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Adding New Stock Items 🆕

Before You Begin ⚠️​

Important Pre-Check Steps​

Before adding a new type of stock item, it's crucial to verify that it doesn't already exist in the system:

  1. Search Existing Items
  • Use the search function in the Stock List
  • Try different naming variations
  • Check similar product categories
  • Review all possible matches
  1. Common Variations to Check
  • Abbreviated vs full names (e.g., "N-Type" vs "Network Type")
  • Different manufacturer names
  • Alternative product codes
  • Similar specifications

Avoiding Duplicates​

Consider these common scenarios:

  • Same item, different supplier
  • Different package sizes
  • Alternative specifications
  • Manufacturer variants

Adding a New Item 📝​

Accessing the Form​

  1. Navigate to Stock Management
  2. Click the "Processes" option in the top navigation
  3. Select "Add New Stock Item"

Required Information​

Basic Details​

  • Item Name*

  • Use clear, consistent naming

  • Include manufacturer if relevant

  • Add model number if applicable

  • Use standard abbreviations

  • Shelf Reference*

  • Unique location identifier

  • Follow stockroom naming scheme

  • Use consistent format

  • Must be unique unless using general codes such as FLOOR

Classification​

  • Section*

  • Choose appropriate category

  • Match similar items

  • Consider usage type

  • Ensure consistent categorisation

  • Supplier*

  • Select primary vendor

  • Must be approved supplier

  • Consider alternatives

  • Check pricing agreements

Product Details​

External Information​

  • External Link*
  • Supplier's product page
  • Technical documentation
  • Manufacturer details
  • Specification sheets

Pricing​

  • Buy Price*

  • Standard purchase cost

  • Exclude VAT

  • Consider bulk pricing

  • Note minimum orders

  • Sell Price*

  • Standard billing rate

  • Market alignment

  • Include margin

Stock Control​

Quantity Management​

  • Minimum Stock Quantity*

  • Base stock level

  • Consider usage rate

  • Account for lead times

  • Emergency buffer

  • Minimum Reorder Quantity*

  • Economic order quantity

  • Supplier minimums

  • Storage capacity

  • Usage patterns

Additional Information​

Optional Fields​

  • Internal Notes

  • Special handling

  • Storage requirements

  • Usage restrictions

  • Historical information

  • Image

  • Clear product photo

  • Size/scale reference

  • Identifying features

Special Considerations​

  • Exclude From Stocktake
  • Tick if applicable
  • Used for special items
  • Consider tracking needs
  • Document reasoning

Best Practices 💡​

Naming Conventions​

  1. Standard Format
[Type] - [Manufacturer] [Model] [Specification]
Example: "Cable - CC600 (100m Drum)"
  1. Key Elements
  • Product type first
  • Clear specifications
  • Standard measurements
  • Consistent abbreviations

Data Quality​

  1. Accuracy Checks
  • Verify all details
  • Double-check pricing
  • Confirm specifications
  • Review supplier info
  1. Completeness
  • Fill all required fields
  • Add helpful notes
  • Include clear images
  • Document special requirements

Stock Level Setting​

  1. Consider Factors
  • Typical usage rates
  • Supplier lead times
  • Storage capacity
  • Project requirements
  • Emergency needs
  1. Regular Review
  • Monitor usage patterns
  • Adjust minimums
  • Update reorder points
  • Review costs

Important Considerations 🎯​

System Impact​

Adding new items affects:

  • Stock reporting
  • Financial forecasting
  • Purchase ordering
  • Project planning
  • Stockroom organisation

Maintenance Requirements​

Regular reviews needed for:

  • Price updates
  • Supplier changes
  • Specification updates
  • Usage patterns
  • Storage location
Remember

Adding new stock items requires careful consideration and attention to detail. Taking time to set up items correctly saves significant time and prevents confusion later.

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