The Warehouse module is generally used for inventory management. The item overview can be found under Lager/Goods .
The warehouse is a central module for purchasing and sales invoicing.
Receipts, issues and cost of goods sold are automatically controlled via posting rules.
Entry of receipts and issues is linked to purchase and sales orders.
Via the stock draft inventory levels can be adjusted manually.
The item type and setup under preferences determines if there is inventory management on the item.
The item group determines the account assignment in the chart of accounts and MUST be specified.
Under preferences you can decide if you want to use negative stock.
The company must decide which unit is used for weight, volume and carton. For example, some use grams, others kg and some pounds for 'weight'. It's just important that the same unit is used for all items.
Videos related to products
- Creating goods and services
- Creation of goods and services including options for purchase prices and sales prices
- Handling special item numbers and item names
- Unit conversion on goods
- Sales prices using customer price lists
- Purchase prices using supplier price lists
- Efficient management of packaging consumption
Description of fields
The item card is divided into different sections such as Description, Prices, Group etc.| Field name | Field Description |
| Item(number) 40 characters | All characters can be used but avoid " , and blanks Item number can be changed by overwriting an existing number. Select Edit , overwrite the number and click Gem All records are moved to the new number. |
| Item name 150 characters (version-93 950 characters) | The product description on the product card can have multiple lines. If you need more description and possibly multiple languages, use the Item name group via Lager/Maintenance/Item name group |
| Product type | Item - is used for items that need inventory management. Performance - Typically hours, km or miscellaneous item without inventory management. Bill of materials - composition of a number of items sold as a package. Packaging, freight, tax can optionally be added to the BOM. Read about BOMs here . Production BOM - Finished product containing raw materials and hours When the finished goods are "produced", the production BOM is finalized via the stock draft with the quantity produced and raw materials drawn from the warehouse. Notes: You can also purchase a production module where you can finalize a production item. Read about BOMs here . You can't change the item type if there are postings on the item. |
| Blocked | Option to block an item, e.g. discontinued items Tip! Create a note on the item why it is blocked If the item is blocked, it will not appear in the following places: Stock draft in the item number field, Lines under quote, order, purchase in the item number field, project and stock drafts in the item number field. |
| Photo | It is possible to attach images to the item. The image can be displayed on the item overview by selecting the 'Images' field in the overview. Only the selected image will appear in the overview.
Attach an image by selecting 'Attachments/Document' from the item overview menu.
Select 'Add' to add an image and 'Browse' to get the current image for the item.
In the overview of Documents for the item, a column called 'Unique ID' appears. And inside the item, the number from 'Unique ID' can now be entered in the 'Photo' field. Or select the number from the dropdown list by the 'Photo' field. The selected image is now the 'default' photo for that item.
Everywhere in Uniconta - where item numbers are used - it will now be possible to select 'Show photo' in the menu to display the item image.
In the report generator, you will also be able to insert the photo so that it appears on the invoice, quote, etc. Read more Here... |
| URL | It is possible to attach links to a website on the item. The link can be shown on the item card by pulling in the "URL" field. It is only the number of the selected link from the item card. Attach a link by selecting "Attachments/Document" from the item overview. Select "Add" to add a link and fill in the "Url" field with the desired link. This can be typed or copied on a website. Remember to http:// in front of the link. On the item card, you can now select the link field "Url". This Url is now the "default" link for the item in question. In the report generator, you can insert the link so that it appears on the invoice, quote, etc. Read more Here... |
| Attachment | It is possible to attach a file to the item. The file can be shown on the item overview by selecting the "Attachment" field. It is only the number of the selected file from the item card. Attach a file by selecting "Attachments/Document" from the item overview. Select "Add" to add a file and fill in the "Attachment" field with the desired link. This can be typed or copied on a website. Remember to http:// in front of the link. On the item card, you can now select the file in the "Attachment" field. This file is now the "default" file for that item. In the report generator you will be able to insert the file as a link, so it will be included on the invoice, quote, etc. Read more Here... |
| Last movement (version-93) | Only appears on the item overview. Here you set the date of the last movement for the item. |
Pricing
| Field name | Field Description |
| Cost price | The cost price of the item. Max. 5 decimal places. The value in the field Cost price is updated differently depending on the cost price model selected on the item and the selection in the field Should the item automatically update with the last price under Company/Maintenance/Preferences . Yes to automatic update of cost price Inventory model Fixed cost price: The cost price will only change if the value in the field is changed manually. (NOTE: Read more here ) Inventory model Average: The cost price changes with the average purchase price Inventory model FIFO: The cost price is changed to the last purchase price the item was purchased for, or produced for, in the case of production parts lists, where the Parts list. Diet is sum of lines is highlighted. No to automatic update of cost price Inventory model Fixed cost: The cost price only changes if the value in the field is changed manually. (NOTE: Read more here ) Inventory model Average: The cost price only changes if the value in the field is changed manually. Inventory model FIFO: The cost price only changes if the value in the field is changed manually. Read more about the cost models in this article under the description of cost model . A cost price in Uniconta SHALL be in the company currency (the currency you see under Company/Company details). A cost price is determined based on the purchase you make. If the accounts are set to DKK, but the purchase price is set to EUR, the cost price is calculated based on the purchase price currency in Uniconta if the cost price model is FIFO. |
| Sale price 1-3 | The sales price is created on the goods card and entered on the debtor. Can be set in currency. Max. 10 decimal places. If the customer has a special price, you can create Customer price lists |
| Sales unit | The unit an item is to be sold in. Note: Unit conversion must be selected for the field to be saved. Read about unit conversion here: Unit conversion If the desired unit does not exist, you can change an existing one using Custom labels, read more here: Custom labels |
| Purchase price | The purchase price can be entered manually on the product card. If you want to update automatically, based on a purchase, you must use FIFO or Average stock model, and check the Update purchase price , under Preferences . The purchase price is used on the purchase order line when ordering the item from the supplier. Purchase price can be in any currency. The purchase price is determined based on the last purchase and is stored in the field, regardless of currency. The currency field at the purchase price has no function, but is just a piece of information on the item card. |
| Purchase unit | The unit an item is purchased in. Unit conversion must be selected for the field to be saved. Read about unit conversion here: Unit conversion If the desired unit is not found, you can change an existing one using Custom labels, read more here: Custom labels |
Group of products
| Field name | Field Description |
| Group | The item group must be selected on the item card and determines the account assignment for purchasing and selling the item. Item groups are created under Lager/Maintenance/ Groups |
| Discount group | Discount groups on products In price lists, you can create prices and discounts based on either item numbers, item groups or discount groups. The discount group is selected on the item card. |
| Tax group | If taxes are used for the selected items, you can select it here. Read more about tax groups here... |
| Device | Select unit - you can NOT create units yourself. This is because there is a conversion table for electronic invoicing (OIOUBL) Below is a link to a list showing the storage device names in Danish, English and German: Device translations If the desired device is not found, you can change an existing one using custom labels, read more here: Custom labels |
| Unit conversion | Selects the unit conversion you have set up for the item. Read more about unit conversion here... |
| Decimals | A maximum of 10 decimals can be created for quantities. In Uniconta, you select decimals for each item. However, if you want to create ALL items with 2 decimal places, set the default value below to 2. You can then correct the value on selected items. Read more about default values here .
[caption id="attachment_108365" align="alignnone" width="400"] Set default value for decimals on the item card[/caption]
Tip! If you always want 2 decimal places, you can set a default value as follows:
Click F12 taste and select the black arrow
Click Add post or Ctrl+N
In the Properties field, select "Decimals"
In the Value field, type 2
Saves and closes the tab. You can also close the item tab and open it again. Now it says 2 in Decimals from now on when you create a new item. |
| Supplier / Purchasing accounts | Select the supplier you primarily use when ordering goods. Uniconta has a sub-file for an item - via the Purchasing accounts button on an item - where you can specify multiple suppliers and EAN numbers. The function must first be enabled and is called "Purchasing accounts" in the "Logistics" group. NOTE: If " Purchasing accounts" is not enabled, all suppliers will appear in the reorder list.By filling in a default supplier on the item card, you will be able to reorder directly to a supplier via reorder. Read more here... |
| EAN number | Set default EAN number - used for barcodes Under Item name groups, multiple EAN numbers can be created for the same item. |
| Item placement | Select item placement e.g. shelf 3 - manual control |
| UNSPSC | United Nations Standard Product and Services Code - international classification code for goods and services. Read more about UNSPSC at GS1 here |
| Storage location | Choice of geographical location e.g. City or Car If you want to check for negatives at storage locations, this feeling should always be filled in. |
| Placement | Choice of physical location e.g. Hall 1 |
Settings and preferences
| Field name | Field Description |
| Cost price model | Select cost model: Fixed cost price , Average , FIFO (First-in-first-out) or Manual . The cost price model determines the cost price at which goods are pulled out of the warehouse when accounting for cost of goods sold. If you use FIFO (first-in-first-out), this means that if an item is purchased for $10 the first time and $12 the next time, the oldest item will be sold first, i.e. the $10 item will be sold first. For Average, it will be an average cost price that is used to calculate the cost of goods sold when selling the product. Note! It is necessary to run the drive Recalculation of cost prices under Lager/Maintenance to update the item records with the correct cost prices on the outgoing items if you use the FIFO cost model. When using the dietary model Fixed cost price the cost price is fixed until changed manually. (Note: Not recommended for BOMs and production BOMs. Read more here ) This means that receipts and issues on this item will always be booked at the quick cost price. However, the item can be purchased at a different cost price and a difference will occur. The difference between the actual purchase price and the quick cost price is posted to the account specified in the Loss/profit from quick cost purchases on the product group. Manual Cost price means that you can have a manual cost price for an item, where a cost price can be entered when purchasing and again when selling the item. It is recommended that you mark the sales record against the purchase record to ensure consistency between the same item. Manual cost price can, for example, be used to procure goods. The cost price of this item is not adjusted when running Cost price recalculation. If the fluctuation of cost prices on this item is very large, it may happen that the item cannot be adjusted until the cost price on the item card is changed to a maximum of 3 times the adjusted item's price. If the cost model is changed, it is necessary to run a Recalculation of cost prices under Lager/Maintenance . Different storage principles cannot be run for periods of time. |
| Use inventory management | NOTE: This only appears when there is a "check mark" in "Inventory management" under " Turn features on/off" and there is NO "check mark" in "All items" If you don't use inventory management on an item, you can see that there is no "Physical Lager". There is only an "Economic stock". There can never be inventory management on "Services" and "Parts lists". Without inventory management, there can also be no " Recalculate cost prices ". |
| Batch/serial numbers | Choose between None, Serial number or Batch number Allows for serial number and batch number management |
| Forced batch/serial number | Check the box if you want mandatory entry for invoicing and purchasing. NOTE!!! If the user wants forced serial numbers to be implemented, use sales order, not quick invoice. |
| Forced marking | With Forced marking, a sale will be rejected if the batch/serial number is not marked. If you select no to the field Forced batch/serial number but yes to the field Forced marking , you will not be allowed to sell an item without having marked which batch/serial number is being sold. If you have simply created the batch/serial number manually in the batch/serial number list before the sale, the remaining number in the overview will be -1 after posting the sales invoice. This method forces you to mark which batch/serial numbers you sell, but allows you to run with negative inventory on the serial/batch number. This way, you can run serial number management without including purchasing parts, but only run it on the sales side. |
| Give discount | Check the box if a discount is allowed on the item. The discount will not be triggered if an End discount % is entered in the order header. Uncheck items such as shipping and fees, where discounts are often not given. The discount is deducted from the line during posting so that the correct revenue goes to the sales account and not as a discount afterwards. The result is the same whether you give 10% on the line or 10% in total. You can still get a discount on the item if you use price lists or discounts on order lines. If you don't want this, make sure that the item is not in a price list. |
| Parts list. Diet is sum of lines | Check if you want the cost price of BOMs and production lists to be calculated automatically based on the contents of the BOM. This is recommended for everything. NOTE: This cannot be combined with the Cost model "Fixed Cost" |
| Item included in the parts list | The item itself is included in the BOM. This should only be used if you set the sales price yourself, e.g. for an item with tax. If you want the BOM price to be calculated based on the BOM items, do not use this, but create the item separately under this BOM. "BOM. Diet is sum of lines" and "Item is part of BOM" should never be selected at the same time. |
| Hide in sales | Check the box if you do not want the item to appear when entering sales lines. |
| Hide in shopping | Check the box if you do not want the item to appear when entering shopping lines. |
Number of
| Field name | Field Description |
| In stock (physical) | Number of physics placed in stock. The number that should vote in a count in the here and now. For example, an item that has been received on a purchase order, but where a purchase invoice has not yet been posted, will be counted in this field, but not yet in the In stock (economic). Under the button Reservations In the item overview, you can see which orders, purchases etc. are causing the number in the field In stock (Physical) is not the same number in the field in stock (economic). |
| In stock (economic) | The field does not appear on the item card by default, but can be added to the item overview. The field shows how much is in stock financially, i.e. according to the invoices etc. that have been posted, e.g. an item that has been received on a purchase order, but where a purchase invoice has not yet been posted, will be counted in the field In stock (physical) but not yet in this field . |
| Reserved | Quantity reserved in a sales order, or in a production if you have selected Inventory management=Reserved. |
| Ordered | Quantity ordered from the supplier and in purchase orders |
| Available | The number of items that are available for sale |
| Available for reservation | Includes the number booked. |
Size
| Field name | Field Description |
| Weight of the item | Enter the weight of the item. |
| Volume | Enter the volume of the item. |
| Cardboard | Enter the number of cartons. For example, if there are 10 items in a carton, enter 0.1 in this field. |
Additional product groups
| Field name | Field Description |
| Brand name | Here you can enter the Brand name of the product. The field can be used for queries and statistics, among other things. Read more about it Here. . |
| Art | Here you can specify the type of item. For example, perfume, shampoo or similar flavor. The field can be used for queries and statistics. Read more about it Here. |
| Statistics group | The name of the item's statistics group can be entered here. The field can be used for queries and statistics. Read more about it Here. . |
Storage levels
| Field name | Field Description |
| Minimum stock level | Set the minimum stock level of the item - used when reordering |
| Maximum stock level | Set the maximum stock level of the item - used when reordering |
| Purchase quantity | Enter the purchase quantity to be ordered from the supplier at a time. The quantity is filled in on the purchase order lines, but can be changed manually to a smaller or larger quantity. The value field is also used when reordering. For example, if you have an item that is always purchased in packs of 10, this field is filled with 10. |
| Minimum purchase quantity | Enter the minimum purchase quantity. This field is used for reorders. For example, if you have an item that requires a minimum order of 20 pieces at a time from the supplier, 20 is entered in this field. When reordering, it will then be suggested to order a minimum of 20, and if more than 20 are needed, it will suggest a number divisible by the number entered in the Purchase quantity field. |
| Delivery time | Enter a delivery time, e.g. 14, and the field can be used to calculate the delivery time. For Production BOMs, the delivery date is adjusted downwards by the number of days entered here so that production can be planned. NB! There is no automaticity behind this filter. It is simply an information field that you can calculate yourself. |
| Standard sales quantity | Set the default quantity when selling the item |
Alternative item
| Field name | Field Description |
| Use alternative | It is possible to select an alternative item. By default, this setting is set to 'Never', but if you want an alternative item, you can select always or at zero stock of the current item. The alternative items are shown on the documents, and when posting, it will be the alternative item that is deducted from the stock. Note! When selecting 'Zero stock', you must not have deselected negative stock. NOTE: Alternative item is only searched for in one level. I.e.: From item 1 you can search to item 2, but you cannot search to the next alternative item that is on item 2. NOTE: Alternative item cannot be used in productions. |
| Alternative item | Select which item should be the alternative item. |
EU sales
| Field name | Field Description |
| Tariff number | Enter the CN8 commodity code - used for Intrastat. Read more about Intrastat here . |
| Country of origin | Select country - used for Intrastat. Read more about Intrastat here . |
| Supplementary devices | For some commodity codes, supplementary units must be specified. It may be a product that is sold in Uniconta in units, but in the reporting to Intrastat must be stated in the supplementary unit liters. In that case, enter the number of liters per unit of the item in this field. The field is used for Intrastat. Read more about Intrastat here . |
Project (only shown when purchasing the project module)
| Field name | Field Description |
| Project type | Here you can select the project type to register with in Project. It is recommended that only one project type is used for many items. E.g. 'Materials'. A project type can also be selected on the item groups. If a project type is specified on the item group, it is not necessary to specify a project type on the item card, unless a special type should apply to the item number in question. Note! Project types of type 'Revenue' cannot be selected. This means that they do not appear in the drop-down list and cannot be selected on the item card. |
| Salary type | If you want a payroll type on the project record when using the item, you can select it here. |
Dimensions (only shown if set up under economy)
| Field name | Field Description |
| Department | Defines under Dimensions. Read more here... |
| Carrier | Define under Dimensions. Read more here... |
Variant
| Field name | Field Description |
| Default variant | Select the created variant. Read more about variants here... |
| Use variant | Check if variant management is desired |
| Mandatory variant | Check if a variant MUST be specified when purchasing and selling the item. |