TABLE OF CONTENTS
Introduction
This manual shows you how to set up a stock item in the simplest way possible, using the ‘New Stock Wizard’. The type of stock item that is set up in this manual is referred to as a “1:1” stock item. This means you deliver the stock item in single units and sell it as single units, hence “1:1” stock.
The example that is followed in this manual is setting up a ‘Cola Can’, but the same logic would apply for a wide variety of stock items, e.g. bottled drinks, crisps, confectionary bars, guide books, pens etc.
Simple “1:1” Stock Item Creation
In this example we will set up a stock item in the simplest way possible. This is what we refer to as a “1:1” stock item. This means you deliver the stock item in single units and sell it as single units, hence “1:1” stock. So if we were to take a theoretical example of a Cola Can.
The easiest way to set up the “finished product” stock item is by using the ‘New Stock Wizard’.
This can be located by clicking 1. Setup then 2. clicking Stock then 3. double clicking New Stock Wizard.
Select ‘Stocked Item’ by clicking on it, then click on the ‘Next’ button
Select the required ‘Item Group’ from the drop-down selector.
(N.B. you can add new ‘Item Groups’ by clicking on the ‘Item Groups’ button)
- Enter the required description for the stock item (i.e. as this is “1:1” stock the description refers to the can).
- Leave the ‘Stock Unit’ as ‘Each’ (for 1:1 stock it is recommended to keep all stock units as ‘Each’).
- Enter the ‘Pack Size’ as required, e.g. 24 (i.e. the number of cans per cans per pack).
- Select the ‘Valuation Group’ (if required) from the relevant drop-down box.
- The other fields of ‘Sales Suffix’, ‘Weight’, ‘Size’ and ‘Bin Location’ are only entered if required.
- Click on the ‘Next’ button once all the required information is entered.
If required enter the ‘Re-Order Level’, ‘Re-order Qty’ and ‘Maximum Qty’ (in single units, not packs).
- Enter the cost of a single item in the ‘Standard Cost’ (i.e. the cost of one can, not the pack cost).
- Click in the ‘Latest Cost’ box and the cost will automatically populate this and ‘Ave Cost’ boxes for you.
- Click on the ‘Next’ button once all the required information is entered.
- Select the ‘Main Supplier’ from the drop-down list.
- Enter the ‘Main Supplier’s Code’ for this item (i.e. the supplier’s own code for this item if applicable).
You do not need to add an ‘Alternate Supplier’, however if required:
- Select the ‘Alternate Supplier’ from the drop-down list.
- Enter the ‘Alternate Supplier’s Code’ for this item (i.e. the supplier’s own code for this item if applicable).
N.B. you can add a new supplier using the ‘Suppliers’ button.
Click on the ‘Next’ button once all the required information is entered.
For “1:1” stock items setup you must leave the ‘I want to sell this item’ box here ticked.
- Amend the ‘Short Description’ as required, then click in the ‘Long Description’ box and do the same.
- Select the ‘Pricing Type’.
- Select the required ‘Analysis Code’ and ‘VAT Code’ by using the relevant drop-down box.
- Enter the required selling price for this item in the ‘Sell Price (Inc VAT)’ box.
- Select the ‘Price Valid From:’ and ‘Price Valid To:’ as required.
- Enter the ‘Nominal Code’ (if required).
- Once all the required information is selected, click on the ‘Next’ button to proceed.
N.B. this screen is only required for food items that have any order option / kitchen printing requirements.
Simply click ‘Next’ if this screen is not required (which is likely to be the case for most stock items).
On the following screen you will be required to enter a ‘Code / Barcode’.
There are two main options relating to entering the barcode of the item in the below screen.
Option 1
If your items have a manufacturer’s barcode on them (e.g. a Cola Can) and you want to scan these items on the till to sell them, then type in the manufacturer’s barcode in the ‘Code / Barcode’ box.
Alternatively, if you are using ‘MStore’ on a till or computer that has a compatible* scanner attached, then you can scan the item’s barcode at this point, and it will appear in the ‘Code / Barcode’ box. * Please note: a “compatible scanner” is one that has been supplied and installed by Merac. If you have purchased a scanner yourself then this may not be configured correctly and any issues with configuring or using this device are not be supported by Merac.
Option 2
If you are not using scanners to sell items on your tills, this means that you will have to press a button on the till to sell this item. In this instance the choices when it comes to the ‘Code/Barcode’ are given below:
(i) If the item has a manufacturer’s barcode on it, enter the manufacturer’s barcode.
The advantage is that if you install scanners in the future the correct barcodes are already present.
(ii) For items that do not have a manufacturer’s barcodes on them, simply make up your own coding system and enter your code in the ‘Code/Barcode’ box.
N.B. when making up your own codes for items we recommend using an alpha-numeric coding system. This ensures you do not accidentally create your own codes that clash with manufacturer’s barcodes. We also recommend that you do not use punctuation marks or spaces in the ‘Code / Barcode’ box.
Most customers who make their own codes for items use a prefix of letters, followed by a sequential number.
Please note each item must have a unique code,
For “1:1” stock we recommend leaving the ‘Sell Unit’ as ‘Each’.
For “1:1” stock you must leave the ‘Conv Factor to Stock Unit’ as shown above (i.e. “1 / 1 = 1”).
Next click on the ‘Add’ button.
You will see the code, unit and price highlighted yellow.
If required at this point you can add this item into stock for a specific location, to do this:
Select required ‘Stock Location’ from the drop-down list (i.e. where the stock of this item will be held), e.g. 'Bar Store Room'
Enter the required quantity in single units (i.e. total number of cans, not packs) in the ‘Opening Quantity’ box.
Alternatively, if you don’t have any stock of this item at this point, leave the ‘Opening Quantity’ box empty.
Click ‘Finish’ once all the required information has been entered.
Please note some customers may only use and therefore have a single stock location, if so then there will not be multiple stock locations to select from in the 'Stock Location' drop down box.
At the screen below click ‘OK’.
Now you can either click the ‘Next’ button to add another item, or
Click the ‘Cancel’ button to exit the ‘New Stock/PLU Wizard’.