Products: General Tab

The General Tab button is used to add additional information about the product that you have created as well as linking it to your suppliers.

Brand Name

A brand name may be assigned to the stock item by selecting one from the drop list or the user can type in a new brand name.

When you enter a “ Brand Name “ it will add this brand name to the description line of your newly created stock item. It is therefore very important that when you are creating a new stock item that you do not include the brand name in the description line.

This duplication will only take place in your complete stock item list.

Unit Size / Unit of measure

The unit size and unit of measure are very closely related. The “ unit size “ is the size of the stock item, and the unit of measure relates to the smallest component of the unit size.

For example: If the unit of measure is ml then the Unit size may be a 340ml size or a 500ml size.

Departments Button

By clicking on the Departments button brings up a Navigation Tree of all the departments in the branch through which you have to navigate and select the minor department to which this product will be linked.. By expanding or collapsing the department tree you may locate the desired department related to that stock item.

Suppliers Button

By clicking on the Suppliers button, it brings up a list of suppliers linked to this stock item in the viewing screen on the right hand side of the supplier button.

If you are creating a stock item for the first time then there will be no suppliers linked to this stock item and you will be required to add a supplier.

Add Supplier

By clicking on the Add Supplier button, a list of suppliers for this branch will be displayed. Select a supplier by scrolling through the list and selecting a supplier by highlighting the line and clicking on the OK button to load the selected supplier.

Note: The columns may be sorted in ascending or descending order by clicking on the column headings.

The suppliers information will be loaded into the screen. Before you are able to update any information for this supplier, you are required to save your stock item first and then re-open the same stock item and click on the departments button and you will be presented with the following screen.

Click on the ellipsis button to load the Supplier Prices screen where we will update the cost price of the stock item for this stock item.

Supplier Prices

The stock item information will be inserted into the “ Supplier Prices “ screen.

Supplier Product Code

Suppliers on many occasions have Product codes that are different from those that business would have created. It is therefore important that you link the correct stock item to the correct supplier stock item when an order is placed.

Priority Level

The priority level referred to, is the priority level that is set to the supplier when this stock item is ordered. If you have multiple suppliers of this stock item then the supplier with the higher preference will be selected first. Preference 1 = Highest or preference 9 = Lowest.

Product Details

The product details grid will give you information about the different pack sizes and the list prices for each item number.

Pack Code

This is the original pack code for the stock item that you would like to order.

Pack Size

This is the original pack size of the stock item that you will be ordering from the supplier. The next button on the general tab will discuss how we create different pack sizes for the same stock item.

Supplier List Price

This is where you would update the supplier list price from the supplier for this particular stock item.

Trade Discount %

A negotiated discount percentage will be carried through from the supplier screen where the “Trade Discount % “ was entered for this supplier.

Net Price

This will be the cost price after your trade discount is deducted.

Start / Stop Date

You can set the different start and stop dates for the stock item by clicking on the selection arrows in the description box and selecting a date from the drop down calendar.

Edit List Price

Edit list price and Create new list price when ticked will give you five extra tabs that can be used to edit a product price.

View Future

You can view the list price changes from the supplier by the Future dates that is captured in the block.

Convert to Base Currency

If you have various currencies’ setup up in your branch details and there is an international supplier in your list, you will be able to convert it back to R.

Save

Once all the supplier price information has been added you need to save this information to have it updated.

Pack Sizes

You can create different pack sizes for every stock item that can be purchased from a supplier if it is available in pack sizes.

Example: Amstel (340ml) may be purchased as a single unit, six-pack, case or a pallet load.

Creating Pack sizes

It is possible to create the example mentioned above as follows.

Click on the “ Pack Sizes “ button which displays the current stock items pack sizes in the display screen.

To add a different pack size click on the “ Add Pack “ button. Under the “ Pack Code “ column the cell will change blue in colour and you can enter a new item number for this pack size.

Pack Code

If it is for the same stock item you can add the pack size to the end of the current item number . Eg: Beer Lion = item number 1007 [ 12 ] where the number 12 is for the pack size. Your new item number will therefore be “ 100712 “

Pack Size

Enter the Pack Size of the new item number that you created. Eg 12

Description

Enter a description for the pack size that you created Eg: Pack of 12.

Because you are creating a stock item it is not necessary that you enter a selling price.

When we create a Sales Item we will enter a selling price into the Selling price (excl) description box. Once all the information has been entered, click on the Save button to save all your information. The new pack size will be saved to this product.

The listed cost is the last quoted cost for the stock item as dictated by the supplier. When a new stock item is created the listed price may be entered. The average and landed cost assumes the listed price until such time additional stock items are purchased.

The average cost of the stock item will be calculated each time the stock item is purchased. If there is no average price and you need to create an average price for your recipe then a Super User will be able to enter a cost price for a stock item.

This box reflects the cost price at which this stock item was last received.

This % is calculated based on the difference between the current selling price (Excl Tax) and Average Price, then divided into to current average price, reflected as a percentage.

Your gross profit % is calculated by dividing the difference between Selling Price (Excl Tax) and your cost price, into your selling price (Excl Tax) and reflecting the result as a percentage.

This is the selling price of a stock item at the point of sale exclusive of tax.. This selling price will be calculated automatically when your selling price inclusive is inserted. You can also insert the selling price exclusive of tax and it will calculate the inclusive price.

A tax rate may be selected by clicking on the selection arrow in the description box and selecting a tax rate from the drop down list. Pre-defined tax rates are set up under the “ Tax Rates “ button in the “ Branch Details.” Screen. Once you have saved your stock item with the new tax rate you will not be able to change the tax rate.

Enter the selling price inclusive of your tax into this description box when you are creating a sales item for your revenue centre. It will automatically re-calculate the selling price exclusive price.

Save

If you are editing a stock item when not located in the cost centre then the “ Save “ button will not be available. It is important that you are located in the cost centre when you do any changes to stock items.

Products: General Flag Section

Here a combination of boxes determines the behavior and function of stock items or sales item in the Procure.net environment. It is important to note that in Procure.net we will create “ Stock items “ as well as a list of “ Sales Items “ using the same method that we used when creating stock items.

·    Returnable container

Select this flag if the stock item that you created is a container associated with a stock item

Eg: Keg of beer. When reconciling a GRV it is often the case that debits are passed by a supplier for containers that are associated with a stock item when the container in which the goods were supplied is delivered, and credits are passed when the container is returned to the supplier on the day of delivery. All Products flagged, as returnable containers will be available in the container sundries listing when processing a GRV.

·    Product is a stock-keeping unit

A stock item, which is accounted for in a stock location and is counted on a periodic basis, is a “Stock keeping unit “. Typically the components of a recipe are made up of stock keeping items, while the recipe itself is not a stock-keeping item. This would be referred to as a sales item.

When the item flag is “ Off “ then the product will be seen as a non-stock item.

·    Product is used as a component

A component is a part of a recipe and could likewise be a stock item.

·    Product maintains a fixed mark-up

Procure.net will adjust the selling price depending on the mark-up % allocated for this stock item.

·    Product has a recipe

This applies to Sales Items  where the sales item consists of a number of different stock items. When this flag is selected the “ Recipe “ tab will be available for editing.

·    Product can be sold at point of sale

This stock item is retailed at a sales location. A stock item could be flagged as a sales item and a stock keeping unit at the same time.

·    Product is deleted when stock runs out

These Products are usually “once off Products”. Once they have sold out, further database management is not necessary and they are deleted from the stock file. The following criterion still applies to the stock item however: -

·    The Stock Item will not be shown on the count sheets.

·    The Stock Item cannot be purchased anymore.

·    The Stock Item History remains available.

The Stock Item is not actually deleted. – (It is not visible, but remains in the Master Journal.)