Frequently Asked Question
Overview
The option to automatically add parts to inventory from either the Invoicing screen, Rush Receiving or when customers return Product, has been enhanced so that non-stocked parts not found in the Price Book can also be added by the simple addition of selecting a category code and inputting the cost price.
Setup Process
Billing Parameter Maintenance Setup
Menu path System Utilities > Sales Desk > Parameter File Reset.
Screen 2
The Default Reorder Allowed setting for newly added parts from rush receiving and invoicing is controlled by the Default Reorder Allowed setting shown in field 38.
Screen 4
The setting for “Invoice Qty (F11) Key Use” must be set to “I” in field 46
Sales Clerk
In the Sales Clerk maintenance, the clerk MUST be set to “Y” for Add Part #’s to Inventory.
Invoicing
When adding a non-stock part from the price book the invoicing program will beep to alert the user that the part number entered is either incorrect or not in the inventory database. To proceed press the F11 key to enter a Category code for the product you are trying to add and the cursor will move back to the part number field.
Please Note: If you have entered a non-stocked number and it automatically displays the number without beeping it will be that the number you are trying to enter has a duplicate in another category. In order to add the one you intended reject from the line and then press the Enter again to get you back to the part number field. Before entering your part number press the F11 key and enter the category you intend to add it under. The cursor will move back to the part number field at which point you can input the number and it will proceed as normal when adding a new part.
Pressing ENTER again will move to the description. One way to determine if it was or was not found in the price book is that the description will match that of the Category if it was not. Either way press ENTER again unless you wish to change the description at which point the two methods of adding a part change significantly:
Found in Price Book: From the Description field pressing ENTER will move the cursor to the Quantity field, which, once you input the qty and press ENTER the message that the part is being added will pop up until completed, normally one or two seconds.
The cursor will stop in the Levy price field in case any changes are required for this invoice otherwise F1 will complete the line. The fact that the price levels all display indicates that the Category had a blank discount multiplier set up, which is the default when adding a new part.
Note that when the line is displayed in the body of the invoice the P has been removed as the part is now stocked.
Not Found in Price Book: In this case the description will match the category description, which can be changed or left as is and then the ENTER key will move the cursor to the quantity field, just like adding from the Price Book. After inputting the qty however things operate quite differently as the cursor will move to the cost field. After entering the cost and pressing ENTER the various price levels will be automatically calculated based on the pricing parameters of the category entered.
After the cost is entered the cursor will move to the Levy field at which point the core cost could be input or pressing the F1 key will complete the line, just as if the part was found in the price book.
After the part number is added to inventory the invoice line type will also change from “P” to a Space.
The new part will be treated the same as any other stocked part after it has been added. The next two screen shots show the Product Master Records created by the two part numbers added through invoicing:
The other transaction types that can be selected in the invoicing routine, such as Orders, Zslips, Packing Slips, Stock Transfers and Quotations will also follow the Auto Add rules.
Currency of Vendor Consideration
When entering a non stocked part number through the invoicing screen the default is to show all costs in Canadian funds. The system however does recognise a non Canadian vendor from the Category selected from the Price book or by the users selection of the Category by manual entry in the case of an item not in the Price Book.
Item being added that exists in the Price Book:
Once the part number is added and the prices are displayed these are the Canadian prices based on the US cost, which is currently calculated at 1.5 times the US cost. If the Canadian cost is correct simply presss the ENTER key. If incorrect for whatever reason you may key a new price in US funds which will automatically recalculate the cost in Canadian currency and recalculate all price levels based upon the new cost entered.
Item being added that do not exist in the Price Book:
When the cursor is positioned in the Price Level 6 field simply enter the US cost and all prices will be recalculated in Canadian costs.
Product Return of Non Stocked product
For product being returned that was non stocked when sold and is still non stocked but in the Price Book the item will be automatically added at the cost found in the Price Book.
For product not in the Price Book the part number will be added to the category/part # originally sold under and costed at the value carried on the original invoice record.
Web Orders
Are not affected as non-stocked product is not sold via the web portal.
Rush Receiving
The Rush Receiving routine will act the same as Invoicing in regards to the auto add of non stocked items, both for those found in the price book and for those that are not. Seen on the screen shot below the part entered is indicated to be non-stocked but the fact that pricing is displayed means the number is contained in the Price Book.
After inputting the quantity received and confirming the cost shown is correct pressing the F1 accept key will add this part to inventory.
This page will display briefly until the cursor returns to allow the addition of another entry if required. To show that the part was added simply press the ENTER key and this time the part will not show as Non-Stocked. Press F2 to return to enter the next line.
The entry of a non-stocked part not found in the Price Book will work basically the same way other than for the fact that the cost price(s) will need to be entered manually, as shown below
The fact that no prices are shown indicates the part is not in the Price Book.
Pressing F1 or accept will add the new part into stock the same as the Price Book item.
The Non Price Book non-stocked item is added exactly as the previous example with the jobber price also calculated by the price multipliers tied to the category.
The resultant Journal will look as follows:
The result, both parts added but from different sources.