ITEM (SKU) SETTINGS

New item

1. New item in the assortment firstly is entered into the accounting program, i.e. a card for this item is completed in the accounting program. After regular data exchange, the newly launched item is updated on the StockM system.

2. Newly appeared items (SKU) you see: StockM window „Today“ -> „New SKU“.

3. New items, appeared in StockM system, features: state ND, mark NEW.

4. It is necessary to fill in the information (parameters) for new item, which is not updated from the accounting program (see: below).

5. If you have to send the order for supplier today and order an item, which is not StockM yet, then you can create an item card directly in StockM.

  • Assortment -> Inventory -> New.
  • In the Order window: New order -> Add SKU -> New.

In the window, that opens, fill in the required fields, marked *.

This card will be created only in STOCK-M, don‘t forget to create it in accounting. This item MUST have the same code in STOCK-M and accounting, then item data will start to update.  

Item parameters

1. It is necessary to fill in (or correct) parameters of item, which are not updated from the accounting program.

  •     Newly appeared items in StockM you will find:

StockM -> window „Today“ -> „New items“ (for entering information through the warehouse)

OR

StockM -> „Assortment“ -> „Inventory“ -> Filter: state ND, storage place, supplier and etc. (for entering information through the warehouse)

OR

StockM -> „Assortment“ -> „SKU List“ -> Filter: item (SKU) code, etc. (for entering information through the warehouse)

2.  In the window, that opens, you can see the a of new items (which state is ND).

  •     If you want to correct already existing item (SKU) parameters in StockM, then:

StockM -> „Assortment“ -> „Inventory“ -> Filter: item (SKU) code, storage place, supplier and etc. (for entering information through the warehouse)

OR

StockM -> „Assortment“ -> „SKU List“ -> Filter: item (SKU) code, etc. (for information editing/corrections through the company)

  • In the window that opens, in the row of selected item, enter the required values in editable fields. Editable column headings are highlighted. 
  • OR edit all selected rows by pressing at once by clicking . You will be able to enter one field value for all selected rows. In the window that opens, you will only see the visible columns you are editing. .

3. Fill in all required parameters, which are not renewed from the accounting program:

SYSTEMATIC PARAMETERS (changeable for one item throughout the system) - information in the "head" of item (STOCK-M → “Assortment” → “SKU List”):

1. SKU code – it is a unique item (SKU) code, that is always updated from an accounting program (unless a new item (SKU) is created during a special order formation). In STOCK-M, item(SKU) code is not changed. 

2.  SKU name – item name is always updated from an accounting program (except when new item (SKU) is created during a special order formation).

3.  Group – an item group/category by which the items are distributed in the accounting program (this group is updated/renewed from the accounting program, except when the new item (SKU) is created during the special order formation). According this group you will be able to see and analyze STOCK-M reports ("Inventory dynamics", "Buffer status").

4. Manufacturer – primary supplier of the goods/items, i.e. external supplier from which the item is ordered.

5. Dimension – is always updated from the accounting program (except when a new item (SKU) is created during the special order formation, then the unit of measure must be selected from the list.

6. Extra 1, 2, 3, 4, 5, 6, 7, 8, 9, 10 – additional information about item.

7. Weight, kg – 1 item unit weight in kilograms.

8. Volume, unit/palette (measure)  – number of items (units) per pallet.

9. Service level – level of sensitivity of the item to the reduction of balance. 99% service level is set for fast moving items (A mover) - the most sensitive; for slow-moving items (NON mover), the service level is set 75% - the least sensitive, for other items - 90% (by default, service level is set 90% for new items).

10. A mover – this mark is assigned to items, that makes 80% of company turnover. This is a systematic parameter that is set automatically.

11. C mover – this mark is assigned to items, that makes 2% of company turnover. This is a systematic parameter that is set automatically.

12. OUT mover – the mark of item, which is exported from the system (if you place a check mark on the OUT Mover mark, the status of item in the Central warehouse will automatically change to DTO).

13. Edit selected - button allows you to edit visible editable fields of the marked rows. For all selected rows will be written the same value of the field, while saving the changes. When making massive changes, parameters errors are not specified/detaled. 

14.  Edit ALT group – is used when there are several items that are the same in the buyer's eye, but any of them can be bought and sold. When ordering an item from a supplier, need to evaluate/estimate balance/stock of the alternative items. OR replace the old product code with a new one. Then it is used alternative merge function. After marking the goods/items, which have to be merged or selecting one of these goods and clicking the button - enter analogous / alternative goods, in the window that opens. In the system there are visible all items/goods, merged/connected to the ALT group, however orders are formed only for the main item. When it is not possible to order the main item - it is ordered an alternative item (see: Combining alternative items).

  • !!! Alternative item has a state ALT: STOCK-M -> “Assortment” -> “Inventory” -> Filter: a specific item or a specific storage place/supplier and etc. In the window that opens, you can see information about item and in the "State" column specified ALT. ALT status cannot be changed until the item is not separated from the alternatives group.
  • !!! When a unique code is changed in the accounting program for the same item, STOCK-M is updated as a new item. The "Old" and "New" items must be merged/connected, leaving the "new" code as the main and moving the parameters away from the "old" code.
  • !!! ALT Group Information: STOCK-M → "Assortment" → "SKU List" column "In Group" indicates if the item belongs to ALT group. Selecting such an item and clicking "Edit ALT Group" opens a group window with all the items in that group OR you can filter out a specific main item in the list, to see all the items, associated with the main item. If the SKU code and the Main code are the same so then the item/product in the group is the main item.

PARAMETERS ARE CHANGED SEPARATELY IN EACH STORAGE PLACE (STOCK-M → "Assortment" → "Inventory")

1. Storage place (code, name) –an information field, which shows location of the item. Unchangeable parameter - it is updated from the accounting program.

2. Supplier name – from where the goods/items are supplied/delivered. Select the main supplier of the item (if the supplier is notupdated from an accounting program). If the item is delivered from multiple suppliers (alternative), then STOCK-M → “Supplier Info” → “Supplier Information” → Filter: specific item or specific storage location/supplier, etc. you can add other suppliers, who can deliver the item (in the column "Is main" you can see a check mark near the main supplier). Also, in the Supplier information window you can specify item code in the Supplier system "SKU code in supplier ERP", item name in tyhe Supplier system "SKU name in supplier ERP", the unit of measurement in the Supplier System "SKU dimension in supplier ERP" and ordered conversion coefficient "Dimension conversion ratio".

3. Warehouse level – information field, describing the size of storage place/importance and etc. Unchangeable parameter - assigned in storage place settings.

4. Status - item status DTA / DTO / ND / NM / NA / CD / CD2 (in order to assign the same status to all storage places, the appropriate rows must be selected and pressed ):

DTA - the balance of the goods/items must be supported at the storage place.

DTO - balance of the goods/items must not be stored at the storage place. Such item is ordered according to spec. order when you have a specific customer;

ND - new item, status may be assigned manually if the responsible manager has additionally review the parameters of such item;

NM - the item is not managed according to STOCK-M Inventory Management System (you don't need to set a buffer for item, which has NM status);

NA - not active item, data is not updated for that item (you don't need to set buffer for item, which has NA status);

5. Buffer date – information field, showing the last buffer change date, from this date the time is counted, when the system suggest to reduce / increase the buffers. Unchangeable parameter.

6. Extra 1-7 – additional information about item.

7. Purchase price – Item purchase price excluding VAT from the supplier EUR (if the item is purchased from the supplier in another currency, then item price must be converted to EUR, using the current exchange rate of STOCK-M). Most often is updated from an accounting program.

8. Buffer – stock level, which includes the balance, which is in the storage place and the ordered quantity on the way. Editing in the column "New Buffer". You can set a primary buffer in item card for the new item buffer can be edited if the previous buffer does not reflect to changed market situation or otherwise (see: Rules for buffer changing).

  •     if you want to assign the same buffer for all storage places, you must mark the required rows and then click  , in the table that appears, enter the required value and save changes.

9. Safety buffer 1-3 - required quantity of goods/items in the storage place, in order to ensure that the goods never run out of stock at the storage place (fulfilling commitments to buyers, to have the appropriate quantity of goods at any time, or "beauty" on the shelf). Security Buffer - this is a quantity not for sale.

  • if you want to assign the same buffer for all storage places, you must mark the required rows and then click , in the table that appears, enter the required value and save changes..

10. Safety buffer 4-6 - The quantity of goods (for the special period of time) at the warehouse so that there were always enough of the goods at the warehouse (fulfilling obligations to the buyers: to have the appropriate quantity of goods at any time, or "beauty" on the shelf). Safety buffer – quantity, not assigned for sales. Safety buffers with expiration date are given only from the accounting.

11. MOQ - the minimum quantity that can be ordered from a supplier (orders are not placed for smaller quantity that specified MOQ). If you want to assign the same MOQ for storage places, you need to select the required rows and click , enter the required value in the resulting table and save changes in the table that appears.

12. USQ - the minimum quantity that can be ordered from a supplier above the MOQ, i.e. what's the next step after MOQ (ex: MOQ = 5, USQ = 1, ordered quantity = 5, 6, 7, 8, 9 ....). If you want toassign the same USQ to all storage places, mark the required rows and click , enter the required value in the resulting table and save changes in the table that appears.

13. Balance – information field, which shows what balance of item is in each storage place. Unchangeable parameter - it is updated from the accounting program.

14. On the way Qty – information field, which shows what quantity of items is ordered from the supplier (on the way). Unchangeable parameter - it is updated from the STOCK-M system (or from the accounting program - individually agreed with the client at the beginning of the project).

15. PTO - information field, which shows what quantity of items is ordered for customer (pre-sale). Unchangeable parameter - it is updated from the accounting program.

16. Order once – quantity, needed to “fill the shelves”, i.e. y. quantity, once added to the order (used when the item has been out of stock for a long time, or if a new item has started to be placed/delivered and a bigger quantity needs to be ordered to the central warehouse,  for filling the regional warehouse).

17. Split mark – is determined when separate orders are placed for the same supplier at the same storage place (can be formed even on different days). If you want to assign the same split mark to all storage places,  you need to mark/select the required rows and click , enter the required value in the resulting table and save changes in the table that appears.

18. Season – information field, indicating that for a specific item is set a specific period, i.e. identifies a period (start and end), when the demand, because of internal company actions or external market factors, significantly changes. The parameters are set, that increase / decrease the buffer of item (or the product/item is turned off at the end of the period). Parameters are set and changed in STOCK-M → "Other" → "Periods".

19. NEW mover - a new item mark, that is automatically applied to all newly updated items in the system. After filtering items, according the NEW Mover mark, the movement of new items is monitored. 3 months after the new item has been imported into the system, the NEW Mover mark is automatically removed (unless it is agreed with the customer differently).

  •  The NEW mover mark can be set manually, by specifying the date by which the item will be new (if you want to assign NEW mover mark for all storage places, you have to mark the required rows and click in the table that appears you have to enter the desired date and save changes.

20. New mover till – the date, till which newly uploaded item will have the mark NEW. By default, the mark NEW for an item is assigned for 3 month period, if this period is too short / long - the date is manually changed to the desired date.

21. Manager – employee, responsible for the item. The manager can upgrade from an accounting program during data exchange. If there is no such setting in the accounting program, then the manager in STOCK-M is assigned according to the manager assigned to the supplier.

22. Manager 2 – the second manager, responsible for the item (If several managers are dealing with the same item. Eg. in the marketing department and in the purchase department).

  • The second manager can only be assigned in StockM. It can be loaded via Table L11.
  • After selecting on the dashboard (Home):
    • “All Users” – data is filtered by the first manager, as it was before;
    • A specific manager – shows all the items where that manager is assigned as the first or the second manager. Where amounts are calculated, they are visible only under the first manager (because the product sets of the first and second managers may overlap).
  • On the taskbar a user who is logged in sees all the tasks where he is assigned in any way (as the first or the second manager), if the setting “show on dashboard” is active for him.
  • In the window “Taskboard”:
    • A particular user sees all the tasks where he or she is assigned in any way (as the first or the second manager);
    • In the case of “All Users”, the data is filtered by the first manager (as it was).
  • Manager 2 is visible in the reports.

23. Limit by sales – the maximum allowable quantity for one item inventory in a purchase order. The limit is calculated by system for each SKU (in monetary expression, eg. 5000 EUR). The function is activated only in agreement with the project manager.

    1)  If at least one item in the order exceeds the limit and the logged in user has no right to exceed the limit, the system will not allow to send the order. The user selects one of the following options:

- save the order and forward to another person for sending it, whose orders are not restricted

- reduces the quantity of the restricted item to the permitted limit or removes it and sends the order.

    2) if the limit is set in the SKU card, then while calculating the limit of order, estimated is only the limit, which is calculated according sales.

  • if calculating the limit according sales, 50% of the time there were no sales, then the new product/item limit is adjusted to the item (the new item limit is set by the project manager in the administration module).

24. ASS – A feature of an item, which is (not) in the assortment, that can stop a regular supply of an item from an accounting program (the ASS mark is only renewed from an accounting program). The status of the item according the ASS mark is not managed automatically, i.e. if it was updated from the accounting program ASS = 0 (item not in the assortment), but StockM item status is DTA, then the item will stay DTA, but will not be included into a regular order and lost sales for it will not be calculated. If ASS = 1 (the item is in the assortment) has been updated from the accounting program, but STOCK-M item status is DTO, then the item will stay DTO, i.e. will not be included into regular orders.

This feature cannot be used when the supplier temporarily stopped the supply of the goods.

25. The column "Next delivery". This column is visible in the Inventory, Suppliers Schedule windows and on the product card. If the item is the same time in a several orders, the nearest expected delivery date is displayed. If you don't see the column, open it through the column selection.

26. Min. buffer – it is the value, to which the buffer can decrease (the buffer cannot be less than MinBuf or MOQ). Used to manage packages, when in storage places musy be eg. not less than 4 units, although it is possible to order and sell 1 unit each, then after setting MinBuf = 4, the system will keep at least 4 units. These 4 units is not just for “beauty” on the shelf, but for sales also.

27. Max. buffer  - it is the value up to which the buffer can increase (the buffer cannot be bigger than MaxBuf). MaxBuf can be used, when space is limited in the shelf, freezer, storage place, e.g. the freezer can hold up not more than 100 units, if ordered more, there will be no place to put the goods.

28.  After clickingon the item line/row - will be displayed the item graph.

29.   You can edit all visible columns at once, for all selected items.

30.  If the parameters for the DTA and DTO items are set incorrectly, the system, while saving changes, additionally will notify you about errors while editing the line (eg: BUF <MinBuf, MOQ <USQ, etc.). Errors/mistakes are not detailed, while editing multiple lines at once.

31. IMPORTANT: after changing item MOQ or Min. buf or Max. buf in the item card, check item buffer. If item buffer is less than MOQ or Min.buf. or bigger than Max, buf, then change item buffer, which will be > = MOQ or Min.buf. and buffer <= Max.buf.

32. Rule !!! BUFF> = MOQ or Min.buf and BUFF <= Max.buf.

33. If the supply of an item has been stopped and the item was out of stock in all storage places, then you have to fill again all storage places, after renewing the supply. This is done by filling the shelves (see below).

34. – line/row copying is rarely used function. It is required when there is no  item in the accounting program in some storage place yet (also it is not in StockM, but the item needs to be ordered). Click the icon to select the storage places, which you want to add. All other parameters will be copied. Check all editable fields.

  • !!! For the item, which is added to the storage place, data must begin to be updated from the accounting program. So don't forget to take the necessary actions in the accounting program.

Item buffer

1. New item buffer:

    1) the new item (SKU) in STOCK-M has a buffer 0 (except when for new items (SKU) buffer is updated from the accounting program. This is agreed at the beginning of the project with the project manager);

    2) It is necessary to set a buffer for DTA goods/items as orders will be formed based on the set buffer.

  • !!! For DTO, NM state goods (SKU) it is possible to set or leave buffer = 0.

    3) new item buffer is planned availability (see definition of buffer above, see Item (SKU) Settings - Buffer).

    4) For the new item you can set the buffer:

STOCK-M → window "Today" → "New SKU"

OR

STOCK-M → “Assortment” → “Inventory” → Filter: status ND, storage place, supplier, etc.

    5) in the window that opens you can see a list of new items. Enter the value of the primary buffer in the "New buffer" field and press "Enter", the change confirmation window will pop up. In the confirmation window that opens, the system asks you to enter the reason for changing the item buffer (in this case, the reason is "for new item is set primary buffer").

  • Item buffer can be changed for all selected rows at the same time by pressing a button .

    6) In the window „New SKU“ you also can:

  • Edit all matching SKU parameters - either directly in the row or for selected rows at once. Editable column headings are highlighted.
  • For items to assign the smallest system's available item buffer (MOQ) - in the "New buffer" column, click ,

    ·        buffer calculation parameters window will open, after selecting "Set Buffer = MOQ" system will set automatically the smallest value of  buffer, which is visible in column "MOQ".

  • the setting can be applied to all selected rows at the same time.

2.  Item buffer correction:

    1) if you need to change the buffer for the new item, i.e. for an item that already has some buffer set, open the Inventory window: 

STOCK-M -> „Assortment“ -> „Inventory“ -> Filter: item (SKU), storage place, supplier and etc.

    2) to the column „New buffer“ enter new value, to which you want to change the buffer and clicl „Enter“.

    3) When you save changes, select the reason why you change the buffer.

    4) You can change values for all marked rows at the same time.

More detailed (see: Rules for buffer changing)

Shelf filling

1. When you start to fill in a new item or the item has not been refilled for some time (shops were out of stock) and it is necessary a bigger primary supplement of items (supplement of shelves), in such case it is used "order once" function.

STOCK-M -> „Buffers“ -> New items“ -> Filter: storage place, supplier and etc.

OR

STOCK-M -> „Assortment“ -> „Inventory“ -> Filter: storage place, supplier and etc.

2. Enter the quantity near the required item into the column "Order once", by which shops shelves must be filled in and click "Enter". Entered quantity will be added to the regular order quantity (which is necessary for regular item supplement). This quantity will be automatically as "zero" (= 0), when you place/send your order.

  •      Once order you can also enter for all marked items (SKU) if you need to supplement it with the similar quantity.

Taken out (SKU) cards activation

1.      Item (SKU) „renewal“:

     1) If an item was turned off in STOCK-M (transfered ti NA status), however an item „moved“, i.e. appeared PTO, balance, sale, transmission, supplement (any of operations), such item is „renewed“ as a new item (status ND, buffer=0).

    2) the item appears among the new ones, that manager would check the item to see if it really needs to be turned off, because something is being done with it.

    3) if you return a "renewed" item to an assortment, you will decide to have it in storage place, then you need to select DTA in the "New Items" window, set the buffer, remove the OUT mark, if such mark was set (you can take out the OUT mark: STOCK-M -> "Assortment" -> "SKU list"). If you will not return the item to the assortment, then you need to set DTO status for such item, no need to change the buffer.

2. Returning items to the assortment:

    1) If you decided to return an item (SKU) to an assortment, that has already been deactivated/turned off (STOCK-M state NA), you must activate/turn on such item (SKU) in the accounting program and MUST turn on the item in STOCK-M.

  • The data in STOCK-M is not updated with the item state NA, so if you only activate the item in the accounting program, the item in STOCK-M will not switch on automatically.

    2) An item, which is turned off, you will find STOCK-M -> „Assortment“ -> „Inventory“ -> Filter: item (SKU), storage place, supplier and etc.

    3) Change item (SKU) state from NA to the required (DTA, DTO, NM);

    4) Take off the mark OUT: STOCK-M -> „Assortment“ -> „SKU list“ -> Filter: item (SKU), storage place, supplier and etc.

    5) Check other item parameters (see: Item parameters).

Tags:
Created by Administrator on 2019/12/11 14:12
Translated into en by Administrator on 2019/12/12 09:27
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