Creating a Stock Item

Creating a Stock Item

Info
We have a video guide on adding a stock item into Retailer - Adding Stock Items
This advice explains the steps in creating or adding a new Stock item, that hasn't been in the system before. It does this using the Stock wizard.
The stock wizard can be accessed through several areas, such as:
  1. Click the Add button in the bottom left of the Stock Screen.
  2. Click the Add button in the bottom left of the Find Stock Screen.
Warning
If the stock wizard does not appear when you click the Add button, click HERE for steps to enable it.
IdeaAll of the following options are optional with the exception of: Barcode, Description and Department
A price is highly recommended

Enter Barcode and PLU

  1. Mandatory Barcode: Every stock item must have a barcode. You can scan it, type it, or press [Alt]+[G] to have Retailer generate one.
  2. Optional PLU: You can enter a Price Lookup Unit (up to 12 characters) to identify items quickly. Codes must be unique and as short as possible.
Idea
Quick Action: (F2 = Quick Save) is available to skip through the remaining pages if needed.
This will skip through all fields until the next required unknown information.
It will use all the prefilled data you have and can be pressed at any point in the creation process.
Click Next to proceed. 

External Feed Results

If External Product feeds are enabled, this External Feeds page will load after the barcode screen.
Verification: This screen serves as a preview; you can click on each field from the review that you wish to use with this item.
Successful feeds can automatically populate fields such as:

  1. Title/Description.
  2. Images.
  3. Dimensions (Height, Width, Thickness, Weight).
  4. RRP (Recommended Retail Price).
Click Next to proceed to the description entry.

Info
For more information on setting up and using External Feeds, see:
  1. Barcode Lookup
  2. TitlePage
  3. Bowker Book Data
  4. NielsenIQ BookData

Enter Description

In the Description screen, Stock Wizard Tools are available at the top to help fill in details like description and price:
    1. Find Similar Item: Allows you to select an existing stock item to copy its department, category, and pricing details.
    2. Use Last Item Arrived: Pre-fills details based on the last/prior item added in the system.
WarningThe two above tools will copy settings from the existing item make sure you check all stock items settings.
    1. Clear This Item's Details: Wipes all fields on this screen except for the Barcode and PLU.
    2. Link Stock: Allows you to link the new item to an existing item. Click HERE for more information on linked stock items.
    3. Link Variant: Allows you to create a new Child Variant to an existing Main Variant item. Click HERE for more information on Variant stock items.
You should fill in:
  1. Full Description: Type the detailed name of the item here. Words change colour (Red, Green, or Blue) as they are checked against a dictionary for consistency.
  2. Short Description: This field is automatically filled but can be edited; it is used specifically for price labels and reports where space is limited.
Alert
If a warning appears: "A stock item with the same description already exists", click OK and untick the "Force Unique Descriptions" tickbox in the top right. It ensures no two items share the exact same name.
Click Next when done.

Enter Department and Category

  1. Department (Mandatory): Every stock item must be assigned to a department. Select one from the drop-down menu or press the INSERT key to add a new department to your system.
  2. Category (Optional): Items can be further sorted into categories within their assigned department. Select a category from the drop-down or press INSERT to create a new category for the selected department.
  3. Make Item Inactive: Tick this box make an item inactive, which will hide this item from the standard Find Stock Screen. Click HERE for more information on inactive stock.
  4. Stock Tags: To add a new stock tag, type the tag name into the text box and press Enter or click the plus (+) button. Tags allow for even more granular filtering beyond departments and categories.
    Click HERE for more information on stock tags.
Click Next when done.

Enter Supplier details

  1. Select a Supplier (Optional): Choose the vendor that supplies this item from the drop-down menu. If the supplier is not yet in your system, press the INSERT key to add a new one.
  2. Supplier's Stock Code: Enter the specific alphanumeric code the supplier uses to identify this product.
    Idea
    There is an option to prompt if a Supplier Stock Code is already in use to prevent duplicate stock items: From the Main Screen of Retailer, click Setup → System → Stock. Tick "Prompt Duplicate SSC Warning on New Stock Item"
  3. Freight Charge: Input any specific freight costs associated with this item.
  4. Quantity On Hand (QOH): Enter the current amount of stock you have. Note: It is recommended to leave this at zero if you plan to arrive the stock later through the Invoice Arrivals screen to ensure proper financial tracking.
  5. Inventory Thresholds:
    1. Largest QOH: Set the maximum "ceiling" amount of stock you wish to carry for this item. This is used in Stock Reordering as the desired level of stock to keep.
    2. Reorder Level: Set the minimum quantity that will trigger a reorder.
    3. Point of Sale Warning: Specify the QOH level that will trigger a warning for POS users when the item is sold.
  6. Reorder Method: Select your preferred automatic reordering method from the drop-down box. Click HERE to learn more about stock reordering.
    1. Select (Unit) if this is a standalone item.
    2. Select (Packs) if this item has associated bulk packs; choosing this will enable an additional Pack Details screen later in the wizard.
      Click HERE to learn more about Packs.
Click Next to proceed.

Enter Cost and Sell Prices

The primary goal of this screen is to set the item's tax group and pricing structure.
  1. Select a sales Tax Group: Choose the appropriate tax group (e.g., GST) from the drop-down box. Click HERE to learn more about Tax Groups.
  2. Cost Pricing: Enter either the COST EX. GST or COST INC. GST. The system automatically calculates the corresponding GST CREDIT amount based on your entry.
    If no Cost Price is entered, the system will use your Department or Category markup percentage to estimate the cost and gross profit calculation when shown on sales reports.
  3. Retail Pricing: Enter the SELL INC. GST amount. The GST PAYABLE and the Gross Profit (displayed as both GP % and GP $) are automatically calculated.
    If no Sell Price is entered, the system will prompt you for one when you try to sell the product at the Point of Sale, unless this setting is disabled on the product.
  4. AI Pricing: You can click the AI Pricing button to receive a suggested retail price based on AI analysis. Click HERE for more information on AI Price Suggestions.
  5. Additional Pricing:
    1. TRADE INC. GST: Enter a specific trade price if applicable. Click HERE to learn more about trade prices.
    2. RRP: Enter the Recommended Retail Price for the item.
Click Next.
If (Packs) was selected on the Enter Supplier Details screen, the Pack Details screen will appear.

Enter Pack details

  • Pack Identification:
    • Pack Barcode: Enter or scan the barcode found on the outer bulk packaging. You can press [Alt]+[G] to generate one if it's missing.
    • Pack Description: Provide a name for the bulk unit (e.g. "Box of Pen Bic Blue").
    • Pack PLU: An optional short code used specifically for the bulk item.
    • Pack Supplier Stock Code (SSC): The specific code the supplier uses for the bulk box.
  • Quantity Logic:
    • How many Units in the Pack?: Enter the number of individual sellable items contained within one bulk pack.
    • Automatically separate pack into Units when arrived?: Tick this box if you want the system to immediately break the pack down into individual stock (Units) the moment it is received through an invoice.
  • Pricing: Enter the Pack Cost Price Ex, Pack Sell Price, and Pack Trade Price. These represent the value of the entire box, not the individual items.
  • Unit Details (Lower Grid):
    • This section displays the information for the individual items within the pack.
    • It shows the Unit Barcode, Unit Description, Unit SSC, Unit Cost, and Unit Sell for verification to ensure it is mathematically correct.
Click Next when finished.

Enter Other Settings

  1. Should this item be allowed to be discounted?: This tick-box is enabled by default. You should only untick this if the item must never be discounted.
  2. Labeling:
    1. Tick Print a label for this item when it is arrived? to automatically generate a price or barcode label during invoice arrival.
    2. Select your preferred Barcode Style from the drop-down menu.
    3. Tick Print Shelf Label on arrival to automatically queue a new shelf label if a price change is detected.
    4. Tick Print Shelf Label now to immediately add a shelf label for this item to the print queue (Barcode Manager) once the wizard is finished.
  3. Serial Numbers:
    Enable the requirements for a serial number either     when sold or when arrived by ticking the respective boxes.
    Click HERE for more information on Serial Numbers.
  4. Measurement and Weight:
    1. Select a Sales UOM (Unit of Measure) to show units on receipts and invoices.
      Click HERE for more information.
    2. Tick Weight required when sold if the item must be weighed on scales at the Point of Sale.
      See HERE for more information.
  1. Variants: If this is a Variant Item, you can select a Variant Group and click Edit Variant Values. Click HERE to learn more about Variants
  2. Companion Note: Type a phrase into this box to have it appear as a pop-up on the POS screen whenever this item is scanned for a sale.
Click Next when finished.

Enter Newsagent Specific Settings

These options are dedicated to the specialised handling required for publications such as magazines and newspapers. Regular items can move on from this section.
Issue Identification: Select how individual issues are distinguished, typically by Date for newspapers or Text for magazines.
  1. Frequency and Returns:
    1. Set the frequency of arrival (e.g. Daily, Weekly).
      Click HERE to learn more about stock frequencies.
    2. Define the return type based on supplier requirements and tick if the item has a weekly return cycle.
  2. Labels:
    1. Choose which labels to print: Putaway & Delivery, Putaway only, Delivery only, or Neither.
    2. Specify the label quantity to print per issue and enter any ranking information to include on labels.
  3. Logistics and Subagents:
    1. Define the delivery type and select the specific arrival day.
    2. Set the day subagents receive the item, along with any applicable Subagent Credit amounts or Subagent Discount % (if subagent order uses Stock Discount).
Click Next or Finish.

Enter Image and Extended description details

This screen only appears if you have Extra Details enabled. Click HERE to learn more.
  1. Extended Description: Use this field to enter additional product information, such as warranty details or product care instructions.
  2. Images: Click the Images button to load a product image from your computer.
    1. Recommendation: Keep images at or below 1024x1024 resolution to maintain system performance.
    2. Supported Formats: Use .jpg, .png, or .bmp files only; HDR, CMYK, and 32-bit images are not supported.
  3. Barcode Lookup/Classifications: The bottom grid allows you to manage classifications for the item, which can be derived from external feeds like Barcode Lookup.
    Click HERE to learn more about classifications.
  4. Valuation certificate when sold: If valuations are enabled, tick this if you want to print valuations for the stock item when it is sold. Click HERE for more information on Valuation Certificates.
  5. Fit to Window: Tick this box to scale the image or description view to the current window size.
Click Next or Finish.

Enter Web Settings

This screen only appears if you have Webstore enabled.
  1. Tick Web Store Item to send the item to your Website
  2. Enter Web Price if you use a different price for your online store.
  3. In Web Description, enter the product description to appear on your online store
  4. Skip the Groups box. These are managed automatically.
  5. In Item Weight, enter a Weight Amount and select Units (UOM).
Click Finish.

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