Add a Stock Record

Stock Records

This button will display the Record List from which you can make a selection. This list can also be activated from the Keys pull down menu and can be sorted in a variety of sequences. When setting up new Stock records, care should be exercised to ensure that the Codes used are meaningful and unique. The use of Alphanumeric Codes is recommended. It is a very good idea to make Codes the same length, particularly if you are going to use Sub Analysis, otherwise the situation below could occur:
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Example: You have two Stock records, 123 and 12; you make them both Sub Analysis stock.
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Against 123, you create Sub Analysis 456. This creates 123456.
Against 12, you create Sub Analysis 3456. This also creates 123456. This will be rejected, as it is not unique.
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This pull down menu allows you to flag the Stock Record as a particular type. This is not available until the record has been saved. For further information see the Stock Type section, below.

This field prompt will change to a menu bar when in Edit mode. Clicking Description will drop down a menu listing the languages that have been set up. Selecting a language will display the Description in that language if one has been entered, or will allow you to enter (or change) a Description for this Stock item in that language. This is independent of the Language being used overall by this user. You can set up as many different language descriptions as there are languages. When Stock items are printed on Orders etc, the Descriptions used will be in the language of the Customer’s or Supplier’s Country Code. The Description shown here will depend on the language currently selected.

This flags this Stock item so that when it is used in Sales Orders, it will be added to a list of items that may require a Purchase Order to be raised. See the Request to Purchase section, below.

This represents Price Line 1; if changing this field, you should look at the whole Price table. Clicking the adjacent drill button opens the Selling Price Table which allows entry of up to ten Selling Prices for the Stock Record currently displayed on the screen.

This represents Price Line 1; if changing this field, you should look at the whole Price table. Clicking the adjacent drill button opens the Buying Price Table which allows entry of up to ten Buying Prices for the Stock Record currently displayed on the screen.

This is a fixed (not calculated) Cost, that can be used when evaluating the Components of Assemblies. Its operation is controlled in Stock Options. The use of Standard Cost can be selected as an alternative to other Profit Cost methods.

The Quantities shown at the bottom of the window are updated automatically as Transactions are entered, and the buttons enable you to drill down to examine that quantity in greater detail.
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The order in which these quantities are displayed will vary to reflect the definition of Free Stock selected in Stock Options. For example: if the definition of Free Stock is Physical - Allocated Stock, these two quantities will be displayed together, above Free, to signify that they are included in the calculation. The other quantities will be displayed below Free.

This button displays the Turnover summary (In & Out Quantities) for each Period in Current, Next and Last Years. Clicking on any of the menu bars at the top of the window enables you to select a Period (or all Periods), and to display the Stock Transactions Enquiry window. If this Stock item is an Assembly, a prompt is displayed as a menu button giving two options:

If you are using the Works Order Processing module, the quantities section of the window will be displayed differently when the stock item is an Assembly type or a Component type stock item. A summary drill-down button will be available alongside the Free stock value which opens the Free Stock window: This window includes any summary drill-down buttons that have been removed from the Stock record window and stock information about your Works Orders.

This will only be displayed if any SOP Orders are being processed and their Delivery notes have been printed but not updated. The amount of sales orders being processed where the delivery notes have been printed but not updated. The drill down button opens the Stock enquiry window, filtered for deliveries to update only.

When using Works Order Processing, these summary options will appear on the Free stock drill-down for Assembly and Component type stock items:

This shows the quantity of the Stock item allocated to Sales Orders. The Enquiry window shows the details of the Sales orders that make up this total. This amount of stock allocated to undelivered sales orders. The drill down button opens the Stock Allocations enquiry, filtered for allocated stock

The quantity of Stock on undelivered Sales Orders that has not been allocated or could not be allocated because Stock was not available. The amount of stock required for undelivered sales orders, where the stock has not been allocated or could not be allocated because it was not available. The drill down button opens the Stock Allocations enquiry filtered for unallocated stock.

This shows the total quantity of this Stock item on outstanding Purchase Orders. If the Purchase Order was batched when raised, the Purchase Order option Update stock on order has to be selected to ensure the Order In quantity is updated. Clicking this button displays the Stock On Order Enquiry window detailing these Orders. The Orders listed can be sorted and printed if required. Outstanding Orders are Batched and either wholly undelivered, or part delivered. The amount of outstanding purchase orders and credit notes that have been flagged to Update Stock on Order. The Update Stock on Order option is available for purchase orders that are sent to the batch. If selected, the quantity of stock on Order In will be updated as the purchase order is entered into the batch. The drill down button opens the Stock on Order enquiry window, showing all purchase orders that are currently in the batch.

The quantity of Stock currently available as defined by the option selected in Stock Options.

This field displays a valuation based on one of the Valuation Methods available depending on your selection in Stock Options. The button opens the Valuation window showing the different Stock values based on the valuation methods, with an option to Update the data.
Stock Levels

This is used on the Levels & Availability report, and in Consolidate Requests processing.

This is a memo field only, unless used in Consolidate Requests processing or Works Order Processing and wishing to build for stock replenishment.
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Tip: For a Sub Analysis type Stock record, the Minimum and Maximum quantities on the main stock record are not the sum of the minimum and maximum quantities set against the Sub Analysis records. There is a System Option that will lock the two quantities together so that the Minimum and Maximum quantities on the main stock record will be the sum of the minimum and maximum quantities set against the Sub Analysis records. You will not be able to edit the Minimum and Maximum quantities on the main stock record if this option is set. See Stock Options.

If entered, this can be used and printed on Picking Lists. You can also Sort and Subtotal by Bin Number in SOP Batches. The Bin Number entered here can be overridden by a Bin Number entered in a Sub Analysis.

Any Workflow Forms on the Record Window are displayed in a list pane at the bottom of the record window. If no WFF is attached to the record, the pane is not visible.

This displays the Sort Key and the three User Keys for this Stock Record.
On the Sort Key tab card, you can enter classification information, e.g. Product Group, Product Type, Manufacturer, SKU. These can be used for selective reporting.
The names given to these fields can be changed. Your ability to change the Sort Keys may be restricted by your Security Profile.

This enables you to record Notes for this Stock item.

This enables you to hold a Picture of this Stock item. If you are using the ADM application then the pictures will be stored in the ADM database.The new option Search for ADM Stock Pictures on the Order Detail - Stock Picture tab enables you to view the saved stock picture when you are entering the SOP and POP transactions.This tab card on the Stock Record window can hold a graphic which can either be copied from the clipboard and held 'internally' within your database, or held 'externally' in an individual file.
There are several ways to store a picture for your Stock record in Dimensions:
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Copy and paste the picture in the Picture tab
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Add a link to external image file by clicking the Browse button on the Picture tab.
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Store the picture file in ADM database.
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If you have chosen to store you stock pictures in the ADM database then the Browse button on the Picture tab will be replaced by an function. Click this function to launch the ADM application and store the stock picture. The same function can be used to view the picture file stored in the ADM database.
If you are not using the ADM application then:
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Note: When preparing the graphic image, be careful to ensure that it is not larger than necessary. For a large image you will always have to enlarge the display window and the larger the graphic pasted in, the more hard disk space is used. Colour images use much more space than monochrome or grey-scale images.
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The picture can be displayed when working through stock records. Click on the picture and it will become a separate window that can be moved out of the tab card and put beside the main record or expanded to full screen display.
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The external graphics files can be located anywhere on your system, including a Server, but care must be taken to ensure that all Users are using the same set of picture files. To enable you to set the location, there is a Browse button below the graphic.
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If your graphics are located on a Server, you MUST browse via the Network Neighbourhood so that the absolute path to the server is saved correctly. In this way all Users will be able to see the graphics. If Browsed via a connected volume, then this will be drive specific and will only be viewable by Users with the same mapping.
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File types currently allowed are .JPEG, .JPG, .GIF.
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When entering Sales and Purchase Orders for items of stock, the stock picture will be displayed on the Stock Picture tab card to the right of the entry fields. If using separate Detail and Totals windows, there will be a picture function to enable you to view the picture.
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If this Stock item is to be included in your E-commerce catalogue and you wish to include a picture, then the picture MUST be set up as an external graphic, even if it is also pasted into the Picture tab card and held within your database.

This holds the Buying and Selling Weights and Descriptions. It also holds the Barcode identification for this Stock item.
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The Barcode field on Stock records can be mapped to any of the following fields: Code, Description, Bin Number, Sort Key, User Keys 1-3 and any of the User character custom fields.
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If the Barcode is mapped, the field shows the same data as the field. If the data in the original field is altered, the barcode field is updated automatically. The mapping is set on the Stock Options - Records tab. Below the field, the Barcode value is displayed using the selected Barcode Font. Font 39 BC is distributed with Access Accounts. The Barcode Font can be changed on the Stock Options - Records tab.

This tab card is only visible if the option Update Stock to Nominal in Stock Options is set.
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Analysis codes entered here will take precedence over those set in System Control.
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This tab card holds the analysis codes for POP transactions, SOP transactions and Stock Movements for this Stock Record.
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It will only be available if the Stock Control option Update Stock to Nominal in System Control has been selected.
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If the fields on this tab card are left empty, the default analysis codes from the System Stock Options will be used. This is the simplest setting i.e. all stock types update the Nominal in the same way.
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All Stock records can be given specific Stock Analysis codes so that each has its own Nominal Update rules.
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For Sub Analysis type stock items, additional codes can be entered on the Sub Analysis record analysis tab card. The default analysis codes from the Sub Analysis record will take precedence over the Stock record default analysis codes.
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Default analysis records for SOP and POP stock analysis on both the Stock Record and the Sub Analysis Record can be held as Home or Currency analysis records. If currency analysis records are defaulted on the Stock Record, then they are pulled through to SOP and POP transactions where the currency of the transaction matches the default analysis code.
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The Stock type analysis codes follow the same order of precedence for SOP, POP and Stock Movements. This order is Sub Analysis, Stock record, Stock options in System Control.

This tab card is only visible if the Works Order Processing module has been unlocked.
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The tab card is used to hold the Analysis codes to be used for this Stock record when the record is used in a works order. Analysis codes entered here will take precedence over those set in System Control.

This is only available if Use Stock Facets is on in System Control and Facet Template is off in Stock Info.
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Facet Template Stock Codes can only be changed on the Stock Record if the record has not yet been used by any transactions.
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This displays the Facet Template stock code and the facets as defined by the Product Group specified on the Facet Template stock record.
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When in Edit mode, you should first enter (or lookup) a facet template-type stock code; you can then use the drop-down list to select the facet value as created in the Facet Record or, if you have the necessary profile permissions, enter a new facet value.

This enables you to attach your own information to this Stock record. More detailed information can be found on the Custom tab topic.

Information about the Allocated Stock is displayed on the Stock Record window.
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The Quantities shown at the bottom of the window are updated automatically as Transactions are entered, and the buttons open the Enquiry windows to enable you to examine that quantity in greater detail:
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Physical This displays the Stock Movements Summary from which the Stock Enquiry window can be opened.
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Deliveries to Update If a SOP order is being processed and the Delivery note has been printed but not updated, the stock record is marked as Deliveries to Update.
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Allocated Stock The field shows the quantity of the stock item allocated to Sales Orders. The Enquiry shows the details of the Sales orders that make up this total.
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Unallocated Orders The quantity of stock on undelivered Sales Orders that has not been allocated or could not be allocated because stock was not available.
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Order In This is the quantity of outstanding Purchase Orders for this Stock item.
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Free The quantity of Stock currently available as defined by the option selected in Stock Options. Free can be:
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Physical less Allocated Stock less Unallocated Orders, or
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Physical less Allocated Stock less Unallocated Orders plus outstanding Purchase Orders.
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Value - This field displays a valuation based on one of the Valuation Methods available depending on your selection in Stock Options (FIFO Value, Average Value, Latest Value, Weighted Value). The enquiry opens the Valuation window.

Once you have entered Movements for a Stock item, you will not be able to change the type.
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Once a Stock item has been entered and saved, you can flag the item with its Type. This can be:
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Serial No.Flags the Stock record for Serial Number Tracking. The System will force the entry of Serial Numbers in Transactions for Stock Records flagged in this way.

Flags the Stock Record to sub analyse quantities and values. The System will force the entry of a Sub Analysis Code in Transactions for Stock Records that are flagged in this way.

Flags the Stock Record so that when it is displayed an additional window can be opened for entry of a list of components that are required to manufacture the Assembly.

Flags the Stock Record so that it can be entered into the list of components required for an Assembly.

This is a special type of Stock item, one that is not to be used in Transactions, but has been set up to be copied (using the Duplicate function), to create new stock items.
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This is a time saving technique, if you have complicated Stock items the basic setup can be stored and reused.

This option is found on Stock records and Price records. Selecting this option enables the record to be used in the Consolidate Requests feature.
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The Consolidate Requests feature enables Purchase Orders to be raised, semi automatically, to meet product requests.
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Product requests can arise from:
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The sale of Stock and Price items on SOP orders;
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In-house requests for products entered using the POP Purchase Request function;
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Stock levels reaching their re-order point and requiring replenishment;
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Stock levels being examined for re-ordering within the Consolidate Requests function.
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On Stock and Price records, the Enable RTP option designates the record as available for the Consolidate Requests feature.
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If the option is not selected, the record will not be available for the Consolidate Requests feature.

When a record that has been enabled for RTP is selected for a Sales Order detail line, there will be an additional active option BTB. These are normal SOP Orders, which contain Stock items or Price items which have been flagged as Enable RTP and which have been marked as BTB on the Order Detail line. This flags the Order line to make it available to the Consolidate Requests function.
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If BTB is selected, the detail line will be flagged as a 'Back To Back’ order item and that item will then be included on the Consolidate Request screen from which Purchase Orders can be raised.
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The Consolidate Requests function brings together all requests to purchase but does not automatically raise any Purchase Orders. This enables you to retain control over which Orders to raise, when to raise them, to which Supplier and for how much.
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For Purchase Orders created from Back To Back Sales Order Processing, you are able to Allocate Stock from the Customer Waiting window.
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From the Process Batch window, press Customers to open the Customer Waiting window.
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Select the Allocate Stock option, the stock received from processing the Purchase Order will be allocated to the Sales Order lines of the Customers Waiting for this stock.

This window shows the 10 Selling Prices that have been given to this item.
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When opened from a Price record or Stock record, the list may only be edited if you have Full security access.
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When opened from a transaction, the list is read only and you are only able to select a line for use on the transaction.

On the left of this window is a list of ten prices, one of the prices will always be highlighted. The remainder of the displayed information refers to the highlighted price.
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Price - This always reflects the Sell Price displayed on the main Stock Record window.
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Note: Rather than editing the Sell Price on the main Stock Record, it is preferable to edit it on this Price Table, so that all the Price Lines can be considered together.
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Currency - The ten prices allow each Stock Record to be associated with different Currencies (providing the Currency Module has been purchased). Entry of the Home Price and a Currency Symbol will calculate the relevant 2nd Base (if enabled) and Currency Price. Currency Price field is only visible if you have selected a non-Home currency. This is a required field.
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Note: The calculation of the partner price will only happen when the price is first entered. If you wish to change either the Home Price or the Currency Price, the best way to ensure the partner price is recalculated is to set both price fields to zero before entering the revised price.
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Analysis - Every price must be associated with a valid Analysis Code within the Sales Ledger, you have the facility to list and/or enter new Analysis Codes from this screen. The Analysis also dictates the VAT Rate that will be used when entering Orders. This is a required field.
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The remaining fields are not visible when the Price Table is opened from a Price Record.
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Price Method - Click on this pull down menu to display a list of options which include the facility to enter a Quantity Range so that the System can offer a price automatically, based on the quantity you are going to sell. Please refer to the Price Method menu Help topic for more details. Fixed is the default Price Method.
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Sales Unit/ Unit Description - Defaults to a quantity of 1 and a description of Each. The Unit is a multiplier and helps in situations where you may re-package Stock Records in different ways.
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Example: If you enter the Unit as 12, then when you sell 3 items, the System will decrease the Physical quantity by 3 x 12.
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Price Summary - When the adjacent button is clicked, a popup displays the key details from each price line at a glance. This helps you check your entries are all correct. The % Mthd column shows which pricing basis applies to that Price.
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Price Description - This displays, as read only, the name associated with the particular price line, e.g. Price Key 1.
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Price Lines ‘2’ to ‘10’ can be entered individually as Fixed values, or they can be calculated as a percentage uplift or deduction from Price Line ‘1’.

This window shows the 10 most recent Buying Prices that have been given to this item.
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When opened from a Price record or Stock record, the list may only be edited if you have Full security access.
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When opened from a transaction, the list is read only and you are only able to select a line for use on the transaction.

On the left of this window is a list of ten prices, one of the prices will always be highlighted. The remainder of the displayed information refers to the highlighted price.
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Supplier - This field is optional, but if used provides a method to record a different Supplier for each of the ten prices. If the Supplier Code you enter does not exist in the Purchase Ledger, the Record Selection List window will open to allow you to select the correct code or insert a new one. Clicking the search button will display a list of existing Suppliers, and provides the facility to enter new Suppliers. When matching a Supplier to a Buying Price Line, the Stock Currency Code must match the default Supplier Currency. If the Currencies do not match, the Stock Currency Code will be updated to match the Supplier Currency. If the Stock Currency is then changed and does not match Supplier Currency, the Supplier Code will be cleared.
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Price - This always reflects the Cost Price displayed on the main Stock Record window.
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Note: Rather than editing the Cost Price on the main Stock Record, it is preferable to edit it on this Price Table, so that all the Price Lines can be considered together.
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Currency - The ten prices allow each Stock Record to be associated with different Currencies (providing the Currency Module has been purchased). Entry of the Home Price and a Currency Symbol will calculate the relevant 2nd Base (if enabled) and Currency Price. Currency Price field is only visible if you have selected a non-Home currency. This is a required field.
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Note: The calculation of the partner price will only happen when the price is first entered. If you wish to change either the Home Price or the Currency Price, the best way to ensure the partner price is recalculated is to set both price fields to zero before entering the revised price.
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Analysis - Every price must be associated with a valid Analysis Code within the Purchase Ledger. You have the facility to list and/or enter new Analysis Codes from this screen. The Analysis also dictates the VAT Rate that will be used when entering Orders. This is a required field.
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The remaining fields are not visible when the Price Table is opened from a Price Record.
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Price Method - Click on this pull down menu to display a list of options which include the facility to enter a Quantity Range so that the System can offer a price automatically, based on the quantity you are going to sell. Fixed is the default Price Method.
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Note: A range should normally not overlap other ranges. This is involved when Consolidating Requests.
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Buy Unit/ Unit Description - Defaults to a quantity of 1 and a description of Each. The Unit is a multiplier that can be used for stock items where you purchase multiple items as a unit but use or sell them individually.
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Example: you may buy a box of 24 eggs but use them in ones or twos. You also re-package them into boxes of 6.
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Therefore, in this example, you would enter the Buy Unit as 24; this is so that when you buy three items the physical quantity of stock would be increased by 3 x 24.
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Min Order Qty - Some items have to be ordered in minimum quantities from some Suppliers. The quantity entered here will relate to the Buy Unit of Measure entered. This figure is also used when printing the Levels & Availability Report.
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Price Summary - When the adjacent button is clicked, a popup displays the key details from each price line at a glance. This helps you check your entries are all correct. The % Mthd column shows which pricing basis applies to that Price.
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Price Line ‘2’ to ‘10’ These can be entered individually as Fixed values, or they can be calculated as a percentage uplift or deduction from Price Line ‘1’.