Item Creation and Editing
Overview
In BOS Enterprise, inventory is managed by creating items. Items can be created for parts, finished goods, services, or outsourced supplies. Physical items that are kept in stock are marked as Inventory Items. Organisations should create items for every product they buy, manufacture or supply. For example, a motor-vehicle manufacturer may have an item for the base car, items for all the optional extras, and items for all the spares.
Buttons Explained
| Button | Description |
|---|---|
| ⬆ ⬇ | Arrows allow you to navigate to the next or previous item. |
| Recent | Lists the recently viewed items for quick navigation. |
| Edit | Changes the fields from read-only to editable.
|
| New | Creates a new item. |
| Copy | Copies the item to make a new item. Options are:
|
| Delete | Deletes the item if it has not yet been used or is not linked to a costing. |
| Save | Saves, refreshes or calculates any changes (information is automatically saved). |
| Approve | Only available if the item has a checklist.
|
| Menu |
|
Header Fields Explained
Info
The following fields are displayed or hidden based on the selected Category setting: Customer, Entities, Make and Model, Reference, Supplier, Tracking.
| Field | Description |
|---|---|
| Status | Sets the item to Active, Phase-Out, Review, or Cancelled. Active, Phase-Out and Review statuses allow the item to be used. The purpose of the Review status is to flag items that must be checked or edited. The purpose of the Phase-Out status is to stop using the item when stock runs out. |
| Status Note | Type a Note. |
| Status Audit | Shows the last change to the item (User and Date). |
| Description | Type a Description for the item. |
| Category | Select a Category from the dropdown list of categories. |
| Subcategory | Select a Subcategory from a lookup list that was created for the category. |
| Reference | Type in an optional Reference for the item. |
| Code | Type a Code for the item. See Settings: The caption can be changed. If the option to search by code is selected, this field is mandatory, otherwise it is optional. |
| Unit | The Base Unit (Inventory Unit) for the item (defaults to ea for each). |
| Inventory | Dropdown list for you to select:
|
| Customer | Select a customer from the dropdown list of customers (used when the item is linked to a specific customer and not generally used otherwise). |
| Make | Only applicable to Assembly and Material items. Create lookup lists to provide more information about the item (Konica Minolta). |
| Model | Only applicable to Assembly and Material items. Create lookup lists to provide more information about the item (e.g. Bizhub C651I). |
| Type | Select a type of product:
|
| Tracking | A dropdown list from which to select tracking options:
|
| Resolve | A dropdown list from which to select the action to take when the item is part of a transaction. The options are:
|
Tab Explained: Image & Specs
Buttons Explained
- Edit (next to Note): Opens a text editor for you to create or edit a Note.
- Edit (next to Specification): Opens a text editor for you to create or edit a Specification.
Fields Explained
| Field | Description |
|---|---|
| Note | A text field for you to enter any information. |
| Specification | A text field for you to enter specific details about the item. |
| Image |
|
Tab Explained: Units
Info
When the Base Unit or Unit Conversions are changed, this warning is displayed: An Inventory Rebuild is required to reflect changes made to the Base Unit or Unit Conversions. On leaving the screen, a popup allows you to rebuild the report.
See Inventory Reports for instructions on how to rebuild the inventory report manually.
Buttons Explained
- Add Unit: Add an additional Unit.
Fields Explained
| Field | Description |
|---|---|
| Field Chooser (*) | Add or remove columns. |
| ID | A system-generated number allocated to the unit. |
| Unit | A code representing the Unit (e.g. ea for each, or m for metre). |
| X | The number of items in a Unit. |
| Default Unit | A pre-filled field that displays the Default Unit Code (Base Unit). |
| Stock Check | A dropdown list with the following options:
|
| Menu (...) |
|
Tab Explained: Assets
Info
This tab is only available if a Class and Category are created for Assets.
Depreciation can be recorded in the ledger if a transaction type is created for depreciation, and that transaction type is identified in a general setting.
Fields Explained
| Field | Description |
|---|---|
| Asset Type | A dropdown list of Assets allowing you to select one (e.g. Vehicles, Equipment, Machine). |
| Identification |
|
| Sizes and weight |
|
| Dates |
|
| Meter Data |
|
| Purchase Detail |
|
| Depreciation (Straight Line) |
|
Tab Explained: Costing & Pricing
Supplier Prices
Buttons Explained
- Add Supplier: Adds a new supplier price.
- Arrow on Add Supplier: Adds all the suppliers allocated to a specific Group that are not already added.
Fields Explained
| Field | Description |
|---|---|
| ID | A system-generated number for the supplier record. |
| Status | The status of the entry. It defaults to Active and can be changed to Inactive. |
| Reference | A field to type in the Supplier's Reference (e.g. The Supplier's Item Code). |
| Barcode | A field to enter a Barcode. |
| Fixed Price | A field to type a Fixed Price. |
| RoE Override | A checkbox. Checkmark = The Rate of Exchange can be changed when a transaction is created. (Only applicable if the supplier uses Foreign Currency.) |
| RoE X | The current Rate of exchange. Set to 1 if the supplier uses Local Currency. |
| VAT Type | A field to select the VAT Type applicable to the Supplier. |
| VAT | A field to select whether the price Excludes (Exc) or Includes (Inc) VAT. |
| Unit Price | A field to type the Unit Price of the item supplied. |
| / | A field to type the number of items included in the Unit Price. |
| Unit | A dropdown list of available Units to select the unit that the item is purchased in. |
| CUR | A dropdown list of Currencies to select the applicable currency. |
| Adj (%) | A field to enter a percentage which can be positive (adds an additional amount) or negative (discount). |
| Min Qty | A field to type the minimum number of items that can be purchased in one transaction at the specified price. |
| Total Fixed | A field to type the item's Total Fixed Cost. |
| Lead Days | A field to type the number of days it takes to receive the item once it is ordered. |
| Total Unit (ea) | The Total Cost Per Unit (automatically calculated). |
| Updated by | The User who last updated the record (auto-filled). |
| Updated | The Date on which the last update was made (auto-filled). |
| Menu (...): Delete | Deletes the unit. |
Costing
Info
This section is displayed if the Item is an Assembly.
Button Explained:
- Add Costing (EST): Adds a new Costing.
Fields Explained:
| Field | Description |
|---|---|
| ID | A system-generated number for the costing. |
| Status | The status of the entry. It defaults to Active and can be changed to Inactive. |
| Estimate | A dropdown list from which to select an Estimate. |
| Barcode | A field to enter a Barcode. |
| Type | Auto-filled: EST for estimate; COS for Cost of Sale. |
| Unit | A dropdown list of created units to select a Unit. |
| Unit Price | A field that is pre-filled from the selected estimate showing the Unit Price. |
| Total Fixed | A field that is pre-filled from the selected estimate showing the Total Fixed Price. |
| Total Unit (ea) | The Total Cost in the selected Unit where ea = the selected unit. |
| Min Qty | A field to type the Minimum Quantity for which the estimate is applicable. |
| Lead Days | The number of days it takes to produce the item. |
| Updated by | The User who last updated the record. |
| Updated | The Date of the last update |
| / | The number of items included in the price. |
| Menu (...) |
|
Services
Info
This section is only displayed if the Item is a Service.
Button Explained
- Add Service: Adds a service.
Fields Explained
| Field | Description |
|---|---|
| ID | A system-generated number for the service. |
| Status | The status of the entry. It defaults to Active and can be changed to Inactive. |
| Cost Centre | The cost centre selected for the service / A dropdown list of cost centres to select the applicable one. |
| Barcode | A field to enter a Barcode. |
| Rate | The rate for the service which is entered from the cost centre. |
| Setup (Hr/s) | A field to enter the time it takes to set up the service. |
| Speed – Qty | A field to enter the quantity that can be made in a specific period. |
| /Hrs | A field to enter the number of hours that the speed relates to. |
| Unit | A dropdown list of units to select the one related to the service. |
| Total Fixed | The total fixed costs of the service (the rate multiplied by /Hrs). |
| Total Unit (ea) | The unit cost of the service (the rate divided by the speed). |
| Updated by | The user who last updated the service. |
| Updated | The date on which the service was last updated. |
| Menu (...): Delete | Deletes the unit. |
Pricing
Buttons Explained
- Add Cost/Sell Price: Adds a new cost and selling price.
- Arrow on the Add Cost/Sell Price > Add all units: Creates an entry for every unit so prices can be created for all the units.
Fields Explained
| Field | Description |
|---|---|
| ID | A system-generated number for the price. |
| Status | The status of the entry. It defaults to Active and can be changed to Inactive. |
| Est | A checkbox. If checked, the price can be used in Estimating. |
| Unit | A dropdown list of created units to select the unit for the price. |
| CUR | A dropdown list with available Currencies for Cost purposes. |
| Barcode | A field to enter a Barcode. |
| Cost Price | A dropdown list to select how the Cost Price is calculated. Once selected, click Save (button) to autofill the fields where applicable. The options are:
|
| Cost Adj % | A field to type a percentage that must be added to the Cost Price selected in the Cost Price column. |
| Fixed Cost | A field to type a Fixed Cost (e.g. a fixed despatch cost). |
| Unit Cost | A field to type in a Unit Cost. |
| / | A field to type in the number of items that are included in the cost. |
| Sell Price | A dropdown list to select how the Sell Price is calculated. Once selected, click Save (button) to autofill the fields where applicable. The options are:
|
| VAT Type | A dropdown list to select the VAT Type applicable to the Sell Price. |
| VAT | A field to select whether the price Excludes (Exc) or Includes (Inc) VAT. |
| Sell Adj % | A field to type the percentage of the Cost Price that must be added to reach the Sell Price. See the examples below:
|
| Fixed Qty | A field to type the Fixed Quantity (e.g. if the item is only sold in groups of 5). |
| Round | A field to type an integer to which the Selling Price must be rounded (e.g. if the price is 121 and 5 is entered in the Round column, the price becomes 125 because it is rounded up to the nearest 5). |
| / | A field to type in the number of Units included in the Sell Price. |
| Min Qty | A field to type the Minimum Quantity that can be sold in a single transaction. |
| GM% | A calculated field that shows the Gross Margin percentage. |
| Updated by | Auto-filled with the User who last updated the price. |
| Updated | The Date on which the transaction was last updated. |
| Menu (...) |
|
Tabs Explained: Inventory
Buttons Explained
- Add Inventory Location: Opens a dropdown list of all locations for you to select a specific location or all locations.
Fields Explained
| Field | Description |
|---|---|
| ID / RID | The system-generated number for the entry. |
| Status | The status of the Inventory entry. It defaults to Active and can be changed to Inactive. |
| Location | The Inventory Location selected when the Add Inventory Location (button) was clicked. |
| Bin No. | A field for you to type a Bin Number or select a bin number if they were entered for the Location. |
| Min Qty | A field to type the Minimum Quantity that should be in stock at that Location. |
| Reorder | A field to type the Quantity that should be reordered at a time. |
| Lead Days | A field to type the number of days it takes to receive the item once ordered. |
| In Stock | A field that is pre-filled with the Quantity in Stock. |
| On order | A field that is pre-filled with the Quantity Ordered. |
| Reserved | A field that is pre-filled with the Quantity that is Reserved for current orders. |
| Available | A field that is pre-filled with the Quantity Available. |
| Auto update | A checkbox. If checked, the fields are updated automatically. |
| Menu (...) |
|
Tabs Explained: Estimating
Fields Explained
| Field | Description |
|---|---|
| Category filter | A calculation field that allows you to specify for which Categories the Estimate can be used. This process involves including or excluding category IDs. |
| Status | A dropdown list for you to select a status. The options are:
|
| Qty | A field to type the Quantity and then select a Quantity Type from these options:
|
| Qty Calc | Used in General Estimate Types: A field for a stored procedure to update Estimate Quantities on the Input table (e.g. select a product (item) on the Estimate Type which adds all the materials and services which are linked to a costing. The stored procedure in the Qty Calc field will update the quantities of the materials and services based on other input valued such as depth and width.) |
| Adj % | An adjustment that is made to the price on a General Estimate that uses Cost Prices. The adjustment can be a markup (positive) or discount (negative). |
| Waste % | The percentage wasted during production. |
| Round | The integer to which the price must be rounded up. |
| Size (mm) | Fields to type in the size: Depth x Width x Height. |
| Weight | A field to type in the Weight and select the Weight Metric from a dropdown list of metrics in the next block. |
| Description | A dropdown list to include the Description in the Estimate Description. The options are:
|
| Caption | A field that allows you to specify a custom header for the estimate (e.g. recipe). |
Tabs Explained: Event
Info
This tab is only applicable to certain industries, such as hospitality.
Fields Explained
| Field | Description |
|---|---|
| Event Type | A dropdown list to select the duration of an event. The options are:
|
| Resource Group | A dropdown list to select the resource being used (e.g. Users, Machinery). |
| Resource | A dropdown list of available Resources as per the selected Resource Group. A person or machine can be selected to complete the task. |
| From | A calendar from which to select the Start Day for the event in the first block and the Time of the event in the second block. |
| To | A calendar from which to select the Day the event ends in the first block and the Time the event ends in the second block. |
| Duration | A field showing the Duration of the event which is automatically calculated when Save (button) is clicked. The duration can also be manually entered in which case the end (To) date and time are adjusted. |
Tabs Explained: Accounting
Info
This tab is used to allocated item transactions to specific general ledger accounts (including Sales, Cost of Sales & Inventory). These settings override the Transaction settings.
Buttons Explained
- Add Accounting: Adds a new entry.
Fields Explained
| Field | Description |
|---|---|
| Category | A dropdown list of all the Accounting Categories to select one. |
| Account | A dropdown list of all the accounts in the selected category from which an Account can be selected. |
| Menu (...) |
|
Tabs Explained: Price History
Buttons Explained
- Delete: Deletes the Price History of the selected records. Requires you to read a warning and confirm the deletion.
Filters (Radio Buttons) Explained
- You can select a radio button to display the price history for the selected price. The options are:
- Cost Price
- Sell Price
- Costing
- Supplier Price
- Service Price
- Stock Price
Fields Explained
| Field | Description |
|---|---|
| Date | The Date of the price change. |
| @ | The Time of the price change. |
| User | The name of the User who changed the price. |
| Price Type | The type of price that was changed (e.g. Sell Price, Cost Price, Supplier Price). |
| Detail | Any further information, like an Estimate caption or Supplier name. |
| Unit | An abbreviation indicating the price's Unit. |
| Trans | The Transaction Type (if applicable). |
| Old Price | The price before the entry. |
| VAT | Whether the old price excludes (exc) or includes (inc) VAT. The field is blank if VAT is not applicable. |
| New Price | The price after the entry. |
| VAT | Whether the new price excludes (exc) or includes (inc) VAT. The field is blank if VAT is not applicable. |
| Variance | The amount difference between the Old and New Prices. |
| Var (%) | The percentage difference between the Old and New Prices. |
| Menu (...) > Open Transaction | Open the linked transaction (if there is a transaction in the Trans column). |
Tabs Explained: Costing
Buttons and Filters Explained
| Field | Description |
|---|---|
| Popup | Displays a list of Items for you to select one or more to add to the costing. Items can be added by double-clicking them. |
| Category (next to Popup) | A dropdown list to filter the items: All, Assembly, Material, or Service. |
| Search | Block to enter keywords for items. |
| Dropdown list | A dropdown list of items that meet the criteria of the preceding two fields. |
| Qty (Displays 1) | Specifies the quantity that must be added (see below). |
| Add | Works with the search feature: Adds the item selected from the search at the quantity typed in the adjacent block to the transaction. |
| Add Option | Available to Bills of Materials (BOMs). Adds an option to the selected item. Options allow you to add similar interchangeable items, optional extras, or different parameters like colour. When an Option is added to a Costing Item, the linked Costing Item is automatically updated to be a Variable. |
| Actions |
|
| Status | A dropdown list to change the Status of the Costing. The options are Draft, Ready, or Review. |
Options Panel Explained
| Field | Description |
|---|---|
| Popup (button) | Displays a list of Items for you to select one or more to add as an option. |
| Delete (button) | Deletes the option if confirmed. |
| Field Chooser (*) | Add or remove items. |
| ID | The system-generated number that was allocated to the item. |
| Type | The type of item. |
| Description | The item's description. |
| Reference | The item's reference. |
| Code | The item's code. |
| In Stock | The Quantity In Stock. |
| On Order | The Quantity Ordered but not yet received. |
| Reserve | The Quantity Reserved for current orders. |
| Available | The Quantity Available. |
| Qty | A pre-filled field that can be overtyped to change the Quantity. |
| Unit Price | Displays the Unit Price for the line item and allows up to 4 decimal places. |
| Menu(...) | A submenu that can also be accessed by right-clicking the line item, with the following options:
|
Fields Explained
Info
Fields marked in blue are prefilled but can be edited if the costing's status is Draft or Review. (The fields are not marked in blue in BOS Enterprise.)
| Field | Description |
|---|---|
| Field Chooser (*) | Add or remove columns. |
| Item | A system-generated number allocated to each line of the costing. |
| ID | The system-generated number that was allocated to the item. |
| Type | A code indicating the Item's Type (e.g. MAT for Material or ASM for Assembly). |
| Desc | A dropdown list from which to select Description options:
|
| Variable | Whether a variable is mandatory. |
| Caption | A field to enter a custom Caption for the costing. |
| Status (Item) | The Status of the Item. |
| Status (Costing) | The Status of the Costing if the linked item is an assembly (has a costing) and a dropdown list to select a status. |
| Description | The item's Description. |
| Reference | The item's Reference. |
| Code | The item's Code. |
| Length (mm) | The item's Length in mm. |
| Width (mm) | The item's Width in mm. |
| Height (mm) | The item's Height in mm. |
| Size | The Item's Size and Size Metric. |
| Category | The Item's Category. |
| Subcategory | The Item's Subcategory. |
| In Stock | The Quantity In Stock. |
| On Order | The Quantity Ordered but not yet received. |
| Reserve | The Quantity Reserved for current orders. |
| Available | The Quantity Available. |
| Qty | The quantity included. |
| Qty Type | The quantity type. |
| W% | The percentage that is Wasted during production. |
| Round | The integer to which the price must be rounded up. |
| Total Qty | A calculated field showing the Total Quantity included in the Estimate. |
| Unit | An abbreviation indicating the Unit. |
| Fixed Price | Displays the Fixed Price for the line item. |
| Unit Price | Displays the Unit Price for the line item and allows up to 4 decimal places. |
| Total Cost | The Total Cost of the line item. |
| Menu (...) | A submenu that can also be accessed by right-clicking the line item with the following options:
|
Tabs Explained: Dependencies
Buttons Explained
- Actions
- Set Costing Status to Draft: Sets the Status of the selected line item(s) to Draft.
- Remove from Assemblies: Removes the selected item(s) from Assemblies that are still in a Draft status.
- Add to Assemblies: Opens a popup with a list of Assemblies in Draft status. The selected assemblies are added as dependencies if the information at the bottom of the popup is provided.
- Add to Assemblies (Option): Displays a list of Assemblies with Draft status, allowing you to add the selected items as an option. Users must also select the specific item in the Costing for which they are adding the option.
- Add to Assemblies (Replace Item): Opens a list of assemblies for you to choose the Assembly and line Item to replace with the selected line item.
Fields Explained
| Field | Description |
|---|---|
| MatUnit ID | The system-generated ID allocated to the Item. |
| MatCosting ID | The system-generated ID allocated to the Costing Item. |
| Status (ITM) | The item's status. |
| Link | The linked item or costing. For example:
|
| Status (CST) | The linked Costing's status. |
| Type (CST) | The type of costing which can be MAT for materials or ASM for assembly. |
| Variable | A variable showing whether the item is Mandatory or Optional. |
| Caption | The costing's Caption. |
| Description | The linked item's description. |
| Code | The linked item's code. |
| Reference | The item's reference. |
| Category | The item's category. |
| Qty | The number of items used in the Assembly. |
| Qty Type | The Quantity Type applicable to the Assembly. |
| Unit | The unit used in the Assembly. |
| Menu (...) | A submenu with the following options:
|
Tabs Explained: Attachments
Info
The attachments can be viewed even if the item is not editable (i.e. Edit (button) not clicked.)
Buttons Explained
- Add Attachment: Pops up an interface for you to link an Attachment.
- Popup explained:
- Description: A field to type a description.
- Type: A dropdown list of allowable Attachment Types for you to select an option:
- Document (.pdf)
- File
- Link
- Image (.jpg, .png)
- URL/Filename: Field for you to paste a URL or to click (...) and navigate to the file on their local or cloud server.
- Open (button): Opens the Attachment in a preview window.
- Save (button): Saves the Attachment.
- Close (button): Closes the popup.
Fields Explained
- The section displays a list of Attachments.
- If the section is empty, there are no Attachments.