It can make sense to make an item in bulk and hold it in stock when the client orders frequently and requires fast delivery This article outlines the procedure required to create a stock item, create a stock job, and drawdown this stock through stock jobs. When this process is followed the system will track the inventory of the item
The steps are:
- Create a stock item from a previous job or new quote
- Create a stock job to manufacture the items that will be placed in stock
- Create sales orders to draw down stock
- Use reports to manage stock replenishment requirements and valuation
Please see this video which outlines this process
CREATE AN INVENTORY ITEM
In both jobs and quotation forms, there is a button called [create client part] button under tools will automate all steps necessary.
If the item has been made previously as a standard order, you can make an item from the job by selecting the variation and pressing the 'make sold item' button.
If it is a new item it is recommended that you complete a quote for the item that contains the full working instructions
- If there are multiple variations in a job or quote, make sure the correct variation is selected (yellow)
- Press the 'client-specific item' button under the tools tab
- A form will open where you can either add the variation to an existing item or create a new item.
- Select whether you want to use a fixed price list or a recipe as the base for the pricing. If you select 'price list' the quantity breaks from the quote will be copied across. If you select a recipe then the price will be calculated automatically for each order, whereas using a fixed quantity break will ensure prices are consistent
- The sold items form will open where you can modify the part further, for example refining the descriptions
CREATING A STOCK JOB
A stock job is created with the 'Stock Job' button in the job list. A stock job is the same as a normal job however it uses a different form that contains only the elements relevant to the stock job. The main differences for a stock job compared to a normal job are.
- Select an item from the drop-down list or use the [+] button to see the master list
- As you add an item the grid will populate with the finished inventory items that you have selected.
- You can add multiple items to one stock job - for instance, you may make a range of different labels in the same job that each have different part numbers
Note that an existing standard job can be changed to a stock job by selecting the job type dropdown under the tools tab
DISPATCHING A STOCK JOB
Once a stock job has been created it sits in the WIP under the stock job tab. When the job is completed you press the [dispatch] button from the dispatch/invoice grid
- The system then presents a custom dispatch docket form where you can adjust the quantity to reflect the actual yield of parts that were made from the job.
- When the next button is pressed the items are transferred into stock.
- The job summary form opens where you can verify the stock movement under 'cost of sales' tab.
CREATING A SALES ORDER
We use a sales order to process a clients request for stock items. A sales order does not have a recipe attached. Add each of the items the client has ordered to the stock order using the dropdown lists or [+]
- By pressing the 'view stock' button you can see the stock holding for the items.
- Press the [commit stock] button to remove the items from stock and commit them to the sales order
- A sales order is dispatched in a normal manner
EDITING AN EXISTING ITEM
You may need to edit an item once it has been created. The list of items for a specific client can be found under [items] button on the 'more' tab on the client. Drill into the item
Change a Standard Job to A Stock Job
You may need to change an existing standard job into a stock job, for instance if it was created in error. You can do this by click on the [tools] tab in the standard order (1), and changing the order form type to [stock order]
Click on inventory reports under the report selector to see the range of inventory reports.