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Overview
Overview
In BOS Enterprise, inventory is managed by creating items. Items can be created for parts, finished goods, services, or outsourced supplies. Physical items that are kept in stock are marked as Inventory Items. Organisations should create items for every product they buy, manufacture or supply. For example, a motor-vehicle manufacturer may have an item for the base car, items for all the optional extras, and items for all the spares.
These tutorials explain how to create an item.
Navigation Example: Main Menu > Items > Items > New (button)
Table of Contents
Table of Contents
How to Create an Item from Scratch
How to Create an Item from Scratch
ℹ️ The Price History (tab) is an audit trail of all the changes made to the item's prices. The tab is automatically created and filled in. See bottom of this page.
Navigate to Items.
Click New (button).
Click Edit (button) on the top row.
- How to Complete the Header Information
Select a Status from the dropdown list. The options are Active, Review, or Inactive. Both Active and Review statuses allow the item to be used.
Type in a Description, Reference (optional) and Code (optional).
Select a Category from the dropdown list of categories.
Select a Subcategory (optional) from the dropdown list of subcategories.
Select a Make from the dropdown list of makes (if applicable).
Select a Model from the dropdown list of models (if applicable).
Select a Type from the dropdown list of types.
Select an Inventory option from the dropdown list. The options are:
None: The item is not an inventory item. You cannot select this option if locations have been added to the Inventory tab.
Fixed Locations: The item is stored in specific locations. The locations must be specified on the Inventory tab.
All Locations: The items can be stored at all the locations.
Select a Tracking option from the dropdown list of tracking options. The options are:
N/A: The item is not tracked.
Batches: The item is tracked in batches.
Serial No.: The item is tracked by its serial number.
Yield: The item is tracked by its yield.
Select a Resolve option from the dropdown list of resolve options. The options are:
N/A: Select not applicable if the item is a service or a non-inventory item.
Purchase: Select Purchase if the item is purchased or outsourced.
Produce: Select Produce if the item is manufactured or assembled.
- How to Complete Image & Specs (tab)
Click Edit (button) next to Note to open a text editor and type in any notes > Click Save (button) > Click Close (button) on the pop-up.
Click Edit (button) next to Specification to open a text editor > Type in the specification details > Click Save (button) > Click Close (button) on the pop-up.
Right-click in the section below Image and select Load from the context menu. The image must be located on the server. Alternatively, use a Snipping Tool to copy and paste an image. Images should be below 150 KB each to avoid database bloat.
Note: If you right-click and no context menu appears, click Edit (button) on the top row of buttons.
- How to Complete Units (tab)
⚠️ The default unit is auto-created and cannot be deleted. You can only overtype it to change it to a different unit.
By default, an each (ea) unit is created as a Base Unit (Inventory Unit). To use a different default unit:
Overtype ea in the Unit column with the new unit.
Stock Check = Select one of the Stock Check options from this list:
Blank: This unit is not counted.
Count: This unit is counted.
Count (Est Qty): This unit is counted, and the quantity is used to estimate the amount that should be in stock. At least one of the units must have this option selected if stock checks are done. Only one unit may have this option selected.
Click Save (button) on the top row, and the default unit will be changed.
To add more Units:
Click Add Unit (button).
Unit = Type a unit description.
X = Type in the number of items that are part of a unit (e.g. If the Default Unit is kg, X = 1. If there is another Unit such as g, then X = 1000).
Select a Stock Check option (as explained above).
To choose a different Default Unit (Base Unit / Inventory Unit):
Click Save (button) on the top row if the unit has just been added.
Click the arrow next to Unit on the header.
Select a Unit from the dropdown list of units that must be the base unit.
Click Save (button) on the top row.
- How to Complete Costing & Pricing (tab)
ℹ️ Supplier Prices are the prices charged by suppliers for goods or services that are purchased. Cost Prices are what the goods cost the organisation to purchase or produce. Cost Prices can be based on supplier prices, costings, or estimates. Sell Prices are the prices that customers are charged. They can be manually entered or automatically calculated by adding a markup to a cost price.
Supplier Prices:
Click the arrow on Add Supplier (button) to add all the Suppliers in a particular Group that have not yet been added.
Click Add Supplier (button) to add a Supplier and enter the fields as follows:
Status = Set the price to Active to use the price. (Set an old price to Inactive to stop using it.)
Supplier = Select a Supplier from the dropdown list.
RoE Override = Check the checkbox to allow users to override the Rate of Exchange if the price is in a foreign currency.
VAT Type = Select the applicable VAT Type.
VAT Inclusive or Exclusive = Select whether the price excludes (Exc) or includes (Inc) VAT.
Unit Price = Type a Unit Price.
Unit Quantity = Select the quantity that makes up one unit.
Unit = Select the applicable Unit that the price is in.
Currency = Select the Currency that the price is in.
Adj (%) = Type an amount (e.g. 10 for 10%) by which the price must be adjusted. The adjustment can be positive to increase the price (e.g. to account for delivery charges), or negative to record a discount or override commission.
Total Unit (unit): The field is automatically calculated. Click Save (button) to recalculate it.
Supplier prices that have not yet been used can be deleted by clicking the X in the last column.
Costing:
If there is a Costing tab, this section displays the costing information and cannot be edited.
To create an additional estimate click Add Costing (EST) (button).
Right-click the newly added line and select Create Estimate from the context menu.
An Estimate form is opened for the estimate to be created.
Once created the newly added line is updated to reflect the estimate's pricing.
Pricing
Other ways of adding prices:
- Click the arrow on Add Cost/Sell Price (button) > Add All Units to add a line for every Unit.
- Right-click any price and select Copy Price from the context menu.
Click Add Cost/Sell Price (button): A new row is opened for you to complete the details as follows:
Status = Set the price to Active to use it. (Set an old price to Inactive to stop using it.)
Est = Check the checkbox to use the price for Estimates.
Unit = Select a Unit from the dropdown list. There can only be one price per unit and per currency.
Currency = Select a Currency from the dropdown list.
Cost Price = Select a Cost Price calculation. The options are:
Manual = The price must be manually entered and updated.
Highest Costing = The price is based on the highest cost price from all the prices (Supplier and Costing prices).
Lowest Costing = The price is based on the lowest cost price from all the prices (Supplier and Costing prices).
Supplier = Every supplier that is entered under Supplier Prices is available to select that supplier's price as the cost price.
Costing = The costing's price is used.
Cost Adj% = Type a number (e.g. 10 for 10%). The number can be positive (increased the price to account for landing or other costs, or negative to reflect an override commission). This adjustment is on top of any adjustment that may have been added to a Supplier Price or Costing.
Unit Cost = Click Save (button) to automatically calculate the Unit Cost unless Manual was selected. In that case, enter the Unit Cost.
Quantity per Unit (/) = Enter the number of units that are included in the cost price (e.g. 1).
Sell Price = Select a Sell Price calculation. The options are:
Manual: The price must be manually entered and updated.
Highest Costing: The price is based on the highest cost price from all the prices (Supplier and Costing prices).
Lowest Costing: The price is based on the lowest cost price from all the prices (Supplier and Costing prices).
Supplier: Every supplier that is entered under Supplier Prices is available to select that supplier's price as the sell price.
Costing: The costing's price is used.
VAT Type = Select a default VAT Type for the price.
VAT = Select whether the price excludes (Exc) or includes (Inc) VAT.
Sell Adj % = Enter a number for the markup (e.g. 30 for 30%)
Note: Although the system allows you to enter a negative markup, it will result in your sales price being less than your cost price.
Round = Type in an amount (integers only) in the Round column to round the Selling Price up (e.g. 5 will round 608 to 610).
Unit Sell = If Manual was chosen as a Sell Price, type the Unit Selling price. Else click Save (button) to calculate the price.
GM%: This field is automatically calculated. If any of the values are changed click Save (button) to update the calculation. The gross margin (GM) is the percentage of the sales price you earn as a profit. It is displayed in red if your sell price is less than your cost price.
- How to Complete Inventory (tab)
Click Add Inventory Location (button) and select an option from the dropdown list. The dropdown list contains an option to add All Locations and lists all the inventory locations to select individual locations.
Note: If the button is greyed out select an Inventory option in the header other than None and click Save (button).
Edit the fields as needed:
Status = Choose Active if the goods are currently stored at that location. Choose Inactive if goods are no longer stored at that location.
Bin No. = Type a Bin Number or select one from the dropdown list if there is one.
Min Qty = Type in the Minimum Quantity that you want to keep in stock. This field is required to use the Replenishment Report.
Unit Cost = Enter the inventory cost for the item.
Auto update checkbox = Check the checkbox if the Unit Cost must be automatically updated from transactions.
Note: The fields not included in this explanation are automatically updated as transactions are entered.
- How to Complete Estimating (tab)
ℹ️ This tab is to provide information that is used for Estimating. It does not contain the estimate itself.
Category filter = Allows you to create rules of when to include the item in estimating based on which categories are selected.
Status = Select a status for the item to be used in estimates from the dropdown list.
Qty = Type the quantity of the item that is needed and select a type in the adjacent field:
Fixed: The quantity is fixed.
x: The quantity is multiplied by the estimate quantity.
x Size: The quantity depends on the size of the product being made.
/: The quantity that is included in a unit.
x Hr/s: The quantity that is produced in one hour.
Adj % = Type an adjustment which can be positive to increase the price, or negative to discount the price.
Note: This adjustment only applies to General Estimates that use Cost Prices. It does not affect Estimate Types or estimates based on Sell Prices; the latter is set on the Customer records.
Waste % = Type a number (e.g. 10 for 10%) for wastage (e.g. to account for off-cuts).
Round Up = Type in an integer to round the estimate to that price.
Size (mm) = Type in the dimensions in the fields provided as follows Depth x Width x Height.
Weight = Type in the weight and select the weight measurement from the dropdown list next to it.
Description = Select if the item's description must be included in the estimate header from the dropdown list. Options are:
N/A: The Description is not included in the estimate.
Description: The Description is included in the estimate description.
1 x Description: The Quantity and Description are included in the estimate description.
Caption = Type a caption for the item when used in estimates.
- How to Complete Event (tab)
ℹ️ This tab is only applicable to certain industries such as hospitality.
Event Type = Select an option from the dropdown list:
N/A: Events are not used, and the other fields are unavailable.
Hours: The duration of the event is measured in hours.
Days: The duration of the event is measured in working days.
24 Hrs: The duration of the event is measured in 24-hour days.
Resource Group: Select a Resource Group from the dropdown list. The options are:
Users: Will provide a dropdown list of users for selection.
Machinery: Will provide a dropdown list of machines for selection (Cost Centres).
Resource = Select a Resource from the dropdown list.
From = Select the Start Day and Time of the event.
To = Select the End Day and Time of the event.
Duration: Click Save (button) to automatically calculate the duration based on the Start and End Times or type in the duration.
- How to Complete Accounting (tab)
ℹ️ This tab is only used if you require items to be allocated to specific general ledger accounts (including Sales, Cost of Sales, and Inventory). These settings will override Transaction settings. Accounts can be selected for every Accounting Category.
Click Add Accounting (button) and complete the details as follows:
Category = Select an Accounting Category from the dropdown list.
Account = Select an Account from the dropdown list of accounts that are in the selected Category.
- How to Complete Costing (tab):
ℹ️ The costing tab allows users to add the services, assemblies, and materials that are needed to manufacture this item.
Add an item on the top row by using one of these functions:
Popup (button): Opens a list of items for selection.
All: Provides a list of item types (or All) to filter the item selection.
Search: Limits the items on the popup to the search term.
Item list: Click the arrow to display a list of items for the selected category or search term.
1 (Qty): Change the quantity of the item to add.
Click Add (button).
Complete the details on the inserted row as follows:
Type = Select MAT for material or ASM for assembly from the dropdown list.
Desc = Select one of these options:
Blank line: The item is not included in the estimate description.
D: The item's description is included in the estimate description.
1xD: The item's description and quantity is included in the estimate description.
Variable = Select one of these options:
Mandatory: The item must be included.
Optional [ ]: The item is optional and can be checked.
Optional [X]: The item is optional and is automatically checked. It can be unchecked.
Caption = Type a caption for the item.
Description: Automatically completed. Displays the item's description.
Qty = Type the quantity of the item that must be completed.
Qty Type = Select the quantity type from these options:
Fixed: The quantity is fixed.
x: The quantity is multiplied by the estimate quantity.
x Size: The quantity depends on the size of the product being made.
/: The is a per unit quantity.
Repeat Steps 1 and 2 to add more items.
To add an Option:
Follow the procedure as outlined in Step 1.
Select an item on the list of added items.
Click Add Option (button).
The item is added to the Options list.
Additional functions are available from Actions (button):
Batch Update: Allows any of the fields to be updated for all the selected items.
Update Desc and Caption from linked Items: Updates the Description and Captions with changes made to the linked items.
Copy Costing from...: Provides a dropdown list of items with costings to select a costing to copy.
Use Costing from another item: Creates a link to a costing that is linked to a different item. Provides a dropdown list of items to select one.
Open Expanded in Costing Module: Opens the costing in the costing module with tabs for Input, Costs, Pricing, and Updates.
Delete: Deletes the costing if it is not linked to anything.
Show Notes: Toggles displaying notes. If checked, notes are displayed. The notes are displayed are those entered on the Image & Specs tab.
Select a Status for the costing from the dropdown list (top right above the line items). The options are Draft (default), Ready, or Review.
- How to Complete Dependencies (tab)
ℹ️ Dependencies are part of assemblies and used when several items are needed to create a unit. For example, if you bake a cake, you will first need all the ingredients before you can use the mixer. The mixer therefore depends on the ingredients being in stock and available. Further down the line, the icing station will depend on the cake being baked and cooled.
See Costings for more information.
Click Actions (button) and select one of the options:
Set Costing Status to Draft: Changes the Costing Status back to Draft so it can be edited.
Remove from Assemblies: Removes the Item if it was previously added.
Add to Assemblies: Adds the Item to an Assembly (select an Assembly from the list).
Add to Assemblies (Option): Adds the Item as an option to an Assembly.
Add to Assemblies (Replace Item): Will replace the Item selected as part of an Assembly.
- How to Complete Attachments (tab)
Click Add Attachment (button).
On the popup:
Type in a Description.
Select a Type from the dropdown list.
Type in a web URL to obtain the resource, or
Click Menu (...) to browse your server and select a file to upload (optional).
Click Save (button).
Click Close (button) after all the attachments are uploaded.
- How to Complete Assets (tab)
ℹ️ This tab only appears if a Class and Category are setup for Assets.
Although the form now provides for depreciation, the functionality to automatically calculate and enter depreciation, is still pending.
Asset Type = Select an Asset Type from the dropdown list (e.g. Machine, Equipment, Vehicles).
Location = Select a Location from the dropdown list of locations. These locations are the departments that are created under the Organigram.
Serial No. = Type a serial or identification number for the asset.
Reg No. = Type a registration or additional identification number for the asset.
Sizes & Weight:
Size = Type in the Dimensions in mm in the blocks provided for size. These dimensions do not appear in the reports, only on this tab.
Weight = Type a Weight in kg.
Dates:
Select a Manufactured Date using the calendar.
Select a Purchased Date using the calendar.
Meter Data:
Enabled = Check the checkbox to enable Meter Data (e.g. click the box if you charge a vehicle for the mileage used, or a photocopier machine for the number of copies made).
Unit = Select a Unit for the meter data from the dropdown list of units
View Meter Data: Navigates to a screen where you can input and view meter data for the asset.
Depreciation:
Select a Type from the dropdown list. The options are:
Straight Line: Depreciation is calculated on the cost price and recorded in equal instalments over the life of the asset.
Reducing Balance: The asset is gradually depreciated based on its Net Book Value (Cost less Accumulated Depreciation). The depreciation expense reduces every year.
Periods: Type in the number of months or years over which the asset must be depreciated in the first block. Select Months or Years in the second block.
Select a Purchase Date using the calendar.
Type the Purchase Value in the block provided.
If VAT was claimed, the Purchase Value excludes VAT.
If VAT was not claimed, the Purchase Value includes VAT.
Select a Start Date for the depreciation calculation using the calendar.
Type in a Start Value in the block provided.
Note: The Start Value is the Purchase Value unless you are switching accounting packages, and assets have already been depreciated. In this case, the Start Value will be the asset's Net Book Value on the date that the asset is entered.
Accounts:
Select an Asset account from the dropdown list of accounts where the purchase value of the asset will be recorded (e.g. Motor Vehicles NBV > Motor Vehicles @ Cost).
Select a Depreciation (Asset) account from the dropdown list of accounts where the Accumulated Depreciation of the asset will be recorded. (e.g. Motor Vehicles NBV > Motor Vehicles Acc. Depr.).
Select a Depreciation (Expense) account from the dropdown list of accounts where the depreciation cost of the asset will be recorded. (e.g. Depreciation Expense).
How to View an Item's Price History
How to View an Item's Price History
Open an Item.
Click Price History (tab).
Note: If the tab is not there, click Menu (button) > Set Tabs > Price History.
Select a radio button on the top row to filter to that specific price. The options are:
Cost Price: As per Costing & Pricing (tab).
Sell Price: As per Costing & Pricing (tab).
Costing: As per Costing & Pricing (tab).
Supplier Price: As per Costing & Pricing (tab).
Service Price: As per Costing & Pricing (tab).
Stock Price: As per Inventory (tab) or transactions.
A list of entries or transactions are displayed and includes the user who changed the price, the date and time of the change, and the transaction type and number if the price was changed from to a transaction. that have affected the price of the item.
Additional functions:
Right-click any entry where the Trans column is filled in and select Open Transaction from the context menu to view the original transaction.
Select the entries you want to delete and click Delete (button). Confirm the deletion on the popup. (This feature is useful if a mistake was made on a transaction and you do not want that mistake to affect your prices.)
Related Topics
Related Topics
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