Available in version 1.8
Units of measure and unit conversions are used when the unit on a purchase order is different to the unit that the item is stored.
Example - You raise an order for 1 pack of pens. Each pack contains 10 pens. When the pens are delivered you want to stock them individually so your stock level will be 10. In order for Opex to do this you need to add units of measure and conversion units.
The following instructions are based on the example above - one pack contains 10 pens
Adding a unit
The first thing that you will need to do is to add the units for which the pens will be ordered and stored.
Go to Administration > Stock > Units
Click New Unit and enter the following:
- Description - a description of the unit that is easy to understand ie Each, Box of 100, Pack of 10
- Short name - enter an abbreviated name for the unit ie EACH, BX100, PK10
- Allow Deciamls - Select Yes if you want to allow decimals when the conversion is carried out.
- Disabled - No
Click OK to add the unit.
Add a unit for every order unit and every stock unit.
The next stage is to set up the conversion.
Adding a conversion
The conversion is the process that manages the units.
Go to Administration > Stock > Units > Unit Conversion
Click New St Conversion and enter the following:
- From Unit Description - this is the order unit ie PACK of 10
- To Unit Description - this is the unit that you want to convert the stock into ie Each
- Factor - this is the number that will be used to do the conversion. In our example we want to convert 1 pack of 10 into single units so the factor would be 10. When the order for 1 box of 10 is approved the On Order level in the stock file will be 10. When the stock is delivered and the receipt is entered onto Opex the stock level will be increased by 10.
- Round Up - Yes - any conversions will be rounded up to the nearest whole number.
- Disabled - No
Click OK to add the conversion.
Now the units and conversion have been set up you need to add the order unit to either the stock item record or the supplier record on the stock item. Do not add the order unit to both.
Adding the order unit to the stock item record
To add the order unit to the stock item record go to Stock and find the stock item.
Select the stock item record and go to the Measures tab then click Edit.
In the Store Unit field enter the unit in which the item will be stored ie Each.
In the Order Unit field enter the unit in which the item will be ordered ie PACK of 10
Click OK.
Adding the order unit to the supplier record on the stock item
To add the order unit to the supplier record on the stock item click on the Suppliers tab. Click New and enter the following:
- Short Name
- Supplier Part Number
- Part Description
- Order Unit Desc - select the unit in which the item is ordered ie PACK of 10
- Supplier Unit Cost - in this case a pack of 10 pens cost £5.00 so the unit cost is £5.00
- Lead Days
- Main Supplier - Yes or No
If the supplier record already exists and you only want to add the Order Unit, Edit the record and add the Order unit.
Click OK.
***Please note - when you add a purchase order for a stock item the Order Unit on the supplier record will be used. If there is no Order Unit on the supplier record the Order Unit on the stock item record will be used. If there is no Order Unit on the stock item record there will be no conversion.
It is important to note that if you order the same item from different suppliers and there are different Order Units for each supplier you will need to add a record for each supplier and remove the order unit from the stock item record. This will ensure that the order unit from the supplier record is used when adding the purchase order***
The next stage is to add a purchase order. Instructions on how to add a purchase order can be found by clicking the following link:
https://datatecnix.freshdesk.com/solution/articles/11000002440-how-to-add-a-purchase-order
When you add a stock item to an order, if there is a conversion in place ie order units have been set up, red messages will be displayed on the line detailing the unit that is in place. If at this stage the unit is incorrect click Cancel, go to the Stock record or Supplier record and make the necessary changes.
There may be occasions where the unit of an item on a purchase order is different to the unit that is delivered, resulting in a greater or a lesser quantity being delivered.
1. Greater quantity delivered
Example - you raise a purchase order for 1 pack of pens. Each pack contains 100 pens.
When the pens are delivered you discover the supplier has sent 4 packs. Each pack contains 30 pens. You want to keep the extra 20 pens.
When you add the delivery note click on the line then click Split Delivery.
Click on the tab called Order Units and change the Order Unit from a PACK of 100 to a PACK of 30.
Click on the General tab and change the Adjusted Quantity from 1 to 4. This is because we are booking in 4 packs of 30, not 1 pack of 100.
Click OK. The following message will be displayed:
Please Confirm Receipted Qty > Ordered Qty ?
Click OK.
2. Lesser quantity delivered
Example - you raise a purchase order for 1 pack of 100 pens.
When the pens are delivered you discover the supplier has sent 3 packs. Each pack contains 30 pens.
When you add the delivery note click on the line then click Split Delivery.
Click on the tab called Order Units and change the Order Unit from a PACK of 100 to a PACK of 30.
In the Remaining Quantity field enter the outstanding quantity then click Change Remaining Order Unit and select the unit.
Click on the General tab and change the Adjusted Quantity from 1 to 3. This is because we are booking in 3 packs of 30, not 1 pack of 100.
Click OK. The following message will be displayed:
Please Confirm Receipted Qty > Ordered Qty ?
Click OK.
Then click Finalise.
If the outstanding 10 are no longer required or will not be delivered go to the purchase order line and cancel the line showing 10 at Issued.
Base Stock Level Reporting
Available from V2.2.6
If an item is stored and issued in the same pack size but the pack size is greater than one you can see the total individual base stock level in Stock > Reports > Stock by Warehouse.
In the screen below the stock item is ordered, stocked and issued in packs of 10, so no conversion is required. There are 100 boxes of 10 in the warehouse. The Base Stock Level column shows the total number of individual items, in this case 1000 (100 x 10).
To see the Base Stock Level for an item you need to enter the store unit under the Measures tab.
