Cash Book
Bill of Materials 
Purchase Orders 
Control, Security 
Price list, Support
How do I ?

Very comprehensive inventory system
with multi warehouse facility,
to keep good control of parts.

Product pricing linked to customer.
Special price per item, link to customer.
Maximum discount level per product.

Unlimited Alternative part numbers

Movement per month over 36 months.
Reset Reorder Points, Order quantity,
according to factors, lead time, value.

Ability to duplicate record,
Integral Bill of Material, linked in
to product list. Bill of materials can
also be a stock item for sale.
Costing, average, current, list cost.

View outstanding orders against item.

Print product label, barcode, bin number.

Full stocktaking system, also update
pricing, re order point, on warehouses.

Memo pad for extended description.
Use integral markup system for
price setting, against different costs.

Gross profit per product visble throughout.
Price adjustment system,
based on supplier, category.

Copy record to other company.

Screen shot. [Colors, fonts, text and Icons, User configurable].

List options The product list. Go to top of page
Use F5 To add a product or stock card.
Use F6 to access the product record, and edit items like description, prices, etc.
Use F8 To delete an unwanted product. You will only be able to delete a code which has no stock. If you re-use a deleted code, all the history will be returned to this code, as transaction records are never deleted. It is actually better not to delete a product.

Stock card

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The inventory or product list can contain as many items as you want, and they do not have to be "stock" items. We use this list to prevent repetitive typing of commonly used items, and "items normally kept in stock" are identified by having a Reorder Point set. Labour items, linked to the internal labour code, can also be in this list, and are shown as such by the & sign.
Code or part number 14 digit alpha-numeric code. Fast search inventory for this item.
Alternative code, 2 direct link to alternative part number. Fast search inventory for this item.
Alternative code, 3 direct link to alternative part number .Fast search inventory for this item.
Description 40 digit description. Fast search inventory for this description.
Unit Multi-pack designation. Leave blank or 1 if sold as single units, but "24" for instance, will let you use multiple quantity, while use basic pack value for costs.
Supplier Link to supplier code, for selective ordering, reporting or pricing.
Alternative supplier, 2 alternative supplier code.
Alternative supplier, 3 alternative supplier code.
Department Category for this item. Fast search inventory for this department. Also used for selective reporting and pricing.
Bin number Warehouse shelf location.
Stock quantity Quantity on hand, and will, optionally, allow negative stock values. This happens when you sell the item before it is put in stock. Reporting option to filter on negatives.
Stock quantity, 2, / Factor / available Used as weight factor in FMCG mode, to bring unit quantities to kg basis.
Tax type Tax to be added, exempted or inclusive of tax.
Tax level Up to 8 different tax levels.
Average cost This is a weighted average cost of the stock on hand, which is the true cost. Calculation is done on bringing new stock in. Calculated as ((old_qty*old_av.cost)+(buy_qty*new_cost)) / (old_qty+new_qty)
Current cost This is the latest cost that you paid, put in at purchase automatically.
Date The date of the last purchase.
List cost List cost is a reference cost, usually used in the steel industry, but can be a general supplier price list cost.
Sales price, 1 The normal standard sales price, and, if linked to customer record, will be used for sales pr.1
Date The date when this price was entered, either by you, or by a purchase that has option set to update sales price.
Sales price, 2 The second sales price, and, if linked to customer record, will be used for sales pr.2.
Sales price, 3 The third sales price, and, if linked to customer record, will be used for sales pr.3.
Markup Sales prices can be marked up from each cost price. The standard markup is entered on Internal, Company Deatails. Use Ctrl+F6 to change selection.
Maximum discount A zero here will allow unlimited discount, but any other figure will prevent higher discounts going unnoticed at point of sale. If you want to give no discount, enter 0.01 here.
Order below The quantity (less 1) at which you wish a new order to be generated, when asking for goods to be ordered from the system. If there are already outstanding orders, which together with stock on hand, are more than this figure, a new order will not be generated.
Order How many to order when an order is generated.
On order Goods already ordered, but not received, if the option "put on backorder" is used while generating the order.
Sales, latest The latest date on which this item was sold.
Alt If "1", this item is linked to multiple alternative part numbers.
Sales quantity, year to date Sales quantity, year to date
Sales quantity, last year Sales quantity, last year
Sales value, year to date Sales value, year to date
Sales value, last year Sales value, last year
Purchases quantity, year to date Purchases quantity, year to date
Purchases quantity, last year Purchases quantity, last year
Purchases value, year to date Purchases value, year to date
Purchases value, last year. Purchases value, last year.

Screen shot.....

Alternative items

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Many part numbers are supplied by different suppliers with alternative part numbers. This program allows you to have unlimited alternatives, which are doubly linked, where you do not need to keep the alternative number in your inventory, but if you type it in, it will be cross referred to where you can choose the number that YOU use. The alternative table will show whether the number is an inventory item, or not, and, if so, will show you supplier, price and stock quantity. You can directly return to the chosen item in inventory. Any new item that you link to any other item, will immediately give you a list of all possible alternatives, which you can amend as you wish.
Item code. This code does NOT have to be in the product list.
Other number The alternative number, which also does not have to be in the product list.
Cost from this supplier.
Discount given by this supplier.


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To check inventory against a physical count, or use this system to update other inventory information.
Load the stocktake file Press ctrl+F7 while in the product file. The stocktake file is a temporary file that is made from the inventory records, and we work on this temporary file until satisfied, when the inventory file can be updated automatically from this stocktake file. The loading options screen has three lists, for suppliers, departments, and bin numbers.These all default to "All", but in options, below, you can select for each. You can have a cross selection of items.
Options in the loading
  • You can choose to load all items, or only items with quantities, both plus and minus.
  • You can choose to load only items from certain suppliers. Tab to select the supplier section, press F5 to add suppliers.
  • You can choose to load items for only certain departments. Tab to select the deapartment section, press F5 to add departments.
  • You can choose to load items from only certain bin locations. Tab to select the bin number section, press F5 to add bin numbers.

The default "All" will act on all items. If the file has already been loaded and you are back in this section, you can ask the program to search for all suppliers, departments, and bin numbers, and itemise these in the respective lists. Right click, and select Search for ? whatever.

Press F4 to either load the stocktake file, or go back to it if already loaded. You can get back to this section from the stocktake file, with the insert key.

Work on the stocktake file This is the list of items you are going to work on. Check the options above, which can help you bring this list to what you want. From here, you can :
  • Print count lists, in three different sort orders.
  • Print a stock valuation, prior to counting,
  • Amend counted figures against inventory quantities, F2. This will allow you to enter a quantity in the "amend" column, press enter, which will move you to the next item, ready for quantity again. You should do all editing with the screen sort order in the same sequence as the count sheets, and you will find it extremely fast to enter the count sheets.
  • Enter new selling prices, F6
  • Enter new current costs from a supplier. F7
  • Enter reorder points, ctrl +F2
  • Enter economic order quantities, ctrl +F3
  • Print descrepancy lists
  • Print a new stock valuation list after updating the quantities in inventory.

You can go in and out of this file at will, as long as you do not act on "Delete All", which will clear the whole file, without updating the inventory records. You can delete records from this file, as well as import others from inventory. See below.

Options in the stocktake file
  • You can choose to hide items with a nil stock quantity, ctrl+E
  • You can import individual line items from the inventory file, F5
  • You can import items for a specific supplier into this temporary file,ctrl+A. Remember that you may not see these imported items if the option on suppliers is not set to "All". Press the insert key to check.
  • You can import items for a specific department into this temporary file, ctrl+B. Remember that you may not see these imported items if the option on departments is not set to "All". Press the insert key to check.
  • You can import items for a specific bin number into this temporary file, ctrl+C. Remember that you may not see these imported items if the option on bin numbers is not set to "All". Press the insert key to check.
  • You can select whether to print one line item per 1,2 or 3 lines on the count sheets, ctrl +L
  • You can select in which of three sort orders to view and print this file. (Tab key). We suggest you set the option for Reports, (Local Options) "View report on screen" to yes. This will prevent printing in a format that is not what you want (you may have forgotten to set the sort order) before you are ready.
  • Print Count sheets, ctrl+P. If the list is in bin number order, the count sheet will show the average cost, otherwise these count sheets are blank except for code, description, and bin number.
  • Print stock valuation, ctrl+Q. This will print off the temporary file, so if you have done any transactions which affect the stock file proper, these will not be reflected here, and will be overwritten when the main file is updated off this temporary one.
  • Print a descrepancy list off this list, once the counting has been done. ctrl +R
Updating the main inventory file. You should only press F4 when you are ready to update the main inventory file, and after printing descrepancy lists if doing a stocktake. The format that you have been working in, i.e. amending quantities, or setting prices, will be the default for update on the next screen. Make sure when going through, that you check this, as it would be counter productive to reset stock quantities (all to zero) if you have been working on sales prices, etc. You will get a final warning, before the program updates the main product file, and at the same time, it will reset the figure in the stocktake file to the amended figures. There will be NO record left of the original situation in the product file, after this step, though for stock quantities that have changed, there will be a record added against each stock item, reflecting the change.
Clearing the temporary file. This can be done at any time, from either the selection screen, or from the stocktaking list, and deleting the file will do just that, clear it. No updating will take place. You must update as described in the section above, first.

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