A Stock Part is an inventory item that your company purchases, stores, and/or sells. The Add Item screen is used to create and configure a stock part, including its basic information, units, inventory settings, sales information, accounting accounts, and price levels.
This guide explains each section of the Stock Part setup and the required configuration before saving the item.
1. General Information
The General Information section contains the basic information used to identify and classify the stock part.
| Field | Description | Required |
| Code | Enter a unique item code or SKU used to identify the stock part. | No |
| Name (English) | Enter the stock part name in English. | Yes |
| Local Name | Enter the item's local-language name, if applicable. | No |
| Item Group | Select the group or category to which the stock part belongs. | Yes |
| Item Type | Select the item type. For this screen, select Stock Part. | Yes |
| Item Brand | Select the brand associated with the item. | No |
| Memo | Enter additional notes about the stock part. | No |
| Image | Upload an image of the stock part. | No |
For Purchase
Enable For Purchase if the stock part can be purchased from suppliers.
For Sale
Enable For Sale if the stock part can be sold to customers.
Tip: If the item is both purchased and sold, enable both options.
2. General Info Tab
The General Info tab contains the stock part's unit, cost, currency, base price, barcode, and accounting information.
Unit set name:
A Unit Set allows you to define multiple units for the same stock part and specify the relationship between those units.
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For example, a beverage may be purchased by Case but tracked or sold by Can.
1 Case = 24 Cans
In this example:
- Base Unit: Can
- Other Unit: Case
- Case Multiplier: 24
This allows the system to convert between Case and Can when purchasing, selling, and managing inventory.
Unit Set Fields
| Field | Description |
| Unit Set Name | Name of the group of units. |
| Base Unit | The smallest/main unit used for inventory tracking. |
| Unit Name | Additional unit used for the item. |
| Multiplier | Number of Base Units contained in one unit. |
| Default Purchase | Unit normally used when purchasing the item. |
| Default Sale | Unit normally used when selling the item. |
| Memo | Additional notes about the Unit Set. |
| Default for Item Setup | Makes this Unit Set the default when setting up items. |
| Active | Determines whether the Unit Set is available for use. |
Cost: The cost represents the amount used for the item's purchase/inventory costing according to your organization's configuration.
Currency: Select the currency used for the item's cost and pricing.
Base Unit: The Base Unit is the primary unit used to track the stock part.
The Base Unit is normally determined by the selected Unit Set.
Base Price: Enter the standard or base selling price of the stock part.
Additional price levels can be configured separately in the Price Level tab.
Barcode: Enter or scan the barcode associated with the stock part.
Barcodes can be used to identify items quickly during purchasing, inventory, and sales transactions.
Rouding: Select the rounding method used for price or unit calculations.
After configuring the relevant information, click Calculate when required.
3. Accounting
The Account section connects the stock part with the appropriate accounting accounts.
| Account | Description |
| Asset | The inventory asset account used to record the value of stock. |
| COGS | The Cost of Goods Sold account used when the stock part is sold. |
| Income | The income/revenue account used to record sales. |
All required accounting accounts should be selected before saving the stock part.
Example
For an item such as Brake Pad:
- Asset: Inventory Asset
- COGS: Cost of Goods Sold
- Income: Sales Revenue
Important: Select accounts according to your company's accounting configuration. Contact your accounting administrator if you are unsure which accounts to use.
4. Stock Information
The Stock Information tab contains information used to manage the item's inventory.
Use Average Cost in Purchase
Enable this option when the item's average cost should be used in purchase-related calculations according to your system's costing configuration.
Reorder Qty
Enter the quantity that should be considered when replenishing the item.
For example:
Reorder Qty: 50
This value helps users determine the quantity to replenish when stock needs to be reordered.
On PO
On PO represents the quantity currently associated with purchase orders.
This value is generally system-calculated and reflects stock that has been ordered but has not yet been received.
On SO
On SO represents the quantity associated with sales orders.
This value indicates stock committed or reserved for sales orders according to the system's inventory process.
In Stock
In Stock shows the current quantity available in inventory.
This value is generally updated by inventory transactions.
Avg Cost
Avg Cost displays the item's current average inventory cost.
This value can change as inventory transactions are processed according to the configured costing method.
Asset
Asset displays the inventory asset value associated with the stock part.
This value is calculated or updated based on the item's inventory quantity and cost.
Note: Fields such as On PO, On SO, In Stock, Avg Cost, and Asset may be system-generated or updated automatically from transactions.
5. Sale Information
The Sale Information tab contains settings and information used when the stock part is sold.
Allow Negative Sale
Enable Allow Negative Sale if the system should allow the item to be sold when the available stock quantity is insufficient or negative stock is otherwise permitted.
Warning: Allowing negative sales can result in negative inventory balances. Use this option according to your organization's inventory-control policy.
Description
Enter a description of the stock part that may be useful for sales or customer-facing information.
Detail Memo
Use Detail Memo for more detailed information about the stock part.
The editor supports formatting options such as:
- Bold
- Italic
- Underline
- Text alignment
- Lists
- Links
- Images
- Tables
- Other rich-text formatting
Use Detail Memo when additional product information needs to be documented in a structured format.
6. Price Level
The Price Level tab allows you to assign different selling prices to the same stock part.
Important: Configure Price Levels in the Customer Module First
Price Levels must be created and configured in the Customer module before they can be used for a Stock Part.
The Stock Part screen does not create new price levels. It displays price levels that have already been configured in the Customer module.
Required Setup
Follow this order: Customer Module → Create Price Level → Stock Part → Price Level
7. Unit Conversion and Pricing
A Stock Part can use multiple units for purchasing, selling, and inventory management.
The Base Unit is the main unit used for inventory tracking. The Base Price is the price of one Base Unit. Additional units and their prices are configured in the unit table below.
Example:
1 Case = 24 Cans:
Set up the item as follows:
- Base Unit: Can
- Base Price: $1.00 per Can
- Case Multiplier: 24
- Case Price: $20.00 per Case
| Unit Name | Abbr | Multiplier | Price | Barcode |
| Case | Case | 24 | $20.00 | — |
The Base Price and the price of the additional unit are entered separately. The multiplier defines the quantity relationship between the units.
Important: The price shown in the unit table is the price for that specific unit. It does not have to be the Base Price multiplied by the multiplier, because you may set a different selling price for the larger unit.