Inventory

Ezy Invoice's Inventory maintains 3 main database listings for your Inventory:

Inventory Groups: You can organize your Inventory in Groups. You can have a main group followed by a Sub Group as a 2nd level. For example, you can have a Main Group called Stationeries . Under this group, you can have Many Sub Groups like Paper Products, Writing Products, Artwork, Publication etc. You can then assign your individual Inventory items to these sub groups that you have defined. You may also wish to organize your sub groups by Brand instead. Basically it boils down to whatever works best for you. You need to spend a little time to plan it well before you start keying it in. There is no limit to the number of main and sub groups you can define. To define your Inventory Groups . You need to define your Inventory Groups before you define your Inventory List.

Inventory List: This is the individual listing of products you may have. You can store information like Product ID, Description, Unit Of Measure etc. You can even store an image of it if you like. See also : Inventory List to add, edit or delete your inventory items. Note that you cannot directly edit your stock quantity on hand or opening stock at the inventory list, you must put and entry in the stock movement to update your opening stock. You need to define your Inventory List before you enter your opening stock and movement transactions.

If you currently maintain an inventory list in another file format like MS Excel, MS Access, Lotus 1-2-3 or if your able to export your existing inventory list to a Comma or tab delimited text file (CSV, TXT files), you can import your entire list to Ezy Invoice instead of having to key it in one record at a time. See also Importing Data

Stock Movement: This table stores details about your inventory items moving in and out. As you issue Invoices, Credit and Debit Notes and you pick items from your Inventory, the stock movement gets updated as well. When you purchase items, and your stock arrives, you need to enter it into the stock movement to update your stock on hand. See also Stock Movement.

Inventory Groups

You can access the Inventory Group form by using the menu command : Go To | Inventory | Inventory Groups.

Define the Main Groups first then define any number of Sub Groups for that main group. When finished, click the Add button to define another Main Group then repeat the process again.

Inventory List

You can access the Inventory List form by using the menu command : Go To | Inventory | Inventory List. Or click the Inventory button in the toolbar.

Here you enter detailed information on your products:

Note : If you currently maintain an inventory list in another file format like MS Excel, MS Access, Lotus 1-2-3 or if your able to export your existing inventory list to a Comma or tab delimited text file (CSV, TXT files), you can import your entire list to Ezy Invoice instead of having to key it in one record at a time. See also Importing Data

Main Page

1. Main Group : Select from the pull down list. See also Inventory Groups.
2. Sub Group : Select from the pull down list. See also Inventory Groups.
3. Product ID : Enter a Product ID or Part Number for the item. Note that this Product ID is usually display in your Invoice or document body. See Tip below
4. Catalogue No : If your item can be found in a product catalogue for example, you can enter its catalogue number here. Ezy Invoice provides a fast mechanism to search by catalogue number also. You can leave it blank if it is not relevant.
5. Vendor No : If your vendor/ supplier uses a different Product ID to refer to this item, you can specify it here, othewise leave it blank
6. Description : Enter a description for the item here. Note that this description will be displayed on Invoice or document body. See Tip below.
7. Location : Where you store this item in your warehouse. This is for internal use only and never appears on any of your external documents.
8. Preferred Vendor : Select the usual vendor from whom your normally purchase this product.
9. Image : You can store an image of the product if necessary. Use the Load button to open an image file from disk. Or you can use your scanning software, copy the image to the clipboard. Then back in Ezy Invoice, Inventory List, click the Paste button to paste image in

Detail Page

1. UM : Unit of measure, this refers to the standard packaging that you use to transact this product or item.
2. Cost Price : Your usual purchase price for this item or product.
3. Selling Price : Your usual listed selling price for this item or product. You can use the speed button next to it add a margin on the cost price. This price should be before tax.
4. Min. Stock : Here you enter the stock level by which you would start to re-order this item. When Qty-On-Hand reaches or falls below this level, the item will be tagged as Low. You can later call for a report of all minimum stock level.
5. Sales Tax Type : (May not appear on your form if you are a non taxable person) The default tax type when you sell this item. Note that some goverments impose different tax components on different items. Some govements tax exempt essential like sugar, wheat, bread etc and tax luxury items like liquor, cigarettes. Here is where you specify this.
6. Purchases Tax Type : (May not appear on your form if you are a non taxable person).Similar to above except that it applies to your purchases.
7. Qty On Hand : You cannot directly update this field. It is updated as you issue Invoices, Credit & Debit Notes and as you update the Stock Movement. As you do your periodic physical stock take, you may find that the System Qty On Hand may not match your physical Stock Take. This is usually due to human error example system transactions did not exactly match what was physically issued or received. You will then need to adjust your System Qty On Hand to match your physical stock. You can do this adjustments in the Stock Movement.

»