Processing New Stock Items

In this Article:

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• Why Accuracy Matters
• The "Each" Pitfall
• Adding and Linking Stock Items

Why Accuracy Matters

The information entered here - prices, quantities, and item details - flows through to
Purchase Orders, Invoices, Stocktakes, Recipes, and more. If you notice a recipe or
report showing inaccurate figures, incorrectly entered measurements at this stage are
very often the cause.

Therefore setting the Unit of Measurement, Amount, and Packaging Type to match the
Suppliers Code correctly is essential.

Your Packaging Type should match how your Supplier actually provides the stock, as
this is what appears on their Purchase Order.  It’s descriptive and helpful for both
ordering and stocktaking but it isn't used for calculations.

For example, a Box of Pineapple Juice containing 12 litres for $45.11, or a Case of 24 bottles (each) for $50.94.

From the above, your Supplier only sees the Supplier Code, Description, and Packaging
Type on their Purchase Order. For example:

The "Each" Pitfall

The unit "Each" is the system default for units of measurement, but it should only be used for items sold or used in their entirety.

• If you can sell part of it and have some left (like a bottle of spirits), or if you have to cut it in the kitchen (like a block of cheese), it is not an "Each."
• Good Use of Each: A bottle of beer or a pre-packaged snack.
• Bad Use of Each: A 5kg block of cheddar or a 700ml bottle of Gin.

Adding and Linking Stock Items

Once your line item has its Amount, Unit, Packaging and Category input correctly, you
now have the following options:

Icon	Function	Description
	No Link	Allows you to link the stock item to a Base Product. Please click here for a detailed look into Base Products.
	Link to an existing item	Allows you to link a new item to an existing product. Once linked, any invoices that contain the same details for that item will be automatically associated with the linked stock item instead. For items without a Supplier Code to match against, please confirm the received item is the same as an existing product before linking items.
	Non - Inventory Line (Setup Required)	Converts the item into a Non-Inventory line and removes it from the pending stock list. Note: This option must be enabled first. Please click here for more information about Non-Inventory Lines on Invoices.
	Add	Clicking this will add the new item to your database. Check those units and quantities are correct before adding them in!
	Allocate	Add to another Outlet’s database

After this is done for all your new items - you’re free to move on back to Receiving
Orders!