Materials Edit View
Overview
In the context of inventory and production, materials refer to the raw goods, components or supplies that are used in the manufacturing process to create finished products. These can be classified into three main categories:
- Raw Materials: Basic, unprocessed materials that are transformed into finished goods (e.g. wood, metal, chemicals).
- Work-in-Progress (WIP): Partially finished products that are still in the production process.
- Finished Goods: Completed products ready for sale or distribution.
Effective management of materials in inventory helps optimise production, reduce costs and ensure the timely availability of resources needed for manufacturing.
Info
Edit View is the interface from which new materials are created or edited.
Top Row Buttons Explained
| Button | Description |
|---|---|
| ∧ ∨ | Navigate to the next or previous material. |
| Edit | Changes the material from read-only to editable. |
| New | Creates a new material. |
| Delete | Deletes the material if it has no linked transactions. |
| Save | Saves any changes. |
| Copy | Copies the material to create a new material. |
| Actions |
|
| Menu |
|
Header Explained
| Field | Description |
|---|---|
| Status Bar |
|
| Description | Field for you to enter a description. |
| Reference | Field for you to enter a reference. |
| Code | Field for you to enter a code or to auto-generate a code. |
| Unit | The Base Unit (Inventory Unit). It can only be changed with Actions (button) > Change Base Unit in the edit view. |
| Price Type |
|
Detail (tab)
| Tab | Description |
|---|---|
| Category |
|
| Subcategory | A dropdown list of Subcategories that were created for the specific Category. |
| Type |
|
| Resolve |
|
| Tracking |
|
| Size | Three fields to enter the dimensions in mm (Depth x Width x Height). |
| Weight | Field to enter the weight with a dropdown list next to it, to specify kilogram (kg) or gram (g). |
| Accounting | Accounting fields for integrated stock.
|
| Estimating |
|
Cylinder (tab)
Info
The Cylinders tab appears when cylinder materials are imported. Most of the fields are prefilled.
The tab is suppressed for all other materials.
| Tab | Description |
|---|---|
| Module |
|
| Teeth | A prefilled / editable field to enter the number of Teeth. |
| Width | A prefilled / editable field to enter the Width. |
| Circumference | Prefilled with the Circumference in mm. |
| Machine/s | Prefilled with the Machine (if applicable). |
Units (tab)
Note
If materials are linked to a Sheet or Reel Category, the Unit must also be linked to a Default Unit for Sheets or Reels.
| Tab | Description |
|---|---|
| Add Unit (button) | Option to create a new Unit. |
| ID | The system-generated number allocated to the Unit. |
| Unit | The entered-in description of the Unit (e.g. ea or m). |
| X | The Number of Units bought together (e.g. 1 or 10). |
| Base | The Base Unit (Inventory Unit), which can only be changed by clicking Actions (button) > Change Base Unit. |
| Stock Check | Enables the unit for Stock Checks. |
| Menu (...) | Click the X to delete the Unit. |
Costs & Prices (tab)
Note
When there are many transactions or prices, a scroll bar appears.
You cannot scroll through these records unless the Edit button on the top row is pressed.
Supplier Prices Section
Info
Fields marked in green (✎) can be edited.
| Field | Description |
|---|---|
| Add Supplier (button) | Lets you add another supplier. |
| ID | The system-generated supplier number. |
| Supplier | Option to select a supplier from the dropdown list of suppliers. |
| Reference | Enter a reference. |
| Barcode | Paste in a barcode. |
| Est | Indicates whether the supplier prices are used for Estimates. |
| VAT Type | The default VAT Type for that supplier. |
| Price | Whether the price defaults to VAT Exclusive (Exc) or VAT Inclusive (Inc). |
| Price (Exc) | Enter the VAT Exclusive Price if the default is Exc (else leave the field blank; it is calculated automatically). |
| Price (Inc) | Enter the VAT Inclusive Price if the default is Inc (else leave the field blank; it is calculated automatically). |
| Local (Exc) |
|
| Local (Inc) |
|
| Currency | The supplier's default currency. |
| /Qty | Enter how many Units the price covers (e.g. 1 or 100). |
| Unit | Option to select a Unit from the dropdown list created in the Units tab. |
| Adj (%) | Field to enter a percentage that the price must be adjusted by. |
| Total | A calculated field indicating the Total Price. |
| /Base | The Base Unit (Inventory Unit) which is a non-editable field. |
| Discounts | Displays any Discounts. Right-click and select Edit Discounts to add discounts. |
| Min Qty | Enter the Minimum Quantity that can be ordered at a time. |
| Lead Days | Enter the number of days it takes to receive the order from this supplier. |
| Updated by | The field is auto filled with the User who last updated the record. |
| Menu (...) | Submenu to Delete the supplier record or to Edit the Discounts. |
| Updated | Field is auto-filled with the Date of the last update. |
Add Cost/Price
- Update (button): Updates the selected records with the information in the preceding blocks (Batch Update fields – see below).
- Add Cost/Price (button): Adds a new Cost or Selling Price.
- Batch Update
- Set Sell Price
- Sets a Sell Price based on a Markup (MU) on the Cost Price or a Percentage Gross Profit (GP) to earn.
- Enter the % in the adjacent block.
- Round to
- Select whether rounding uses the VAT Exclusive (Exc) or VAT Inclusive (Inc) price.
- Enter an amount in the adjacent block (e.g. 1).
- Set Sell Price
Fields Explained
Info
Fields marked in green (✎) can be edited.
| Field | Description |
|---|---|
| Field Chooser (*) | Lets you add or remove columns. |
| ID | The system-generated number for the record. |
| Unit | Select a unit from those set on the Units tab. |
| Barcode | Field to paste in a Barcode. |
| Set Cost |
|
| VAT Type | Select the default VAT Type that applies to the transaction from the dropdown list. |
| Price | Select whether the price includes (Inc) or excludes (Exc) VAT. |
| Est | Checkbox that if checked includes this price in Estimates. |
| Cost Adj % | Enter a percentage to adjust the Cost Price with (adds to the % selected under Supplier Prices). |
| Cost Price | Cost Price is prefilled from the Supplier Price (Price = Price + Adj %) or manually entered. |
| Sell Price (Exc) | Add a MU% to calculate a Sell Price. Alternatively, manually enter it. |
| Sell Price (Inc) | Automatically calculated from Sell Price (Exc). Alternatively, manually enter it. |
| /Qty | The Quantity of Units the price applies to (e.g. 1). |
| Dup | A count that indicates how many duplicate records have the same Unit. |
| MU % | Auto-calculated field showing the Markup percentage. |
| GP % | Auto-calculated field showing the Gross Profit percentage. |
| Updated by | Auto filled with the User who updated the record last. |
| Updated | Auto filled with the Date of the last update. |
| Menu (...) | Click the X to delete the record. |
Discount Popup Explained
| Field | Description |
|---|---|
| Add Discount | Adds a new discount field. |
| ∧ ∨ | Use the arrows to navigate through the discounts. |
| Save | Saves any changes. |
| Close | Closes the discount popup. |
| Field | Description |
| Qty | Enter the quantity to which the discount applies. |
| Discount % | Enter the Discount percentage received for the quantity entered. |
| Menu (...) | Click the X to delete the discount. |
Image & Notes (tab)
| Tab | Description |
|---|---|
| Image (.jpg) | Add an image of the material.
|
| Specification | The Specification details of the material.
|
| Instructions | Any instructions.
|
Attachments (tab)
| Tab | Description |
|---|---|
| Add Attachment (button) | Lets you add an attachment. |
| Field Chooser (*) | Lets you add or remove columns. |
| Status | The status that was selected when the attachment was uploaded or edited. |
| Description | The description entered when the attachment was uploaded or edited. |
| Type | The type that was selected when the attachment was uploaded or edited. |
| Expires | The Expiry Date selected when the attachment was uploaded or edited. |
| Date | The date on which the attachment was added. |
| User | The user who added or edited the attachment. |
| Menu (...) | Submenu to Edit or Delete the attachment. |
Edit Attachment Popup Explained
Buttons Explained
Buttons Explained
| Button | Description |
|---|---|
| Open | Opens the attachment. |
| Save | Saves the changes. |
| Close | Closes the popup. |
Fields Explained
Fields Explained
| Field | Description |
|---|---|
| Status | Dropdown list to select a status:
|
| Type | Dropdown list to select a type:
|
| Description | Field for you to enter a description. |
| URL/Filename | Click the ... button to browse your local network.
|
| Date Issued | Date chooser to select an issued date. |
| Expires | Date chooser to select an expiry date. |
| Reminder | Date chooser to select a reminder date. |
| Updated | Field auto filled with the user, date and time updated. |
Estimates (tab)
Buttons Explained
| Button | Description |
|---|---|
| Link Estimate | Opens a list of estimates to choose an estimate to link. |
| Create and link Estimate | Creates a new estimate and links it to the material. |
Fields Explained
Info
Fields marked in green (✎) can be edited.
| Field | Description |
|---|---|
| Field Chooser (*) | Allows columns (fields) to be added or removed. |
| Active |
|
| Status | The status of the estimate / Quotation. |
| Quote No. | The transaction number of the estimate / Quotation. |
| Ver | The version number of the estimate / Quotation. |
| Date | The date of the estimate / Quotation. |
| Item No. | The item number allocated to the line item on the estimate / Quotation. |
| Description | The description of the estimate / Quotation. |
| Unit Cost | The Cost Price per Unit. |
| Unit Price | The quoted (Selling Price) per Unit. |
| Menu (...) |
|
Dependencies (tab)
Info
The Dependencies tab only displays records. It is not editable.
Dependencies Section
| Field | Description |
|---|---|
| Quote No. | The linked Quotation Number. |
| Description | The description of the finished product in which the raw material is used during production. |
| Category | The Material Category of the finished product. |
| Specification | The specification of the finished product. |
| Active | The Status of the finished product (e.g. Active or Inactive). |
Costing Section
| Field | Description |
|---|---|
| Field Chooser (*) | Lets you add or remove columns. |
| ID | The system-generated number allocated to the entry. |
| Costing No. | The sequential number allocated to the costing. |
| Description | The costing's description. |
| Code | The material's code. |
| Type | The Type of line item. |
| Unit | The Unit measurement. |
| Qty | The quantity required to produce the finished product. |
| Fixed Qty | The Fixed Quantity required to produce the finished product. |
| Unit Qty | The Unit Quantity required to produce the finished product. |
Inventory (tab)
| Tab | Description |
|---|---|
| Add Location (button) | Adds a location to the material so that it is tracked in inventory. |
| ID | The system-generated number for the location record. |
| Location | Dropdown list from which to choose a location (e.g. Factory, Showroom, Warehouse). |
| Bin No. | Field to enter a Bin Number. |
| Min Qty |
|
| Re-order Qty | Enter the quantity at which to order more of the material. |
| Lead Days | The number of days it takes for ordered stock to arrive. |
| In Stock | The amount in stock. The field is prefilled with the quantity of stock on hand. |
| On Order | The amount that was ordered. The field is prefilled with the amounts outstanding on purchase or Work Orders. |
| Reserved | The amount of inventory that is reserved for a Sales Order. The field is prefilled. |
| Available | A calculation field that deducts the reserved amount from the quantity in stock. |
| Unit Price | Enter the Stock Price initially. Once Inventory functionality is used, this price automatically updates based on the inventory settings selected. |
| Menu (...) | Click the X to delete the record. |
Price History (tab)
Info
This tab is an audit trail of changes made to the price of the material.
| Tab | Description |
|---|---|
| Delete (button) | Option to delete all the selected records. |
| Field Chooser (*) | Lets you add or remove columns. |
| ID | The system-generated number for the record. |
| StockID | The system-generated number allocated to the material. |
| Date | The date on which the change was made. |
| User | The user who made the change. |
| Detail | A description of the change. |
| Trans No. | If the price change was triggered by a transaction, the transaction number is filled in. |
| Trans Price | If the price change was triggered a transaction, the transaction price is filled in. |
| Unit | The unit of the price. |
| Old Price | The price before the change. |
| New Price | The price after the change. |
| Variance | The difference between the old and new prices. |
| Var (%) | The percentage difference between the old and new prices. |
| MatCostID | Primary key of the supplier price. |
| MatPriceID | Primary key of the sell price. |