Non-Stock Items

Trade-ins for non-stock items can be handled in a number of ways.

Add item automatically in Order Processing, then purge/delete later
Add item automatically via an Electronic Catalog in Order Processing, then purge/delete later
Use a miscellaneous item number and enter the description of the item in the ‘item note’
Use a non-existing item number in Order Processing and don’t add it to inventory.

Occasionally, a customer will order an item that you do not normally stock. By using one of the 4 stated methods from above, and placing the item on a sales order, the item will be flagged in the purchasing department, via the “Want List”, as an item that needs to be purchased (the Want List is a list combining all ordered items that have been backordered and items manually added to the list). Items from the Want List can automatically appear on the next newly-created Purchase Order for the vendor specified during Order Processing (or updated on the item/supplier record) with the appropriate number, description, quantity and price. Note: this will not work for method #3 – using a miscellaneous item number.

You have the option of allowing the item to be added to your inventory.
- The advantage is the item number and all its information will not have to be entered again, should the same or a different client order the item at some future date. (Note: if an Electronic Catalog is used to add the item, most of the information is automatically entered, so very little is required of the operator.) Then after a quantified time period (i.e. one year) a purge/delete can be done on all (or a range) items that have had no activity during that year. To allow for easier ‘purging’ of items, many clients use the same 3 letters or 3 numbers (i.e. 990) for all the items that aren’t normally stocked….then while purging/deleting, they can enter the ‘range’ of items that have the same prefix of letters or numbers.
- The disadvantage is the item and warehouse master files can get very large by adding all the non-stocks.
The advantage of using a miscellaneous item number and entering the description in the ‘item note’ section of the sales order is only one item number is required. As with the other 2 methods, the purchasing department will be alerted, via the Want List, that an item needs to be ordered. However, being the miscellaneous number doesn’t have a vendor assigned and the item number is generic, the purchasing agent will have to manually enter the item number, description, quantity and pricing onto the Purchase Order versus having the item number and description automatically be entered using methods 1 and 2.
You have the option of using a non-existing item number and Not add it to inventory, as with method 3 above.
- The advantage is the non-stock item numbers don’t keep building in the Inventory control module.
- The disadvantage is when reports print, or documents are reprinted, the description of the item is "Non stock".

NON-STOCK ITEM:

When in the Order Processing Module (6), Order Entry & Editing (Task 1) and a new order is entered and an item number is typed in that isn’t in the Inventory Control Module (5), Item Master (Task 17), it is considered a NON-STOCK item. The system can allow a non-stock item to be sold to the customer. The item number may be up to 18 characters. The system will insert a dash – after the first 3 characters. The system pops up a window to prompt for information about the non-stock item.

There are defaults for product code, report class, Inventory G/L account # and labels flag. These defaults come from the INVADD initialization parameter file in I/C, System Management Functions - Task 32, Modify Parameter File - Sub-task 22, I/C - General - Option 1. If the defaults are not correct for the non-stock item being entered, then they can be changed.

Description: 30 characters, in all capital letters. Follow the pattern of normal descriptions.

If this item is NOT added to the Item Master file, then this description will not show up on any reports. Instead of the description that is typed in here, the item will be listed on reports as "NON-STOCK".
After the description is typed in, if all the rest of the defaults are correct, then press the ESC key and skip all of the questions. The system will then prompt (at the bottom of the screen) "Are your entries OK? ". See below.

Product code: The default product code will be in place. Press Tab key to see the list of 9 Product Codes.

Report Class: The default report class will be in place. Press Tab key to see the list of up to 99 report classes.

G/L account #: The default G/L account # will be in place. This is usually an inventory G/L account number or type in the desired G/L account number. Only the first 5 digits of the G/L account number are required.

Labels flag: Read the prompt at the bottom of the screen: N=None, O=one label for shelf, E=one label per item.

Vendor #: can be entered, looked up using the TAB search function or left with 0's - meaning that a vendor was not assigned at the time the item was entered.

Our Cost is the cost the vendor charges for this item.

Mfg list is the manufacturer's list price. If an amount is typed in here, then this is the price that the customer will be charged.

Bar Code # is the bar code used for this item (optional).

Net Priced? If Yes is answered, then no line item discount allowed.

Serialized: No or Yes, is this item a Serialized item? If Y is answered, the system will prompt for a serial number.

Model year is used only if the item is serialized. It goes to the Serialized Item Master file.

Dimensional? Determines quantity prompts in O/E, i.e. Width & Height. Press Tab key to see the list of dimensional types. If a dimensional type is selected, the system will prompt with the appropriate extra questions on the line item, i.e. originals, sets, width, height, etc…

Are your entries OK?

If NO, then the cursor will go back up to the 10 questions again, so corrections can be made.
If YES, then the system may prompt another question: "Add item to Inventory and Warehouse?". This is optional depending how the ADD'NSTK parameter is set below. Choices to add non-stock items to inventory are: Default Yes, Default No, Always add, Never add, Must be in Inventory Master already.

Parameter to check, go to:

Order Processing (Module 6)
- System Management Functions (Task 32)
  - Modify Parameter Files (Sub-task 22)
    - O/E – General (Selection 1)

Look for: ADD'NSTK=

If an item is entered on a sales order and that item number isn’t in the Inventory Control Module (5), Item Master (Task 17), it is considered a NON-STOCK item. A parameter setting allows a non-stock item to be sold to the customer. This will depend on how this parameter is setup. This parameter may be setup with 2 characters.

First character:

Y- Yes, default the prompt of ‘add to inventory’ as a yes (see below for further explanation)
N- No, default the prompt of ‘add to inventory’ as a no (see below for further explanation)
A- Always add the non-stock to the inventory, don’t prompt
V- Never add the non-stock to inventory
X- Non-stock item must already be in Inventory Master file (see below for further explanation)

· ADD'NSTK=X The system will not allow the line item on an order unless it is already in the Inventory Control Module (5), Item Master (Task 17). After typing in a non-existing item number, the system will prompt the message: Item # not found in inventory. CR TO CONTINUE. You will have to use an existing item number or go into the inventory control module and add the item.

· ADD’NSTK=Y or ADD’NSTK=N The system will allow the use of a non-existing item number. It will prompt several Non-Stock questions, as discussed above, i.e. description, product code, report class, etc.

After the prompts are answered when adding a non-stock item to a sales order, the system will also prompt: Add item to Inventory and Warehouse? (Y/N):

The default answer to this question will depend on how the parameter: ADD’NSTK= is set.
- If the prompt is set to Y, as soon as you answer the question (Add item to Inventory and Warehouse?) the item is added to the Item Master (Task 17), Supplier Master (Task 18) and the Warehouse Master (Task 19) in the Inventory module.
- If the prompt is set to A, the system won’t ask if you want to add the non-stock item to inventory. It will just automatically add it.
- If the prompt is set to V, the system won’t ask if you want to add the non-stock item to inventory and it won’t add it.

Second Character: Can items be processed without adding to Inventory and Warehouse? (ONLY used if first character=Y or N)

ADD’NSTK=YN With the parameter set this way, the system will prompt: “Add item to Inventory and Warehouse?” and default to Y. But if you answer the prompt with a N, the cursor will go back up to the line item number. It won’t let you add the line item to the order until Y is answered to the prompt.

Another Parameter to check:

Order Processing (Module 6)
- System Management Functions (Task 32)
  - Modify Parameter Files (Sub-task 22)
    - O/E – General (Selection 1)

Look for the parameter: ASK'COST'FLAG=Y/N or R

If the system is set to allow the use of non-existing item numbers, you will be prompted to answers several Non-Stock questions as discussed above, i.e. description, product code, report class, etc… This parameter determines if one of those questions is: Our cost:
- If this parameter is set to Y, it will prompt Our cost:
- If this parameter is set to N, the Our cost: prompt won’t appear on the screen.
- If this parameter is set to R, it will ask Our Cost: and it will require a cost to be entered before continuing.