Creating and Editing Materials Tutorial

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:

1. Raw Materials: Basic, unprocessed items that are transformed into finished goods (e.g. wood, metal, chemicals).
2. Work-in-Progress (WIP): Partially finished products that are still in the production process.
3. Finished Goods: Completed products ready for sale or distribution.

💡These tutorials explain how to create and edit materials and how to create categories.

How to Edit a Material#

1. Navigate to the Materials List View.
2. Click View (button).
3. Double-click to open any material.
4. Click Edit (button).
5. Edit the fields as needed.
6. Click Save (button).

How to Copy a Material to Another Material#

1. Navigate to the Materials List View.
2. Click View (button).
3. Double-click to open the material you want to copy.
4. Click Copy (button).
5. Confirm the copy on the popup.
6. Enter a new code in the Code field (or generate a new code).
7. Edit the other fields as needed.
8. Click Save (button).

How to Format a Material Description#

1. Navigate to Materials List View.
2. Click View (button).
3. Click the Material (or group of materials) you want to format.
4. Click Actions (button) > Format.
5. Confirm on the popup that you want to format the description of the material.
   • Note: The Description is formatted to upper and lower case (e.g. Cotton Canvas, White, 340 gsm). After the change is made, the material is moved to its correct place in the sort order.

How to Create a Material#

1. Navigate to the Materials List View.
2. Select a Category in the top row.
3. Click New (button).
4. Enter details in the top row below the Status field:
   1. Description = Enter a description.
   2. Reference = (Optional) Enter a reference.
   3. Code = Allocate a unique code to the material.
      • Note: In compact views, only the codes appear. Therefore, codes should be unique and descriptive.
   4. Price Type = Select a price option from the dropdown list.
5. Complete the Detail tab as described below.
6. Complete the Units tab as described below.
7. Complete the Costs & Prices tab as described below.
8. Complete the Image & Notes tab as described below.
9. Complete the Attachments tab as described below.
10. Complete the Estimates tab as described below.
11. The Dependencies tab is auto filled:
    1. Dependencies section: If any Quotations were created using this material as a dependency, the details of the Quotation appear here.
    2. Costings section: If any costings were created using this material, they appear in this section.
12. Complete the Inventory tab.
13. The Price History tab is auto filled with all the changes to the price, including Stock, Cost, Sell and Supplier Prices.
14. Data Checklist section: If checklists are linked to the material, they appear in the Data Checklist section. If the material has no checklists, the section is hidden.
15. Click Save (button).

How to Complete the Details Tab#

1. Category = Select a category.
   • Note: The category is prefilled with the category you chose when you created the item.
2. Subcategory = Select a subcategory.
3. Type = Select a type.
4. Select how to Resolve (process) the item from the dropdown list:
   • Produce: This item is made.
   • Purchase: This item must be purchased from a supplier.
   • Reserve: This item is an inventory item. The inventory must be reserved to produce this item.
   • Reserve (Auto Issue): This item is an inventory item. It is reserved, and issued automatically when the Sales Order or Work Order is set to a Complete status.
5. Select a Tracking Option from the dropdown list:
   • None: The item does not have to be tracked.
   • Batch (WO No.): The item is part of a batch. The entire batch can be tracked.
   • Serial No.: The item has an individual serial number that should be tracked.
6. Enter the Size of the product (if applicable).
7. Enter the Weight of the product (if applicable) and choose whether the weight is in gram or kilogram from the dropdown list next to Weight.
8. Fill in the Accounting section (if applicable).
9. Select Estimating Options:
   • Choose whether to Round Up (e.g. rounding up to 1 does not allow decimals).
   • Choose if there should be an automatic Adjustment Percentage for estimating (e.g. 25%).
     • Note: This adjustment affects the material's Cost Price.
10. Choose whether to add the item to the Quotation's Description by checking the checkbox next to: Add to Description.
    • Tip = Check the checkbox for finished goods or Point of Sale (PoS) items. Leave the checkbox unchecked for raw materials, components or tools.
11. Choose whether the Estimating Adjustment must be activated by checking the checkbox next to: Adjust.
12. Select a Customer if applicable (see below).

How to Show / Hide Customer Details on the Details Tab#

1. Navigate to the Material List View.
2. Double-click any material to open it.
3. Click Detail (tab).
4. Click Menu (button) > Show Customer.
   1. If Show Customer is checked, a dropdown list with Customers appears.
   2. Navigate to any customer and click Select (button). (optional)
      1. Select a Customer Address.
      2. Click Close (button).
   3. If Show Customer is unchecked, the dropdown list with Customers is removed.

How to Choose a Type#

1. Choose a Type based on the part of the process the material belongs to:
   • Raw Materials: Components of a product you create (e.g. ink).
   • Components: Part of a larger product (e.g. insert for a box).
   • Finished Goods: Inventory items in a complete form (e.g. brochures).
   • POS: Point of Sale (e.g. banners that are placed at the point of sale).
   • Finished Goods & POS: Items that are both Finished Goods and PoS items.
   • Tools: Tools that are consumed in the production process (e.g. printing dies).

How to Complete the Accounting Tab#

1. Select a Sales account from the dropdown list that includes the entire chart of accounts.
   • Note: When the item is invoiced to a customer, the selected sales account is credited.
2. Select a Cost of Sales account from the dropdown list that includes the entire chart of accounts.
   • Note: When stock is sold, inventory is credited and cost of sales is debited.
3. Select an Inventory account from the dropdown list that includes the entire chart of accounts.
   • Note: For perpetual accounting purposes. Item purchases are debited to this account.

How to Complete the Units Tab#

1. The Unit is filled in and the following details that can be edited:
   • Unit = Enter the unit (e.g. ea, kg, g).
   • X = Enter the number of items in a unit (used for unit conversion).
   • Stock Check = Check the checkbox if you use the unit to check for stock.
     • Note: The Base Unit (Inventory Unit) cannot be edited directly. See the topic: How to Change the Base Unit.
2. To add more units, click Add Unit (button).
   • For example, you can buy items in small quantities but get a discount for buying 100 items at a time. In this case, create a unit for 1 item, and add a unit for 100 items. Another example is purchasing in one unit (e.g. roll) estimating in another (e.g. m) and keeping stock in another (e.g. roll).
     • Note: You can also use the supplier discount feature instead of creating more units.
3. Complete the fields as needed, excluding the Base unit.
   • Note: The Base Unit (Inventory Unit) is auto filled based on the Unit selected on the top row.
4. Click Save (button).

How to Change the Base Unit (Inventory Unit)#

1. Click Actions > Change Base Unit and select a new unit from the dropdown list.
   • Note: The dropdown list is made up of all the units that were created. (see the topic: How to Fill the Units Tab).
   • For example, if you want the Base Unit to be a metre, create a unit as follows:
     • Unit = m.
     • X = 1.
     • Stock Check = Checked.
     • Click Action > Change Base Unit > Select m from the dropdown list.
2. Click Save (button).

How to Fill in Costs & Prices#

A. Supplier Prices: 

1. Edit the first row under Supplier Prices as follows:
   1. Supplier = Select a supplier that supplies that material from the dropdown list of Suppliers.
   2. Reference = Enter an optional Reference (e.g. the Supplier's stock code).
   3. Est = Check the checkbox to include this supplier when estimating prices.
   4. VAT Type = Select the default VAT Type for this supplier and Item (select No VAT if the supplier is not registered for VAT).
   5. Price = Select whether the default price includes VAT (Inc), excludes VAT (Exc) or is not subject to VAT (N/A).
   6. Enter a price in either Price (Exc) or Price (Inc) field.
      • Note: It does not matter which field you choose if there is no VAT.
      • Note: Whichever field you do not fill in is calculated when you click Save (button) or Refresh (top corner).
   7. Adj (%) = Enter a percentage to adjust the price by.
   8. Min Qty = Enter the minimum quantity you can order at that price.
2. If more than one supplier supplies the material, click Add Supplier (button) and fill in the details as explained above.
3. If the supplier offers discounts for different amounts, right-click anywhere on the Supplier field and select Edit Discounts.
   1. Click Add Discount (button).
   2. Qty = Enter the quantity for which the discount applies.
   3. Discount % = Enter the discount percentage.
   4. Click Save (button).

B. Cost & Selling Prices: 

1. Click Add Cost/Price (button) and fill in the fields as follows:
   1. Unit: Defaults to the Base Unit (Inventory Unit) with a dropdown list showing the Units that were set up under the Units tab.
   2. Set Cost = Select an option from the dropdown list:
      1. Auto - Highest: The software automatically selects the highest Supplier Price.
      2. Manual: You must enter and update the price.
      3. Name of Supplier: The selected Supplier's Price is always used.
   3. VAT Type = Choose the applicable VAT Type from the dropdown list (usually Standard).
   4. Price = Choose whether the default price excludes VAT (Exc), includes VAT (Inc) or has no VAT (N/A) on it.
   5. Est = Choose whether to use this price when estimating.
   6. Cost Adj % = Enter a percentage to adjust the cost by (to get to a Selling Price).
2. Either manually enter the prices or automatically calculate them by filling in the fields next to the Cost & Selling Prices heading as follows:
   • Note:
     • Markup: A percentage added to the Cost Price to determine the Selling Price. Selling Price = Cost Price × (1 + Markup Percentage).
     • Gross Profit Percentage: The percentage of the Selling Price that you want as profit. Selling Price = Cost / (1 - Gross Profit Percentage).
   1. Set Sell Price = Select whether to base the Selling Price on a Markup (MU) or a Gross Profit (GP) Percentage – see info block below.
   2. Enter a percentage in the block provided.
   3. Select whether to round (optional) the VAT Exclusive (VAT Exc.) or VAT Inclusive (VAT Inc) price and enter the amount to round to in the block provided (e.g. enter one to round to the nearest one).
   4. Click Update (button).

How to Add Images & Notes#

1. Click Edit (button) on the top row.
2. Image = Right-click in the block below Image (.jpg) and select a command (images should be 150kb each or less):
   1. Cut: Removes the image and places it on your clipboard.
   2. Copy: Places a copy of the image on your clipboard.
   3. Paste: Pastes the image on your clipboard into the block provided.
   4. Delete: Deletes the image.
   5. Load: Opens a file picker for you to navigate to an image and select it from your local server.
   6. Assign from Camera: Lets you select a picture from your camera.
   7. Save As: Lets you save a copy of the image on your local server.
   8. Edit: Opens a photo editor for you to:
      1. Crop.
      2. Desaturate.
      3. Adjust the colours (Contrast, Brightness, Saturation).
      4. Mirror.
      5. Rotate counter-clockwise.
      6. Rotate clockwise.
      • Note: Some options may not work. It depends on the size and resolution of the uploaded image.
3. Specification = Click Edit (button) next to Specification to open a rich text editor. Copy and paste or enter the specification.
4. Instructions = Click Edit (button) next to Instructions to open a rich text editor. Copy and paste or enter the instructions.
5. Click Save (button).

How to Add Attachments#

1. Click Attachments (tab).
2. Click Edit (button).
3. Click Add Attachment (button).
   • Status = Select a status from the dropdown list (Active (default), Expired or Pending).
   • Type = Select a Type of attachment from this list:
     1. Agreement
     2. Artwork
     3. Image (.jpg, .png)
     4. Other
     5. Quotation
     6. Specification
     7. Signature
   • Description = Enter a Description.
   • URL/Filename (Click the ... button to browse your local network) = Enter or paste a URL to get an image from the web/drive. Alternatively, click the ellipses to open a file picker and navigate to the image you want to upload.
   • Expires = Select an Expiry Date from the date picker.
   • Click Open (button) to view the attachment (optional).
   • Click Save (button) to save the attachment.
   • Click Close (button) to close the popup.
   • Note: The date that the image was uploaded and the username is auto filled and cannot be changed.
4. To Edit the attachment: Right-click the line and select Edit.
5. To Delete the attachment: Right-click the line and select Delete.

How to Complete the Estimates Tab#

1. Click Link Estimate (button) to link a previously created estimate.
2. Click Create and link Estimate to create and link a new estimate.
3. Additional functions: right-click any estimate for the context menu:
   1. Open Estimate.
   2. Update Material from Estimate: Updates the Description, and the Cost and Selling Price on the tab Cost & Selling Prices to match the estimate.
   3. Update Material from Estimate (Cost Price only): Changes the Cost Price on the tab Cost & Selling Prices to the cost price on the estimate.
   4. Remove Estimate.

How to Complete the Inventory Tab#

1. Click Add Location (button).
   1. Location = Select a location from the dropdown list.
   2. Bin No. = Enter a bin number.
   3. Min Qty = Enter the minimum quantity you want to keep in stock.
   4. Re-order Qty = Enter the quantity at which you want to order more stock.
   5. Lead Days = Enter the number of days it takes to receive ordered stock.
   6. In Stock: This field is auto filled with the quantity currently in stock. This field is not editable.
   7. On Order: This field is auto filled with stock ordered but not yet received. This field is not editable.
   8. Reserved: This field is auto filled with stock that is reserved. This field is not editable.
2. Click the X at the end of the line to delete a location.
3. Click Save (button).

How to Create or Edit a Category#

1. Navigate to Materials List View.
2. Click Menu (button) > Edit Categories.
3. To Edit a category, right-click the category and select Edit.
4. To Delete a category, right-click the category and select Delete.
5. To create a new category, click New (button) and complete the details as follows:
   1. Description = Enter a Description.
   2. Location = Select a location from the dropdown list (click the arrow).
   3. Type = Select a Type from the dropdown list (click the arrow).
   4. Price Type = Select a Price Type from the dropdown list.
   5. Unit = Enter a default Unit.
   6. Customer = Check the checkbox if the category is linked to a customer.
6. Fill in the four tabs if applicable:
   1. Add a Checklist Item:
      • Note: Checklists are fields you want users to fill in to protect your data integrity. If the fields specified on the checklist are left blank, they show up as failed items.
      1. Description = Enter a Description.
      2. Code = Enter a Code.
      3. Type = Select a Type from this dropdown list:
         • Manual: Manual approval for specified users.
         • Auto - SQL = Right-click the checklist item and select Edit SQL, then click Template (button) for an outline of the required SQL.
         • Auto - SQL (Override): Custom checklist created with SQL including an Override for specified users.
         • Auto - Description is blank: Ensures a description is entered.
         • Auto - Code is blank: Ensures a code is entered.
         • Auto - Reference is blank: Ensures a reference is entered.
         • Auto - Base Unit is blank: Ensures a base unit is selected.
         • Auto - Subcategory is blank: Ensures a subcategory is selected.
         • Auto - Supplier Price error/s: The check includes the following items:
           1. Unit is blank
           2. Price is blank
           3. Supplier is blank
           4. VAT Type is blank
           5. VAT Type does not match the Supplier VAT Type
           6. Currency does not match the Supplier Currency
         • Auto - Cost Price is blank: Ensures a cost price is entered.
         • Auto - Sell Price is blank: Ensures sell price is entered.
   2. Add Subcategories:
      • Note: Subcategories are components of the main category (e.g. if the main category is Plates, subcategories can be Litho Plates and Polymer Plates).
      1. Click inside the block below the subcategories tab.
      2. Enter the Subcategories (one subcategory per line).
      3. Press Enter on your keyboard to add another subcategory and repeat until complete.
      4. Click Save (button).
   3. Add Formats:
      • Note: Formats are variations of the same product (e.g. glossy paper 80 gsm, glossy paper 100 gsm).
      1. Enter a description for the formats.
      2. Click Edit (button) to open a rich text editor.
      3. Enter the formats (one format per line).
      4. Click Save (button).
   4. Add Point of Sale information:
      • Note: When a material is scanned at the Point of Sale, select what action must be taken.
      1. Printer = Select a printer from the dropdown list.
      2. Template = Click Browse and select a template from the list of templates.
7. Click Save (button).
8. Click Close (button).

How to Create or Edit an Inventory Location#

1. Navigate to Materials List View.
2. Click Menu (button) > Edit Locations.
   1. To add a location, click New (button) and fill in a description.
   2. To edit a location, click any location and overwrite the details.
   3. To delete a location, click the X at the end of the line and confirm the deletion on the popup.
   4. Click Save (button).
   5. Click Close (button).

How to Update a Group of Materials#

1. Navigate to Materials List View.
2. Select several materials (Ctrl + A or Ctrl + select).
3. Click Actions (button) > Batch Update.
4. Select an available update next to the Batch Update field:
   • Account - Cost of Sales
   • Account - Inventory
   • Account - Sales
   • Add Inventory
   • Add to Description
   • Category
   • Customer
   • Depth
   • Height
   • Price Type
   • Resolve
   • Round Up
   • Status
   • Subcategory
   • Tracking
   • Type
   • Unit (Weight)
   • Weight
   • Width
5. Complete the required information in the adjacent fields.
6. Click Update (button).
7. Confirm the change on the popup.

How to Change the Display to Signage#

1. Navigate to Materials List View.
2. Click Menu (button) > Signage.
3. Click View (button).

How to Adjust the Layout of the List View#

1. Navigate to Materials List View.
2. Click Menu (button) > Check these entries under Layout:
   1. Auto Row Height
   2. Auto Column Width

How to Find Materials that are Set Up Incorrectly#

1. Navigate to Materials List View.
2. Click the arrow next to the Data Field and select:
   1. All: To show all materials.
   2. Pass: To show materials that are correctly set up (according to their checklists).
   3. Fail: To show materials that do not comply with their checklists.

How to Add an Item to a Costing#

1. Navigate to Materials List View.
2. Double-click any material to open it.
3. Click Actions (button) > Add to Costing and select an option:
   1. Substrate (Sheet)
   2. Substrate (Reel)
   3. Substrate (sq.m)
   4. Materials
4. Confirm the addition on the popup.
5. Edit and complete the section that was opened (e.g. Costing - Material).

How to Generate a Code#

1. Navigate to Materials List View.
2. Double-click any material to open it.
3. Click Actions (button) > Generate Code.
4. Confirm that you want to replace any existing code on the popup.
5. Click Save (button).

How to View a Material Summary#

1. Navigate to Materials List View.
2. Right-click any material and select View Material Summary.
3. The summary appears on the right. Double-click the tab name to hide it.