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Jiwa Inventory - Maintenance

In this article we will be looking the key details required in order to create a new inventory item in Jiwa. 

Creating a new Part

From the Inventory menu select Maintenance

From the menu ribbon select New to create a new item.

 

Header Information

The header information displays general details about your inventory item.

The key fields that should be completed in this section are;

  • Part No.
  • Description
  • Classification and
  • Status

Field Definitions: 

Field Description 
Part No. Unique part number
Description Part description that displays on reports and data entry screens
Details Additional field to hold an extended description or technical information about the part
Classification

Inventory classification the part belongs to.

The classification controls the General Ledger postings for this item and sets the default GST rates.  When a new item is created the default classification will be automatically applied to the part and should be overridden if required. 

UPC UPS stands for Universal Product Code or bar code which is also referred to as the parts EAN 
Version This is a user defined field.  The field label can be changed to meet your specific requirements. 
Status

The default status of a new part is Active however the following statuses are also available

  • Active - This is an active item that can be sold and purchased
  • Discountinued - This part is discontinued and has alternate parts available.  When this item is selected on a quote or sales order a message alerting the user that alternate items are available is displayed.  You cannot flag an item is discontinued if there is stock on hand or open transactions such as purchase orders, sales orders etc.
  • Deleted - This part is no longer active and cannot be sold or purchased
  • Slow - This is a slow moving item and is used to mange restocking.  This item by default will be automatically excluded from forecast purchasing unless the user selects to include slow items
  • Obsolete - This part is now obsolete and is used to manage restocking.  This item by default will be automatically excluded from forecast purchasing unless the user selects to include obsolete items.  Items flagged as obsolete can have stock on hand and can be re-ordered.

 

Main Tab

The Main tab contains further general information about your inventory item.

The key fields to be completed/checked in this section are;

  • Decimals
  • Unit
  • Kit Style
  • Sell Price
  • Displayed Flags
  • Tax Rates
  • Categories

 

Field Definitions: 

Field Description 
Decimals How many decimal places is this part number is account for and is applicable to both sales and purchases
Unit Unit of measure that the part is purchased and sold in
Sell Price Default sell price - This field will also update the Sell Price field on the Prices tab
Kit Style This field should be left at None unless the part you are creating is a kit
Use Serial/Batch Nos Tick this option if your part is to be serial number or batch tracked?
Allow Price Overrides If ticked will allow the price to be overridden when entering quotes or sales orders
Ship with Physical Items Applicable only to non-physical items, when ticked this part is to be charged when at least one physical item is to be shipped
Sell Price Represents Tax Incl. If ticked indicates that the sell price includes GST.  Typically this is used in retail situations
Use Expiry Date Tick this option of you want to track expiry dated inventory
Physical Item

If ticked indicates that quantities on hand of this part need to be tracked.

If not ticked then this part is not a physical item so quantities on hand are not tracked

Backorderable

This flag is only applicable to physical items and determines if an item can be placed on back order or not during the sales process.

Web Enabled If ticked indicates that this item is web enabled
Categories

The categories that are displayed on your inventory maintenance screen will be dependant upon the set-up of your Jiwa databases.

Categories are used for reporting purposes allowing users to analyse inventory sales in different ways.

 

Supply

In the Supply tab we set and maintain the default supplier and alternative suppliers for the item.  It also allows you to maintain different suppliers for each warehouse.

In the supply tab set;

  • Default supplier
  • Supplier default warehouse

Field Description
Regions Order Enabled When ticked enforces you to enter in at least one supplier and supplier warehouse against the selected region.  This flag enables you to set a unique supplier against each location.
Supplier Default and alternate suppliers can be loaded into this grid.  Your main or preferred supplier must be flagged as the default supplier
Supplier Part No. Suppliers part number that can displayed on purchasing forms and reports
Warehouse The suppliers warehouse.  Multiple supplier warehouses can be set against individual suppliers however one must be set as the default warehouse.
Home Cost The supplier cost associated with this particular suppliers warehouse
Delivery Days The number of days between the order being sent to then being delivered

 

Select Save to record your new item.

 

Overview of Other Key Tabs

S.O.H Tab

The S.O.H tab stores information relating to your physical stock on hand.

Warehouse Summary A summary of stock on hand and allocations by warehouse (physical and logical)
Transaction Detail  Displays all inwards transactions, that is only purchases, stock transfers in, warehouse transfers in and manufacturing in transactions.  Against each inwards transaction the quantity in, stock on hand remaining and allocated quantities are displayed. 
Default Bin Locations  This tab allows you to maintain the default bin locations against each warehouse for the selected item
Default Order Locations  This tab allows you to set the default order location against each warehouse.  This could be either from the default supplier or another warehouse.   These settings are also used by forecast purchasing from both suppliers and warehouses.
Product Availability

This tab allows you to specify which warehouse/(s) carry this item.

Note: This a flag against the item for reference purposes only and is not used by Jiwa at present

 

Prices Tab

The Prices tab display the current pricing and costs for the item and is used to maintained item specific pricing schemes.

The Minimum Markup GP% can be set against the item and when used in conjunction with the user setting Minimum GP Enforcement can ensure that the item is not sold below the minimum sell price calculated by Jiwa.  The user will get an error message similar to the example below when attempting to sell below the minimum sell price.

Quantity Price Breaks

Quantity price breaks (or volume discounts) are set and maintained in this tab.  Start and end dates can be set against these price breaks

NOTE: This tab has been retired in Jiwa v7.0.115.

Debtor Specific Prices Debtor specific prices/discounts are set and maintained in this tab.  Start and end dates can be set against these prices
Debtor Class Specific Prices

Debtor classification specific prices/discounts are set and maintained in this tab.  Start and end dates can be set against these prices

NOTE: This tab has been renamed to Debtor Classification in Jiwa v7.0.115.

Selling Prices Alternate selling prices are set and maintained in this tab.  Effective from dates can be set against these prices
Group Pricing

Debtor price group prices/discounts are set and maintained in this tab.  Note, that starting and ending dates are not specified against these prices

NOTE: This tab has been renamed to Debtor Price Group in Jiwa v7.0.115.

 

Alternate Tab

The Alternate tab contains information relating to alternate parts, up-sell items, and kit components if applicable for the item.

Alternate - Children This tab allows you to specify and maintain replacement or alternative options for the item
Alternate - Parents This tab displays the items that the current item supersedes
Components This tab allows you to set and maintain components if your item is flagged as a Kit
Debtor Part Numbers This tab allows you to set maintain customer part numbers
Upsell Products This tab allows you to set and maintain up-sell items
Bill Parents This tab displays the BOM's that this item is a component of

 

Order Tab

The Order tab is where all order and transaction history for the item can be viewed.

 

On Order This tab displays all purchase orders, filter is available to only display outstanding purchase orders
On BackOrder This tab displays all current back orders
On Unprocessed Sales Orders This tab displays stock allocated to sales orders not yet processed
On Forward Order This tab displays all sales orders with a type of forward order
On Ship Complete This tab displays all orders where the billing type is ship complete and stock has been allocated but not yet delivered or invoiced
Transaction History This tab displays all movements against the item. The detail in this tab can be filtered by date, transaction type and warehouse

 

Other Tab

The Other tab contains other information relating to the item, such as alternate descriptions, documents, notes and GL Ledger codes.

Product Groups This tab allows you to link an item to other groups that can be used in reporting
Descriptions This tab allows you to create and maintain alternative item descriptions that can be used in sales and purchase orders
Ledgers This tab lists all the General Ledger posting accounts for this item.  These are automatically set based on the items assigned classification
Documents This tab allows you to attach documents relating to this item eg. production specification sheets
Notes This tab allows you to add additional notes relating to this item
To-Do This tab allows you to set task that relate to this particular item
Web Browser This tab allows you to enter a URL to a web page if required

 

Figures Tab

The Figures tab is where you can set and maintain your minimum stock on hand levels, monthly budgeted units by location in-addition to displaying monthly sales information.

To set your minimum stock levels and/or budgets you must select which warehouse you want to us by ticking the Specific Warehouse check box, this will activate the warehouse selection field and give you access to the relevant fields for that warehouse.

 

This video is best seen on the full screen. Just click on the icon at the bottom right of the video (see image below).

To exit full screen just press escape 

 

VideoFullScreen.jpg

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