Because we often need to quote and order units when not in stock, or see a linked history for that model family, we normally have a stock item for each model family (see below for more information).
There are two steps to adding New Units to Evopos. They are:
•Creating a Stock Item for a Model Family - (you only ever need to do once per Stock Item / Model Template)
•Ordering and Receiving New Units - (Each time we Receive an order with new units, we are prompted for individual details such as VIN)
Creating a New Unit Part Number
If you have already created a stock Item for a Model family you can skip straight to Ordering and Receiving the New Units
Each new unit Part Number will be linked to a unique Model Template. You should have sufficient Part Numbers so you can have a 'History' for re-ordering etc. For example you would not normally have different Part Numbers and Model Templates for different years as we would want to see the History over more than one year. The actual models can vary for a given Model template. A Model Template also has a 'Type' defined (Bike, Boat, Car, Trailer, etc) which can control which fields are displayed.
If combined sales history for a model is not important you could have a more generic part number and model template. For example there may be hundreds of models of Chainsaws which could go under just one Model Template called 'CHAINSAW' with a part number called '.NCHAINSAW'.
If you do not need the Unit details for Jobs or a Used Tax Scheme you could use a Standard Stock Item and set an 'Action' to prompt for a Serial Number when selling.
Part numbers for New Units are normally made up by the prefix .N (Dot N) followed by the model family name. For example .NCBR600 for the model: CBR600. This way we can find all New Units by just entering '.N' or all the New Units with a model starting CB by entering '.NCB'
Normally we would have a Part Number for a whole model family, eg: covering all Years, as we can then see the history over time to judge the optimum re-ordering quantities.
Note: Try to make sure that there is no gap or hyphen between the .N and the start of the model name as it can make it difficult to match it with a model template.
•Go to Items >> Stock Items and click New in the left hand menu to bring up the Create New Stock Item Window.
•In this window, tick UNITS (New) and type in your new unit part number (.N<MODEL>) in the Lookup Number field, then click OK. Note: If you do not tick UNITS (New) then Evopos will not know that you are inputting a Unit and will not prompt you to enter the Model Template. You can do this later in the General tab
•The Contacts screen should then appear, prompting you to select a Purchase Contact. Search for the name of the Unit's supplier and double-click the record to continue further. Note: If the Contacts screen doesn't appear, then you have not selected UNITS (New) as above. Please abort and begin the procedure again)
•If you have entered a .N Part Number with an existing Model name, Evopos should automatically select the correct model template. If it is not found you can create a new model template. The Model Template record should only contain data that is relative to most models, for example Make and Size, Note: if the VIN normally starts with the same first 5 digits you can enter these to save re-typing each time. You can enter the Model Name to select the Model Template for the stock item. There must only be 1 stock item per Model Template.
•Ensure that the template details are correct and click the Return button.
•You should now be returned to the Stock Item screen where you can confirm standard details for that Unit such as Cost and Sell Prices (The prices on the individual Unit Sales Details will be used if different. Also: Category, Brand, Location, etc.
When the Unit Part Number has been created, we then have options to take special orders and produce Purchase Orders.
To check a Stock Item for a New Unit has been set up correctly select the 'General' tab and ensure the 'Type Code' is set to 'UNITS (New)' and the 'Model Template' is set to the correct Model Family. Also make sure you do not have more than 1 stock item linked to the same Model Template.
Note: You can Identify (and Fix) most issues by selecting Items / Stock Items / Maintenance / Calculate S/P/U Qtys (with a criteria for All Records)