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Replenishment (carton size/cost/supplier) and sell details are the two most important factors affecting profit that can be controlled with the system. These details are entered in the Items form. (If you use the more advanced features of the system, replenishment records can be loaded from a supplier's electronic host update file and sell prices can be proposed for any cost changes.)

The replenishment and sell details are displayed in two grids in the Items form. This allows past, current and future details to be viewed together. The system automatically keeps track of which replenishments and sells are valid at the current point in time.

A replenishment record is a statement of where a product can be purchased from, the size of the carton and its cost, and the date range of when it is available.

Example 1

Item A is available from supplier XYZ at a normal cost of $22.99 for a carton of 24 starting 25/5/2009.

Example 2

Item B is available on deal from supplier XYZ. The supplier will give a $2.00 deal between 25/5/2009 and 1/6/2009.

There are basically three types of replenishment records which are indicated by the Cost Type of the replenishment record.


This is the main type of replenishment record and is simply the normal carton cost for the product. You can only enter one Normal replenishment record for a location/supplier/effective date combination. When you are advised of a new normal cost change you enter a new replenishment record for the date the change will take effect. The system automatically keeps track of which is the correct normal cost to use.

You can enter the cost as an ex-tax or inc-tax cost (see Cost Components). The system automatically calculates the other value.

The general rule is that all products should have a Normal replenishment record. Of course there are always exceptions to the rule and these are covered by the Calculated cost type.

Deal, Our Deal

These types indicate that the replenishment record is for a deal, that is a discount off the normal cost. They are expressed in terms of a deal type and a deal rate. The deal type indicates whether the deal is inclusive/exclusive of tax and whether it is a dollar or percentage value. The deal rate is the value of the deal.


A 15% inclusive tax deal would have a deal type of '% Inc' and the rate would be 15.00.

A $2.20 case deal would have a deal type of '% Ex' and the rate would be 2.20.

Unlike the Normal cost type, you can enter as many deals for a location/supplier/effective date combination as you want. The system automatically adds all the available deals together to come up with the final cost you should pay.


This is a special cost type which tells the system that there is no direct cost for the item and that it needs to calculate the cost. This is the case for recipe items and for transferred items.

A recipe is an item made up of other items, for example a rum and coke at a bar is made up of a rum item and a coke item. A transfer item is an item that has other items transferred in to them. These types of items are usually set up in bar to hold stock transferred from the bottleshop. The transfer items can be sold directly or used as an ingredient in other items.

When a ‘Calculated’ replenishment is entered, the cost is set to zero and the carton size is set to one. Whenever the system needs to get the cost for this item it will attempt to calculate it from the costs of associated items. In the case of a recipe item it will look at the cost of the ingredients. In the case of the transfer item, it will take the average unit cost of all the items that can be transferred into it. The system can handle quite complex cases. It will easily calculate the cost for a recipe where the ingredients are recipes themselves or transfer items. The system will calculate the cost as a unit cost for a carton size of one.

Replenishment details are entered for a location or location group. This is important because different locations may get different costs. You can enter a replenishment record for each location but if you have a lot of locations this would quickly become tedious. If all locations within a location group can purchase an item at the same cost, only one replenishment record needs to be created for the location group. However, the flexibility of the system means that a replenishment record can be set for both a specific location and a location group, if required. When the system is looking for costs for a specific location, it considers records created for the location and any group that the location belongs to. The system chooses the cheapest cost from the available options (see Locations and Location Groups).

Replenishment records cannot be entered for dates less than or equal today. However, they can be entered for any date in the future. This is extremely useful when a supplier advises of upcoming cost changes to an item. The new details can be entered immediately (which means no one will forget to enter them later on) and the system automatically uses these replenishment details when they become effective. A replenishment record can also have an expiry date which is the date the cost will no longer apply. This is usually only required for deals as normal costs are considered to be effective until the next normal cost is received.

As mentioned above, the system keeps all replenishment details for an item, past and future. Obviously, at any point in time only a few of these will be valid, perhaps one normal cost and a couple of deals. The system automatically tracks which details are valid at any point in time. It uses an OK flag for this purpose. This is displayed as a checkbox in the Items form. If there is a tick in the box, the replenishment is available. When the system is setting the cost for a specific location, it checks all costs which are marked as available and which have an appropriate location (see above). A replenishment record is marked as available by the system when the effective date is reached. A record can be marked as unavailable in several ways:

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