In order to create a new Stock Item on PlusCentral please follow the below steps:
1. Stock Item Details
Create a new Stock Item by clicking on the "Add" button and completing the following fields:
Code: Type in the stock item code of your choice between 1 - 10 characters. The system also has a setting where the category code can be prefixed to the item code. Please see System configuration for settings.
Description: Type in the description of the stock item between 1 - 25 characters.
Bar Code: This is an optional field where the bar code will be assigned automatically by clicking on the "New Bar Code" button.
Supplier Code: This is an optional field, when the stock item is bought from a specific supplier only, then the user can enter the supplier Master code in this field.
GL Number: This is an optional field, the user can add the General Ledger number for the stock item.
Tax Code 1: Select the tax code from the lookup list by clicking on the lookup button.
Tax Code 2: This is an optional field, this should only be completed when the system is installed in a foreign country that might have two different tax systems. Select the 2nd tax code from the lookup list by clicking on the lookup button.
Do not put the tax code in twice as VAT will then be extracted twice.
Group: Select the group from the lookup list by clicking on the lookup button. These group codes can also be seen as revenue departments and examples are food, beverage and curios.
Category: Select the category for the stock item from the list by clicking on the lookup button, the category will assist the user when searching for stock items, the filter of reports and the print of stock take sheets. Category examples are Beers, Soft Drinks, Dry Goods and Dairy.
Sub Category: This is an optional field used to further define stock items categories, click on the lookup button and select from the list. For example if the Category code is Beers the Sub Category can be Local Beers.
Sub Units: The sub units will depend on the unit text, this is usually set as 1 and the amount of Tots in a bottle of spirits is configured under internal and external quantity settings. Example for beer, wine and soft drink cans are usually set = 1.
Latest Cost Price: Enter the cost price for the sub unit sold i.e. 1 Tot of spirits, and remember the cost price amount entered is exclusive of VAT.
Selling Price: Enter the selling price for the sub unit sold i.e. 1 Tot of spirits, and remember the selling price amount entered is inclusive of VAT. If no selling price is defined the user will be required to type in the selling price when the item is sold on the Point of Sale.
Alternative Selling Price: When the same item is sold at different Outlets with different prices, the Outlet can be set to "Use Alternative Item Price". The user will then enter an alternative selling price in this field (inclusive of VAT). Once activated the Outlet will revert to the alternative selling price for ALL the stock items in the system.
Staff Price: This is the selling price that will be used if a Point of Sale Table is defined as a staff table using the "Enable Staff Pricing" option from the POS Control menu.
Non-Stock: This tick should be activated for items that are not actually stock items but a stock count still has to be completed. These items can be excluded when printing the Movement and Value Reports. The value of these items will not be included in the Store summary.
Stop Selling: When this tick is activated POS users will not be able to sell the item from their menu. The on-screen button will be disabled and a picture of a lock will display on the button.
Stop Ordering: When activated no orders for this item can be placed at the Supplier.
Require Authorisation: When activated only a supervisor will be able to post the stock item.
Unit Text: This refers to how the item will be sold, i.e. Tots, Each, Bottle, Kg, Lt etc. Please enter the description in this field.
Quantity Text: This refers to the quantity the item will be received in from the Supplier, i.e. Each, Bottle, Case, Kg, Lt etc. Please enter the description in this field.
Internal Quantity Multiplier: Enter the amount the stock item will be transferred or issued in at the property, i.e spirits by bottle= 30, beers by case= 24, wines by case = 6/12. The internal and external quantity multipliers are usually the same.
External Quantity Multiplier: Enter the amount the stock item will be received in, i.e spirits by bottle= 30, beers by case= 24, wines by case= 6/12.
POS Button Picture: After the stock item is saved in the system you can add a picture from anywhere on the PC or network by clicking on the "Load Image" button. To remove the picture from the stock item the user should select the "Clear Image" button.
Suppress Text on button: When ticked the written description will be removed from the POS button should this stock item be sold on the POS menu, this has to be activated when a POS button picture is selected.
Button Colour: Should this item appear on the POS menu, a POS button colour can be added by clicking on the lookup button and making the selection from the list of colours.
Pop-up: Should this item appear on the POS menu a pop-up created in the system can be linked to this item by clicking on the lookup button and selecting the pop-up from the list. Please see How to create Pop-ups for further information.
Requisition Printer: This is a printer in the sales outlet that receives the orders, select the requisition printer by selecting the number from the lookup button. All the requisition printers will be numbered under the Workstation Menu.
If no Requisition Printer is defined then the item will be printed using the default printer defined on the Category code.
POS Lookup Number: Every Sales Outlet has a "POS Lookup Number". Items with the corresponding lookup number will be displayed when doing an item lookup. This is to ensure that only the relevant outlet's items and not all items are displayed on the item lookup. Select the POS lookup number from the lookup button.
When the above mentioned fields are completed, click on the "Save" button to save the changes made.
2. Store Levels
The second step is to click on the "Store Levels" tab and add the item to the stores where it will reside in.
This is done by clicking on the "Add Item to Store" button, a screen will appear prompting the user to tick the store boxes that appear and click on the "Save" button when done.
If an item has not been added to a store, it will not be on the item lookup screen during stock operations such as creating a stock take sheet.
2.1 How to delete a Stock Item from a Store
To delete a stock item from a store it's important to note that there should have been no movement for the product in that store and the opening stock for the stock items should be zero. Click on the store link once (highlighted in blue) and click the "Delete Item from Store" button.
2.2 Add All Items to the Store
The user will usually only click the "Add All Items to Store" button when linking all items listed on the left of the screen with the store/s selected, this is done when the system is configured at installation.
Please note this action required Supervisor Authorisation.
Next select the store from the "Add Item to Store" window and select the "Save" button when done. Caution should be taken when using the applications as stock items can be duplicated in stores and on stock sheets.
2.3 Edit Item Price
The "Edit Item Price" button is used by management and when selected the system will prompt for a supervisor/manager code and password, click on the "OK" button to proceed.
In the item price menu the user will have the ability to change the last and average cost price, the last and average selling price for the stock item and set the Re-order level (par level) for the stock item selected.
Once the item has been created its Last and Average cost prices should not be manually changed as it is normally updated as part of normal stock operations. An example of this is when Deliveries are captured the cost prices are automatically updated.
3. Outlet to Store Association
The third step in the process to create a new stock item is to click on the "Outlet to Store Association" tab, click on the "Add Outlet to Store Association" button to link an outlet/s to a particular store.
Items that need the association is beverage items or items sold in a shop that need to be reduced before doing stock takes. Food items are usually not reduced using this functionality as we work on consumption to manage food stock levels.
Select the outlet where the stock item will be sold in and the store where the stock item will reduce from, from the lookup list situated next to these fields, click on the "Save" button when completed.
The link will now be displayed on the page.
There is an alternative way for the system to do the Outlet to Store Association link, this can be done under the Category code menu, this will work if a stock item is sold from ONE outlet only, and the reduction store is the same for all stock items listed under this category.
If the Outlet to Store Association is done by category code the result will display the store code under the "Outlet to Store Association" tab in the stock item menu.
3.1 Add All Association
When the user clicks on the "Add All Association" button the system will link all items listed on the left of the screen with the Outlet selected, this button is usually only used when the system is configured during the installation period.
Please note this action required Supervisor Authorisation.
The "Add All Association" window will appear select the outlet and the store all the items listed need to reduce from, and click on the "Save" button.
A confirmation window will appear prompting the user to select "Yes" to complete the task. This serves as the user's last warning before the changes will be made in the system.
3.2 Delete Association
To delete an "Outlet to Store Association" link, click on the link once (highlighted in blue) and click on the "Delete Association" button.
A confirmation window will appear prompting the user to select "Yes" to continue. Should this be selected the association will be deleted.