Stock Orders - Stock Catalogue Management
This page details how to create new stock items within your catalogue, editing stock items and general catalogue management and advanced usage.
Creating a Stock Item
Navigate to ‘Configuration > Catalogue Management’
Click the new stock item button
The system will ask you to enter the details of the new stock item
Image: Add an image that represents the new stock item. This will be displayed on the catalogue pages to all users
The permitted file types are gif, jpg, jpeg, png, pdf
Claritum will automatically resize the image to best fit the catalogue however the recommended dimensions are 720px x 480px
Category: Press the select button and the system will display a list of folders which you can add the new stock item to. Press the Plus ( + ) icon to view subfolders. Tick which folder you wish to place the new stock item into
Name (Mandatory): Enter a name for the new stock item, make it relevant so users can easily search for the item by name
Product Code (Mandatory): Enter a unique product code for the new stock item
Display From/To: Choose a date range for which this stock item will be visible to customers. The product will not be visible to customers outside of these dates
Not Orderable: Tick this box if you want to prevent customers from ordering this stock item
Publish To: Select whether you want this stock item to be orderable by all customers or only a certain set of customers
Editing Stock Items and advanced usage
Once you have saved the basic details of the new stock item the tabs details, stock, orders, reorders and audit trail will be available. This section covers all the options within these tabs and how to use the advanced options available on a stock item
Details
The details tab lets you enter much more specific details about a stock item, it also allows you to set limits such as a minimum order quantity that the customer must request before they are allowed to order the item.
Item Details
Description: Enter a basic description of the stock item
Artwork: Upload additional artwork with the stock item. Users can only upload PDFs
Create thumbnails: Show thumbnails of the artwork you have uploaded
Delete artwork: Delete the uploaded artwork
Stock Details
Available to Order: Shows how many units are available for customers to order
Back Order: Shows how many units are currently on backorder
Current Stock Value: Shows the cumulative value of all the units of the stock item
Current Stock Weight: Shows the cumulative weight of all the units of the stock item
Warehouse: Shows the current warehouse location of this stock item
Location Ref: This field allows you to enter your own location reference such as the location of the item in your warehouse. This reference will also display on the picking lists
Re-Order Level: Enter a value in this field and if the current available stock drops below this level then an email notification will be sent to relevant buyers/managers
Re-Order Quantity: Used when alerting Buyers/Managers to the low-stock of this item. This figure advises them how many should be re-ordered.
Carriage Details
Weight (per item): Enter the weight per item unit, you can enter the weight in grams or ounces
Ordering
Ordering in boxes: If enabled users will purchase boxes of units.
0 invoice value: If enabled the stock item will always show a value of 0.00 on invoices
Per box: Enter how many stock units are in each box
Batch Quantity: Enter how many units are in a batch
Price: Enter the price per unit for this stock item
Minimum Order: Enter a minimum quantity of units that the customer must request to be able to proceed with the order
Authorisation Level: Enter a quantity of units that will require authorisation from a line manager before the order can proceed
Rate: Select the tax rate of the stock item
Stock
The stock tab allows you to view the movement of stock on this stock item and add new stock.
This section is covered in more details in the Stock Order - Stock Management Details section.
Orders
The orders tab allows you to view any previous orders for that stock item. There is also a search box that lets users easily search for specific projects or for customers who have bought the current stock item.
Search usage
Customer: Search for all stock orders by a specific customer. This field will auto suggest customers as you type
Status: Show all stock orders with the selected status
Bulk Action: Show all orders where the selected bulk action can be performed
Start/End Date: Show all orders with the selected date type within the following date range
Date type: Select to show orders within a date range based on either when the orders was created, placed, despatched or the Requested delivery date
Reorders
The reorders tab will show a summary of all previous reorders for the current stock item. There is also a search box that lets users easily search for specific previous reorders
Customer: Search for all reorders by a specific customer. This field will auto suggest customers as you type
Administrator: Search for administrators assigned to reorders
Status: Show all stock orders with the selected status
Bulk Action: Show all orders where the selected bulk action can be performed
Timeframe: Choose to display orders from a specific time frame from todays date
Audit Trail
The audit trail shows a summary of all stock movements