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The Inventory Items card

The inventory module is used for general inventory management and can be used as the central module for sales and purchase invoicing.

Inventory movements are determined according to the posting rules selected in the purchase and sales order modules. Inventory levels can, however, also be edited manually in the Inventory module itself.

It is the ‘Item type’ selected on the item card, that determines whether the inventory levels for the item are driven by the inventory module or not.

The item group determines how the item is grouped in the chart of accounts and MUST be selected.

Users must also determine whether they would like Uniconta to accept negative inventory levels under Company/Preferences.

The item card – description of fields

Use the navigation panel to go to Inventory/Items. The item card is divided up in to several sections, such as the ‘Description’, ‘Prices’ and ‘Group’ sections.

(Click on screenshot to enlarge.)

Description

Item

45 characters

Enter the item number here. All characters can be used except ” , and space.
To change an item number, go to Inventory/Items and select the ‘Edit’ button. Type over the existing number in the ‘Item’ field and click on the ‘Save’ button. All transactions throughout the system for this item will be thereby be changed to reflect the new item number.

Item name

150 characters

Type the item’s name here. If more than 40 characters are required or additional langages needed, then users can use the Item name group function under Inventory/Maintenance/Item name group.

Item type

Item – used for inventory management

Service – typically hours, kilometers/miles or other items that do not require inventory management

BOM – a bill of materials that combines several inventory items that are sold as a package. Packaging, freight and taxes can also be included in the bill of materials.

Production BOM – Finished goods that include raw materials and hours. Once production items are finished, the production BOM is declared complete in the inventory journal. The number of items produced will be listed and the raw materials used will be taken out of inventory.

Blocked

It is possible to block inventory items, for example if they have expired.

Tip! – It is useful to add a note for the item, stating why it is blocked. This can be done in the note column on the item itself under Inventory/Items.

Prices

Cost price

Enter the item’s cost price here. The field will accept up to 5 decimals.

The cost price will be updated according to the cost price model selected in the ‘Settings’ box. See also below:

Fixed cost price = The cost price is fixed but can be changed manually.

Average = This is a running average and is updated based on the purchase records.

FIFO = The last price that the item is purchased for. (This is updated to the first in first out principal cost price upon invoicing/posting).

Uniconta requires that the cost price is given in the company’s default currency (the currency selected under Company/Company Information)

Cost prices are determined by the price of the purchases made. If, for example, the company’s default currency is DKK, but the purchase price is in EUR, the cost price will be calculated based on the currency that the purchase is made in, i.e. EUR if the cost price model is FIFO.

Sales price 1-3

Sales prices are set up for each customer in the required currency to a maximum of 5 decimal places. If a customer has a special price this can be set up under Inventory/Maintenance/Customer price lists.

Purchase price

Enter the purchase price for the item here. This is the price that will appear on the purchase order line when the order is placed with the vendor.

Group

Group	Select the group for the item from those created under Inventory/Maintenance/Item groups. A group MUST be chosen here, as it determines how the item is accounted for in the chart of accounts.
Discount group	Here the user can select an inventory discount group. Prices and discounts can also be selected by item number and item group from the price lists. Discount groups can also be selected by inventory item and used in the price lists. Read more in the discount group article.
Unit	Select the unit here. Additional units CANNOT be set up by Uniconta users, since these units are linked to a conversion table for electronic invoices (UBL). Uniconta can set up additional units upon request.
Decimals	Up to 5 decimals can be selected here.
Vendor	Select the primary vendor used to order the item. To turn on the sub-directory for vendors and EAN numbers activate the function via Company/Maintenance/Configure application functionality and check the ‘Purchase accounts’ box. Read more here.
EAN number	Enter the standard EAN number for this item. This is used for bar codes. To set up several EAN numbers on the same item, go to Inventory/Maintenance/Item name group.
Item location	This field can be used to identify the item’s location/placement. For example, ‘Shelf 3’. This is a manual entry.
Warehouse	Select the geographical location of the ‘Warehouse’. For example, the town it is located in or the truck.
Location	This field can be used to identify the item’s physical location in the warehouse, for example, ‘Hall 1’.

Settings

Cost price model

Select the model – Fixed cost price, Average or FIFO.

This determines the cost of the items taken from inventory.

Batch/serial numbers

Select from: None, Serial number or Batch number. This enables serial number and batch number management.

Mandatory batch/serial number

Check the box to make a batch/serial number mandatory upon invoicing and purchasing.

Note that if the user would like to have a ‘mandatory batch/serial number’ then they should use ‘sales orders’ instead of the ‘quick invoice’ function.

Mandatory marking	If this box is checked then the transaction will be rejected upon sale if the batch/serial number is not found. If mandatory marking is not used and the batch/serial number is not found, then a transaction will be created with a serial number. The inventory records will then show a holding of ‘-1’ for the item. In other words it is possible to use serial numbers on the sale side without using them on the purchase side.
Give total discount	Check this box if a total discount is available on the item. Do not check the box if the ‘item’ being set up is freight or other fees, for example, where a discount is usually not given. The total discount is subtracted from the transaction upon posting, ensuring that the correct revenue is recorded on the sales account right away, rather than the discount being subtracted afterwards. This will result in the discount being the same whether, say, a 10% discount is given by line item or a 10% discount is given in total.
BOM. Cost of lines	Check this box if the cost price for a BOM and production lists should be calculated automatically based on the contents of the BOM.
Item included in the BOM	Check this box if the item should be included in the BOM.
Hide in sales	Check this box if the item should not be shown when entering sales lines.
Hide in purchases	Check this box if the item should not be shown when entering purchase lines.

Quantity

In stock (Physical) Automatic field – number of items physically in stock.

Reserved Automatic field – number of items reserved.

Ordered Automatic field – number of items on order.

Available Automatic field – number of items available.

Available for reservation Automatic field – number of items available for reservation.

Size

Weight	Enter the weight of the item.
Volume	Enter the volume of the item.
Carton	Enter the number of cartons for the item.

Brand

Brand Select the brand here if the item should be defined by brand.

Category Select the category here if the item should be defined by category.

Stock Levels

Minimum stock level Enter the minimum stock level acceptable for the item– this is used to trigger re-orders

Maximum stock level Enter the maximum stock level acceptable for the item – this is used to prevent over ordering

Purchase quantity Enter the minimum amount to be ordered upon purchase – this is also to manage re-orders

Default sales quantity Enter how many of the item is usually sold and this amount will be entered by default upon ordering, but can be edited.

Alternative Item

Use Alternative Select from ‘Never’, ‘Always’ or ‘Zero in Stock’

Alternative item Select an alternative item to be used, for example a replacement item when this item is not available.

EU-sales

Tariff number	Enter the KN8 item code (used for Intrastat statistics).
Country of Origin	Select the country of origin (used for Intrastat statistics).

Project, dimensions and variant selections are also available if set up for the company.

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