Parts include all types of inventory, such as the finished products you produce/manufacture, the materials and ingredients you use to make your finished products, packaging materials, and any services or charges you charge your customers or suppliers. Parts represent the things you buy, pack/manufacture, and sell. From the Parts screen we are only defining a list of Parts. The actual "Inventory" is created from various "Create inventory" screen.
Part settings
Select a Part Category to view Parts,
PART CATEGORIES ARE IMPORTANT!
Part categories are used to categorize your Parts into logical groups like "Finished product", "Raw materials, "Packaging" etc. You should make logical part categories that:
* Make it easy for customers to find stuff when ordering online
* Makes it logical for your reporting requirements
* Makes it easy for team members to find Parts
Try to avoid having large numbers of Parts in one category. Tap edit on Part Category if you need to add or edit Part Categories.
Importing parts: Usually you will have a lot of Parts to import. Tap the import icon to import an XLSX, or ask your consultant to do this for you (download the XLSX template). MAKE A COPY OF THE XLSX FILE FOR EACH PART CATEGORY! See the bottom of this page for more details on importing.
Name: Give the part a descriptive name that is unique, if this is a finished product.
Part number: This may show on some invoices to identify the Part and is optional. If you use this app to communicate with your finance app, this value is the number/code that will be used to identify this Part and is mandatory.
Measure: Use the same measure for weight (eg: all LB or KG), and for liquid (eg: all gallons).
Contents: Enter the average weight of the Part. If you don't know, enter 1.
Price per: Enter the price you sell/pay per 'Measure selected'. Leave as 0 if you don't want a default.
Units per pallet: If you use pallets, enter the max number of units that fit on a pallet so new pallets will default to this value. Put "1" here if you don't use pallets.
Expiry days: Enter 7 if you want a seven day expiry date to show on this part when its created. Leave blank or 0 to have no expiry default.
Inventory options: These switches determine where the Part will be shown:
This inventory is purchased: you can purchase parts such as raw materials, food products, finished products for resale, and packaging materials.
Sold / purchased by weight: if this part is sold / purchased by weight, activate this option. Eg: You sell lettuce for $5 per lb or kg, instead of $30 per crate of lettuces. Usually this will be turned off because most businesses sell by the trade unit (crate / tote / bag etc).
Finished product: these are parts that you pack / manufacture / sell, and will show on the customers order and invoice.
Not stocked / service: activate this for any part that is a service charge like "freight" or "Packing fee", or used to record labor on batch like "Batch labor" etc.
Photo: Upload a part image; or use to select from stock images. The image will show on selected screens, and importantly in your online shop and customer portals. Recommended optimized 300x300.
MORE DETAILS:
Tap "More details" to view additional details for this Part, all of these details are optional:
Short name: To make more items fit on the Logistics screen, enter a short name for this Part.
Order multiple: Also called OM, used by Walmart, Woolworths, Coles, Tescos, Aldi etc as the order multiple for this Part.
Packing cost per unit: To apply a fixed overhead/cost per unit packed, enter it here; will be used on dashboards: Profit, Grower payments.
GTIN: Used to produce GS1 barcodes.
Container weight: If this Part is a container (empty crate or tote or bin) enter the empty weight of the unit here.
Re-order at this balance: Enter a minimum quantity of units to keep on hand before the Inventory > Re-orde3r report will show this Part.
Inventory label: Ensure only one label will show for this part.
Pallet label: Ensure only one pallet label will show.
FINANCE SETTINGS: when data is sent to your finance app, these settings are used: (the Part Number is also used)
Tax code (sale): Tax applied to sale of this part. (*Column 'Tax Code Sale'/Y on import)
Tax code (purchase): Tax applied to purchase. (*Column "Tax Code Purchase"/Z on import)
Account (Sale): Account used for sales of this part. (*Column "Account Sale"/T on import)
Account (Purchase): Account used for purchases. (*Column "Account Purchase"/U on import)
Account (COGS): Account use for Cost Of Goods Sold (*Column "Account (COGS)"/AA on import)
Minimum age in days: If this Part must be minimum eg: 21 days old when delivered (Sales order / Invoice delivery date), enter number of days value here. This feature will show a large warning to users if the delivery date is less than the minimum age, during the dispatch / sales process.
IMPORT PARTS FROM XLSX:
Do not change the order of columns in this spreadsheet.
Each spreadsheet is for one Part category and one measure; meaning you will likely have to make a few copies of the spreadsheet (eg: Category "Organic product", Measure "Kilogram" and so on...).
Fields in the spreadsheet are as follows (leave blank unless "Mandatory"):
Part name: name of the material / product, mandatory.
Part number: used by your finance app to identify this part.
Description: description of part.
Weight: Normal weight of this unit. eg: 1 = 1 kg. Mandatory.
Re-Order: Weight at which this item should be re-ordered.
Default Sale: Default sale or purchase price per unit (not per unit of weight).
GTIN: Number used in GS1 barcodes.
Barcode 1: Alternative barcode.
Item code: Code used by MYOB to identify this Part.
Container weight: The weight of the packaging or empty unit.
Container Delivery Fee: Price you charge a customer when you send this container to them.
Tax code (sale): Tax applied to sale of this part. (*Column 'Tax Code Sale'/Y on import)
Tax code (purchase): Tax applied to purchase. (*Column "Tax Code Purchase"/Z on import)
Account (Sale): Account used for sales of this part. (*Column "Account Sale"/T on import)
Account (Purchase): Account used for purchases. (*Column "Account Purchase"/U on import)
Account (COGS): Account use for Cost Of Goods Sold
(*Column "Account (COGS)"/AA on import)
PRICE:
MANAGE PRICE LISTS
As an alternative to entering prices onto Part "Price" field, you can use the Price List tool to rapidly set many prices at once, or all prices in a Part Category at once. Price lists: A price list is a collection of customers, which then have their own prices set. Tap the Prices option on the Parts screen to use the Price list tool.
Settings > Part > Produce & variety
Enter the Produce and Variety packed in your business. A produce is for example “Tomato” and would have varieties like “Gourmet” and “Sweet sun”. This is only necessary if your business needs to report on categories of Produce & Variety and you have many Varieties.
THUMBNAILS
To rapdily assign stock images to parts, use More Options > "Thumbnails".
MULTIPLE PALLETS PER SPACE
If you stack double pallets (eg: two pallets per pallet space on the trailer) insert "SP2" into Parts > More info > Pallets Per Space. The Invoice and BOL will now show two pallets per space for this Part.
Part ingredients
Configure the bill of materials or ingredients required to pack or manufacture a Part (finished product, or partially finished). Configure this before using Projections, Suggested inventory, Create batch inventory.
This feature is used by food manufacturers and packers to project required inventory (and labor & overheads) using a list of ingredients. By configuring the Ingredients needed to manufacture each part (like a bill of materials), the app can calculate and select raw materials required to manufacture / pack orders and create finished product automatically. Use this feature from these locations:
1. Dashboards > Projections: Select option "Raw materials" to view projected materials required to pack currently selected orders & projected orders.
2. Batches > Suggested inventory: If you configured your Part Ingredients and used Production & Projections, the link "Suggested inventory" will show next to the batch; tap it to automatically select the inventory you need to manufacture / pack goods in this batch. This tells users exactly which inventory to use on a FIFO basis.
3. Batches > Create batch inventory: Depending on your manufacturing process: When you have finished manufacturing, use this link to auto create the outputs from the batch (the finished products on the selected orders). You have the chance to adjust quantities and weight before labels are issued in case manufacturing didn't go exactly to plan or you packed extra. (applies only to selected manufacturing processes)
4. New Inventory > Create from batch
Automatically consume packaging materials each time you create inventory. Select Ingredient Type "Quantity per unit manufactured". The traceability data will be appended to the Inventory traceability data. Enable Setting 318.
CONFIGURE INGREDIENTS
Ingredients are like a bill of materials needed to manufacture one Part. For example, if we are manufacturing coleslaw, here is an example configuration:
Ingredient part & Quantity
Chopped parsley 25 %
Shredded carrot 25 %
Shredded cabbage 50 %
Poly bag 20LB 1 per unit manufactured, 1 minute of labor, 1 unit of overheads.
INGREDIENT TYPE:
Percent of finished product weight used to calculate ingredients required: Pro rata calculation of weight of raw material required based on weight of finished product. Eg: if finished product weighs 100, and you enter "5" as the percent on this Ingredient, then for each unit produced 5% of 100, which is 5 units of Ingredients, will be consumed.
Quantity per unit manufactured: For each finished product packed, this many units of the Ingredient will be consumed by the batch.
Quantity per pallet: eg: 4 corners per pallet, or two labels per pallet, or wrapping sheet per pallet.
Consume on create inventory: Use this type option if you want the Ingredient Part consumed when you create the selected part from Create From Supplier and Create From Harvest screens. Usually used for in field packing to consume packing materials. Note the cost of the inventory used is not associated to a cost center in this case. If you use this option, do not use batch based automatic consumption on the same finished product.
Fee per unit created on close of batch: Usually used by packers that charge other companies fee per unit packed.
Quantity used per unit when added to an invoice: At the time of sale/invoicing, this Ingredient will be consumed. Only custom manufacturing services use this method.
"SUBSTITUE GROUP"
WHEN AN INGREDIENT CAN BE SUBSTITUED FOR OTHER PARTS
Sometimes an ingredient can have multiple alternatives or substitutes, for example, Shredded Cabbage 40LB can be substituted for both Shredded Cabbage 20LB and Shredded Cabbage 70LB.
To handle this, in the field "Substitute group" enter a name for the group like "Cabbage" for ALL THREE of the Cabbage parts. The app will now use FIFO selections of these three parts when projecting the required ingredients.
For example: There is Cabbage 70LB that is older than the Cabbage 20LB and Cabbage 40LB, so the app will use the Cabbage 70LB first, then use the others based on inventory age.