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The Item Status Settings setting - Configuring the 'Item Status' window

Whenever you are working with Items (e.g. in Quotations, Orders, Invoices, Purchase Orders, Deliveries, Stock Depreciations and many other registers), you can use the 'Item Status' function if you need to check the status of any of the Items in the record (for example, the quantity in stock, the quantity on unfulfilled Sales Orders, etc).

To use the 'Item Status' function, first, click in any field in the row containing the Item you are interested in, then right-click or ctrl-click the row number and select the 'Item Status' function from the resulting menu (in versions prior to 8.0, place the insertion point in the row, then select 'Item Status' from the Operations menu).

The 'Item Status' window will be opened, displaying various figures about the Item you were checking. For the example illustrated below, we placed the insertion point in the second row of the Invoice (containing Item 10102) before selecting the 'Item Status' function:

If you would like the 'Item Status' window to open automatically whenever you open a record that supports the 'Item Status' function, select the Show Item Status option in the Item Settings setting in the Sales Ledger.

You can specify the information that will be shown in the 'Item Status' window, on two levels:

1. You can specify the information that will be shown to all users, using the Item Status Settings setting in the Sales Ledger.
   

2. You can specify the information that will be shown to a particular user, using the Item Status Settings register in the User Settings module.

If you will use the 'Item Status' feature, you must at least specify the information that will be shown to all users as mentioned in point 1, otherwise the 'Item Status' window will be empty.

To work with the Item Status Settings setting, use the [Switch Module] button in the Master Control panel to ensure you are in the Sales Ledger and then click the [Settings] button, also in the Master Control panel. Double-click 'Item Status Settings' in the 'Settings' list. Select options as appropriate and as described below. Then, to save changes and close the window, click the [Save] button. To close the window without saving changes, click the close box.

Each check box in the Item Status Settings setting will add a separate display field and/or button to the 'Item Status' window. The example below illustrates how the options in the setting correspond to and activate fields and/or buttons in the 'Item Status' window:

The display fields and/or buttons added to the 'Item Status' window by each option in the setting are as follows:

Option in Item Status Settings	Adds (field)	Adds (button)	Field Displays or Button Activates
Qty in Stock	Stock		Current stock level of the Item. If the Item is a Structured Item, the quantity that can be built from the current stock of components
		Stock	Stock List report for the Item
Qty on Sales Orders	Order		Current unfulfilled Sales Order quantity of the Item (i.e. the quantity ordered but not yet delivered) . This includes the quantity as a component in Structured Items
		Order	Outstanding Orders report listing Orders for the Item that have not yet been delivered
Qty on Purchase Orders	P. Order		Current unfulfilled Purchase Order quantity of the Item (i.e. the quantity ordered but not yet received)
		P. Order	Outstanding Purchase Orders report listing Purchase Orders for the Item that have not yet been received
Shippable Qty	Shippable		Current stock level of the Item that is available for delivery against new Orders (i.e. current stock - qty on Sales Orders)
Not Reserved Qty	Not Reserved		Current stock level of the Item, excluding any quantity in unfulfilled Sales Orders that have been marked as Reserved
Lead Date	Date		Date on which the Item would arrive in stock were it to be ordered from its Supplier immediately. This is calculated by adding the Delivery Days specified in the Item's Default Purchase Item to the current date
Cost Price	Cost Pr.		Cost Price of the Item, taken from the Item record
GP	GP		Gross Profit from the row containing the insertion point. If the row is in a record where there is no Gross Profit (e.g. in a Stock Depreciation record), the field will be blank
GP %	GP %		Gross Profit from the row containing the insertion point, expressed as a percentage. If the row is in a record where there is no Gross Profit (e.g. in a Stock Depreciation record), the field will be blank
Discounted Unit Price	Disc.U.Pr.		Unit Price less any discount from the row containing the insertion point. If the row is in a record where there is no Unit Price (e.g. in a Stock Depreciation record), the field will be blank
Qty in Stock in Unit 2	Stock 2		Current stock level of the Item, expressed using a second unit of measurement. This requires a Unit 2 and a Unit Coefficient to be specified for the Item, on the 'Stock' card of its Item record
Varieties Report		Var	Varieties in Stock report for the Item
Stock Forecast		Future	Stock Forecast report for the Item. This report shows predicted goods in and goods out quantities for the Item, based on unfulfilled Sales and Purchase Orders with Planned Delivery Dates
Location Status Report		Loc	Item Location Status report for the Item. This report lists stock levels, minimum stock levels, quantities on unfulfilled Sales and Purchase Orders, available stock and sales prices in each Location

In each case, the figures displayed in the 'Item Status' window will relate to the Location specified in the record from where you opened it. If you have not specified a Location in that record, the figures will relate to all Locations. The one exception is 'Location Status Report', which will display separate figures for each Location.

The Order figure is the quantity of the Item currently included in all unfulfilled Sales Orders, irrespective of whether they have been marked as OK. These are Sales Orders that are not delivered and not closed. The Shippable quantity is the quantity in stock less this Order figure.

You can decide whether the Stock, Order and Shippable figures should be reduced when you create a Delivery or when you mark that Delivery as OK. This is controlled using the Decrease Available on Deliveries options in the Stock Settings setting in the Stock module. For example, you have ten units of an Item in stock and you receive an Order for one unit. The 'Item Status' window will contain the following figures at each stage of the Order process, depending on which Decrease Available on Deliveries option you have selected:

Option selected	Action	Order figure	Stock figure	Shippable figure
Delivery is OKed	Create Order	1	10	9
	Create Delivery	1	10	9
	OK Delivery	0	9	9
When Delivery has been Created	Create Order	1	10	9
	Create Delivery	0	9	9
	OK Delivery	0	9	9

Note that if you are using the When Delivery has been Created option, the Stock figure will be reduced when you create a Delivery (from 10 to 9 in the example). At this point, the Stock List will still show 10 as being in stock, so you should treat the Stock figure as a "free" stock figure (showing the quantity that is available for new Deliveries) rather than a strict stock figure.

The Purchase Order figure will always include the quantity on Goods Receipts that have not yet been marked as OK.

As previously mentioned, the options that you choose in the Item Status Settings setting in the Sales Ledger will determine the information that will be shown in the 'Item Status' window to every user. If you need a particular user to be shown different information, change to the User Settings module and create a new record for that user in the Item Status Settings register:

Choose the user using 'Paste Special' and select the appropriate options. Using the Item Status Bar options on the right-hand side of the window, you can also choose whether the 'Item Status' window will open automatically whenever the specified user opens a record that supports the 'Item Status' function. If you choose 'System Default', the 'Item Status' window will open automatically if you have selected the Show Item Status option in the Item Settings setting.

If the figures in the 'Item Status' window are not correct, you can have them recalculated. To do this, go to the Technics module and run the 'Recalculate Item Status' Maintenance function. If a figure is still incorrect after running this function, change to the Database Maintenance module and enter the Item Number in the Log Item Status Updates setting. Then run the 'Recalculate Item Status' Maintenance function again and open the "hansa.log" file (the server's "hansa.log" file in a multi-user system). Each transaction that affects the Item Status will be listed, which may help you find the cause of the error. Each transaction will update figures for the relevant Location and figures for all Locations (marked in the "hansa.log" file as ;;;).

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