Stock Screen - Changing Details on Stock Items
All aspects of a stock item - its name, prices, barcode, quantity on hand, stock code etc. - can be changed at any time. This is done through the Stock Screen, which is one of the most important screens in Retailer and one you will see a lot.
The stock screen allows you to view and edit all the details of a stock item, along with seeing extra details like its arrivals & sales history and order status. This article will cover some of the most common and simple uses of the Stock Screen, but there are many more options that can be changed. If you are looking for something more specific, try searching for it in this Knowledge Base.
The Stock Screen can be found by clicking Stock then Stock Screen in the main menu of Retailer. Alternatively, you can go to Stock Maintenance->Stock Screen in the drop down menu up the top.
The Stock Screen is used for editing individual items. For editing items in bulk, you can use the Stock Manager. Click HERE for more.
Finding Stock in the Stock Screen
- Open the Stock Screen by clicking Stock then Stock Screen in the main menu of Retailer.
- Click the magnifying glass icon at the bottom of the Stock Screen to open the Find Stock Screen, which is a list of all your stock items
- Click into one of the columns (Stock Description, Barcode, Supplier Stock Code or PLU) and start typing the details of the item your are searching for.
Alternatively, you can use Advanced Search to find the item you are looking for - click HERE for more details. - Once you have located the item you are looking for, double-click it to open it in the Stock Screen. Alternatively, click it once to select it, then click OK.
You should now be able to see the details of the item you searched for in the Stock Screen.
Editing Stock Details
For the most part, changing the details on a stock item in the Stock Screen is easy - simply click into the field, type in or select the changes you wish to make, then click Save to save your changes or Cancel to discard them. There are a few settings where the process is a little more complicated - these are covered below.
Retailer may ask for a password before allowing you to make a change to some fields, like pricing. For info on this, click HERE.- Stock Description
The description or name of the item has both a long and short version. The short version is what is used on barcode stickers, and possibly also receipts - make sure you remember to change both descriptions.
After changing an item's description, you may see a little Dictionary screen pop up. Simply click the Add All button to close this pop up and continue.
The Dictionary screen pop-up is related to Advanced Search - it is adding the name of the product to its searchable words. Not adding will make it harder or impossible for Advanced Search to find this description.
- Barcode
You will not be able to edit the barcode of an item the same way as you edit the other fields. Instead, you must right-click the barcode and select Change Merge Barcodes. This will open a little screen where you can enter the new barcode (or press [Alt] + [G] on your keyboard to create a random barcode). Click Change Barcode to make the alteration. This process happens this way because the barcode needs to be updated across all other records relating to it, such as sales, arrivals and write-offs.
You can also change barcodes via the Change / Merge Barcode Utility - click HERE for more details.
- Supplier Stock Code / Product Code
Supplier Stock Codes are a little different from the other fields, as it is possible to have more than one SSC per item. To edit a product code for an item:
- If you have not already done so, find the item in the Find Stock Screen (magnifying glass icon).
- Click the Supply tab.
- Here you should see a list of the suppliers that supply this item in a grid, along with the stock code used by each supplier. You can simply click into the grid to change the stock code as desired.
- If the supplier is not listed, click the Add button (the higher one, not the bottom one) to add a new line to the grid. Select the supplier from the drop down, then enter the stock code.
You cannot add two different codes in two lines for the same supplier. Each different supplier should only appear once on this screen. - If there is more than one supplier, tick the Preferred Supplier tick-box for the supplier that is used most often. This will be the stock code that is displayed in the search screen.
- Click Save to save your changes.
You may find that even after changing the stock code here, the old stock code is still displayed in the Find Stock Screen.
To fix this, go to Utilities->Update Stock File with the Preferred Supplier (in the main menu on the top of the main screen) - this utility will update the search screen with the correct stock codes. If you have a lot of stock, it may take some time to finish.
- Stock Supplier
You can also change the supplier for a Stock item in the Stock screen.
- If you have not already done so, find the item in the Find Stock Screen (magnifying glass icon).
- Click the Supply tab.
- Here you should see a list of the suppliers that supply this item in a grid, along with the stock code used by each supplier.
- You can select the supplier line you wish to change, click the name, and the arrow next to the name to choose another supplier.
- If the supplier you want to change to is already on this screen for this product in another line, you cannot change this supplier line to the same supplier. You may wish to just tick the Preferred Supplier box on the line with the intended name.
- Quantity on Hand
The current quantity on hand of an item is always visible in the bottom-right corner of the Stock Screen. To change it, you must go to the Other tab, then click the Change Qty on Hand button. This will allow you to directly edit the current quantity on hand.
Keep in mind that Retailer tracks quantity on hand via Invoice Arrivals and Sales. Editing the Quantity on Hand directly here is usually only done to correct mistakes that may have occurred.
POS warning when stock is selling below a quantity
The POS screen in Retailer can warn you as you sell an item, if the quantity on hand has fallen to/below a certain level. This setting can be done through the Stock screen for the product.
- If you have not already done so, find the item in the Find Stock Screen (magnifying glass icon).
- Click the Reorder tab.
- In the box next to 'Warn POS users about this item when the stock level is', enter a quantity where the item will start warning. This warning will appear in the POS screen when the current quantity of the product is at or below this level, during a sale.
- Click Save at the bottom.
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