Create, amend, and view stock items

Find this screen

Open: Stock Control > Stock Records > New Stock Item

Open: Stock Control > Stock Records > Amend Stock Item

Open: Stock Control > Enquiries > View Stock Item

How to

Create a new stock item

Open: Stock Control > Stock Records > New Stock Item

1. Enter the stock item's Code (up to 30 characters), and its Name (up to 60 characters).

2. Set up the stock item details on each tab.

   Tip: If you want to copy details from an existing item, see Duplicate an existing stock item.

   • Details: Product group, costing method, stocked unit, description, BOM details and barcode. See Details (stock item).

   • Locations: Where the stock item is stored; warehouse and bin. See Choose locations for a stock item.
   • Batch/Serial Nos: Batch and serial numbers, use by and sell by dates. This is only shown for stock items where the product group is set to use batch or serial numbers. See Batch/serial numbers (stock item).
   • Analysis: Analysis codes, default nominal accounts, intrastat information, and landed costs. See Analysis details (stock item).
   • Suppliers: Preferred supplier details. Required for items the Direct To Customer or From Supplier Via Stock fulfilment methods. See Choose suppliers for a stock item.
   • Units of Measure: Base, sales and purchase units. Only shown if buying and selling units are set up on the product group. See Units of measure (stock item).
   • Alternatives: Details of an alternative item to use when this one is out of stock. See Alternative stock items (stock item).
   • Cross-selling: Set up cross-selling items if you want to display complimentary items when you add an item to a sales order or quotation. See Cross-selling stock items.
   • Memo: Add internal information about the stock item. See Memo (stock item).
   • Comments: Add information to print on picking lists and despatch notes. See Comments (stock item).
   • Search Categories: The categories to specify for the stock item. See Search categories (stock item).
   • Manufacturing: Details about the stock item that only apply if you're using the Manufacturing modules. See Manufacturing (stock item).

3. To save the stock item, select Save.

   • You can't save a stock item until you have set its Code, Name, and Product Group.

   • You will see a warning if you haven't set a Location (if you're using multiple locations) for the stock item. If you don't set a location before you save, the stock item status will be set as Inactive.

Amend a stock item

Open: Stock Control > Stock Records > Amend Stock Item

1. Select the stock item's Code.

   Tip: You can also find a stock item using search categories (if you have set these up), by selecting Find product in the Stock Item section. See Find stock items using search categories.

2. Amend the stock item details as required.

   • You cannot change the code of a stock item.

   • You can usually change the product group associated with a stock item, if the new group uses the same Product type.

     There are some situations where you may not be able to change the product group for the stock item, and Sage 200 will warn you if these occur.

     You cannot change the product group for a stock item when:

     • The stock item has negative stock levels and the new product group does not allow negative stock.
     • The new product group has a different Product type. For example, your stock item belongs to a product group with a Miscellaneous product type and you want to change it to a product group with a Stock type.
     • The new product group uses batch or serial numbers, but the stock item does not currently use batch or serial numbers.
     • The new product group uses the actual costing method, but the stock item currently uses a different costing method and you have already recorded some stock for this item.

     Note: If the change of product group means that the stock item will now use different units of measure or will change to use the standard costing method, please check the stock item details after you change the product group.

   • If you change the Product group of the item, all the default values inherited from the product group will change for this item.

   • Some settings will be inherited from the product group and can only be changed at product group level, such as the Product type, Costing method, Movement history, Negative stock.

   • You cannot change the Stock unit once you've entered orders that include the stock item.

3. To save the stock item, select Save.

View a stock item

Open: Stock Control > Enquiries > View Stock Item

• Select the stock item's Code to view its details.

  Tip: You can also find a stock item using search categories (if you have set these up), by selecting Find product in the Stock Item section. See Find stock items using search categories.

Duplicate an existing stock item

When you create a new stock item, you can copy details from an existing item. This is useful if you have stock items that are very similar.

Open: Stock Control > Stock Records > New Stock Item

1. Enter the new stock item's Code and Name, then select Duplicate a stock item.

2. Select the Code of the stock item that you want to duplicate.

   • If you can't see a stock item, you might have set its Current Status to Inactive. You can amend the stock item to change its status.

     You can't duplicate a stock item that is a Phantom item assembled using a bill of materials (BOM).

3. Select the details to copy to your new stock item.

   • Basic details are always copied, including settings on the Details tab, Analysis tab, Batch/Serial Nos tab if applicable, and Comments tab.

     Settings for Keep movement history and Allow negative stock are also copied from the item's product group, although these are not displayed on the stock item.

   • You can choose to copy:

     • Locations, and you can also Duplicate warehouse stocking levels to copy the stocking levels for Re-order, Minimum and Maximum.

     • Supplier details.

     • Alternative items.

     • Cross-selling items.

     • Memos.

     • Units of measure.

4. Select Duplicate to copy the details to your new stock item.

5. Make any changes to the stock item as required.

   Tip: If you duplicated the wrong stock item by mistake, you can select Duplicate a stock item again.

6. To save the stock item, select Save.