Articles


To Create a new article

Go to >>> Stock >> Articles and click on the "+" icon as illustrated below.

Before building your article list, you might want to read the sections about Categories, Departments and Suppliers.



Now you can enter the article details as explained below:

1. Barcode - This is normally the 13 digit barcode number on your product. However from the preferences screen you can allow a combination of 20 characters. The Barcode does not necessarily need to be the real item barcode, it can be an item code of your choice. In simple terms, the Barcode is the unique identifier for an item. If you are using a Barcode Scanner, always use the barcode scanner to enter the Barcode so as to avoid mistakes.

2. Article Reference Code - This is another code which you can set for your items. In some cases shops use the barcode for an item and also create an alternative code for internal use only. Leave this field blank if you do not intend to use a double coding system.

3. Article Name - A short description of the article. This description is what is displayed on the Invoice/Cash Sale.

4. Article Description - The full name of the Article. Use it only if you need to.

5. Category - You can divide your articles into categories and category groups. This can facilitate reporting and can streamline your operations if you have a large number of stock items. To add a new category go to >>> Stock >> Categories and click on the "+" icon.

6. Department - This is the Tax Department. The Tax Department specifies the VAT Rate for the item.

7. Supplier - It could be a good idea to always specify who the main supplier for each item is. This can help you in the future when you need to see what purchases you had from a particular supplier. To add a new supplier go to >>> Suppliers >> Suppliers and click on the "+" icon.

8. Brand - Not of any particular use, just an information field.

9. Date Added - This is an automatic field, indicating when the article is added.

10. Last Sold - Also an automatic field, stating when the item was last sold.

11. Discontinued - Tick this box if you no longer want to see this article in the cash sale screens, reports, etc….

12. Cost Price - This is usually the true cost price of the article, including any expenses you incurred in purchasing it, such as, freight, insurance, VAT, etc….

13. Selling Price #1 - The system supports up to 2 selling prices for one item. This is usually used for wholesalers who want to make a difference on who pays cash and who does not. This selling price is the default one used by the system. If you only have 1 selling price, type it here.

14. Selling Price #2 - see above.

15. Consumer Price - On wholesale invoices, the consumer price is displayed next to the selling price you are using.

16. Colour / Size - Information fields which are usually not very much used. Normally the colour and size should be entered with the article name so it appears on the invoice.

17. Re-order point - used by the low level stock report. This value indicates the lowest stock level allowed for this item.

18. Re-order Qty. - Related to 17, indicates how much you normally need to purchase when re-ordering.

19. Stock Units - Stock Keeping Unit. Normally left as it is, however when selling vegetables you would specify Kgs, when selling textiles you specify metres, etc….

20. Shelf - Simply indicate where the item is located in your shop or warehouse. A simple piece of information to help you locate your article.

21. Qty. In Stock - Indicates the quantity in stock of this item. You cannot directly change this field. To modify the quantity in stock, use the Stock Transfer Screens.