Stock Terminology

Stock No

This is the stock number automatically allocated to the item by Swim. It also functions as the Swim barcode number.

Supplier

This is the full name of the supplier or vendor who provided the item or one of its components. Supplier names are always displayed in full (not abbreviated or coded). New suppliers can be added via the Supplier menu.

Supplier Code

This is the model number, stock number, or ID assigned to the item by the supplier. You would use this code when reordering the same item or component from the supplier.

Metal

Indicates the type of metal used in the item. You can add, edit, or modify metal types via Utilities > Lists > Metal.

Department

This is the top-level grouping used for reporting purposes. Departments help organise products in a way that makes sense for your store’s reporting structure. You can create, modify, or delete departments via Utilities > Lists > Departments.

Category

A secondary grouping beneath the department level. For example, under the Diamond Rings department, a category might be Solitaire. Categories can be managed via Utilities > Lists > Category.

Web Item

This field determines whether an item is eligible to appear on your website via Swim’s web integration. If ticked, the item is included in web-related stock listings and reports. Leave unticked to exclude the item from online display.

Components

This tab lists all components that make up the item, along with their individual cost details.

Main Supplier (on Components tab)

Swim uses unique stock numbering and allows multiple components per item. The main supplier refers to the primary component (typically the casting or the component that provides the model/design number). You can set the main supplier by ticking the Main Supplier checkbox when entering the component. If the item is purchased as a finished piece from a single supplier, that supplier will automatically be set as the main supplier.

Stock Tag Details: Line 1, 2, 3

These lines are printed on the item’s stock tag. You can set default values via Stock Menu > Stock Tag Defaults, and design tag layouts under Utilities > Printing > Manage Stock Tags.

Location

This refers to where the item is stored within the store (e.g., counters, safes, hold boxes). The default is In Stock. Locations can be added or edited via Utilities > Lists > Locations. You can also mark whether a location is counted as in stock.

Store

Indicates which store holds the item. This is only relevant for businesses operating multiple store locations.

Lowest Selling Price

This is the minimum price staff are allowed to sell the item for. A default percentage can be set via Utilities > Stock, and overridden by entering a specific value in the stock item record.

Fast Seller Indicator

Defines how many days it should take for an item to sell to be considered a fast seller. If the item sells within double the indicator, it’s considered slow. If it takes longer, it’s dead stock. This indicator affects reports, especially the Fast Seller Reports. You can set default values by department under Utilities > Lists > Departments.

Serial Number

You can record the manufacturer’s serial number here. This is commonly used for watches. It can also store a custom-formatted stock number. Items can be searched using this field from the Find Stock screen.

Markup

Markup defines the profit margin on an item. It is calculated as cost price × markup = tax-free selling price. Default markups can be set by department and cost bracket via Stock Menu > Markup.

Stock Numbering

Swim supports both unique stock numbers (used for individual items) and quantity stock numbers (used for bulk items). You can use both types in your Swim system.

Unique Stock Numbers

Used for most items. Even if two items are identical (e.g., Citizen Watch 00234), each will have its own unique number, e.g., G1051 and G1052. Swim will still show the total quantity across both.

• These stock numbers begin with a single-letter prefix followed by numbers.

• Prefixes indicate the form type the item belongs to (but do not influence reporting).

• Prefixes are defined via Utilities > Stock > Stock Number Prefixes.

• Common default prefixes: R, G, P, W.

Other Prefixes

• A: Used for consignment (appro/memo) items. These are still unique stock numbers but not part of your stock holdings and excluded from stock reports. Consignment reports can be found under Reports > Stock.

• Q: Used for quantity stock – typically low-cost items that are carried in large volumes. These use the Quantity Stock form type. The on-hand quantity increases/decreases with stock movement.

Form Types

Form types determine which fields are visible when viewing or editing a stock item. They ensure that only relevant fields appear based on the item type.

Examples:

• A gold necklace doesn’t need band style or finger size fields.

• A ring would use a different form layout than a watch.

Available Form Types

• Ring

• Watch

• Pearl

• General (use this if the item doesn’t fit another type)