Lot control is known by several terms including, batch control, bundle control, roll control. In short it allows a reference for each batch of the item to be entered at the time of delivery, transfer, stock check, invoicing etc. When booking in controlled items the batch references and the quantities in each batch must be entered.

Many quality control systems that require traceability of raw materials need this functionality to establish what batch of raw material was used in a given work order. Or what roll of cloth was sold to a given customer.

Other industries call their lots of product by different names a melt, a cut, a run etc. Serialised Serialised is a special case of controlled where the batch size is always one. The system will prompt for the serial number of each item of stock being received and stock records will be maintained for all serial numbers separately.

Serialised does not have any effect if controlled is not set. Decimal Places for display Quantity Some items of stock require a number of decimal places to be retained and displayed, others do not require any.

This field is used throughout the system for invoices, orders and all places where the item quantity is displayed. Bar Code This field is the unique identifying bar code for this item, typically containing the EAN bar code for the item.

Discount Category Is used in the discount matrix of discount categories and sales types. When an order is for an item with a discount category code and a customer of a sales type that has a discount matrix entry and the order is for a quantity more than the matrix quantity break figure, the system automatically enters the discount into the order lines for all items in that discount category.

This allows quantity break discounts across a range of similar products. The discount category is a 2 character field and there is no error checking on entries. Pan Size This modifier is sometimes called the order multiple. It is the minimum packing quantity. It allows you to create planned orders in multiples of that value.

This is especially useful if you are required by your suppliers to place orders in specific lot sizes. It is also a useful modifier if you have established your own production run sizes. This modifier causes MRP to inflate the required order quantity to an even increment of the pansize value. As with all modifiers you do need to be careful with this modifier as its use could lead to excess inventories.

In other words if it is most efficient to manufacture an item in batches of 10 then the pan size would be 10, and MRP would calculate demand in batches of 10, so would inflate a demand of 17 to The pansize means you have to purchase at least one pack each time. Review Translated Descriptions This script shows items descriptions marked for review and allows to edit the translations. You can review and edit the translated short description stockdescriptiontranslations.

Standard Costing Standard costing is used in situations where costs do vary and a middle ground standard is adopted variances away from the standard are reported as price variances. Standard costing is particularly relevant to importers and manufacturers where exchange rate, freight and manufacturing costs and volumes vary making each item have different costs.

With standard costing - costs need to be maintained manually - where a permanent shift in an exchange rate of volumes of production dictate that the cost has permanently altered. Variances would consistently be the same direction and modification to the standard is required. Weighted Average Costing Weighted average costing updates costs automatically based on the quantities purchased and the cost of these but taking into account the existing quantity of the item is inventory.

Similarly when shipments are closed the cost of items on the shipment are updated in the same way. Even with weighted average costing it is still possible to update costs where there has been a significant change in the cost of an item that is required to be reflected immediately.

However, in normal circumstances it should not be necessary to modify costs manually. All items with a bill of material have their costs updated by the system automatically and any necessary general ledger postings are created based on the sum of the component costs as defined in the BOM. Whilst it is also possible to update these item costs independently, any change to the BOM will over-ride modifications made and the cost will once again be the sum of all the component costs.

However, changes to component costs are not automatically rolled into the cost of manufactured items at the time of a change to the components cost, but each time a work order is created for a manufactured item the cost is rolled up and updated.

The item code can be entered directly to show the current cost structure, modifications to costs in this screen are reflected in standard cost journals in the general ledger if the link is active in the Company Preferences page menu - System Setup tab.

Alternatively, to select the stock item to modify the costs for the costing page can be called from the Select Item page - once an item has been selected - a link to the Select Item page is shown on the title bar of all pages. Maintenance and initial entry of cost data is a critical part of the system set up. Simply defining the item header is not sufficient on its own.

The cost information entered here is used for both inventory valuation reports and for the general ledger integration stock journals created for the cost of sales, the cost value of stock adjustments, the value of stock received and so on.

It can be omitted only if the user is not interested in the value of stock and no general ledger - stock integration is required. It will only be required to be entered on the intial set up of the system if weighted average costing option is enabled from the configuration settings then the cost will be maintained automatically from then on. Material Cost If the item is bought in, this field should be the average or expected cost of the item. If the item is manufactured in house, it should be the cost of externally sourced materials plus the total cost of in house manufactured components, from lower levels in the bill.

In future this will link to the Bill Of Materials cost roll up. Alterations to this figure affect the value of all stocks of this item held. The system is a standard costing system. When items are purchased the actual purchase cost is compared to this figure and a variance reported to the general ledger account set up in the stock categories record applicable to the item.

Labour Cost This field should be the total standard cost of labour included in the cost of this stock item. The labour cost is the labour applicable only to this part not to the manufacture of components at a lower level in the bill of materials. The labour cost of componentry would be included in the material cost. Alterations to this figure affect the stock value of all stock held.

See comments for Material Cost. In future, this field will be altered automatically on roll ups of cost. Overhead Cost This field should be the total overhead to be recovered on the sale of 1 unit of the stock item.

Its value affects the value of all stock held of this item, as for labour cost and material cost above. Labour cost, Material cost and Overhead cost are all added together to get the total cost standard cost of a stock item. This total is the value applied to stock valuations.

In future, the cost roll up will automatically update this field based on the work centre overhead rates and the quantity of labour at each work centre. Standard Costing Considerations Each time a stock item is sold, the cost of sales account specified by the COGS GL Postings table by reference to the stock category and sales area of the branch is updated with the total of material cost, labour cost and overhead cost, and the stock value the account specified in the stock category record is decreased by the total standard cost.

Actual Cost The actual cost is the last purchased cost as updated by the system on a purchase. For a manufactured item this is the actual cost as calculated including only efficiency variances price variances are excluded. Alterations To Labour Cost, Material Cost or Overhead Cost Since the system only maintains the one standard cost of items, this is the cost that stocks are valued at.

In altering this cost all stock held of the stock item under review will be re-valued or devalued accordingly. If stock journals are being created the option is set in the company preferences from the System Setup tab then a system generated journal will be created for the effect on stock value using the general ledger accounts set up for the stock category currently defined for the stock item being changed.

Only transactions entered after the charge will be created at the new cost. Sales analysis will refer to the costs as at the time when the transactions are created. This utility takes the quantity sold and multiplies the current standard cost by the quantity to re-calculate the cost of each sales analysis record in the period selected - the sales analysis data is updated.

Selecting Inventory Items From all pages in the system the main title bar has links to select from the critical tables in the system. Customers, inventory and suppliers. Clicking on the "Select Item" link takes the user directly to the inventory item selection page. Using either method, the select item or product page will show. The search for a particular item can be narrowed by selection of a specific stock Category - a select box allows selection of the category.

Also if some element of the code is known this can be entered, alternatively if some element of the description is known this can be entered - the description keywords are used if both a code and description fields are used. Note that the text entered into these fields does not have to be the start of the code or the description.

All items with the text anywhere in either the code or the description respectively will be displayed, together with the total stock on hand and the unit of measure for the item. Assembles, kit-sets and dummy parts will all show zero stock on hand. The maximum number of resultant items can be defined by a parameter in config. Downloads of significant amounts of data over a slower dial up connection would result in serious degradation in performance. By default this is set at items. Clicking on the button of the code of the item that is required will select it and links to the options applicable to the item will be displayed.

Having selected an item it is possible to modify: Item master information Costs Pricing Reorder levels Purchasing data It is also possible to inquire on: Inventory Movements Status - showing quantity on hand, on order with suppliers and on sales orders for customers by location Historical usage by month Outstanding sales orders Outstanding purchase orders Completed sales orders Bill of Material Further it is possible to initiate transactions to: Transfer stock between locations Adjust stock quantities on hand.

At the bottom of this page, there is also a link to perform a fresh search for a different item. Amending Inventory Items The master information is available for amendment. The only field that cannot be altered on the main stock item page, is the code. The code is used in many tables throughout the system and modification of the stock code would require data in many other tables of information to make corresponding changes.

A special utility is available that allows stock code changes to be made. The changes to the database are extensive and it is recommended that this facility be run out of normal operating hours since the load on the server for the changes could be substantial in a large database.

See special utilities. The following points should be considered when altering data fields:. Changing a Category The Category of a stock item can be altered at any time. However, if the stock journals option is active in the company preferences set up , it should be remembered that the general ledger coding set up for that category can not be amended retrospectively.

In other words, general ledger journals created for invoices, credit notes and stock adjustments created using the old category general ledger codes cannot be altered. The general ledger coding could be amended with a manual journal if necessary.

Inventory Category information is stored in the sales analysis table and cannot be changed retrospectively. Alterations to the Make or Buy Flag A stock item that currently has stock cannot be changed to a Dummy stock item, an Assembly item or a kit set item.

The system does not maintain stock quantities for these items and it is therefore inappropriate to have an initial stock quantity. The stock must be either invoiced, credited or adjusted to zero for all locations before this can be changed.

Similarly, the system will only allow a Bill of Material to be set up for manufactured, assembly or kit set items. Altering a manufactured item or assembly or kit set which currently has a Bill Of Material to a purchased item is also disallowed, the BOM must be deleted first.

Inventory Categories Inventory Categories are the natural groupings which apply to certain types of stock. A business will normally have several distinct categories. A manufacturing jeweller might have stock categories for gold chain, silver chain, diamonds, rubies etc.

Inventory Category Code This is a six character text field which is the reference used internally by the system. The category code must be unique between different categories. It cannot be changed retrospectively and cannot be deleted where stock items are set up to use the category, or sales analysis records exist using the category. The category code is stored against sales analysis records for reporting. All stock items must be defined as belonging to a category and has the appropriate category code stored against it in the StockMaster table.

Inventory Category Description This description is used in searches for stock items and in sales analysis reports to describe the category of stock referred to. Up to 20 characters of text can be entered, although on some reports less than the full description will appear. Balance Sheet Inventory GL Account Stock is an asset to the business - that according to GAAP should be valued at the lower of its orignal cost or what it could be sold for net of selling costs net realisable value.

To integrate stock values fully into the accounts every time stock is received it must include the value of assets in the accounts. For each category of stock it is possible to specify different asset accounts in the general ledger where the postings are made to. The selection under this field is the general ledger asset account that should record the value of stock held of this category.

Put in accounting terms this is the general ledger account where system-created standard costing journals will post the balance sheet entry.

It is possible to set up a GL account for each stock category or to post all raw material stock categories to a raw material general ledger account and similarly for finished goods stock categories. The select box lists all the available balance sheet accounts - profit and loss accounts will not show because it is not appropriate to record stock values in the profit and loss account. If a new general ledger account needs to be set up this should be done first.

This field will not be used if the company preferences flag for "Create GL entries for stock transactions at standard cost " is not enabled. Inventory Adjustments GL Posting Account When stock is adjusted - ie stock quantities are increased this has the effect of increasing the value of stock holdings.

The double entry here is to reflect the value of the stock find in the profit and loss account. There is a profit made for the value of the stock found and adjusted up. The reverse applies for stock adjusted down. The entry in this field is the general ledger account - a profit an d loss account where the profit on stock finds and loss on stock losses is posted to.

In accounting terms, this is the general ledger account where the system created standard costing journals will post the profit and loss entry to for stock adjustments. It can be different for any or all stock categories. The select box lists all available profit and loss accounts. Purchase Price Variance Account When purchase invoices are entered at a determined exchange rate for an item, the local currency cost is compared against the standard cost and the difference is taken as a profit or a loss.

The difference is known as a purchase price variance. Purchase price variances must be posted to a profit and loss account. The entry in this field is the general ledger account used by accounts payable invoice entry to post variances between standard cost and the standard cost of stock items of this category.

Price variances are calculated when the purchase invoice is entered, unless the purchase order item is on a shipment. Shipment purchase price variances are calculated when the shipment is closed. Material Usage Variance Account This account is used when a work order is closed and the quantity of material of this category issued to the work order is different to the requirements from the bill of materials of the item s being made on this work order.

The difference is evaluated at the standard cost of the component item. This general ledger account is used by the works orders to post the variances between the actual material issued to a work order and the standard requirements of the work order based on the number of finished items resulting from the work order. This field will not be used if the company preferences. Type of Resource The type can be finished goods, raw materials, dummy or labour.

Finished goods and labour are purely for reporting. Labour type items will alter the display of the data input form to allow selection of labour recovery accounts - these are profit and loss accounts as opposed to normal stock accounts that are balance sheet accounts.

This field declares the type of resource that the stock category represents and is one of Finished Goods, Raw Materials, Labour or Dummy Inventory. This field is used to distinguish labour type stock items from other components for the purposes of calculating work centre overhead in the cost roll up.

It is also used for ordering stock reports to ensure raw materials and finished goods are grouped together. Inventory Locations Maintenance A table of locations is maintained which contains a location code of 5 characters and the location description up to 20 characters. Inventory locations are the factories or warehouses where inventory is stored. When a sales order is created the location from which the inventory is to be picked is specified.

Also, when a work order is created it is created on a specific location - in this case a manufacturing facility. Every transaction involving inventory must specify the location. The description is the field used in lookups on invoicing and crediting. To keep the database as compact as possible it is the code which is stored against stock movement transactions.

As many locations as required can be set up. When a new location is defined, location records for all items in the database are created. When a location is deleted, so too are all the item location records. However, a location record cannot be deleted if there are stock movements or stock held for any part in the location.

When creating a purchase order, the inventory location that it is required for is specified. The inventory location address and contact details defined here are used as the default addresses available for delivery of goods ordered on purchase orders. The governing tax authority must specified with the location record. It is used in the calculation of the applicable rate of tax in conjunction with the tax authority of the customer branch being delivered to and the tax level of the item being sold.

The counter sales functionality looks at the default inventory location for a user and when that user enters a counter sale it uses the customer account and customer branch defined against the inventory location record. Consider a business with locations in Melbourne Australia and one in Anahaim USA it is unlikely that a user based in Anaheim would be making a counter sale in Melbourne! Each location can have a customer account and branch defined for its counter sales. These customers are expected to be cash only customers as the counter sales functionality expects the cash to be taken at the time of the sale.

Not a substitute for proper Point of Sale - but suitable for occassional Counter Sales. Some inventory locations are never going to be used as manufacturing facilities and to reduce the scope for errors it is possible to specify those inventory locations which can be used for work orders.

Note: Location codes cannot be modified retrospectively. Neither can they be deleted if there are stock movements, users default location or customer branch records set up to receive stock from the location. This requires that users are specifically given access to individual locations. Normally to modifiy the users that have access to a location requires system administrator access. This screen allows you to select a location and see the users that are authorised to access and create transactions.

You can add users are required. Inventory Adjustments Inventory can be written on or off for individual stock items using this option. Corrections to physical stocks and deliveries of stock can be entered using this option. Adjustments can be entered by selecting the link on the SelectProduct. Ajustments can also be created directly from the main menu under transactions.

Using the second link, the item code must be known and entered, there is no facility to select an item code from this page. If Stock GL integration is enabled from the company preferences page under the setup tab , then the system creates the necessary journals in the general ledger to update the stock account and the profit and loss account stock adjustment account specified in the stock category record.

Internal Stock Requests Internal departments of an organisation to make requests for consumable items from a particular stock location. Departments are created via the Inventory section of the setup module. The name of the department must be entered, and the userid of the person who will be responsible for authorising the requests from that department must be selected here. Each user can be given permission to create internal stock requests for a particular department, or they can have permission to create requests for all departments.

Individual stock locations have a flag that can be set to allow or disallow internal stock requests to be fulfilled from that location. Also each user role, can have specific stock categories assigned to it for which intyernal stock requests can be created.

Firstly the header, which contains the Department that requires the items, the location that you wish the request to be fulfilled from, the date by which you require the items, and any narrative you wish to add to the request. Secondly the items required are selected and the quantities required are entered. Once you are happy that you have all the items and quantities enetered, submit the request for authorisation.

Authorise Internal Stock Requests When a user chooses this option they will see all unauthorised stock requests that they are allowed to authorise.

No other requests will appear. By ticking the authorise checkbox, and clicking on the update button they will authorise this request to be fulfilled. Fulfil Internal Stock Requests When the warehouse open this option for their own warehouse, they will see any internal stock requests that are awaiting fulfillment. They can either fulfil all or part of a request.

If not all of the request is fulfilled, but the rest will not be, the request can be marked as completed. Also a GL tag can be chosen to tag that entry against. Inventory Location Transfers Transfers of inventory between locations need to take stock off the sending location and increase the stock in the receiving location. This is effected in one transaction by entering a stock transfer.

In the same way as adjustments these can be accessed either from the SelectProduct. All that is required is the location from and to, the date and the quantity being sent. If the business wishes to record inventory in transit an additional in transit location needs to be established and a transfer to the transit location performed when the stock is dispatched and a further location transfer from the transit location to the receiving location when the stock is received.

Stock location transfers are shown on stock movement inquiries. Note: Inventory Location Transfers are not possible with kit set, assembly or dummy stock items since no stock record is maintained for these items. Bulk inventory transfers consisting of many parts can be set up.

These allow a docket to be produced to be sent with the dispatch of the goods. The transfer is not actually effected until the transfer is received in by the receiving stock location.

Inventory Movements. Inventory Usage All stock inquiries are performed from the product selection form. Once a product has been selected the links to the various relevant inquiries will show.

Inventory Status inquiries Shows the detail of how much stock is held and where the stock is i. Not only are outstanding sales orders for this part accumulated but all the demand for parent assembly parts as extended by the quantity required per unit of the parent. This ensures that all demand for the part is shown. This - and all stock inquiries are called from the SelectProduct.

Once an item is selected the relevant inquiry options are displayed. As with all web pages produced by the system most browsers have good facilities to print them. If the item selected is a controlled item then the status inquiry will also show a link to show the batches. If the item is serialised, the link will refer to the serial numbers rather than batches. Inventory Movement inquiries Inventory movements for the item show with the most recent movements at the top of the screen in descending order of date.

Support As an open-source application, the choice for support are extensive. Free support is available provided there are volunteers to offer it.

Developers and users frequent the mailing list and forum and if you have specific questions illustrating your issue or what you wish to acheive asking your question on either the mailing list or forum will provide the answers you need. Questions Members Answered installation manual installation requirements webERP.

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