INVENTORY

 

ITEM Form

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Item Form is one of the main inventory archive from.  This form is  used to :
-Create new items or products
-Set the selling prices
-Trace the cost prices
-Trace the quantities
-Link each product or item to its group and subgroup
-Assign the supplier to each item

Not all the following fields are mandatory. Non Mandatory can be skipped.  Mandatory fields are marked with M the others with N

0.  This page is used to create the main fields or characteristics of an item

1.  This page is used to set and define the selling prices of an item

2.  This page is used to trace or read the cost prices of an item

3.  This page is used to trace or read the quantities of an item

 

Details of (0)

   

4. (M) It is the code of the item through the item can be accessed in the entire program. It is a unique field (no two items can have the same code) it’s a 20 alphanumeric field.

 

5. (N) Barcode, This fields can hold a first barcode of an item if it has barcodes.  The barcode can be used in the sales invoice to access an item. Also it is a unique field.

 

6. (M) Currency of the item.  The main currency that the item is going to be used with.  It is the original currency of the item.  This currency can be different than the purchases invoice or sales invoice currency.

 

7. (N) Barcode 2 is another barcode for the same item.  Also it is a unique field.

 

8. (N) Barcode 3 is another barcode for the same item.  Also it is a unique field.

 

9. (M) Checked if the item is not a tangible or physical item. It means that it does not hold a meaning for quantities. e.g. if there is a need to invoice a repair or a service, this repair or service should be created as a Non Stock Item.

 

10. (M) VAT checked if this item is a taxable item.

 

11. (M) Description or name of the item.  It is a 60 alphanumeric field.

 

12. (N) Any remark or comments on the item. It is a 100 alphanumeric field.

 

13. (N) Group Code, It is the group that this item belongs to.

 

14. (N) Group Name, It is the name of the group code chosen in (13)

 

15. (N) Subgroup Code, It is the subgroup that this item belongs to.

 

16. (N) Subgroup Name, It is the name of the group code chosen in (13).

 

17. (N) Supplier Code, It is the code of the main supplier of this item.  The supplier of the purchases invoices of this item may be different than this supplier.

 

18. (N) Supplier Name, It is the name of the supplier code chosen in (17)

 

19. (N) Minimum quantity, it is a limit under which the system alert the user when the existing quantity of this item falls below this limit.  This alert appears in the sales invoice operation.  Also in the inventory report there is an option to choose the list of items that their existing quantities fall below their minimum quantities.

 

20. (N) Maximum quantity, It is a limit above which the system alert the user when the existing quantity of this item exceeds this limit.  This alert   appears in the purchases invoice operation.  Also in the inventory report there is an option to choose the list of items that their existing quantities exceeds their maximum quantities.

 

21. (N) Picture, A picture of type BMP can be assigned to the item.  

 

Details of (1)

This page is used to create the selling prices of the item.  An Item can have 5 selling prices.  These categories can be related to a client.  (Refer to the client form)

When invoicing the selling price assigned in this page will appear in the invoice according to the client category, but it can be changed.

NB: The selling prices in this page are considered to be VAT included if the All Tax Included is checked in the Utilities program Fill Setup File.

0.  The current item code.
1.  The currency of the current item.
2.  The description or name of the current item.
3.  (N) The five categories.  Default category is I.
4.  (N) The selling price in item currency (1).
5.  (N) The selling price in (4) converted to base 1.
6.  (N) The selling price in (4) converted to base 2.

Details of page 2

This page is used to view and trace the cost prices of the item.  All fields in this page are read only fields, which mean they cannot be modified. This page list the purchases of the item ordered by date from the most recent one.  

0.  The current item code.

1.  The currency of the current item.

2.  The description or name of the current item.

3.  This button gets the average cost price of the item, fields 4,5,6 display the average cost in 3 currencies.

4.  Average cost price in currency (1).

5.  Average cost price converted to base 1.

6.  Average cost price converted to base 2.

7.  Date and time of the purchase invoice.

8.  Currency of the purchase invoice.

9.  Quantity purchased in this purchase invoice.

10. Quantity returned on this purchase invoice if exists.

11. The charges amount in currency base 1 (refer to charges in purchase invoice form).

12. The return charges amount in currency base 1 (refer to charges in return purchase invoice form).

13. The charges amount in currency base 2 (refer to charges in purchase invoice form).

14. The return charges amount in currency base 2 (refer to charges in return purchase invoice form).

15. The discount percentage on this item in this purchase invoice.

16. Fob purchase price in currency.

17. Fob purchase price in currency base 1.

18. Fob purchase price in currency base 2.

19. The discount amount in currency (percentage (15) converted to amount on this item in this purchase invoice.

20. The discount amount in currency base 1 (percentage (15) converted to amount on this item in this purchase invoice.

21. The discount amount in currency base2  (percentage (15) converted to amount on this item in this purchase invoice.

22. The net cost price in currency base 1 = (Fob price (16)-Discount (20) + charges (11) - charges return (12) ) 

Detail of (3) is used to trace or read the quantities of an item.

All fields in this page are read only fields, that means they cannot be modified.

0. Total Value Purchased of the item in currency = Total Quantity purchased (3)* average cost price in currency.

1. Total Value Purchased of the item in currency base1  = Total Quantity purchased (3) *Average cost price in currency base1.

2. Total Value Purchased of the item in currency base2  = Total Quantity purchased (3) *Average cost price in currency base2.

3. Total quantity purchased form this item.

4. Total Value sold of the item in currency = Total Quantity sold (7)*Average cost price in currency.

5. Total Value sold of the item in currency base 1=Total Quantity sold (7)*Average cost price in currency base 1.

6. Total Value sold of the item in currency base 2 = Total Quantity sold (7)*Average cost price in currency base 2.

7. Total quantity sold form this item.

CURRENCY Form

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DataCOM is a multicurrency system. Currencies rate can be entered on a daily bases. Last rate entered is used by DataCOM transactions. There are two base currencies in DataCOM (currency base 1 and currency base 2). These two currencies can be set in the Utilities program fill setup file. By default the two base currencies are set to Lebanese pounds and US dollars as currency base 1 and currency base 2 respectively.

Currency Form figure 1:

In this page the currency code and name are created.  Also the nature of this currency is specified according to its conversion rate to currency base 2.     

0. Currency Code is a 6 alphanumeric field.
1. Currency Name is a 30 alphanumeric field.
2. Currency Nature is checked only if the currency is stronger than currency base 2. e.g. if the currency is EURO then the nature is not checked since the EURO is stronger then the US dollar which the currency base 2. If the currency is YEN, then the nature is checked, since the US dollar is stronger than the YEN. 

Currency Form Figure 2:

0. Rate/Parity page.

1. Code / Name / Nature (refer to the currency figure form).

2. Currency Chart is a graphical representation of the currency rates.

3. Currency code is chosen from the list that contains the currencies already created.

4. The name of the currency.

5. Date of the rate and parity being entered.

6.  Conversion rate of the currency to currency base 1. e.g. rate of US Dollars to Lebanese pounds is 1507.5 , or rate of EURO to Lebanese pounds is 1696  if Lebanese pounds is the currency base 1.

7. Conversion rate of the currency to currency base 2. e.g. parity  of US Dollars to US dollars is 1 , or parity  of EURO to US Dollars is 1.125 if US Dollar is the currency base 2.

8-9-10 are the display of fields 5- 6- 7.

Steps to follow:

1-  Create code and name of currency if this currency does not exist.

2- Create directly the parities and rates of the currency according to the date required. 

 

NB: DataCOM transactions (journal voucher, payment, receipt, debit note, credit not vouchers, purchases invoice, and sales invoice) use rates and parities according to the nearest date. E.g. if the transaction date is not found in the currency rate dates, then the nearest rate that is less than the transaction date is used.

CLIENT Form

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The client or customer is a crucial entity in any firm. 

The Client Form where client's information is created and managed.

The client created in this form appears and can be accessed in the following forms:

Sales Invoice form

Return Sales Invoice form

Receipt voucher form

Inventory reports

Accounting reports

 

There must be at least one client in DataCOM in order to have sales operations.

    

Client code is the account number (detail account) that appears in the ledger form.

 

Client Form figure:

Not all the following fields are mandatory. Non-Mandatory can be skipped.  Mandatory fields are marked with M the others with N

 

0. (M) Client Code that is at the same time the account number of that client.  When a client is created in this form, its code and name are created automatically in the ledger or chart of account.  The client code should obey the rules of creating auxiliary accounts in terms of number of digits.
To set the first client number fill setup file auto-increment. The first client number will start the list of clients and the number of digits; refer to the Utilities program. Client code is a unique number, which means no two clients can have the same number.

1. (M) Name of the client

2. (N) first phone number

3. (N) Address of Client, It appears on the print out of the sales invoice.

4. (N) Second phone number

5. (N) Any description or comments on the client

6. (N) Fax number of the client

7. (N) Kind of work of the client

8. (N) Email (internet email-address)

9. (N) Internet home page or web address

10. Selling price category. There are 5 selling price categories (I, II, III, IV, V).  These categories are related to the item form, where an item or product can have five different selling prices (I, II, III, IV, V). If a client belongs to category III therefore the selling prices of the any item sold to this client will be price III of these items. Default category is I.

11. (N) Credit limit amount of that client.  When the balance client exceed this amount, when invoicing to this client a warning window appears to alert the user. This amount is in the currency of the client in field (14).

12. (N) It is the VAT number of the client if it exists.

13. (N) A discount percentage, if this field exists when invoicing the selling. prices will be discounted automatically according to this percentage.

14. (M) Currency that the client will deal with. 

15. (N) Payment terms is the number of days to define the maturity date of an invoice of the client.

16. (M) Checked if the client belongs to the VAT system.

17. (N) Checked if all the sales invoices of the client are cash sales.

18. (N) This table can contain many names and phone numbers of persons or employees for this client.

SUPPLIER Form

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The supplier or vendor is a crucial entity in any firm. 

The Supplier Form where supplier's information is created and managed.

The Supplier created in this form appears and can be accessed in the following forms:

Purchase Invoice form

Return Purchase Invoice form

Payment voucher form

Inventory reports

Accounting reports

 

There must be at least one supplier in DataCOM in order to have purchases operations.

    

Supplier code is the account number (detail account) that appears in the ledger form.

 

Supplier Form figure:

Not all the following fields are mandatory. Non-Mandatory can be skipped.  Mandatory fields are marked with M the others with N.

 

0. (M) Supplier Code that is at the same time the account number of that supplier.  When a supplier is created in this form, its code and name are created automatically in the ledger or chart of account.  The supplier code should obey the rules of creating auxiliary accounts in terms of number of     digits. To set the first supplier number fill setup file auto-increment. The first supplier number will start the list of suppliers and the number of digits; refer to the Utilities program. Supplier code is a unique number, which means no two suppliers can have the same number.

 

1. (M) Name of the supplier.

2. (M) checked if the supplier belongs to the VAT system.

3. (N) Address of the supplier.

4. (M) It is the VAT number of the supplier if it exists.

5. (N) Any description or comments on the client.

6. (N) The representative person in the supplier firm.

7. (M) Currency that the supplier will deal with.

8. (N) Credit limit amount that the supplier permits to have. When the supplier balance exceeds this limit, then, when purchasing from this supplier, a warning window appears to alert the user. This amount is in the currency of the supplier in field (7).

9. (N) Payment terms is the number of days to define the maturity date of a purchase invoice of the supplier.

GROUPING Form

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Grouping Form is used to create main divisions or types or brands for the products, items, goods used in the stock inventory system.  The group of items will be used as an attribute or a feature for an item in the item form.

E.g.1 Suppose that the stock system is used for a supermarket then the group could be meat, soft drinks, conservatives...

 

E.g.2 Suppose that the stock system is used for a library then the group could books, papers and pens......

 

Creating groups is an optional feature in DataCOM, but it is  useful for the reports of the inventory systems.  It a can used to answer several questions:

        What is the value of GroupX?

        How many items of GroupX exist?

        How is the sale of GroupX?

        etc.....

 

Refer to inventory reports more details.

Groups can be used with subgroups to form a complete divisions form stock items or products.

E.g. for the previous examples of the supermarket or the library the subgroups could be the brand names or the types of the meat, soft drinks, books, pens.....

 

Group form Figure

0. It is the group code.  It is an alphanumeric field (characters and numbers) of size 15

1. It is the group name. It is an alphanumeric field (characters and numbers) of size 30.

2. It is the grid list of the groups found

SUBGROUPING Form

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Subgroup Form is used to create subdivisions or subtypes or brands for the products, items, goods used in the stock inventory system.  The subgroup of items will be used as an attribute or a feature for an item in the item form.

E.g.1 suppose that the stock system is used for a supermarket then the subgroup could be the brand names or the types of the groups meat, soft drinks, conservatives.....

E.g.2 suppose that the stock system is used for a library then the subgroup could be the brand names or the kinds of the groups books, papers, pens......

 

Creating subgroups is an optional feature in DataCOM, but it is  useful for the reports of the inventory systems.  It a can used to answer several questions:

        What is the value of subgroupX?

        How many items of subgroupX exist?

        How is the sale of subgroupX?

        etc.....

 

Refer to inventory reports more details.

Groups can be used with subgroups to form a complete divisions form stock items or products.

Subgroup form Figure:

0. It is the subgroup code. It is an alphanumeric field (characters and numbers) of size 15.

1. It is the subgroup name. It is an alphanumeric field (characters and numbers) of size 30. 

2. It is the grid list of the subgroups found.