Stock Settings
This setting contains some miscellaneous options controlling the behaviour of various aspects of the Stock module.
- Main Location
- Paste Special
Locations setting, Stock module
- If a Location is specified here, it will be used by default wherever a Location is required and left blank. For example, Items on a Goods Receipt record without a Location will be treated as being stored in the Main Location.
- If the Require Location box (below) is not checked and the Main Location is changed, you must create a back-up file and import it into a new database before entering any further stock transactions. This will have the effect of moving all stock from the old Main Location to the new one, because all stock transactions with a blank Location will then be treated as referring to the new Main Location. If in reality the stock in the old Main Location remains there, you should then move it back to that Location using Stock Movements.
- A special case of this is the specifying of a Main Location for the first time. In this case, stock that has previously been entered without a Location will be treated as being in the Main Location once the updating procedure described above has been completed.
- If this updating procedure is not followed when the Main Location is changed, and instead stock is moved from the old Main Location to the new one by Stock Movement, stock levels will be rendered inaccurate the next time you create a back-up file and import it into a new database (e.g. when upgrading to a new version of Hansa). This inaccuracy can be corrected by reversing the Stock Movement. Do not put off following the updating procedure because you do not want all stock to be moved from the old Main Location to the new one, as this will happen anyway the next time you import a back-up file into a new database (e.g. when upgrading).
! | If the Require Location box is not checked and the Main Location is changed, create a back-up file and import it into a new database straight away. | |
- Service Location
- Paste Special
Locations setting, Stock module
- This field is used if you have the Service Orders module. When receiving into service stock Items belonging to Customers that you are to repair, they will be stored by default in the Location specified here.
- Paste Classification
- Paste Special
Item Classifications setting, Stock module
- Please click here for full details of this field.
- Require Location
- If this option is on, a Location must be entered to all stock transactions (such as Deliveries and Goods Receipts) and Invoices. If it is off and no Location is specified, any Location entered in the Main Location field above will be used.
- Update Known Serial Number Register
- This option will be used if you have the Service Orders module. If it is switched on, a list of Serial Numbers for Items sold by your company will be available to the Service Orders module. When such an Item is subsequently brought in for repair, this list will allow Hansa to determine whether it is still under warranty using the Invoice Date and the Warranty Months field on the 'Recipe' card of the Item screen.
- FIFO calculated automatically
- This option is only used if the Production module is present. When entering a Production record, a default Input Cost value for each component will be brought in from the Recipe: this is therefore a fixed figure and NOT the same as the FIFO stock value.
- If this option is on, FIFO stock values will be placed in the Input Cost field of each component (replacing the default value) when the Production record in marked as Finished and saved. The cost of the output Item is also changed accordingly. This will affect the resulting Nominal Ledger Transaction and therefore your stock valuation in the Nominal Ledger.
- Automatic delivery for Service and Plain Items
- When raising Invoices from Sales Orders, usually only those Items on approved Deliveries will be included. This means that a Delivery must be issued from a Sales Order before an Invoice can be raised. This might not be appropriate if the Sales Order does not include any Stocked or Structured Items (i.e. it has no stock level implications). If you would like to be able to raise an Invoice without previously issuing a Delivery from such Orders, check this box.
- If this box is checked, when a Plain or Service Item is included in a Sales Order, the Del 1 and Del 2 Quantities will be changed to the Order Quantity when the Order is saved. Therefore Plain and Service Items will not be included on Deliveries created from the Order. This also means that the Order Quantity for such Items cannot be reduced once the Order has been saved.
- If this option is being used, take care not to create premature Invoices accidentally for services such as delivery and labour from Orders that also include Stocked Items.
- This box should not be checked if you have Sales Orders that are connected to Projects. Invoices are not created directly from such Sales Orders: instead they are raised from Project Transactions which in turn are created from Deliveries. If this box is checked, Service and Plain Items (e.g. labour) will not be transferred from Orders to Project Transactions via Deliveries because the Deliveries will not exist.
- Automatic receiving of Service and Plain Items
- When creating Purchase Invoices from Purchase Orders, usually only those Items on approved Goods Receipts will be included. This means that a Goods Receipt must be received against a Purchase Order before an Invoice can be created. This might not be appropriate if the Purchase Order does not include any Stocked or Structured Items (i.e. it has no stock level implications). If you would like to be able to create Invoices without previously entering Goods Receipts from such Purchase Orders, check this box.
- If this box is checked, when a Plain or Service Item is included in a Purchase Order, the Received Quantity will be changed to the Order Quantity when the Purchase Order is saved. Therefore Plain and Service Items will not be included on Goods Receipts created from the Purchase Order. This also means that the Order Quantity for such Items cannot be reduced once the Purchase Order has been saved.
- Invoices before delivery
- When raising Invoices from Sales Orders, usually only those Items on approved Deliveries will be included. This means that a Delivery must be issued from a Sales Order before an Invoice can be raised. If you would like to raise Invoices from Orders (for the complete value of the Order) before issuing Deliveries, check this box. If you have determined that cost accounting transactions are to be created at the point of delivery, stock transactions in the Nominal Ledger will still be raised when the Delivery is approved (i.e. using the Invoices Before Delivery option does not affect cost accounting in any way).
- If you are not using this option, you can switch it on for an individual Order by checking the Invoice Before Delivery box ('Del Terms' card).
- Automatically set Batch Serial Number on Delivery
- When Deliveries are created for Serial Numbered Items, usually you must enter the Serial Numbers yourself, because there is no automatic FIFO allocation of Serial Numbers. However, in the case of Items that have Serial Numbers at the batch level only, Serial Numbers and Best Before Dates will appear in Deliveries automatically if this box is checked.
- If the Order Quantity is greater than the size of a batch, the Delivery will contain an appropriate number of separate rows with different Serial Numbers. For example, you have a batch of ten Items with Serial Number 1 and a batch of ten with Serial Number 2, and you receive an Order for eleven. This option will create a Delivery with two rows: the first with a Delivery Quantity of ten and Serial Number 1; and the second with a Delivery Quantity of one and Serial Number 2.
- If a Delivery is not approved immediately, batch Serial Numbers can be updated using the 'Refill Batch No. Items' function on the Operations menu.
- Allow Delivered Qty greater than Ordered
- When creating Deliveries from Orders, you are usually prevented from delivering a quantity that is greater than that ordered. Use this option if you would like to be able to do this. This applies to all Item Types, including Plain and Service Items.
- No Serial No. on Goods Receipts
- By default, when you receive an Item that uses Serial Numbers into stock, you will not be able to save the Goods Receipt without entering a Serial Number. Similarly, when selling an Item, a valid Serial Number (i.e. one currently in stock) must be used in the Delivery or Invoice.
- If you find these rules to be too strict, use this option. If this box is checked, you will be able to save Goods Receipts without specifying Serial Numbers. You will still have to specify Serial Numbers in goods out transactions (e.g. Deliveries, Invoices, Stock Depreciation records), but no check will be made that they are valid (i.e. that they are currently in stock). Since it is not compulsory to enter Serial Numbers in Goods Receipts, it cannot be known if a particular Serial Number is valid. For the same reason, there will be no 'Paste Special' list available from the Serial Number field in goods out transactions.
- Decrease Available on Deliveries
- Use these options to determine exactly when delivered Items are to be removed from stock. The available quantity of an Item in a particular Location can quickly be viewed using the 'Item Status' and 'Item Status Report' functions on the Operations menu, available in several areas of Hansa.
- These options control the calculation of the Available figure shown in a Delivery when it is created. They also control when the Stock and Order figures in the 'Item Status' window and Item Status Report are updated. In both cases, the figures can be reduced by the quantity delivered when Deliveries are created or when they are approved (i.e. the choice is whether these figures should include quantities on previous unapproved Deliveries). Please click for full details of the 'Item Status' and 'Item Status Report' functions.
- Unit 2 Conversion Calculation
- Several reports in the Stock module offer the option to include Quantity 2. This option allows you to express stock quantities using two different units of measurement. This is only appropriate for Items that have a Unit 2 and a Unit Coefficient specified on the 'Stock' card.
- You can specify that the Quantity 2 figure is to be calculated by multiplying or dividing the standard quantity by the Unit Coefficient. Make this choice using these options. If you change your choice, you should create a Company Text Backup and import it into a new database in order to update the reports.
- Chronology in Stock
- The chronology feature can be used to help improve the accuracy of FIFO valuations by ensuring that stock transactions are entered in date sequence. If it is used, Hansa will not allow the approving of a stock transaction (i.e. Goods Receipt, Delivery, Stock Movement, Returned Goods record or Stock Depreciation) if there are unapproved stock transactions (in any of those registers) with an earlier Transaction Date, or approved stock transactions with a later Transaction Date.
- Use the For all Locations option if all stock transactions are to be considered by the chronology check, or the Per Location option to restrict the feature to stock transactions affecting the Location of the new record.
- The chronology check can be turned off for a particular Location using the Ignore Chronology check box on the Location screen.
- Over Delivery
- These options control Hansa's behaviour when creating Deliveries from Orders when there is not sufficient stock to fully satisfy those Orders. Plain and Service Items are not affected by these options.
- Allow
- This option will allow the delivery of more units of a Stocked Item than are in stock. However, when creating Deliveries from Sales Orders, the default quantity will be the quantity in stock if the order quantity is greater.
- Do Not Allow
- Use this option to prevent the delivery of more units of a Stocked Item than are actually in stock.
- Always Deliver
- This option will allow the delivery of more units of a Stocked Item than are in stock. It differs from the Allow option in that when creating Deliveries from Sales Orders, the default quantity will always be the order quantity, even if there is insufficient stock.
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Introduction to Settings in the Stock Module
