Support - Stock
Component supersessions
Components may become superseded when a newer equivalent is being manufactured in place of an older version, or when one or more components can do exactly the same job.
The only place in EStock where you may use superseded codes is in Purchases. This allows you to track exactly what stock you have purchased. In other places such as Rentals, it makes sense for you only have to consider using the newer components codes; EStock displaying stock available by summing both superseded and their replacement components together as one value.
Components are entered in essentially two types; physical items and non physical items (charges). When a project is dispatched, only physical items (non charges) will be pulled from stock and dispatched.
Non physical items only appear invoices. In saying that, in order to begin a daily charge on a particular date, it will be necessary to define a daily rate item such as ‘Scaffold Hire per day’ as a physical item so appears on a given dispatch and charging then begins when the dispatch is completed.
Enter a code and description for the component as well as any weigh and dimensions if available. You can group components by category to assist in reporting. If you have sufficient EStock permissions, click the ? button on the Category drop down to add or maintain component categories. Category maintenance is also available via the Stock Management menu.
There are two ways to define a weekly rate for a component. The first is to simply enter a Weekly Rate value against each Branch, or just one rate at Company level to apply to all Branches. The second is to enter a Sale Price from which to derive a Weekly Rate by then entering a value with the percent symbol (%) in the Weekly Rate against each Branch. The Weekly Rate will thus be that percentage of the Sale Price.
To view only components that you have currently purchases or rented, click the ‘Items In Use Only’ check box. This option will allow you to more easily navigate your component list.
Purchases
There are two ways in which you can bring stock into the EStock system. The first is via Sub Hired Equipment and the other is by entering a Purchase into the system
When stock is entered as a Purchase, it can then be sold (sales modules to be added later), or transferred to be used as rental stock or transferred to another location such as show room or written off. It is possible to rent equipment in EStock without ever having transferred purchased stock to rental but if you wish to keep track of all your available rental equipment, you are encouraged to enter all the stock that you own and transfer it accordingly. You can access the Purchase module via the Stock Management menu.
There are four mandatory fields in a Purchase.
Supplier – A record that has been entered into the Customers and Suppliers module and has been enabled as a Supplier at your current Branch
ETA – The date on which the equipment will arrive and be available in EStock
Status – allows you to record the status of the Purchase. Back Order, In Transit, On Order or Received. When the status is set to Received, the stock can then be transferred or sold. Stock reports in EStock will not consider Purchased stock to be on-hand unless a Purchased has been received.
Currency Rate – This defaults to 1 and should only be changed if the Purchase is in a foreign currency. There are two types of costs on a Purchase, Foreign and Local. If you are purchasing in your local currency, the rate will be 1 and both the Foreign and Local cost values will be the same. Costs should be entered in, in the foreign currency as they appear on your Suppliers Invoice. The exchange rate translates the cost into local currency.
Costs can be entered as both Local and Foreign. You can configure as many cost types as you wish via the Purchase Costs maintenance window. We recommend that you put an (F) on the end of each foreign cost description so you know the difference between local and foreign in the Purchases module. As with most support table information you can determine which Branches the costs can be used at by ticking the appropriate Business Units.
If you have sufficient EStock permissions, you can click the Reveal Costs check box to see the Purchase cost information.
Enter in the cost per-item of each component. EStock will compute the Foreign Total for each and proportion any local and foreign costs across each component. The Unit column displays the cost of each component ‘to you’ in your Local currency. The Landed column is simply the Unit cost multiplied by the Quantity. Using the State entered in the Suppliers physical address, EStock will consider any Supplier in a different State or Country as Foreign.
Because EStock proportions Costs across each component, it is sometimes necessary for EStock to record a rounding figure that will be added to the entire Purchase total to give a more accurate total value. None the less, if you enter any cost values, the calculated Purchase total may not match your Supplier Invoice exactly and may be out by a few cents or a few dollars. There is no way to ensure that the Purchase total matches exactly your Supplier Invoice since the Unit costs are back calculated by proportioning any Purchase Cost totals.
If you wish the record any discounts totals that your Supplier has given you, simply enter them as a negative cost. EStock will proportion the Discount across each component.
If your Supplier is within the same State as you, EStock will automatically calculate any tax on the Purchase. Suppliers not within the same State are considered Foreign and will not have any local tax value calculated.
Enter each component and quantity on the Purchase.
The Trans column displays the quantity of components that have been transferred to Rental stock or other locations. Available is the difference between the Quantity and the quantity transferred.If the purchased component is not in the EStock system you can create it via the Component Maintenance module if you have sufficient EStock permission. Click the ? button on the component drop down to quickly jump to the Component Maintenance module or you can access it via the Stock Management menu.
There are three system defined Stock Locations: Rental Stock, Write Offs and Customer Sales.
Rental stock levels are maintained and displayed by the rental side of EStock when stock is dispatched or returned. Write Offs is provided so you or EStock can write off any equipment that has been damaged or lost. The Write Off stock reports can then be generated from this data. Customer Sales is provided as a temporary way to record sales until EStock supports full sales functionality. You may add as many new locations as you wish to track sales stock movements.
