    By default, stock values are calculated using average pricing, however stock value may alternatively be calculated using other methods; these are configured on the [ System Operations | Edit System Values | Options | Stock ] tab. A red block to the right of the PI button indicates that the default stock calculation method has being over ridden using the option on the accounting tab.
    Notes:
    1. Where the stock item is a pack header, the child has the COS true AND it does have a proportional sales values so that an accurate margin can be seen.
    2. Where the stock item is a build header, 'Don't print child items' option is set against the individual child items (not the parent item).
  • the [PI] button appears on the Stock screen, immediately to the right of the stock value button: mimics the behaviour of the Stock Value calculations which occur during the posting of a purchase invoice. They can be used to display the workings of the current calculation to see which documents are involved. The calculation that is performed on stock controlled items is defined by the settings in [ Edit System Values | Options | Stock ] globally but can be item specific as defined in the [ Stock | Details | Accounting ] tab.
    Notes:
    1. Average Costing, the past purchase invoices values for the current stock level will be assessed and the average unit price determined, see Average Price.
    2. If "Include Adjustments" is also enabled, past Stock Adjustments are taken into account and the data interspersed by date order with the purchase invoice information. So if the most recent activity on an item was due to a stock adjustment and the qty covers the current stock level the adjustment will be the only data examined in the calculation.
    3. Last Price Paid, only Purchase Invoice information is reviewed and free or 0 value item lines are excluded.
    4. Standard Price means the stock value is manually maintained and the PI button does nothing.
    5. Pack stock values see Pack Relationship Values.
    6. Build stock values see Build Relationship Values.
    7. Non Stock Controlled items will use Last Price Paid method when the system is set to Average Costing as an appropriate stock level to apply the calculations to cannot be determined so this method is used instead.
  • OvHds: Overheads are NOT added to the Stock Value. Overheads are added in calculation to the Stock Value to calculate a new Margin ONLY when Include Overheads is switched on in [ Edit System Values | Options | Stock ] tab. Turning on Overheads does not change Sales Summary history retrospectively. If the option Build Stock Value is enabled in [ Edit System Values | Options | Stock ] then the overheads of the parent item will be calculated from the overheads listed against the child items.
    Note: if you enter a Sales Order which was created before the Overhead costing was turned on and you investigate the Margin Info, it will display the margins including the current overhead. This is used on the 'Stock Valuation' report and when the system posts COS nominal entries.
  • Tax Portion: is the percentage of the stock item that is taxable. For example, selling a book in UK with a CD attached, the CD is taxable, but the book is not. The tax portion is defined so that tax is calculated on the CD and not on the book.
    Notes:
    1. The Tax Portion represents the Full Vat element verses the Zero Element and no other combination. If a combination of tax rates are to be included in an item a custom Tax Rate will need to be setup in [ System Data  | Accounts | Tax Rates ].
    2. To ensure the tax portion automatically changes for Move With (Pack) parent items:
      1. The child items must have a stock value and a sell price against them otherwise nothing will change.
      2. This field needs to be manually updated and regularly reviewed in case the prices change.
      3. The child items will also have to be mix of standard and non-standard rate VAT items.
      4. The system will only update the Tax Portion if the parent Move With is edited and there is nothing assigned to sales orders.
      5. The system works out the Tax Portion as follows:
        TotalVATSellprice only counts the items using Standard VAT.
        TotalSellprice is all items within the relationship.
        They are both calculated by multiplying the relationship qty by the default sell_price of the item.
        TAX1_PORTION := FRounded((TotalVATSellPrice / TotalSellPrice) * 100, 2);
        For example; for the following item, the parent would have a tax portion of 3.53%
        0.83 (total vatable items) / 23.52 (total of all child items) * 100 = 3.53 rounded to 2dp.
        = 3.53 % set against the item.
        The entries in bold are the standard tax items, making up the 0.83 p.
Short Description
Qty
Sell Price
Tax ID
Cheese Biscuits 1 2.49 2
Smoked Cheddar 1 4.19 2
Miss Lincolnshire 1 3.29 2
Lincolnshire Boy 1 3.29 2
Poacher 1 3.29 2
Lincolnshire Chutney 1 4.79 2
Wild Berry Chutney 1 1.35 2
Hamper Notes 1 0.38 1
Hamper 1 0.45 1
  • Reward Points: displays the number of reward points allocated to customer when they purchase certain stock items.

Stock Item Information Bar

Stock Information Display

The Stock Item Information Bar displays information and actions relevant to the stock item currently displayed:

  • On Order: the number of items on purchase order that are awaiting delivery.
  • Waiting QC: the number of items of stock waiting to be quality assured. This figure is only calculated if the 'Automatic Quality Check' checkbox in [ Stock | Detail | Options ] tab is not selected.
  • Quarantined: the amount of stock held in the 'Quarantine' system warehouse.
  • Return Bay: the number of stock items in the Returns Bay, for example awaiting return to suppliers.
  • Display the stock level as it was on a date defined by user button: enables the user to see the stock level for the current item as at a specified date and uses the current stock value to see what the total stock value would be, see How To: View the Stock Level for a Stock Item.
  • In Stock: the number of items in stock for this site. If the Warehouse Location Control module is being used, this figure is the total figure for all warehouses setup against this Site (excluding system warehouses, such as "Waiting QC" and "Quarantined"). When viewing a build item, the figure in brackets shows the quantity including items that could potentially be built, based on the availability of child items.
  • Assigned: the number of items assigned to sales orders at the site the user is currently logged into.
  • Available: the number of Stock Items immediately available for sale. This is calculated by subtracting the "Assigned" level from the "In Stock" level.
  • In Main: differs from the "In Stock" value when the Warehouse Location Control module is used, otherwise it is the same as "In Stock". It represents all stock not assigned to a specific warehouse location, for example in an undesignated area.
  • Stock Value: this displays the total value of this stock item calculated by multiplying In Stock by Stock Value. If Overheads are switched on the calculation will be In Stock multiplied by the sum of the Stock Value and OvHds. This figure only applies to the current site that you are logged into.
  • Sell Value: is calculated by multiplying the In Stock by the NET Sell Price of the stock item. This figure only applies to the current site that you are logged into.
  • Profit: is the potential profit if all of the In Stock was sold. This figure is calculated by subtracting the Stock Value (Total) from the Sell Value (Total).
  • Margin: is calculated as (Sell Value (Net) - Stock Value) / Sell Value (Net) expressed as a percentage. This figure helps in determining how profitable the selected stock item is. If Overheads are used they are also incorporated into this figure.

Packs Only

If the user has opened a pack header item then no 'Stock Item Information Bar' Details as above will be displayed. Only the following button will be displayed.

Buttons

The buttons perform functions for the loaded stock item:

  • BtnSkOverviewX.jpg: navigates to the stock list screen and focuses on the current stock item within the grid.
  • BtnSkMovementsX.jpg: navigates to the Stock Movements screen for the current stock item.
  • BtnSkAddToSOX.jpg: adds the currently opened stock item to the most recently created Sales Order which is in edit mode.
  • BtnSkAddToPOX.jpg: add the currently opened stock item to the most recently created Purchase Order which is in edit mode.
  • BtnSkLabelsX.jpg: enables users to print stock labels for the current item, see [ System Operations | Edit Label Setup… ].
  • BtnDefineSCS2X.jpg: displays the Size/Colour/Style dialog box.
  • BtnSkLinkedDocsX.jpg: takes the user to the first document listed against this item.
    Notes:
  1. Additional documentation held against the stock item is listed in the [ Stock | Detail | Telesales / Internet | Secondary ] tab.
  2. If there is no linked document this button will be greyed out.

See Also

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

Contact the Khaos Team