Enter products (command-p or control-p)

Choose ‘Enter products’ from the products menu, or click the [Enter products] button from the Functions Palette to add a new product or Service to the list of those sold by your company. The fields stored in the products file are as follows:

Group

The Group is a coded reference to the broad classification of this product - such as COM - Computers, PRI - Printers. The codes may be looked up from a pre-defined list (set up using the Groups function on the Core menu in the Data Manager) using the @ sign.

Brand

The Group is a coded reference to the manufacturer of this product - such as APP - Apple, AMS - Amstrad. The codes may be looked up from a pre-defined list (set up using the Brands function on the Core menu in the Data Manager) using the @ sign, or may be added to simply by typing in a unique code (if your Personnel record gives you clearance to create records in minor files).

Model

The Model code should be used to make this particular product unique within its Group and Brand.

For example, a you might be using a COM APP MACBOOKPRO, or you could follow more rigid lines and create COM APP 001 etc. The model code, unlike the two above, is up to nine characters long.

The product Code of a product is usually constructed by joining together the Group, Brand and Model Codes. It is this code that you will use when attempting to access the product from other files.

If you prefer, the product Code can be made up solely of the Model Code. If so, set the Preference ‘Use Group and Brand in product Code’ in the Data Manager accordingly. In this case, the Model Code will have to be unique across Groups and Brands. Therefore, in this circumstance, you could only have one Model Code “001”.

If the product Code is the same as the Model Code, the word ‘Model’ will be underlined on this screen.

Short code

This field is entirely optional. Use it to type in a Short Code by which the product will also be known. For example, The Apple Pie Trading Company supplies many different type of pie. It uses Apple as the Short Code for all its apple products (pies, crumbles, tarts - all available in different packs and sizes), Strawberry for all the Strawberry products and so on.

When searching for products, Enterprise 6 will attempt to match the Name, part Name, product Code, or Short Code to the text entered to the Quick Search dialogue box. Therefore, use the Short Code as a means of anticipating how Enterprise 6 users will attempt to search for a particular product.

Product name

Type in the full, formal name of the product being entered, up to 60 characters long.

Description

Type in any further details about the product, but note that these will appear on your printed ‘Price List’ - see below. To obtain a larger version of this field, ensure your cursor is within it and use the ‘Expand Text’ item on the Functions menu.

Sales account

When you sell this product, the Account Code entered here tells the system which Accounts ‘heading’ the sale falls under. When entering a Group Code, a default Sales Account for that Group is placed in this field. If this field is left blank, a default Account as set up in the Sales Invoice Transaction Type will be used instead.

Purchase account

When you buy this product, the Account Code entered here tells the system which Accounts ‘heading’ the purchase falls under. When entering a Group Code, a default Purchase Account for that Group is placed in this field. If this field is left blank, a default Account as set up in the Purchase Invoice Transaction Type will be used instead.

If the Stock Account field (below) contains a value, that value will be used as a default when creating a Purchase Invoice for this product. Otherwise, the value in this field will be the default.

Stock account

When posting Purchase Invoices an option is available to have the amount posted to the relevant Stock Account instead of Cost of Sales, and then to have it subsequently posted out of the Stock Account in to the Cost of Sales Account on shipping (ie when a Delivery-Type Stock Movement is made). This will keep the Profit & Loss free of costs incurred until such time as the goods are sold. If you wish to make use of this option, enter the Account Code of the appropriate Account here. This will be used as a default for the Purchase Account to be used when raising a Purchase Invoice for this product.

When entering a Group Code, a default Stock Account for that Group is placed in this field.

Default analysis

If you are using Analyses in the General ledger for departmental or multi-company accounting, you may want to specify which Analysis the current product is normally posted to when both buying and selling. Use the @ sign if unsure. The field will, as a default, be filled with the Analysis, if any, specified for the product Group.

When using this product in Sales or Purchase Orders or Invoices, the Analysis Code entered here will be offered as a default.

Actual sales price

Type in the normal retail Price of the product.

When using the ‘View Components’ option to amend the weight or price of a component product, Enterprise 6 will ask if the weight or price of the assembled product should be altered appropriately when returning to the assembled product’s screen.

Standard price

Standard Price is an optional secondary Sales Price.

It can be used to identify inter-company selling prices, or fixed cost prices used only in the calculation of commissions. Use can also be made of it when using the Price Matrix companion module. For example, it could be used where you operate two price lists, such as a Retail price and an Education price. Please refer to the section entitled Price Matrix in the Companion Volumes reference chapter for more details.

Include in price list

Turn this check box on if you want to use the Price List report, and need to differentiate between products to be and not to be included.

Allow price updates from other files

When using this product in other screens (for example, when entering Orders, or Service Calls), price information is sent over from this products screen. If this check box is switched on, and your Personnel record in the Data Manager has the correct clearance, you can alter the pricing information remotely from the other screen (ie from the Order or Service screen). You can even add new lines to the Suppliers included list remotely. This is one of many functions in Enterprise 6 designed to reduce typing and unnecessary moving between screens.

Maintain stock levels

If the Stock Control module is installed and the product is one that requires Stock processing, check this box. Service products such as labour and delivery obviously do not require Stock levels to be maintained. Enterprise 6’ automatic stock allocation routines will not affect items whose product has this check box switched off.

Serial no stock

If the Stock Control module is installed with the Serial Number Tracking companion module, and the above box is checked, then you here specify whether or not the product requires Serial Numbers to be entered for each Stock Item.

Minimum

Enter here the minimum Stock Level you wish to maintain for the product. If it is not a product that you normally keep in stock, leave the figure as zero. These figures are used for producing suggested re-ordering reports.

Maximum

Enter here the maximum Stock Level you wish to allow for the product. If it is not a product that you normally keep in stock, leave the figure as zero.

Modified date

This date is automatically maintained by the system - set to today’s date each time you Accept the product record. Therefore, if you are merely viewing the product information, use the Cancel button rather than Accept. The date may be used to check on products whose prices may be due for renewal.

Superior

This feature allows hierarchies of products to be correctly linked together. Type in the product Code of the current one’s immediate superior, and you may then use the up and down arrow buttons to navigate the hierarchy. The feature would be used if the product is part of an assembly (for example, a printer might have its toner or ink cartridge as its inferior).

Default VAT code

When this product is added to an Order or an Invoice, a default VAT Code will be brought over from this screen. That default is set here. The wildcard (@) can be used to bring up a list of possible VAT Codes.

This field only needs to be completed if the VAT Code applicable to this product differs from the default VAT Code set up on the Accounts page of Preferences.

Price per

This field can be used to set a default for the Price Per field in Sales and Purchase Orders and Invoices. If a value greater than 1 is entered, the Price allocated to the product will be divided by that value to produce the Sales and Cost Amount figures on Orders and Invoices.

The field cannot be set to zero.

Weight

This is simply a Real numeric field for recording the weight of the product - something the may be useful for calculating delivery charges. The field has no fixed format so that the user can choose the most appropriate measurement units.

When using the ‘View Components’ option to amend the weight or price of a component product, Enterprise 6 will ask if the weight or price of the assembled product should be altered appropriately when returning to the assembled product’s screen.

Size

This field can be used this to specify the area covered or the dimensions of the product. It is 15 characters long.

It may be useful to record information on the sources of purchasing the products entered and the cost prices involved. This included list of Suppliers can be added to using the [+] button in the Buttons Palette, and contains the following information:

Supplier

Enter a Company Code reference, using the first four letters; eg APPL. You may add a supplier if it doesn’t exist on file - remember to give it a Status such as SUP - Supplier.

Their code

You may type here the product code this Supplier uses to refer to this product.

Days

Enter here the Supplier’s lead time in days. This figure is added to the Order Date on the Order Item entry and the result is put into the Supply by Date field.

Actual cost price

Type in the appropriate figure and the margin % is calculated. When using the ‘View Components’ option to amend the weight or price of a component product, Enterprise 6 will ask if the weight or price of the assembled product should be altered appropriately when returning to the assembled product’s screen.

Standard cost price

It may be that when you sell at the Standard Sales Price, you can also purchase those items at an Standard Cost Price - in which case type the cost in here.

As with the Standard Sales Price, this figure can be used to identify inter-company selling prices, or fixed cost prices used only in the calculation of commissions. Use can also be made of it when using the Price Matrix companion module. For example, for educational orders, you may be able to purchase the product more cheaply. Please refer to the section entitled Price Matrix in the Companion Volumes reference chapter for more details.

Margin

This is calculated automatically by the system, based on your entry in the Actual Sales Price and Cost Price fields. Alternatively, type in a Margin % and the system will calculate the Actual Cost Price.

View menu

As with all Enterprise 6 screens, the View menu provides a link with other modules which must be present for its functions to operate.

For more information on the Price Table, please refer to the section entitled Price Matrix in the Companions Volume chapter later in this Manual.

If the Stock Control module is installed, and the Maintain Stock box is checked, the following figures are calculated whenever you view a product: the Physical Stock level - the number that should be in your store room; the value of that stock; the Unallocated Stock level - of those physically available, the number that have not yet been allocated to Orders; and the Value of that unallocated stock. This information can be accessed using the Current Stock and Stock Levels items on the View menu.

Calc prices from components    (command-p or control-p)

This function is only available if the Assemblies companion module is present, and is fully described in the appropriate section of the Companion Volumes reference chapter.

Expand text   (command-; or control-;)

This function is used to increase a selected text field to full screen size for ease of typing. The cursor must be in a text field for the function to operate. The only text field on the product screen is the Description field, which appears on both pages.

This window has a Functions menu with ‘Find’ and ‘Replace’ facilities.

‘Find…’ (<Command-F>/) allows you to specify what to Find. It will remember what was last searched for, or will pick up any word or phrase currently highlighted in the text. The searching is done from the current cursor position onwards. The first found example is highlighted for manual editing.

‘Find Next’ (<Command-G>/) finds the next occurrence of the text string last specified in the ‘Find…’ or ‘Replace…’ dialogue box.

‘Replace…’ (<Command-R>/) shows a window with a field for the text string to be found and another for its replacement. The [Replace] button replaces the first instance found after the current cursor position (including the current highlight if that represents the text to be found), and places the cursor after the last character of the replacement made.

The window features a [Replace All] (<Command-A>/) button, which changes all instances from the current cursor position onwards. ‘Replace Next’ (<Command-T>/) replaces the next occurrence of the text string to be found.

To revert to the normal screen, click [√] if you wish to save the changes you have made to the text, or [X] if you do not.

Clicking the [Enclosures] tab at the top right of the product screen brings up page 2, as illustrated below. Description This is an enlarged version of the Description field on page 1. Again, you can use the ‘Expand Text’ item on the Functions menu to bring up a full size version of this field.

Enclosures

Record here any essential documentation to be supplied with quotations for this product. Note that the main purpose of this field is marketing rather than technical.

When printing Quotations, if any products have Enclosure details, these will be listed at the bottom of the letter after the word ‘Encl:’. Similarly, when constructing Sales Orders, any Enclosures from this screen will be transferred to the Enclosures field on page 2 of the Sales Orders screen when the appropriate product is used. However, because of the use with Quotations, it is not practical to use the field to ensure that, for example, a certain cable is supplied with the product as you will apparently have to enclose the cable with the Quotation as well.

Further analyses...

This included list can be used to store as many pieces of information as you like about the product, in a way that can subsequently be quickly searched on.

There is a Further Analyses field on the products More Choices screen for this purpose.

There is a General Preference, ’Find products by Further Analyses’ which should be switched on if you would like the products Quick Search to search by Further Analyses in addition to product Code, product Name, Short Code, etc. This will also happen when entering products elsewhere, such as in Sales and Purchase Orders, Sales and Purchase Invoices and so on. If you have a large data file, this preference may have a detrimental effect on search times.

Note that it is a good idea to have the ‘All Occurrences’ option on as well because the Further Analysis search is always done last. For example, if you were to search for a product with a Further Analysis of ‘Green’ but there was another product with a product Name starting with Green then you’d only find the latter unless ‘All Occurrences’ was on.

Note that the Further Analyses included list is not user-definable, since there is really nothing to define. It does not allow resizing or locking, and does not feature an [Editable/Selectable mode] button. It is always in Editable Mode. Use the [+] button or <Command-N>/ to add a new line.

Clicking the [Components] tab at the top right of the product screen brings up page 3. This screen is only available if the Assemblies companion module is present, and is fully described in the appropriate section of the Companion Volumes reference chapter.