Manual

Items and units of measure

The item card

Open Items and choose + New, or an item’s number to open its card. A new item is numbered from Item Nos. on Inventory Setup (FG000010 on at Passion Bakery).

Group	Field	What it is for
Item	Description	What the item is, on documents and in lists.
	Type	Inventory (kept in stock), Service or Non-Inventory (sold or bought, never stocked).
	Base Unit of Measure	The unit the item is stocked in. Every quantity in the item ledger is in this unit.
	Inventory	How many base units are in stock, at all locations together.
	Blocked	Stops the item being used on new documents and journals.
	Dimension codes	The codes lines take when the item is chosen on them.
Prices & Sales	Unit Price	The price of one base unit, including VAT, suggested on sales lines.
	Sales Unit of Measure	The unit suggested on sales lines.
Costs & Purchasing	Costing Method	FIFO or Average: how the cost of stock leaving is worked out. See Costing.
	Unit Cost	The cost of one base unit: the value of the stock on hand divided by its quantity. Posting keeps it up to date.
	Last Direct Cost	The cost of one base unit on the latest purchase, suggested on purchase lines.
	Purchase Unit of Measure	The unit suggested on purchase lines.
Posting	Inventory Posting Group	Which inventory account its value is in.
	Gen. Prod. Posting Group, VAT Prod. Posting Group	Which sales, purchase and cost accounts it posts to, and its VAT rate. See Posting groups.

Before an item can be bought, sold or adjusted it needs a Description, a Base Unit of Measure, a Gen. Prod. Posting Group and, for an inventory item, an Inventory Posting Group.

Note

Once an item has ledger entries, its Type, Base Unit of Measure and Costing Method can’t be changed, and it can’t be deleted: block it instead.

The card’s actions: Assembly BOM (the components that go into one unit: see Assembly), Units of Measure, Ledger Entries, Value Entries, Phys. Inventory Ledger Entries, and the Inventory Availability report.

Units of measure

Units are set up once on Units Of Measure (Code, Description, ISO Code). An item then has its own on Units of Measure (on its card):

Field	What it is for
Unit of Measure	One of the units set up.
Qty. per Unit of Measure	How many base units one of this unit holds.

The base unit is always there, with a quantity of 1. A line in any other unit is turned into base units when it is posted. At Passion Bakery:

Item	Base unit	Bought in	Qty. per Unit of Measure
RM000001 Wheat Flour	KG	BAG	50
RM000005 Baking Margarine	KG	CARTON	10
RM000006 Eggs	PCS	TRAY	30
RM000010 Vegetable Oil	L	JERRYCAN	20
PK000001 Bread Bag	PCS	PACK	500

A purchase line of 20 BAG of flour puts 1,000 KG into stock, and an assembly BOM can say 0.5 KG of flour for a loaf. A document line can only use one of the item’s own units.

Inventory reports

On the Items list:

Report	What it shows
Item List	The items and their main fields.
Inventory Valuation	Quantity and value of the stock on hand at a date, by inventory posting group.
Inventory Movement	For each item, the stock at the start of a period, what came in and went out by kind of movement (assembly included), and the stock at its end.
Inventory Availability	What is on hand, what open orders still have to bring in or take out, and what will be left; for one location, or for all with stock in transit counted in.
Daily Sales	Item sales by day: quantity, sales amount without VAT, cost of goods sold and profit.

The Accountant’s Role Center also charts stock by location and item movements.