Details (stock record)

Enter the main details of the stock item. Some of the information added here is inherited from the stock item's product group and cannot be changed.

Open: Stock Control > Stock Records > Enter New Stock Item | Details.

Enter a unique Code (up to 30 characters) and Name (up to 60 characters) for the item.

Stock Codes and Names can contain letters and numbers.

Product group

Select the product group the stock item belongs to.

The stock item inherits the settings of the product group.

Product type

The product type is inherited from the product group and cannot be changed on the stock item.

Current status

Select the item's status from the drop-down list.

  • Active

    When a stock item is Active stock movements can be recorded against it.

  • Inactive

    When a stock item is Inactive, you cannot select it. The item will not appear in any lists in Sage 200 (for example, when recording a stock movement, sales order or purchase order).

    Inactive stock items are still included in the stock Valuation report and are available for stocktake.

Inactivation date

This is used for reporting purposes only. The item will not be made Inactive on this date.

Stock unit

Select the unit of measure used to store the stock item.

This is inherited from the Product group.

VAT rate

Select the VAT rate used when the stock item is sold.

This is the VAT rate used when transactions such as invoices, credit notes, sales orders and purchase orders are entered into Sage 200. You can change this for individual transactions if required.

The system automatically assigns the first non-zero rated code defined in Accounting System Manager to the stock item.

Use this to store the Manufacturer's name and Part no for the item.

Different suppliers may have their own name or product code for the item.

Select how you want to print order labels for this stock item: per item, per batch, or not required.

This is set to Label not required by default.

When this is enabled, the item can be added to sales orders and invoices.

Set this to disabled if the item should not be sold.

Cost method

This controls how the cost of sales for an item is calculated.

This is inherited from the product group and cannot be changed from here.

If you change the product group a stock item belongs to, then this may also change the costing method. Don't forget, if you change the costing method, this will affect how your cost of sales and stock value is calculated.

Note:

In order to avoid restricting business operations, Sage 200 supports the sale of goods before their cost is known.

There can be significantly different cost of sale values for the same sequence of purchases and issues depending on the costing method used.

  • In the case of Standard costed items, the cost of sales is calculated using the standard cost at the time of the sale. This is not adjusted when the actual cost becomes known.
  • In the case of Average costed items, the cost of sales is calculated using the average cost at the time of the sale. This is not adjusted when the actual cost becomes known.
  • In the case of Actual costed and FIFO items, the cost of sales is calculated using the average cost at the time of the sale. This is adjusted when the actual cost becomes known.

It also influences how the stock item value is represented in the stock Valuation report.

If you are using Manufacturing it also controls how the works order costs items that have been issued to it with unconfirmed value.

Note:

In order to avoid restricting business operations, Sage 200 supports the issue of components to works orders before their cost is known.

There can be significantly different values for the cost of finished goods for the same sequence of purchases and issues, depending on the costing method used for the components.

  • In the case of Standard costed items, the issue cost is calculated using the standard cost at the time of the issue. This is not adjusted when the actual cost becomes known.
  • In the case of Average costed items, the issue cost is calculated using the average cost at the time of the issue. This is not adjusted when the actual cost becomes known.
  • In the case of Actual costed and FIFO items, the issue cost is calculated using the average cost at the time of the issue. This is adjusted when the actual cost becomes known and the works order is closed. Works orders can only be closed when all costs are known.

Cost price.

If the Cost method is Standard enter the Standard cost price of the item.

For other costing methods the calculated Average buying price is displayed.

Use this to enter a detailed description of the item.

Use item description on orders and invoices. Select this to use this description order or invoice documents.

If you are using the Bill of Materials module, select how this stock item will be used in a bill of materials.

  • Component: This is a single stock item. These are used as part of a finished stock item. This option is selected by default.
  • Built item: This is a stock item that is assembled from one or many components/sub assemblies to create a finished stock item.
  • Phantom item: This is used in a finished item; if it is an item that you would not sell to your customers or keep in stock. Phantom stock items are typically used to segment large BOMs and to assist in planning how to build the finished item.

  • Built/Bought (Sage 200 Manufacturing users only): This is a stock item that can be built from other stock items or be bought in from another supplier.

    Select from the Built/Bought drop-down list, to determine whether the item is a Default Built or Default Bought item. The default is Default Bought.

    MRP will raise a works order recommendation for a Default Built item and a purchase order recommendation for a Default Bought item.

    Note: If the stock item is a component and not a BOM, then MRP will always raise a recommendation for a purchase order for the item.

    Trial Kitting, Costing, Allocation and Build in the Bill of Materials module also use this setting.

    The From Stock option is used as the fulfilment method by default.

Enter the bar code of the stock item.

You can print bar code labels for your stock items from Sage 200 (Stock Control > Reports > Catalogue > Stock Barcode Labels). Bar codes are printed in Code 39 format. If you use a different format you can change this in Report Designer.

  1. Open the labels in Report Designer.

    To do this, either:

    • View the report on screen and click Edit.
    • Open Tools > Run Sage Report Designer, then open the labels file Default > Labels > Stock Bar Code.
  2. Select the bar code.
  3. In the Properties pane, select Bar code Format and click .

  4. Choose the required bar code format and click OK.

  5. To save the label file:

    1. Go to File > Save As.
    2. Save in the Custom > Labels folder.
See also

Overview

Create a new stock item

Stock items

Other tasks

Batch/serial numbers (stock record)

Reference

Create product groups

Stock control reports

Units of measure (product group)

Costing a works order

Stock control reports