New article is created from the article list view.
Article Class:
Spare Part - Comes as a default suggestion when creating new article. Use this for spare parts/articles.
Service - All articles that are hour-based articles for the invoicing of work hours must be set up using this article class. Indicated like this [S] in the article list. These articles are connected to specific account rates (under the menu ‘System’ → ‘Employees' → 'Account rates’), and the actual hour rate (selling price) is inserted/amended in the article card.
Component - Do not use this when inserting new articles, use Spare Part. Only relevant for customers that have used this article class in our older versions. Indicated like this [C] in the article list.
Not stocked - if the article is set up with this storage transactions will be generated, but the inventory will not be updated. Indicated like this [NS] in the article list.
Other - same function as Spare Part. Indicated like this [O] in the article list.
Note: Own article types can be created that can be used here. Custom article types are entered/created under the menu 'System' > 'Articles' > 'Article type'.
Calculation of requirements: Check off for this if the article should be included in the calculation of requirements.
Default inventory article [Purchasing]: Check off this if spar part purchased to workorder should update the spare part price on the work order with the price when the reception is done. For “dummy” spar part this function should be turned off.
Serial number: Check off for this if the article should be controlled by serial number. Indicated like this [SN] in the article list. For deposit transactions, a serial number is required for every article, either from a separate meter, a custom serial number or an existing serial number.
Batch: Check off for this if the article should be controlled by batch number. Indicated like this [B] in the article list. For deposit transactions, a batch number is required, either from a separate meter, a custom batch number or an existing batch number.
You can also select the requirement to have both serial number and batch number for an article. Indicated like this [SB] in the article list.
Number: Compulsory field. Internal article number (must be unique). On the whole, we recommend using the supplier’s article number as the internal article number, particularly where these numbers show in the technical specification of the machine/equipment. The system settings can also be set up to auto-generate article numbers in accordance with a meter.
Designation: Compulsory field. Internal designation of the article.
Supplier: The article’s main supplier. Note: Every inventory directory (combination of inventory and storage location) may have specific suppliers.
Article Group: Using article groups provides a unique opportunity to be able to filter out articles (straps, bearings, oil/grease, etc.). A range of additional fields can also be created in the article group so that article-specific technical info etc. can be inserted. See separate description in the menu ‘System’ → ‘Articles’ → ‘Article group’.
Std. Inventory: Compulsory field, where the default inventory of the article is inserted.
Std. Location: Compulsory field in which default storage location (shelf location) is inserted. By default, the location ‘P-???’ is inserted. Note: If you subsequently want to change the default location, this must be done via editing the Inventory directory.
Type: Article type can be used where necessary.
Manufacturer: Manufacturer can be used where necessary.
ABC Category: Where necessary, categories can be used, e.g. ‘A’ could be critical articles that must be counted more often. This can be filtered by category, e.g. in order to create stocktakes of a specific inventory.
Drawing no.: Free text field for the insertion of information such as a drawing number.
Alt. no.: An alternative article number that can be used instead. The article number inserted here must be listed in the article register. When searching for article, ‘Alt. no.’ may be included in the search by checking off the box.
Unit: Compulsory field. By default, the system default selects whatever has been set up in the menu ‘System’ → ‘Article’ → ‘Unit’.
Min. stock: Minimum stock of the article in the inventory. If the number falls below this stock, the article will be included in the calculation of requirement.
Max. stock: Maximum stock in the inventory. When purchase orders are created, the system will suggest a number to be purchased in order to ensure that the maximum stock is achieved.
Lot Size: Suggested quantity that should be purchased at any one time.
Counted stock: If you have the number of the article in this warehouse, you can enter the number here. An adjustment transaction will automatically be created when the article is saved.
Location treatment:
Fixed - the article can only be placed in one storage location (shelf location) in the same inventory. It is recommended that this is used. Indicated with a pin in the article list.
Floating - the article can be in several shelf locations in the same inventory. Indicated with a “seagull sign” (~) in the article list. Only one inventory directory per inventory.
Previous - as ‘Fixed’, the article can only be in one storage location (shelf location) in the same inventory, but will always use the previous location. Also indicated with a “seagull sign” (~) in the article list.
Cost price: The article’s cost price. Inventory value is calculated on the basis of this. The cost price is updated when goods are received in accordance with what has been set up in‘ System settings’: None, Previous or Average. For details, see separate description under ‘Admin’ → ‘System settings’. The check off Refresh [WO] - if you refresh cost price here and check off this, the cost price for the spare part on planned work orders will be refreshed.
Selling price: The article’s selling price. Used in connection with invoicing assignments (Service Management). The check off Refresh [WO] - if you refresh selling price here and check off this, the selling price for the spare part on planned work orders will be refreshed.
Gross profit %: The gross profit of an article can be inserted, which automatically calculates the selling price. Note that the selling price also changes when the Cost Price of the article is updated, if gross profit is inserted here. NB only applies to Service Management.
Notification [Recipient]: The person entered here will receive a notification (email and internal message) when the stock goes below the minimum stock set on the inventory directory created when the article is created.
Supplier's part info:
Number: Supplier's part number.
Designation: Supplier's part designation.
Cost price: Supplier’s price for the article (without discount). This price will come as default in the purchase order line when a purchase order is set up.
Discount %: This discount will come as default in the purchase order line when a purchase order is set up. Note that it is also possible to set up a discount agreement against the supplier. For Details, see separate description regarding ‘System’ → ‘Addressee’ → ‘Discount group / Discount agreement’.
Description: Free text field, included in search for article. This text will be displayed as info in the purchase order line when a purchase order is set up.
Technical information: Free text field, included in search for article.
Product info: Free text field, included in search for article.
Comments: Free text field, included in search for article.
Picture: A total of 3 pictures can be uploaded to an article. Also note that images can be copied onto marked articles via the mass update function. Enter the image name. The picture name is in the tooltip on all pictures. Alternatively, the image name can be found/copied by clicking the delete button for the image. Then remember to click Cancel so that the image is not deleted.
Insert [Asset]: If you click on this after you have filled in all the mandatory information regarding the article, you enter directly into the screen where you can select/connect to assets that should have this article in its parts list.
Note: If an asset is selected (in the asset field) before you create the article, you will immediately see this checkbox, as shown below, at the bottom of the screen, so that you can directly connect the article to the asset’s bill of materials if you wish.
