Materials Edit View

Overview

In the context of inventory and production, materials refer to the raw goods, components, or supplies that are used in the manufacturing process to create finished products. These can be classified into three main categories:

1. Raw Materials: Basic, unprocessed items that are transformed into finished goods (e.g., wood, metal, chemicals).

2. Work-in-Progress (WIP): Partially finished products that are still in the production process.

3. Finished Goods: Completed products ready for sale or distribution.

Effective management of materials in inventory helps optimise production, reduce costs, and ensure the timely availability of resources needed for manufacturing.

Navigation: Main Menu > Materials > Setup Materials

Edit View is the interface from which new materials are created or edited.

Top Row Buttons Explained

• ∧ ∨: Navigate to the next or previous material item.

• Edit: Changes the material item from read-only to editable.

• New: Creates a New Material Item.

• Delete: Deletes the material item if there are no linked transactions.

• Save: Saves any changes.

• Copy: Copies the material item to create a new material item.

• Actions

  • Generate Code

    • Generates a Unique Code for the material item based on the Description.

    • A warning will be displayed that the current code will be overwritten.

  • Add to Costing

    • Choose to add the material item to one of the four Costing options:

      • Substrate (Sheet)

      • Substrate (Reel)

      • Substrate (sqm)

      • Materials

  • Change Base Unit

    • Allows users to select a new Base Unit (Inventory Unit) from a dropdown list of Units created for that material.

• Menu

  • View Material Summary: Link to view a summary of all transactions involving that material.

  • Show Customer: 

    • Toggles showing the Customer field on the Detail (tab).

    • Fields shown or hidden are:

      • Customer Name

      • Site Address

      • Delivery Address

    • Select (button): Allows users to select an address.

  • Layout

    • Save Grid

      • Save Grids

      • Save Grids All Users

    • Restore Grid

      • Restore Grids

      • Restore Default Grids

      • Restore Default Grids (All Users)

Header Explained

• Status Bar

  • Status: Dropdown list to mark the item Active or Inactive.

  • Note: Section on the status bar for users to type in a note.

  • Audit: Name of User and Date of last change.

• Description: Field for users to type in a description.

• Reference: Field for users to type in a reference.

• Code: Field for users to type in a code or to auto-generate a code.

• Unit: The Base Unit (Inventory Unit). It can only be changed from the Action (button) > Change Base Unit in Edit View).

• Price Type

  • Dropdown list for users to select a price from these options:

    • Unit Price:  The price will be multiplied by the number of units (e.g. $10 * 100 units = $1000).

    • Fixed Qty: The price is the same for a fixed quantity of material items (e.g. $900 for 1000 units).

    • Price Range:  The price fluctuates within a range (e.g. $10 ea for units between 0 & 100 or $9 ea for units between 101 - 200).

Detail (tab)

• Category

  • The Category chosen when the item was created.

  • For most items, the Category can be changed afterwards.

  • The Category cannot be changed for imported items.

• Subcategory: A dropdown list of Subcategories that were created for the specific Category.

• Type:

  • A dropdown list with available Stock Types:

    • Raw Materials

    • Components

    • Finished Goods

    • POS

    • Finished Goods & POS

    • Tools

• Resolve

  • A dropdown list with Actions to take when the material item is used:

    • Produce

    • Purchase

    • Reserve

    • Reserve (Auto Issue)

• Tracking

  • A dropdown list of tracking options:

    • None: The item is not tracked.

    • Batch (WO No.):

      • The item is tracked in a batch based on a Work Order Number.

      • The Work Order number is automatically added to Material Movement (Receive Output) from the Work Order.

      • The Work Order number must be added to the tracking field when you issue stock.

    • Serial No.:

      • The item is tracked using its unique Serial Number.

      • Serial Numbers are added to the tracking field when goods are received or issued. 

      • If the setting: Materials & Inventory > Materials Movement Receive (MMR) - Set Quantity from Serial No. is set to Yes, users are prompted to update the Item Quantity to match the number of Serial Numbers.

• Size: Three fields to type in the dimensions in mm (Depth x  Width x Height )

• Weight: Field to type in the weight with a dropdown list next to it, to specify kilogram (kg) or gram (g).

• Accounting: Accounting fields for integrated stock.

  • Sales: The Sales Account that will be credited when the material item is invoiced.

  • Cost of Sales: The Cost of Sales Account that will be debited when the material item is invoiced. 

  • Inventory: The Inventory Account that will be debited when the material item is purchased.

• Estimating

  • Round Up: An optional field to type in the amount that estimated prices must be rounded up to. 

  • Adj (%): An optional field to automatically adjust (e.g. -10% for a discount) estimated prices by the percentage typed in.

  • Add to Description checkbox: A checkbox. If checked includes the material item's description in the quotation description.

  • Adjust checkbox: A checkbox. If checked applies the Adjustment percentage to the quotation / estimation.

  • Customer

    • Field is only shown if Menu (button) > Show Customer is ticked.

    • A dropdown list from which a customer can be selected.

  • Site Address: This field is prefilled with the selected Customer's Site Address.

  • Delivery Address: This field is prefilled with the selected Customer's Delivery Address.

Cylinder (tab)

The Cylinders (tab) will appear when cylinder material items are imported. Most of the fields will be pre-filled. 

The tab is suppressed for all other material items.

• Module

  • A dropdown list to select a module from the two options:

    • 1/8 CP

    • 32DP

• Teeth: A prefilled / editable field to type in the number of Teeth.

• Width: A prefilled / editable field to type in the Width.

• Circumference: A field that will be prefilled with the Circumference in mm.

• Machine: A field that will be prefilled with the Machine (if applicable)

Units (tab)

If materials are linked to a Sheet or Reel Category, the Unit must also be linked to a Default Unit for Sheets or Reels.

• Add Unit (button): Option to create a new Unit.

• ID: The system-generated number allocated to the Unit.

• Unit: The typed-in description of the Unit (e.g. ea or m).

• X: The Number of Units bought together (e.g. 1 or 10).

• Base: The Base Unit (Inventory Unit) which can only be changed by clicking Actions (button) > Change Base Unit.

• Stock Check: A checkbox to enable the unit for Stock Checks.

• Menu (...): Click the X to delete the Unit.

Costs & Prices (tab)

When there are many transactions or prices, a scroll bar will appear.

You cannot scroll through these records unless the Edit (button) on the top row is pressed.

Supplier Prices Section

• Add Supplier (button): Allows users to add another supplier.

• ID: The system-generated supplier number.

• Supplier: Option to select a Supplier from the dropdown list of suppliers.

• Reference: A field to type in a reference.

• Barcode: A field to paste in a barcode.

• Est: A checkbox to indicate if the supplier prices are used for Estimates.

• VAT Type: The default VAT Type for that supplier.

• Price: Whether the price defaults to VAT Exclusive (Exc) or VAT Inclusive (Inc).

• Price (Exc): A field to type in the VAT Exclusive Price if the default is Exc (else leave the field blank it will be calculated automatically).

• Price (Inc): A field to type in the VAT Inclusive Price if the default is Inc (else leave the field blank it will be calculated automatically).

• Local (Exc)

  • Applicable to suppliers who have prices in Foreign Currencies.

  • A field to type in the VAT-exclusive price in Local Currency.

• Local (Inc)

  • Applicable to suppliers who have prices in Foreign Currencies.

  • A field to type in the VAT-inclusive price in Local Currency.

• Currency: The supplier's default currency.

• /Qty: Type in how many Units the price covers (e.g. 1 or 100)

• Unit: Option to select a Unit from the dropdown list created in the Units (tab).

• Adj (%): Field to type in a Percentage that the price must be adjusted by.

• Total: A calculated field indicating the Total Price.

• /Base: The Base Unit (Inventory Unit) which is a non-editable field.

• Discounts: Displays any Discounts. Right-click and select Edit Discounts from the context menu to add discounts.

• Min Qty: A field to type in the Minimum Quantity that can be ordered at a time.

• Lead Days: A field to type in the number of days it takes to receive the order from this supplier.

• Updated by: The field is auto filled with the User who last updated the record.

• Menu (...): Sub-menu to Delete the Supplier Record or to Edit the Discounts.

• Updated: Field is auto-filled with the Date of the last update.

Add Cost/Price

• Update (button): Updates the selected records with the information in the preceding blocks (Batch Update fields - see below).

• Add Cost/Price (button): Adds a new Cost or Selling Price.

• Batch Update

  • Set Sell Price

    • Sets a Sell Price based on a Mark-up (MU) on the Cost Price or a Percentage Gross Profit (GP) to earn.

    • Type in the % in the adjacent block.

  • Round to

    • Select whether the VAT Exclusive (Exc) or VAT Inclusive (Inc) price should be used to round.

    • Type an amount in the adjacent block (e.g. 1).

Fields Explained

• Field Chooser (*): Allows users to add or remove columns.

• ID: The system-generated number for the record.

• Unit: A dropdown list to select a unit from those set on the Units (tab).

• Barcode: Field to paste in a Barcode.

• Set Cost: 

  • Field to select how the cost price is calculated. Options are:

    • Manual: Type in the cost price manually each time it changes.

    • Auto-highest: Will automatically select the highest supplier price as the cost price.

    • Supplier Name: A dropdown list with the suppliers under supplier prices. Select a supplier to always use their price.

• VAT Type: Select the default VAT Type that applies to the transaction from the dropdown list.

• Price: Select whether the price Includes (Inc) or Excludes (Exc) VAT.

• Est: Checkbox that if ticked will include this price in Estimates.

• Cost Adj %: Enter a percentage to adjust the Cost Price with (will add to the % selected under Supplier Prices).

• Cost Price: Cost Price is pre-filled from the Supplier Price (Price = Price + Adj %) or manually entered.

• Sell Price (Exc): Add a MU% to calculate a Sell Price. Alternatively, manually type it in.

• Sell Price (Inc): Automatically calculated from Sell Price (Exc). Alternatively, manually type it in. 

• /Qty: The Quantity of Units the price applies to (e.g. 1).

• Dup: A count that indicates how many duplicate records there are with the same Unit.

• MU %: Auto-calculated field showing the Mark-Up percentage.

• GP %: Auto-calculated field showing the Gross Profit percentage.

• Updated by: Auto filled with the User who updated the record last.

• Updated: Auto filled with the Date of the last update.

• Menu (...): Click the X to delete the record.

Discount Popup Explained

Navigation: Right click a Supplier Price and click Edit Discounts on the popup menu.

• Add Discount: Adds a new discount field.

• ∧ ∨: Use the arrows to navigate through the discounts.

• Save: Saves any changes.

• Close: Closes the discount popup.

• Field: Description

• Qty: A field to type in the quantity to which the discount applies.

• Discount %: A field to type in the Discount percentage received for the quantity typed in.

• Menu (...): Click the X to delete the discount.

Image & Notes (tab)

• Image (.jpg): A field to provide an image of the material item.

  • • Right click the block to add an image. (Select Load from the context menu and navigate to the picture file).

    • If the context menu does not appear, click Edit (button) on the top row.

    • The image can be .jpg or .png.

    • A screenshot can be pasted if required.

    • Images should be below 150 KB to prevent bloating the database.

• Specification: A field for the Specification details of the material item.

  • • Click Edit (button) next to the Specification heading to open a text editor.

    • Copy and paste or type in the specification.

• Instructions: A field for any Instructions.

  • • Click the Edit (button) next to the Instruction heading to open a text editor.

    • Copy and paste or type in the instructions.

Attachments (tab)

• Add Attachment (button): Allows users to add an attachment.

• Field chooser (*): Allows users to add or remove columns.

• Status: The status that was selected when the attachment was uploaded or edited.

• Description: The description typed in when the attachment was uploaded or edited.

• Type: The type that was selected when the attachment was uploaded or edited.

• Expires: The Expiry Date selected when the attachment was uploaded or edited.

• Date: The date on which the attachment was added.

• User: The user who added or edited the attachment.

• Menu (...): Submenu to Edit or Delete the attachment.

Edit Attachment Popup Explained

Buttons Explained

• Open: Opens the attachment.

• Save: Saves the changes.

• Close: Closes the popup.

Fields Explained

• Status: Dropdown list to select a status:

  • Active

  • Pending

  • Expired

• Type: Dropdown list to select a type:

  • Other 

  • Artwork

  • Quotation

  • Agreement

  • Specification

  • Image (.jpg or .png)

  • Finance

  • Contract

  • Notice

• Description: Field for users to type in a description.

• URL/Filename (Click the ... button to browse your local network)

  • Field to paste in an image link from the web, or 

  • File chooser to search your local network for the file.

• Date Issued: Date chooser to select an issued date.

• Expires: Date chooser to select an expiry date.

• Reminder: Date chooser to select a reminder date.

• Updated: Field auto filled with the user, date, and time updated.

Estimates (tab)

Buttons Explained

• Link Estimate: Opens a list of estimates to choose an estimate to link.

• Create and link Estimate: Creates a new estimate and links it to the material.

Fields Explained

• Field chooser (*): Allows columns (fields) to be added or removed.

• Active

  • A checkmark to indicate if the Estimate is Active.

  • Only one linked estimate can be active.

  • New estimates are automatically set to Active.

• Status: The status of the estimate / quotation.

• Quote No.: The transaction number of the estimate / quotation.

• Ver: The version number of the estimate / quotation.

• Date: The date of the estimate / quotation.

• Item No.: The item number allocated to the line item on the estimate / quotation

• Description: The description of the estimate / quotation.

• Unit Cost: The Cost Price per Unit.

• Unit Price: The quoted (Selling Price) per Unit.

• Menu (...)

  • A submenu to:

    • Open Estimate. 

    • Update Material from Estimate: Updates the cost, selling price and description.

    • Update Material from Estimate (Cost Price only): Updates the cost price.

    • Remove Estimate.

Dependencies (tab)

The Dependencies (tab) only displays records. It is not editable.

Dependencies Section

• Quote No.: The linked Quotation Number.

• Description: The description of the finished product for which the raw material is utilised during the production process.

• Category: The material category of the finished product.

• Specification: The specification of the finished product.

• Active: The Status of the finished product (e.g. Active or Inactive).

Costing Section

• Field Chooser (*): Allows users to add or remove columns.

• ID: The system-generated number allocated to the entry.

• Costing: The sequential number allocated to the costing.

• Description: The costing's description

• Code: The material item's code.

• Type: The Type of line item.

• Unit: The Unit measurement.

• Qty: The quantity required to produce the finished product.

• Fixed Qty: The Fixed Quantity required to produce the finished product.

• Unit Qty: The Unit Quantity required to produce the finished product.

Inventory (tab)

• Add Location (button): Adds a Location to the material item to make it an inventory item.

• ID: The system-generated number for the location record.

• Location: Dropdown list from which to choose a location (e.g. Factory, Showroom, Warehouse).

• Bin No.: Field to type in a Bin Number.

• Min Qty

  • A field to type in the minimum quantity of the stock that is optimal to have on hand. 

  • Only items with this field filled in appear on the Replenishment Report.

• Re-order Qty: A field to type in at what quantity of the inventory item, more should be ordered. 

• Lead Days: The number of days it takes for ordered stock to arrive.

• In Stock: The amount in stock. The field is prefilled with the quantity of stock on hand.

• On Order: The amount that was ordered. The field is prefilled with the amounts outstanding on purchase or work orders.

• Reserved: The amount of inventory that is reserved for a Sale Order. The field is prefilled.

• Available: A calculation field that deducts the reserved amount from the quantity in stock.

• Unit Price: A field to type in the Stock Price initially. Once Inventory functionality is used, this price will automatically update based on the inventory settings selected.

• Menu (...): Click the X to delete the record.

Price History (tab) 

This tab is an audit trail of changes made to the price of the material item.

• Delete (button): Option to delete all the selected records.

• Field Chooser (*): Allow users to add or remove columns.

• ID: The system-generated number for the record.

• StockID: The system-generated number allocated to the material item.

• Date: The date on which the change was made.

• User: The user who made the change.

• Detail: A description of the change.

• Trans No.: If the price change was triggered by a transaction, the transaction number is filled in.

• Trans Price: If the price change was triggered a transaction, the transaction price is filled in.

• Unit: The unit of the price.

• Old Price: The price before the change.

• New Price: The price after the change.

• Variance: The difference between the old and new prices.

• Var (%): The percentage difference between the old and new prices.

• MatCostID: Primary key of the supplier price.

• MatPriceID: Primary key of the sell price.