How to add stock items from an Invoice

Entering a New Invoice

To begin entering stock, you first need to create an invoice. Follow the steps below:

1. Click on Stock Menu.
2. Click on Enter Stock From Invoice.
3. Click on New Invoice to create a new invoice.

4. Select the Invoice Type — choose either Stock or Consignment from the dropdown list.
5. Enter the Invoice Date using the calendar selector.
6. Select the Supplier from the list.

7. Enter the Invoice Number from the supplier's tax invoice.
8. Set the Tax Status:
   • For items without tax, select No tax in price – Non-capital acquisition.
   • For items with tax, select Taxable – Non-capital acquisition.
9. (Optional) Select the Payment Due Date using the calendar button.
10. (Optional) Enter any applicable discount percentage in the Possible Discount field.
11. (Optional) Add any comments in the Comments field.
12. In the Stock Costs section, enter the tax-exclusive total cost of the stock purchase.

13. If there are additional charges on the invoice:
    • Click the ‘+’ next to Additional Costs.
    • Select the type of expense from the dropdown list.
    • Enter the amount and click Save.
    • (Repeat for additional charges.)
14. Click Save to finalise the invoice.

Adding Stock to the Invoice

Once the invoice is created:

1. Click the Stock tab.
2. Enter the supplier's stock code (e.g. model number or item code from the invoice).

3. Enter the Quantity Received.
4. Enter the Cost (excluding tax).
5. If a discount was applied, enter it as a percentage.
6. Select the Department from the dropdown.
7. Select the Category from the dropdown.
8. Enter a Description for the item.

10. To print a tag for the item immediately, check Print Tag, then click Add.
11. Repeat the above steps until all stock items have been entered.
12. Verify that the Total of Stock Purchases (ex. tax) matches the Total Cost of Goods Entered (ex. tax).
13. To view stock numbers for items created, enable View by Stock Items.
14. To preview or print the stock audit report, click Stock Audit Trail at the bottom of the screen.
15. To upload images for items, ensure View by Stock Items is enabled.

Adding a Component to a Stock Item via Invoice

If an item on the invoice is a part you wish to add to an existing stock item (e.g. adding a clasp to a necklace), you can assemble it as a component:

1. Enter the Supplier Code of the component.
2. Select Assemble as the Form Type from the dropdown.
3. Enter the Quantity Received.
4. Enter the Cost (excluding tax).
5. (Optional) Enter any Discount as a percentage.
6. Enter the Swim Stock Number of the existing item this component is being added to.
7. Click Add.

Searching for an Invoice

1. Click on Stock Menu.
2. Click on Enter Stock From Invoice.
3. (Optional) Enter any of the following to narrow your search:
   • Invoice Number
   • Supplier (from the dropdown)
   • Invoice Date (using the calendar)
   • Payment Due Date
   • Invoice Type
4. Click Search.
5. Click View Invoice next to the result you wish to view.

Correcting Mistakes

• To remove an item from the invoice: Enable View by Stock Items, then click Remove next to the item.
• To edit an item: Enable View by Stock Items, then click Edit next to the item.

Printing Tags

• To print tags individually, check the Print Tag box before clicking Add when entering a stock item.
• To print all tags at once after entering stock:
  1. Scroll to the bottom of the screen.
  2. Click Add All Items to Stock Tag Print List.
  3. The Print Tag List will open.
  4. Click Print.