Item Details, Settings and Item Types Explained

Brand Name

Brand Name: Used for Product Identification and Categorization

•Appears in Stock Extended Lookup, Stock Detail and Stock Turnover.

•Can be set as a required field in Stock Options >New Defaults / Required.

•Syncs with web shop.

Condition

Condition: Defines item condition (New, Used, Refurbished, etc.).The web shop will also list the item's condition.

•Set it in the Stock Main Form > Additional Info Tab

•Appears in the Extended Item Lookup forms.

•Syncs with web shop.

Sales Set Count

Sales Set Count:

Limits sales to predefined set quantities  (e.g., only selling in 2s, 3s, etc.).

Best before Days.

(Expiry Date)

Best before Days (Expiry Date):

•Prints expiry date on labels.

•Shown in Extended Item Lookup.

•Formula: Expiry Date = Current Date + Best Before Days.

To print the label.

VAT on Purchases and Sales

VAT Configuration for Items:

➢VAT on Purchases and Sales

1. Set VAT on Purchases and Sales:

•Specify the VAT type for this item on both purchases and sales.

2. Supplier VAT Registration:

•Ensure that each supplier is marked as either VAT registered or not. This can be done in the Supplier Form.

•Note: If a supplier is marked as not VAT registered, this setting will override the VAT settings in the Stock form.

3. Tax Setup:

•Refer to the Tax setup documentation for additional details.

4. Changing Tax Types:

•To change the output tax to input tax, go to Stock Options.

•Select the option 'Allow Stock Item to Have Input Sales Tax Type' to enable this change.allow you to change the tax type, go to Stock Options and select 'Allow Stock Item to Have Input Sales Tax Type.'

Mass Info

Weight & Volumetric

Weight & Volumetric Mass:

•Set in Stock main Form > Additional Info Tab.

•Appears in invoices, quote, job card, goods received, purchase order, sales order, service item lookup, and in e-commerce platforms.

•PrestaShop integration requires a courier module for volumetric mass.

• If you want too use the volumetric mass in PrestaShop, then you need to get the module from your courier company.

•The volumetric mass is shown in the Purchase Planning form.

Price List

Price Lists:

Assign items to multiple price lists to fit different sales strategies.

Set it in Stock Main Form > Additional Info tab and select the appropriate price list(s) for your item..

Price lists can be exported to Excel from Print Price List and Order Form.

The price list names can be changed to suit your needs. Here’s a quick breakdown of how you can organize them:

 1. Wholesale Pricing List: Ideal for bulk buyers or other businesses.

 2. Web shop Price List: Tailored for your online store pricing.

 3. Seasonal Price List: For items that are popular during specific seasons, such as holiday decorations or seasonal apparel.

 4. Custom Price Lists: You can create and name these based on your specific needs, such as discounts for special events or customer loyalty programs.

For example, you can utilize a seasonal price list to assist you in your purchasing decisions. Similarly, you can use the other price lists.

Price lists are presented in:

Stock additional group lookup

Extended item lookup

Purchase planning form

Item Types

Non-Stock Item

A non-stock item is one that is bought or sold, but the quantity is not tracked. For more information, go to Stock > Non-Stock Item

Service Item

Service Item:

•Used for services (e.g., labour, travel costs).

•No Stock or Cost of Sales Entries: When sold, there are no journal entries related to stock or cost of sales.

•Can be included in BOM (Bill of Materials) by setting Valuation Method to Supplier List Price..

Note:

Do not confuse this service item with the service items in the workshop that refer to equipment that can be serviced in the workshop.

Set it in Stock Main Form.

Presented in the Extended Lookup form.

Labour Item

Labour Item:

•Allows dividing labor among employees in Job Cards.

•Does not affect stock on-hand.

Recipe Item

Recipe Item:

Used for manufacturing items on the fly (e.g., burgers).

Set as BOM (Bill of Material) Item and Recipe Item

Gift Voucher

Gift Voucher: Sold by retailers to be used as an alternative to a non-monetary gift

Trade-In

Trade- In:

•Used for items bought back from customers (e.g., Coke bottles, cars).

•Deducts the trade-in amount from the invoice total.

•Your stock quantity will be increased by the trade-in quantity.

Alternative Options:

•For returns, see the Returns section.

•If you do not want to increase your stock, see the Is Discount section.

Disabling Trade-In Button:

•Open the invoice form.

•Go to security settings and uncheck "Returns" This will also prevent trade-ins.

Set the item as a trade-in on the Main Stock Form.

The Extended Lookup and Stock Turnover forms offer a list of Trade-In items.

Is Discount

Is Discount:

•To give a discount value in rand to the customer on the invoice.

•Also used by PrestaShop if a customer has an online voucher to redeem.

Notes:

The 'Is Discount' items can be used with Invoice Rules.

See also: Trade-In

Consignment

Consignment Stock:

Items bought from suppliers on consignment.

If the item is a consignment item, check the "Consignment" box on the Stock Main Form >Additional Info Tab.

Goods Received Note

No general ledger entries will be made for consignment stock; only the stock levels will be updated.

Invoice

Will only post to the sales account and debtor control.

Supplier invoices for items sold, record the amount against Cost of Sales in a supplier journal entry.

Stock Turnover: Specify a date range and filter for consignment items sold in the specified period.

Filter for consignment stock in the Extended Item Lookup and Stock Detail form.

See also: Consignment Stock Movement

Item Settings

Web

Marks items for upload to Smart-IT web shop.

On Sale

Tags items as discounted online.

Featured on web

Displays item on the homepage.

Lot Tracking

Assign lot numbers to items received in containers.

Serial No.Tracking

To keep track of Serial Numbers.  See Serial No. Tracking.

Commission

Used as a filter in the Stock Turnover report.

Sell Whole Quantity Only

Restricts sales to whole units only.

Set default in Stock Options > New Item Defaults.

Delete Checkbox

If the checkbox is checked, the item will not appear on the purchase planning form. It will also prevent you from adding the item to a purchase order.

Seasonal (Checkbox)

Identifies seasonal stock.

Exclude from Shipping cost Allocation

Prevents shipping costs from being added to item cost.

Shipping costs associated with the Goods Received Voucher (GRV) will not be added to the item cost.

This might be used if the shipping costs are to be handled separately or if they should not impact the cost calculations for the goods received.

Variable Price

Variable Price:

Allows price editing on invoice

Price editing on the invoice will be allowed for this item even if Allow Price Changes is not allowed on the Invoice Options Form. This is a handy feature if you want to change your labour rate on the invoice but not the rest of the items prices.

Quick Sell Invoice

Quick Sell Job Card

Marks frequently sold items for fast job card entries.

Print price on label

Enable if you want to print the items price on the label.

Scale Item

Indicates item is sold by weight/scale.

Quantity From Price

Embeds quantity in price barcode (e.g., scale barcodes).