Contents - Index

Item details (styles, etc)

Retail Business allows you to set up multiple details for stock.  That is, a stock item has one stock code and bar code, but multiple items.  Eg. mens Armani slacks may have short leg, medium leg and long leg.  Or you can set up stock items based on colour and have styles for each colour: eg Mens Armani black slacks - short leg, medium leg, long leg.  This enables you to keep track of what colours sell the best.  To do the later you must make sure the stock item has a unique bar code or stock code. And preferably has a bar code as well as a stock code.

Items details are where you often select a certain number of an item that varies in only one way from the "parent".  For example a set of slacks, blouses, tyres, etc that differ on something other than price.  If the difference is on price as well as description then use the options buttons.

To set up multiple styles first go to the POS Settings form (System settings -> POS Settings) and check the "Enable multi-item  selection - (styles, colours, prices)" box.  As follows:

Once you have done so the stock management form looks something like the following:

Note that there is also another button active at the middle right - Item styles.

When setting up a stock item for which you intend to include item styles don't include a value for No. in stock.  This is updated as you enter the number of items for each item's details.  You do need to enter a buy and retail price.

Once you have entered the details for the primary stock item click the Item styles button.  The following form is activated:

  • To add an item click Add.
  • To edit an existing item click Edit.
  • To record the return of an item click Return.  If an item has been sold click Sold. These two buttons are only required if you need to make manual adjustments to the inventory level.  Generally they should be ignored.

    When you click Add the following form activates.  Note that the description of the main stock item is used.  You should modify that to match the description you want to be printed on the receipt.  This description is the one on the sale docket when it is printed.  It is also the one used on stock orders and invoices.

  • Retail price defaults to the same as the retail price of the parent item.  You can change this if you wish.  In that case this price is the one used when making sales. If you intend to have all details with differing prices then use the options buttons instead.  When editing the item on the POS the price of the parent is used. Not that of the detail item.
  • You can enter another buy price if there is one.  For stock take purposes the main stock item's buy price is used.  So, if there are variations in buy prices for detailed items the main stock item's buy price should be an average of the buy prices for all detail items.  It is therefore simpler to use details when the buy price is the same for details and parent.
  • The item code defaults to the same code as the main item.  For simplicity sake it is a good idea to leave it unchanged.  This is the code that prints on the price labels when you generate them from this form.  Doing it this way enables you to use a common bar code and still identify the correct style item.
  • You can, if you wish, have a unique bar code for each detail item.  Doing so allows you to select the item using a scanner. This can speed things up if you have a large number of detailed items for any stock.
  • Date of purchase defaults to the same day as you create the details.
  • Enter the stock level of this detailed item.  The value entered here is added to the total stock level of the parent item.

    Once details have been created for a stock item another form is activated when the main stock item is selected for sale.  A similar form is activated when entering stock orders and invoice details.

    When an item is selected the stock level for the detail and main item are both drawn down.  If the sale is cancelled, or the item returned, you need to select the detail item to reverse the sale. The details list pops up every time you complete a transaction for an item that has them.  As follows:

    In this case the item is being changed.  Warning - when you do that the description of the "main item" is used.  Not the item details one previously selected.  If you do want to change the quantity of a particular item's details void the item first and reselect the item.  As follows:

    If you find you regularly have to keep reselecting items then consider switching to using stock options buttons instead.  In that case the description of the item selected doesn't change.  But you need to enter an individual stock item entry for each "option".