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System Settings - Inventory

Figure: Example System Settings Screen

Special Locations/Suppliers

This section contains the special locations and suppliers that the system needs to know about.

Set Store Costs/Sells Location

This is the location code that will be used by the Set Store Costs/Sells end of day job if no location is specified as part of the run parameters.

Central Accounts Supplier

If you use Central Accounts (client specific requirement) then this is the code of the supplier that is used for central accounts.

Head Office Rebate Supplier

If your head office gives rebates to your locations (in addition to any supplier rebates), this is the supplier code that is used to represent head office. The trading terms will be set up against this supplier code and will be included in the rebate claim process.

Stock Qty Calculations

When doing suggested orders, the system needs to work out a stock quantity to be compared to the minimum stock quantity. These settings allow you to specify whether the stock quantity is simply the Stock On Hand or whether it should include other stock related quantities.

Include Ordered

The On Order quantity will be included in the stock quantity calculation.

Include Allocated

The Allocated quantity (allocated for customer orders, laybys, and so on) will be included in the stock quantity calculation.

Include Returned

The Returned quantity (waiting to be returned to a supplier) will be included in the stock quantity calculation.

Include In Transit

The In Transit quantity will be included in the stock quantity calculation.

Include Requested

The Requested quantity will be included in the stock quantity calculation. The Requested quantity is the amount of stock that has been requested of this location from other locations.

Include Special Orders

Any customer orders which need to be specially ordered will be added to the stock quantity calculation. It is added on the assumption the stock will be ordered as part of suggested customer ordering. You should only check this on if you use a separate process for suggesting orders from customer orders. See Customer Orders for more details.

Transfer Available Stock Only

When selected, the suggested ordering process will readjust order quantities for Transfers based upon the stock on hand at the sending location.

Suggest Stock Levels

Expanded Suggest Stock Level Report

If this option is not checked (the default) then the existing Suggested Stock Level report will be run. If the option is checked the new, expanded report to show lead cover in days will be shown.

Use Max Order Frequency Day Value

This option lets the store use the order frequency day setting for the day of the week when the Suggest Stock Levels function is run. The default setting for the option is True which means use the MAXIMUM value of all the specified order frequency day settings, no matter when the suggest function is run. If the settings is not checked, the value for the order frequency days is that for the day of the week on which the Suggest Stock Levels function is run.

Template Stock

Allow stock template functionality

If checked stock template functionality is enabled.

Decimal places

The number of decimal places the system calculates Cartons for Returns (maximum of 4).

Enable Email RTV Authorisation

If checked on, B2B will send a mail to the given address using the B2B Communication settings set for the supplier. For Emails to be sent to the supplier on Return Request the following check box needs to be enabled and in the Supplier screen, add the 'Email' Communication method in the B2B communications tab.

Inventory Options

These options will control the certain inventory functions within the system.

Round Down Cartons

When doing a suggested order, the system tries to calculate the quantity that needs to be ordered. This may need to be in multiples of the carton size. For example, if you need 13 units and the carton size is 8 then you need 2 cartons, or 16 units. If this option is checked on, the system will round down when calculating the cartons. So in this example you would get 1 carton or 8 units.

Auto Receive Qty for Transfer Requests

If this option is checked on, when stock is received for a Transfer Request, the quantity received will be filled in with the quantity that was sent. If the option is checked off, the quantity received will be zero and the user will need to fill in the quantities received.

Allow PO Cost Override

When a purchase order is being created, the system will calculate the costs for the item based on the cost records in the system. If this option is checked on, you can override that cost. If the option is checked off, you have use the cost that the system gives you.

Blind Stocktake

If this option is checked on, the stocktake will not show you current expected stock. You will only see the counts that you enter from the actual stock count.

Order Items Without A Classification

Classifications are used by suggested ordering to control which items can be ordered for a location. But what if an item has not been assigned to a classification? If this option is checked on, the item can be ordered for any location. If the option is checked off, the item will not be ordered.

Cheapest Supplier For Available Items

This option is used by the Available Items function in Purchase Orders. This function shows all the items available for the supplier on the purchase order. If the option is checked on, the item will only be used if this supplier is also the cheapest supplier of the item. If the item is available from another supplier at a cheaper price, it will not be displayed. If this option is checked off, the item will always be displayed, regardless of whether this supplier is the cheapest or not.

Import Required Stock Qty As SOH

This option is used by the Required Stock transactions. If this is checked on, the quantity imported from the import window will be loaded as SOH, not Units To Order. If you use this option you must set up the import to use the Quantity column, not the Cartons column.

Ask For Zones On Import Stock

If this is checked on, then when we import items in the Stocktake screen, the system will ask for the number of zones that will be counted.

Allocate Transferred Stock

If this is checked on, items will be marked as allocated at the Send location when a Transfer Request is sent. Items will remain as allocated until the items are received and accepted at the requested location. When ticked, the items will not be marked as 'Requested' or 'In Transit' as per normal functionality.

Adjust send loc. SOH on Transfer Send Accept

When checked, stock on hand is adjusted at the sending location when a Transfer Send is accepted instead of adjusting when the Transfer Request is accepted. When the Transfer Request is accepted, and there is a variance, a Stock Adjustment is created at the requesting location rather than the sending location.

Prevent Refresh Of Stock When Counted

If this is checked on, the Refresh Stock Levels button on the stock take will be disabled when counts have been entered for the stock take.

Allow Quick Entry from PO/GR

If this is checked on, a button is shown on the Purchase Order and Goods Receipt forms called Create. If selected it opens the Quick Add Item maintenance form.

Set Default Invoice Fees

Let's the store select whether the invoice fees and taxes are initialised to the default settings. If this new option is checked, when a PO is added to an invoice, the values for sales tax, freight, discount and so on [boxes underneath the item grid] are set to the values calculated from the line items in the PO.

Use Management Areas on Transfers

If this is checked on, the Location Search on Transfer Sends and Requests is filtered based on the Management Area.

Lock returns to the selected supplier

The option, when selected, will stop an item IPN that doesn't belong to a supplier from being added to the goods return authorisation. The error message 'Error - The item was not purchased from this supplier' is displayed and the user is unable to select either Save or Cancel until a valid item IPN has been selected.

Only allow Mandatory items for Inventory selection

This option will force the user to choose Mandatory items only for Inventory functions (PO/GR/Stocktake and so on). It disallows certain inventory functions if the item is not mandatory for the selected location.

Only allow Mandatory items for Purchase Order

This option will force the user to choose Mandatory items only for purchase orders.

Automatically populatePO /RR Required By date

Used to control whether the Required By date in Purchase Order/ Return Requests is filled automatically or left blank.

One PO/RR per GR/RA

If checked on allows only one Purchase Order/Return Request per Goods Receipt/Return Authorisation otherwise multiple Purchase Orders can be added to a Goods Receipt.

GR in the supplier’s currency

If selected, shows the Goods Receipt in the supplier’s currency and a label is shown in the Goods Receipt screen to show that the values displayed in the grid are in the suppliers currency and not the location currency.

Note: The setting here should match the setting for the 'Print GR in Supplier Currency' check box in the Client Specific tab in System Settings to ensure the same values/ same currency are displayed/printed.

Zeroise items with negative SOH

This check box  enables/disables the functionality of Set Item with negative SOH to zero. Stocktake will zeroise items with a negative SOH that are not within the stores template.

Zeroise SOH for items not in Stocktake template

If checked, the item SOH is set to zero for those items that are not included in the stocktake template.

Mandatory Supplier Invoice # for Invoice

If checked, sets the supplier invoice number as mandatory.

Purchasing Authorisation

The check box indicates if PO authorisation is enabled. If selected, the authorisation levels are configured in PO Authorisation tab in Locations.

Can Authorise own PO if under limit

If selected allows users to self authorise purchase orders that are below their purchasing limit.

Take into account PO Currency

If selected the value of the PO is converted into the location currency when determining which authority level to use.

Stock Label

This is the type of ticket that will be generated when the Ticket button is pressed in inventory transactions such as Goods Receipt or Stock Adjustments.

Further Inventory Options

Default Invoice Selection

Default invoice selection for invoices. Choice of By PO or By GRN, without configuring this setting, Purchase Order selection is default

Max days for invoice date

The option is to specify a max days value for invoices. If the option is not set or is 0 then the feature is not switched on.

If the option is set then if any of the 3 dates (invoice, due or tax) is more than N days ahead of the current date (where N = option) a warning is shown when the Accept button is pressed. If you accept the warning, standard processing continues - including the check on the amount and so on.

If you say No, the accept processing is aborted and you are returned to the Basic tab and the cursor is focused on the date field.

If all 3 dates are more than N days ahead you only get prompted once. If there is an issue with the invoice - such as too great a variance between the total and the PO total, the check is performed each time and you may thus be prompted multiple times.

The default due date is a month greater than the invoice date so you should choose your option value accordingly or you will get warned every time.

Increase Stock Cost For POS Transactions

When a return or exchange is done at POS, the stock needs to be increased. If the return was matched to an existing transaction, it will use that original cost. However, if it was simply rung up as a new transaction, with no matching transaction, the system will need to determine the cost of the items. In the past, the system would always use the current buy cost as the replacement cost of the item. This new option allows you to indicate if the system should use buying cost or average cost.

Increase Stock Cost For Stocktakes/ Adj/ Other Trans

This is similar to the previous option. However, it is used where an inventory transaction would increase stock. For example, stocktakes and stock adjustments. Goods receipts and invoices don't need to use this setting because they provide a specific cost to use.


Transfer by date mandatory

When this is option is enabled a date must be entered in the Transfer Date field within Internal Transfers.

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