Stock File

	Stock File

Program Navigation : Main | Stock Items

Section Description

The stock file is the master list of all items that you may want to:

order
have as an ingredient in a recipe, or
have in stock (such as assets and cleaning items).

Each item is grouped into stock category groups such as V (Vegetables and fruit), B (Breads and cereals) and F (Frozen food). Any editing or updating related to stock items is done in the stock file. You can add new stock items, update data relating to existing stock items (eg. change the price or the supplier for an item), delete a stock item that you no longer require and generate reports on stock data to print out.

Steps

Points to note:

When adding a new item, the description should be entered with the most descriptive word first. For example, self - raising flour should be added as "FLOUR, SELF-RAISING, 10KG" rather than "SELF-RAISING FLOUR, 10KG". This is so that when you are searching for flour, for instance, you will see all the flours listed together, and it will be easy to find. Be as descriptive as possible with your naming conventions.
Remember, it is the description that a supplier will see on a print out from the system, so you may need to add information about the brand of the item to the end of the description.
The Units/Size is critical for the calculation of project/recipe costs and order quantities. Be sure to keep the unit to either KG, L, M or EA.
Container size represents how many of each unit is in the container. Look at other examples to see how they are used.
Changing current price or container size will generate an automatic cost update of recipes linked to the edited stock item.
Stock take information is done in the Centre and Stocktaking files.

To get to the Stock File

To get to the Stock File, select the File menu and select Stock Items or click on the button named Stock Items on the navigator.

Adding a Stock Item

To add a new stock item:

Click on the New button in the bottom of the window, and all of the fields shown will blank out.
Select the Stock Group of the item you are adding by clicking on the down arrow and selecting the desired stock group from the drop-down list. For example, choose V | VEGETABLES AND FRUIT if you are adding APPLE, GRANNY SMITH. The TAB key moves to the next field. The item number is generated and is prefixed with the group code.
Enter the description. Upper case is forced. Be descriptive with size, key word first (see point 1 of Points to Note above).
Select the supplier for the item. Click the down arrow to choose from the supplier list.
Enter the current price.
Enter the Units/Size. Note: The Unit and Size must be correct for costing calculations (see points 2 & 3 of Points to Note above).
Click on the Save button to save changes. Clicking Cancel will cancel all changes.

Editing Stock Data

To edit data relating to a certain stock item, such as, changing price or supplier:

Locate the record to edit by using List or Search (see Searching (Lookups)).
Alter any of the required fields. Changing price or size will invoke recalculation of project/recipe costs.
Click on the Save button to save changes. Clicking Cancel will cancel all changes.

Deleting a Stock Item

To delete a stock item from the stock database:

Locate the record you wish to delete by using List or Search (see Searching (Lookups)).
Click on the Delete button to delete the record. When asked if you want to delete the record, click OK to confirm.

Reports

To view the stock reports, click on the Reports button located at the bottom left of the stock file screen. The stock file provides 4 reports:

Stock Group Report: This report lists all stock items grouped by their stock group and in item number order. To generate the report, select Stock Group from the report list on the left, select the stock group you wish to print out (or leave it as ALL GROUPS) and then click on Preview or Print.
Description Report: This report lists all stock items in alphabetical order. To generate the report, select Description from the report list on the left, select the start and end letter of the items you wish to print out (or leave it as ALL ITEMS) and then click on Preview or Print.
Supplier Report: This report lists all stock items grouped by supplier and in item number order. To generate the report, select Supplier from the report list on the left, select the supplier you wish to print out (or leave it as ALL SUPPLIERS) and then click on Preview or Print.
Custom Report: This report allows you to do a combination of the above three reports and also gives you the option to order the items by item number or description. To generate the report, select Custom from the report list on the left, select the desired options from the report options and then click on Preview or Print.