Add Non Inventory Product in Sales Item

May 1, 2016 in Inventory Control,Order Management

Purpose

This option enables you to create a ‘Non Inventory Product’ so that you can then use the new product on your current order as a sales order line item. This essentially allows you to quickly and easily create new products ‘on the fly’ without the need to leave the Order Entry function and go fill in all the data entry requirements of the Product Details function.

This facility is provided so that you can take orders for a product that you are currently not already selling or stocking, but that might be available to you from suppliers you are already dealing with. It is designed to allow you to get that product into your list of available items to sell as quickly as possible so you can continue with taking the order from the customer.

The base assumption within the system is that you will probably not stock or sell this item again and so we provide tools to allow this product to be flushed from the system once the order/transactions have all been completed. Where the non-inventory product has been added to a quote, the product does not get flushed until the quote required date has expired past the period that quotes are set to be retained for.

NOTE: To use this facility, you must have already set up the Product Group your new Non Inventory Product will belong to with Non Inventory ‘product default’ settings. Click here for more details on setting up non inventory product defaults.

Data Input

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Product Group

Enter the Product Group that this new product will belong to. This product group must already be set up with ‘Non Inventory’ product defaults. The defaults are used to create the Product Master details that are mandatory for any/all products in the system. Having the defaults in place saves on time required to enter the product details into the system in full.
For details on the use of “codes”, see The Roles of “Codes” in Online Advantage.
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Product Description

Enter a short description for the product. This description appears on order dockets such as picking dockets and invoices, as well as inventory and sales reports throughout the system. All products are required to have a description so this prompt is mandatory.
For details on description, see The Roles of “Names & Descriptions” in Online Advantage.
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Product Extra Description

Optionally enter any extra description for the product. This description appears on any forms/dockets that are marked to show extra description.
For details on description, see The Roles of “Names & Descriptions” in Online Advantage.
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Sales Unit Description

Enter the the sales unit description. This unit will become the stock, selling and purchase unit on the Product Details for the new product.
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Supplier

Enter the Supplier from whom you are sourcing the product from. This is the supplier the system uses to create a Purchase Order for this item once ordered.
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Order Quantity

Enter the order quantity required by your customer. The Quantity should be entered in the “Sales Unit” of measure as per the sales unit description previously entered.
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Cost per unit

Enter the ‘Cost per unit’ (unit buy price) of the product being ordered. Once again this should be recorded for the “Sales Unit” of measure as per the sales unit description previously entered.
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Sales Unit Price

Enter the ‘Unit Price’ this product will be offered to the customer at including the price for the current order. Note that the unit price defaults based on the previously entered ‘Cost per unit’ + the margin percentage set up on the product group this product belongs too. You may override the default price to the unit price you have agreed with the customer if needed.
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Sales Value

Displays the ‘Sales Value’ of the product for this order, based on the ‘Order Quantity’ entered and the ‘Sales Unit Price’ entered previously.
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Notes

Enter any notes/text you wish to add that specifically relates to the particular product item being ordered. This text will appear on picking dockets, packing slips, despatch dockets, customer invoices and all customer/order related displays for the product item.
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Authorisation

You must be an authorised user to create and use Non Inventory products. If you are not an authorised user, then you must get a user who is authorised to enter their user name and password to authorise the creation of the new product.
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Save Product

Once you click the ‘Save Product’ option, the new Non Inventory product is created in the Product list and is added to the sales order for you with the previously entered quantity and pricing. You may then edit the sales order item and make changes as required e.g. to quantity, price, discounts, item notes etc.

NOTE: When you edit this product as a sales order item, you will see a warning message that the product is due to be transferred. This is normal. Non Inventory Products are automatically set up to be transferred out of the inventory system once transactions are complete as they are designed for ‘single use’. Note also that you cannot go back into the Non Inventory Product screen to make changes to the product as it is already created. If you need to make changes to the product once created, these need to be made via the Product Details function.
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