Parts/Stock Control

The Parts module is a fully comprehensive stock control system including Point of Sale invoicing and Sales Order processing. Our Machinery and Vehicle Dealerships use this module for the stocking, ordering and invoicing of parts; customers in many other types of business use this module as their core stock control system.

The main stock enquiry program is the heart of the module displaying all the information relating to each stocked item; due to the vast range of data held the enquiry screen has a tab format to group the information into sections. There is full visibility of the group/company stock, depot stock, depot sales history, a full movement audit trail, detailed work in progress enquiry, purchase orders, lost sales and more detailed supplier information and classifications. One method cannot adequately handle the logistics of a trade counter, warehouse (pick and pack routine) and a retail shop; each of these is catered for in the standard software. There are many stock look-up methods including stock numbers, partial numbers, full and partial descriptions, product groups, bin location, barcode, etc. The system also has the ability to hold details of items not stocked in the company, but available from your supplier in the Catalogue file. This provides instant price information of non-stocked items and greatly reduces the effort required to convert these items to a stock status; really useful when taking customer special orders. The stock record and customer backorder can be created “on the fly”. The seamless integration of the Catalogue file is a tremendous advantage.

Sales Order Processing is a bolt on module that handles the backordering and allocation of customer orders for items that are out of stock. This should replace all needs for a manual customer order system and can save vast amounts of staff time. The customer order enquiry program makes it easy to satisfy enquiries from customers about the status of their order; one facility works for workshop jobs, account and cash sale customers. When new stock arrives the booking routine can automatically allocate the stock to these customer orders avoiding the double handling of putting stock away and then re-picking for backorders.

There are sophisticated reordering routines using several different calculation methods; this includes min-max, sales history, a combination of sales history/min-max and finally parameter reordering. All the methods work for both individual depot and group reordering. There is also a routine to collate customers’ orders into one purchase order to reduce the paperwork. These routines can handle seasonal stock fluctuations, promotional order terms, and varied purchase discount structures for different order types (e.g. stock, emergency and promotion).

Inter Depot Transfers is also an optional bolt on controlling all the stock movements between different depots with a fully auditable process. Stock is confirmed as shipped by the sending depot and then received into stock at the receiving depot with full internal paperwork. This also has the ability to integrate with the Sales Order Processing module for moving stock for special orders between the depots. There is a stock balancing suggestion report that recommends moving stock from a depot with excess stock of an item to a depot that has inadequate stock to meet forecasted demand.

Comprehensive stock checking routines are standard; the ability to print stock count sheets in location order and then quickly re-enter the count results. There is also a Parts PDA option bolt-on which can also process stock checking (see Parts PDA section for further details). The stock checking system provides a report to list any stock corrections and the financial implications.

Customer discount terms can be set in the system to automatically calculate discounts for customers. A more sophisticated Distributor version is also available that can handle volume related pricing, customer special nett pricing and much more. The stock enquiry program can quickly display the price and the discount for any specific customer. Quotations can be raised, printed, saved, tracked and then converted into an order without any re-keying required.

The Parts/Stock control module is very comprehensive and contains far more than it would be practical to mention; call us for a chat with your specific requirements.