Inventory
- Mike Sheen
- Julie Hanlon
- Monica Holliday
Inventory Main Tab
Field | Description |
|---|---|
General | Each part number can be categorised by 4 fields depending on what the part is and how it is bought and/or sold.
|
Kit Style | A grouping mechanism for selling or quote product - e.g., a computer system. The options: are None, BOM, Template, Kit or Kit (tax Override) |
Sell Price | The default selling price of the item. This field is linked to Sell Price in the Prices tab, and changes made to one changes the other. Sell Price is assumed to be ex GST unless Sell Price Is Tax Inclusive is ticked. |
RRP | Recommended Retail Price of each part. This field is linked to RRP in the Prices tab, and changes made to one changes the other. RRP is inc GST and any prices based on RRP are also assumed to be inc GST. |
Sales Cost | This field is manually updated and could be used as a base cost for the sales team if you don't want them to see actual costs. |
Direct Tax | A legacy field from pre 2000 sales tax system |
Secondary Cost | If a secondary cost is desired for a part it can be manually entered in this optional field and could be used for custom sales and margin reports. The label for this field is managed in System Configuration > Inventory. |
Use Serial / Batch Nos | Serial number/batch numbering is facilitated through all movement of this stock item when this is ticked |
Allow Price Overrides | Allows prices for the part to be overridden in sales orders and quotes |
Use Expiry Dates | Tracking of expiry dated stock is facilitated through all movement of stock when this is ticked |
Physical Item | When stock is received, physical items update the stock on hand table. Non physical items are not record in the stock on hand table |
Backorderable | Only applies to physical items |
Ship with Physical Items | This field only applies to non-physical items. Tick this box if this item is only to be shipped/charged when at least one physical item is to be shipped. For example, it may be used when the item is for Freight charges. |
Sell Price is Tax Inclusive | When ticked, all selling prices for the item are GST inclusive. |
GST Rates | There are 4 GST rates to configure in Inventory Maintenance. Default rates are populated from the Classification record and can be changed from the search window attached to each field
|
Categories | There are 5 categories that are set up through Inventory > Configuration. These categories can be used for searching and reporting purposes. Some, all or none of these fields can be set. The labels for these fields are managed in System Configuration > Inventory. |
Inventory SOH Tab
There are 5 tabs that store details about physical inventory stock on hand.
Transaction Detail - displays all inward movement information. For all movements - in and out, see the Order > Transaction History tab for that detail
Warehouse Summary - an overview of stock on hand, back orders and other allocations by warehouse
Default Bin Locations - facilitates the setting up of a default bin by warehouse where bin locations are used to manage stock holdings
Default Order Location - facilitates automatic purchasing requirements by warehouse from either a default supplier or another warehouse
Product Availability - indicates availability of this item in various warehouses
Transaction Detail
This displays the inward only transaction history of each inventory item.
Tick ‘Show Zero Values’ in the footer to display all inwards records, whether stock remains or not.
Tick 'Specific Warehouse' to restrict transactions to a particular warehouse.
Field | Description |
|---|---|
Date In | The date which the stock was received in to warehouse |
Quantity In | Quantity of stock received per transaction |
Cost | Unit cost of stock for each transaction |
Serial Number | Serial numbers if entered |
SOH | Quantity of available stock on hand from this transaction |
Allocated | The quantity of stock per transaction that has already been allocated via a Back To Back Sales Order/Purchase Order |
Special Price | If a special price for this transaction is required, this price can be entered here |
Expiry Date | If the item has been set-up to use expiry dates, then this information is populated into the grid with stock is received or transferred in. Expiry dates can be amended if required |
Bin Location | A bin location can be selected from the lookup search arrow |
Reference | If there is a reference related to the stock transaction, it will be shown in this field |
Comment | Comments may be added to each transaction line in this field |
Inventory Status
Inventory statuses are used for determining purchasing rates and sales alternatives and for reporting purposes.
There are 5 available inventory statuses which can be set to:
Active - normal item that can be sold or purchased
Discontinued - no stock on hand exists for this item and replacement items have been entered into the Alternate tab. When this item is selected on a sales order/quote, a message displays 'This item (partno) has no available stock. Look for alternatives?'
Deleted - the item cannot be sold or purchased. Status can only be set when there are no outstanding transactions, all quotes for the item are 'Closed' and there is no stock on hand
Slow - set to manage restocking. Automatic purchasing excludes these items unless set to include
Obsolete - set to manage restocking. Automatic purchasing excludes these items unless set to include
Status | Binary equivalent in IN_Main.Status |
|---|---|
Active | 0 |
Discontinued | 1 |
Deleted | 2 |
Slow | 3 |
Obsolete | 4 |
Inventory Prices Tab
Sell Price - the default selling price for the item, Ex Tax. This field can form the basis of price scheme prices, e.g. by adding margins or discounts to certain customers. The tick box Sell Price Represents Tax Inclusive on the Main tab determines if this price is Ex or Inc of GST
RRP - this price is Inc Tax and can be used as the basis for price scheme prices, e.g. giving discounts on RRP.
Last Cost - this field is updated with the cost of the item the last time it was received or purchased, if the appropriate System Settings in Receiving, Invoicing and Landed Cost are set. Otherwise it remains static and is editable.
Standard Cost - no longer used. Jiwa uses actual cost, not standard cost.
G.P. (%) - calculated as (Sell Price - Last Cost ) / Sell Price. When a staff member has Minimum GP Enforcement set on their staff record, this controls whether a selling price can be changed so that it's less than Minimum Sell Price in the tab of inventory as follows:
Not Enforced - not checking on sell price
Warning Only - displays a warning with the minimum sell price recommended but does not enforce it
Enforced - does not permit the sell price to be changed to less than the Minimum Sell price for that item
Minimum Markup GP% - Manually entered value and can be used in conjunction with the user setting, Minimum GP Enforcement, to ensure item is not sold below the minimum sell price
Minimum Sell Price is calculated as (1 / ((100 - Minimum Markup GP% ) / 100) ) x Last Cost
E.g. 100 - 8 = 92
92 / 100 = 0.92
1 / 0.92 = 1.086956
1.086956 x 710 = 771.73913, rounded to $771.74
Alternative Inventory
Where an item has no stock AND it has an alternative set, that message is displayed regardless of the status of item (except for Deleted, deleted items cannot be added to sales orders or purchase orders).
The message appears in both sales orders and quotes.
To add an alternative inventory item, use the Alternate > Alternate - Children tab in Inventory Maintenance.
To view the item that this is an alternative for, use the Alternate - Parents tab
Inventory Images
Each Inventory Item can have their own image.
To update the image right click on the image. This will bring up a context menu offer the following options:
Change… → This allows the user to change the current image to a new image.
Save As... → Saves the current image to the disk.
Reset To Default… → Resets the image to the Standard Jiwa Inventory Image.
The recommended image format is “.png” which is the standard for webstores.
Recommended image size is 180 x180 pixels, with a 32-bit depth.
File size should be kept at a minimum as these images are stored on the database, so try and keep them below 1mb.
Transaction History
The Transaction History sub-tab is found under the Order tab of the Inventory Maintenance form.
This grid displays all the in and out transactions for the inventory record you have open for the date range specified.
The default date range is Today to Tomorrow. This ensures you capture all transactions dated today.
Select the particular Transaction Type you are interested in, or select All at the top of the drop-down list.
Then click the Refresh button to display the data
Here’s a list of Transaction Types that might not be self-explanatory. Note, this history can go back to the beginning of time, so we have to cater for all transaction types from all versions of Jiwa, even if those transactions are redundant in the current version.
Transaction Type |
|
|---|---|
Assembly Creations, Assembly Used | Assemblies pre-date Jiwa version 6 and refer to manufacturing type transactions |
Imported | Inventory transactions imported using the Inventory Transaction Import Utility. For example, for taking up opening stock. |
Manufacturing Requisitions (Creations, Reversed, Used) | Manufacturing requisitions were used in Jiwa version 6 and refer to manufacturing type transactions |
Received Ordered Goods | Inventory received on Goods Received Notes |
Return Authority Outwards | Supplier Return Shipping |
Return Authority Credits | Supplier Return Credit |
Sales Orders Outwards (Processed Sales Orders) | Includes Processed sales order snapshots and Closed sales orders |
Sales Orders Outwards (Unprocessed Sales Orders) | Only sales orders in an Entered state (not processed). Does not include snapshots 2 or more that are unprocessed |
Sales Orders Outwards | All sales orders - Entered, Processed and Closed |
Service Manager Holding | Inventory added to a Service Manager Job/Task and therefore moved into the ‘Jobs Warehouse’. This is a positive transaction for the Jobs warehouse |
Service Manager Taken | Inventory removed from Main warehouse and moved to Jobs Warehouse. This is a negative transaction for the main warehouse. The net effect of SM Holding and SM Taken is zero - you still have the stock, it’s just in a different warehouse. |
Regions
Inventory > Configuration > Region Configuration
Region Maintenance allows the same inventory item to have different suppliers for different warehouses. These details are displayed in the left tab in Inventory Maintenance > Supply.
The region is attached to the appropriate warehouse in the warehouse maintenance form.
In the Default Region, the default supplier is Computer Technology Wholesalers
In the Second Region, the default supplier is Quality Imported Foods.
Upsells
Each inventory item can be associated with an upsell product. ‘Would you like fries with that?’ kind of thing. To set Upsells on an inventory item open the item in Inventory Maintenance > Alternate (“Linked Products” in Jiwa 8) > Upsell Products. Add one or more products to the grid here. The quantity suggests how many upsells products you would add to an order for each of these items. E.g. for one table you might upsell two chairs.
To see the Upsells in the sales order you need Sales Order Customer Panel. If not already enabled login to Plugin Maintenance and enable the plugin called ‘Sales Order Customer Panel’. Log out and log back in again.
Now follow the guidance here: https://jiwa.atlassian.net/wiki/x/CoCPEQ