Probably the most frequent action you will take within Stock Management is to use the Stock file maintenance option either to add new part numbers or to amend existing ones.
Those who have had their existing stock file converted from a previous computer system may wish to add further information to those records where additional fields are now available to them.
This topic discusses the preparation needed at the set-up stage, including the importance of franchises and product groups, the creation and maintenance of stock records, and the usefulness of setting up a default stock record. You will see that certain fields on the stock record are compulsory and will not allow you to continue unless data is entered, and that certain fields on the stock record are validated against information set up elsewhere in the system.
The data held in a part record is organised into the following tabs:
Note: Visibility to the stock file maintenance tabs is determined based upon user access priorities, which are controled within Stock management > System parameters > Other Tab > Edit stock.
To access a stock record:
From the Rev.8 Master Menu, select the Stock management option and Company you require.
The STOCK MANAGEMENT menu is displayed.
Select the Stock file maintenance option.
The Stock File form is displayed.
Enter the Part number, if known, or click the Ellipsis button ![[...]](Ellipsis.gif){kind=small}
to search for a part.
If the stock file is being transferred from a previous computer system, it is necessary to compare the information held against the old file with the stock card on the Rev.8 Autoline system.
It is important to decide, together with support personnel, which fields from the old record are to be copied to the new stock record and where that information is to reside.
Note: Before you begin using the Stock Management system, franchise codes and product groups must be set up in the SM MISCELLANEOUS OPTIONS menu.
You should define your various analysis codes and reorder categories. Correctly and thoroughly prepared, they will provide you with both valuable sales and ordering information.
Know in advance what you want to enter and why. Your consultant will be glad to help, but only you can decide with certainty exactly what your business needs are.
All parts held on file are prefixed with a franchise code. Therefore the franchise code must be entered first, followed by the part number.
Tip: Click the Part number field Ellipsis button to search for part numbers on file.
The structure of the part number always follows a given format. This format is defined by support personnel or your consultant.
Throughout the system, there are references to both packed and unpacked part numbers. This is because the part is recognised in two different formats by the various programs. Packed part numbers are used by the system to sequence the stock file in the same way the manufacturer stores the part on file. It is used by the price update programs to enable the update to find a match with the manufacturer's number. An unpacked part number is the format in which it is input, displayed or printed. For example R21A 2658 (Rover), R00 00 567 890 (Renault) or even V0091126372 (Vauxhall).
It may be possible to key the part number onto the Autoline system without spaces, leading zeros, dots or dashes, and for system to display the part in the correct format incorporating all of those features.
Non-franchise parts generally have no format at all, and therefore the part number is stored on file just as it is keyed in.
Stock file maintenance is designed to allow you to change incorrect information on a part number or to create a new part number. Standard functionality exists that allows you to create, amend and delete stock records. However certain rules exist within the stock file that you need to be aware of.
When you click the Create button, the system requires that you enter a part number. The part number must be prefixed with a franchise code recognised by the system.
When a part number is entered, the system checks to see if the number already exists. If a manufacturer's price file is on-line to the system, the part is looked-up in that file, and any available data such as description, price, discount code, etc, is filled in to the appropriate field automatically.
Note: It is necessary to set up a default stock record which will automatically complete certain fields of information as soon as the Create button is clicked. This saves keying time, but only certain fields are suitable for automatic completion, such as VAT code, and so on.
Default values for new stock cards can also be held at a franchise level in the franchise file. The following fields can be defaulted in this way:
Having entered a part number, you are taken to the Description tab of the stock record.
Remember that some of the fields may have been completed by the system as soon as the part number was created, from the pre-set fields on the default stock record. If a manufacturer's master price file is in use, some fields will be drawn from the price file in preference to the Default record.
The Amend button allows you to alter detail already entered against an existing stock record. The tabs displayed are the same as those in Create mode. Certain fields may not be amended. These are highlighted when amending details on a tab. You may only tab through these fields because they are automatically updated by the system.
When you click the Delete button, the system checks:
that the stock quantity, outstanding orders and outstanding backorders are at zero. If this is not the case, the part may not be deleted.
that the Audit number and the Audit at period end values on the Audit tab of the stock record are equal. If this is not the case, the part cannot be deleted.
that the part is not an assembly or kit part number from the Kit or assembly field on the Description tab of the stock record. If this is the case, delete the part from the kit via the Add/modify assemblies option before deleting the part number.
The Stock File form is displayed when you select the Stock file maintenance option from the STOCK MANAGEMENT menu. From this form you can create and maintain stock records.
Part number: The unpacked part number. Enter the part number if known, or click the Ellipsis button
Packed: Packed part numbers are used by the system to sequence the stock file in the same way the manufacturer stores the part on file. It is used by the price update programs to enable the update to find a match with the manufacturer's number.
Description: The current description of the part from the Description tab of the stock record.
The Description tab holds general information about the part. For details of all fields on the Description tab, refer to the topic on Displaying a Stock Record.
Note: Certain fields on this tab are mandatory while others are advisable; these are listed below. Also, some fields cannot be edited because they are automatically updated by the system. These are highlighted when you are in Amend mode.
Product group: Click the Ellipsis button
Unit of stock: Click the Ellipsis button
Purchase factor: This is a numeric field. (Mandatory)
Economic buy qty: This is a numeric field. (Mandatory)
Prevent price-update: Set this field to a Y or an N this will determine if the part will have it's price updated or not when price updates are performed. (Mandatory)
Stock balance item: Set this field to Y, N, B or S. (Advisable)
Non-stock item: To select this option, tick the check box. (Advisable)
Kit or assembly: Tick this check box if part is to be a kit part. (Advisable)
Franchise equivalent: Tick the check box if this part number is stocked under an alternative franchise. (Advisable)
Analysis code: Enter a letter between A-Z. (Mandatory)
Re-order category: This is a split field. Enter a re-order category code between A-Z in the first field. Click the Ellipsis button
VAT code: Enter a valid VAT code such as S or O. Click the Ellipsis button
Core part: This is a split field. The first field is used by some manufacturers to identify core parts, and may be useful for reporting purposes. This field is normally set to C to indicate that the part is a core part. X indicates that the part used to be a core part. If the field is left empty, this indicates that the part has never been a core part. The second field shows the retention date for core parts, if any.
Recommended qty: If this is a core part, the stock quantity recommended by the manufacturer can be inserted here for reference purposes.
Block sales: This is a split field that allows you to block the part from being sold. If you want to block the part, tick the first box and enter a reason in the second box.
Block purchases: This is a split field that allows you to block the part from being bought. If you want to block the part, tick the first box and enter a reason in the second box.
Mandatory on order: There are two occurrences of this field, which enable you to specify details that must be supplied when the part is issued /sold or ordered. Select one of the following items from the drop-down menu
for each field or leave the fields set to No entry required.
- VIN No Required
- Chassis No Required
- Freight No Required
- IMI Mech Required To Fit
The above descriptions may be different to that shown depending upon how your system has been set up. If MK Vehicle fields have been set up the descriptions are the description associated with that field. However, the description may have been amended.
Note: These options are set up in the Mandatory on order group box on the Other tab of the SM system parameters.
The Other tab holds miscellaneous information about the part. For details of all fields on the Other tab, refer to the topic on Displaying a Stock Record.
Note: Some fields on this tab cannot be edited because they are automatically updated by the system. These are highlighted when you are in Amend mode. None of the fields on this tab are mandatory.
The Quantities tab holds the stock on-hand details. On this tab you are allowed to enter the bin locations and the date(s) last checked. For details of all fields on the Quantities tab, refer to the topic on Displaying a Stock Record.
Note: Although none of the fields on this tab are mandatory, it is advisable to consider the following fields carefully.
Bin location: Click the Ellipsis button
Last checked: Enter the date(s) or click the Ellipsis button
The Prices and Costs tab shows the cost prices and selling prices. For details of all fields on the Prices and Costs tab, refer to the topic on Displaying a Stock Record. Certain fields on this tab are mandatory while others are advisable; these are listed below. Also, some fields cannot be edited because they are automatically updated by the system. These are highlighted when you are in Amend mode.
Note: Visibility to the Prices and Cost tab is determined based upon user access priorities, which are controled within Stock management > System parameters > Other Tab > Edit stock, it is possible to overide this the required priority from within the Point of Sales > POS parameters > Parts 1 Tab > Cost visibility.
Unit: This is the Unit of Measure for sales. Click the Ellipsis button
Per: The measure of sale per each unit. Click the Ellipsis button
Unit: This is the Unit of Measure for purchases. Click the Ellipsis button
Per: The measure of buy per each unit. Click the Ellipsis button
The Demand tab shows the sales/demand history. Within this tab, you are allowed to enter/amend demand information. For details of all fields on the Demand tab, refer to the topic on Displaying a Stock Record.
Note: None of the fields on this tab are mandatory.
See also: Additional Text
It is possible to enter/amend extra memorandum text against a stock record. The system allows you to enter text related to Sales, Purchasing, or Internal memo information relevant to a part. There are 18 lines of information available with up to 77 characters to a line.
If the part exists on the manufacturer's price file, this tab is populated with the details from the price file. The field names are franchise-specific, and vary from manufacturer to manufacturer. For a basic description of the fields on the Price file tab, refer to the topic on Displaying a Stock Record.
See also: Displaying Audit Files; End of Month Report
The Audit tab is only displayed to priority 9 users, and consequently is not described in this help system. The SM/EOP routine produces, and retains, an audit file that can be used as a tool to check audit queries retrospectively. Some of these details are displayed on the Audit tab. This information assists high-priority users, such as management or support personnel, in tracing and rectifying stock audit errors.