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How to... (Stock Screen)

The following describe how to carry out tasks in the Stock screen.

 

Add a new stock item

Click add above the list of stock items and complete the details.

 

View or modify stock details

Double-click the name of the stock item (or right-click and select Product Settings) and complete the details.

 

Delete a stock item 

Right-click the name of the stock item and select Delete. The option is available only if there are no transactions associated with the item.

 

View all sales, purchases and credits for a stock item

In the Stock screen, click the name of the stock item.

 

View all transactions (for all stock item

In the Stock screen, click All Stock Transactions.

 

Enter a new sale

  1. In the Stock screen, click the stock item you are selling.

  2. Click add above the list of stock transactions.

  3. If the customer will pay you at a later date (e.g. from a sales invoice), set Account 1 to the name of the customer. Otherwise, if the customer pays immediately, set Account 1 to the name of your bank or petty cash account.

  4. Complete all other details.

 

Enter a new purchase

  1. In the Stock screen, click the stock item you are purchasing.

  2. Click add above the list of stock transactions.

  3. If you are going to pay the supplier at a later date (e.g. from an invoice), set Account 1 to the name of the supplier. Otherwise, if you pay immediately, set Account 1 to the name of your bank or petty cash account.

  4. Complete all other details.

 

Enter a new credit to a customer

  1. In the Stock screen, click the stock item.

  2. Click add above the list of transactions.

  3. Set Account 1 to the name of the customer, Transaction Type to Payment/Credit, Product to the appropriate stock item (usually the same as the existing sale) and complete all other details. The Amount should be positive. 

    Note: The text "Transaction Type" is shown in red for a credit.

Note: If you wish, you can split the transaction into separate line items. You can also set the transaction to re-occur automatically at specified intervals. Please see below.

 

Open an existing sale, purchase or other transaction

  1. In the Stock screen, click the stock item.

  2. Double-click the existing transaction.

  3. If necessary, edit the details.

Note: If you are having trouble finding a transaction, use the Search field (see below).

 

Search for a transaction

  1. Click the name of the stock item if you know it. If you do not know the name, click All Stock Transactions.

  2. Type the transaction description, amount or account. If you want to refine the search further, click search to specify the type of search. 

    Note: When searching by amount, you can type an exact amount such as 12.34 or a range such as 10.00-12.50.

 

Generate a PDF sales invoice or delivery note

To produce a sales invoice or delivery note for your customer, right-click an existing sale transaction and select Send Invoice or Send Delivery Note. You can print, email or save the PDF as required.

Alternatively, select the existing transaction and press the space bar, or click the Play icon in the thumbnail near the bottom-left corner of the screen. You can also drag and drop the thumbnail to an email compose window, the Finder or other item that accepts PDF documents.

 

Generate a PDF sales invoice or credit note (on behalf of the supplier)

Note: The following generates a sales invoices or credit note to you. Most businesses require the supplier to carry out these tasks.

Right-click an existing purchase/credit and select Send Invoice or Send Credit Note, as appropriate. You can print, email or save the PDF as required.

Alternatively, select the existing transaction and press the space bar, or click the Play icon in the thumbnail near the bottom-left corner of the screen. You can also drag and drop the thumbnail to an email compose window, the Finder or other item that accepts PDF documents.

 

Enter a payment for a specific purchase

  1. Open an existing purchase, as described above.

  2. Click action, followed by Make Payment and complete the details. A tick will appear against the purchase to indicate that you have paid the supplier.

Alternatively, right-click an existing transaction and select Payments > Make Payment.

 

Access the payment transaction for a specific purchase

  1. Open an existing purchase for which you previously used Make Payment.

  2. Click action, followed by Payments and choose a payment from the list.

Alternatively, right-click an existing payment transaction and select Payments.

 

Manually mark a purchase as "PAID"

  1. Open an existing purchase, as described above.

  2. Click action, followed by Add tick. A tick will appear against the purchase to indicate that you have paid the supplier. You may want to use this option if you have not used Make Payment.

Alternatively, right-click an existing transaction and select Add tick.

Note: This option has no effect on the amount you owe the supplier. It is provided merely as a visual aid in the supplier transaction list.

Note: You can use Remove tick on the same transaction to remove the tick and the "PAID" mark.

 

Split a transaction into separate line items

  1. Create a new transaction or open an existing transaction, as described above.
  2. Click add to the right of NEW SPLIT and complete the details. An Add Split option is also available from the action menu.

 

Create a duplicate of a transaction

A quick method to create a transaction is to duplicate similar existing transaction, as follows:

  1. Open an existing transaction, as described above.
  2. Select Duplicate from the action menu. All details of the original are duplicated except the date.

Alternatively, right-click an existing transaction and select Duplicate.

 

Set up a recurring transaction

You can set up a transaction to repeat automatically at a specified interval as follows:

  1. Create a new transaction or open an existing transaction, as described above.
  2. Select Make Recurring from the action menu.
  3. In the Repeat field, specify the interval between each transaction (such as every month).

Each transaction generated in the future will be a clone of the first (except the date).

You can prevent the transaction from recurring by setting Repeat to None.

Note: You can view a list of all recurring transactions by clicking Recurring Transactions near the top of the Accounts screen.

 

Find your best sellers

The Best Sellers report lists all your products ordered by profit margin.

 

Adjust stock take

If stock is damaged or missing, you may need to adjust the quantity and current valuation.

  1. Double-click the stock item.

  2. Make changes to the Current Value and Current Quantity as needed. 

    Note: A stock adjustment transaction is added (dated today) when you click Save.