Creating a Stock Item

Go to Inventory - Catalog.
Navigate through the Catalog folders to find the location where you want to place your new Stock Item.
Click the New Item button at the top of the page.
Check the Location is set to the correct folder (if it isn’t click the Change button and select the required folder then click the Set button).
Set the Product Code (this is optional but must be unique across all items in the catalog and can be any combination of letters and numbers).
Set the Name of the item.

Select an image for the Small Icon if you have one you would like to use.

Note: Items to be published to the Customer Catalog normally have images 100 pixels wide by 100 pixels high although any sized image may be used.

Also, you do not need to upload an image if you do not have one available at this time. You can come back to this item at any time and apply an image.

Set the Publishing controls for the item.

If this item is to be available to all of your customers then leave this untouched.
If you wish to restrict this item to particular customers, cost centers or even users then please read the section on Publishing Controls.

Click the Details Tab.
The following is an overview of the stock item’s details fields and their meaning:

Field	Description
Description	Notes relating to the item. These may be visible to the customer.
0 invoice value	If set then the item will be invoiced as ‘0’ value. Use this when the item has been invoiced in advance or is already owned by the customer.
Alerts	This facility allows you to set an alert date for this item. When that date is reached, the system will send that alert to the specified user.
Avail To Order	The number of Units/Boxes currently available for the customer to order.
Ordering in Terms of Boxes	Whether the quantity order for the item refers to the number of boxes or the number of units. E.g. if the item is 500 to a box and the user orders '3' then they will receive 1,500 units.
Location Ref'	The location of the item in the warehouse. This information is presented on the picking list used during packing.
Warehouse supplier	The supplier holding this item. If set, this supplier will receive order fulfilment alerts from the system when the item is ordered.
Current Stock Value	The 'sale' value of the current stock.
Stock Weight	The total weight of the current stock.
Re-Order Level	If the stock level drops below this figure then an alert email will be sent to appropriate Buyers/Managers.
Re-Order Quantity	Used when alerting Buyers/Managers to the low-stock of this item. This figure advises them how many should be re-ordered.
Back Order (est)	The estimated quantity of this item currently on back order.
Weight	The weight of each unit/box.
Qty per box	The number of units per box.
Batch Qty	Restricts the ordering to multiples of quantity. E.g. if this is set to 250 then the customer will only be able to order 250, 500, 750, etc.
Price [per]	The sale price per quantity of the item.
Min order qty	The minimum quantity allowed for this item, per order.
Authorisation Qty	If the user attempts to order more than this quantity in a single order then the order will be held by the system and appropriate users alerted. Those users may then approve or reject the quantity required.
Tax rate	The tax rate applied to this item when ordering.

Set the Details for the item.
Note: At a minimum you should complete the product code, description and price.
If the item is ordered and shipped per box then also complete the ordering in terms of boxes and Qty per box.
Click Save.

Setting an item’s thumbnail

Before you can set the thumbnail for the item you must have a thumbnail image already prepared.

The image should be a .jpg file and be 100 pixels wide and 100 pixels high.

Tip: Your image can be any height and width but if you stick to the recommended width/height then your catalog will look more consistent.

Click the spanner icon () of the item you wish to edit.
Select a file for the Small Icon image.
Click Upload.

Click Save.

Editing a stock item

Editing a stock item allows you to:

Change any of the item’s details
Set the item thumbnail
Set the example PDF
View/Edit the private notes
View the stock item’s audit trail
Move the item to a different folder.

Click the spanner icon () of the item you wish to edit.
Change the details as required.
Click Save.

Setting an item’s ‘example’ PDF

The ‘example’ PDF is one that can be downloaded and viewed by the customer in order to see more detail than would normally be possible via a small thumbnail image.
Your PDF can contain whatever you feel would be appropriate for the customer.

Tip: If you do not have an image file for the thumbnail but you do have a PDF example then the system will automatically generate a thumbnail image for you, from the PDF.

On the Details Tab, click the Browse button and select your PDF file.
Check the Generate Thumbnails option if you want the system to automatically generate the thumbnail icons from this PDF.
Click Save.

Viewing Stock Batches

To view the stock batches for a stock item:

Find the item in the catalog.
Click the manage link of the item.

The page displays the following information:

Field	Description
*Search*
Date Range	Enter a date range and click Search to filter for batches added in the range specified.
Show Depleted	Include ‘Depleted’ batches in the above search.
*Results*
Available	The date the batch was created.
Last dispatched	When items from this batch were last dispatched.
Initial quantity	The original quantity of this batch (when booked in).
In stock	The quantity currently on the shelf.
Unallocated	The quantity currently available for ordering.
Cost	The cost per unit.
Total cost	The initial total cost value of the batch.
Stock Cost	The current total cost value of the batch.
Link	Links to the Project that created this batch (if appropriate)

Moving an item to a different folder

Sometimes it may be necessary to move an item from one folder to another:

1. Find the item in the catalog.
2. Click the spanner icon () of the item you wish to move.
3. In the item’s Details, click the Change button on the Location.
4. Click the folder name of the folder you wish to move the item to.
5. Click Set.
6. Click Save.

Adding Stock

You can only add stock to an item once it has been created.

1. Find the item in the catalog.
2. Click the spanner icon () of the item you wish to add stock to.
3. Click the Stock Tab.
4. Click the Add button to add a quantity of stock.
5. Enter the quantity in the Units field.
6. Enter the Cost.
7. Enter the Notes.
8. Click OK.
9. Click Save.

The audit trail

The stock item’s audit trail allows you to view the activity for this item, i.e. what change have been made to the item and when the stock levels changed and why.

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