Next Generation - Populate the Details tab for a stock record

The Details tab is the default tab that opens when creating a new stock record or editing an existing one and it stores essential information about your stock items, including identification, quantities and valuation data.

To populate the Details tab for a new stock record

Click Stock then Stock Records then click + New Stock.
The Details tab opens containing four different sections:
- Summary
- Image
- Sort Key
- Selling
Enter all the information on the Details tab then click Save.

For more information on what the fields are in each section, please refer to the table below.

Populate the Details tab for an existing stock

Click Stock then click Stock Records.
Note: All stock records are displayed. You can narrow down your search by using the advanced filters. You can also search on the columns directly by pointing the mouse to the name of the column and click on the
icon and choose from the available filter list, then click OK.
In the Stock Code column, click the hyperlink, the underlined text.
Note: The Action Panel automatically opens from the right-hand-side of the screen. You can close the panel by clicking on the arrow
icon on the right-hand side middle of the screen.
Click on the Edit button at the bottom of the screen to set the record into edit mode, then if necessary click the Details tab which contains four different sections:
- Summary
- Image
- Sort Key
- Selling

Note: When you edit an existing stock record, you will see more fields available than when you create a new stock. These fields for the four sections are explained in their respective section in the table below.

Each section and fields explained

Section	Description
Summary	The Stock Code is a compulsory field and allows maximum of 25 alphanumeric characters. The Stock Code is the unique identifier of your stock records. You can leave the Stock Description field blank unless the compulsory field indicator (small red triangle) is visible. If the Record Name option is set to compulsory in your database, you must enter a stock name or description before you can save the record, or you will receive a validation error. The Type field defaults to Purchased, and you can choose between Purchased and Manufactured. Click on the drop-down to see both options. Physical Quantity is disabled by default when creating or editing a stock record, and displays how much physical stock you have. When creating a new stock record, the value is displayed as zero. Once you have bought or moved in stock, this number updates with the physical quantity you have in your database. Example: If you create a purchase order for a quantity of 50 for any stock item, and then have received 10.00 out of those 50 ordered, this field will be updated to 10.00. Sub Analysis checkbox defaults to off and can be selected when you are creating a sub analysis type stock record. For more information on a sub analysis stock item, please refer to our Create a sub analysis stock type article which provides you details on how to set it up as well as what they can be used for. Allocated Quantity is disabled by default when creating or editing a stock record, and displays the quantity of the stock added on a sales order. This field only updates when the Sales Order Option 'Allocation of Stock As Order Raised' is turned on in System Options. Example: If you create a sales order for a quantity of 7.00 for any stock item, this field will be updated to 7.00 on the relevant stock when Sales Order Option 'Allocation of Stock As Order Raised' is turned on. Unallocated Quantity is disabled by default when creating or editing a stock record, and displays the quantity of stock you have created a sales order for. This field updates when the Sales Order Option to 'Allocation of Stock As Order Raised' is turned off in System Options. Example: If you create a sales order for a quantity of 50.00 for any stock item, this field will be updated to 50.00 on the relevant stock. Quantity Due In is disabled by default when creating or editing a stock record, and displays the number of stock items you have on a purchase order which have not yet been received. Examples: If you have ordered 50.00 stock records , this field will be updated to 50.00. If you have received 10.00 of those 50.00 ordered, this field will be updated to 40.00. Free Quantity is disabled by default when creating or editing a stock record, and displays how many stock records are free in your inventory. Example: If you have ordered 50 stock records and have received 10.00 out of those, this field will be updated to 10.00. All Valuation Types are disabled and your selected valuation type for your database is displayed next to your chosen valuation. The valuation fields are not displayed while you create a stock record but are displayed when you save or edit a stock item. FIFO Average Latest Value Weighted Current Valuation Type is appended to the valuation type that has been set up on your database.
Image	You can upload an image while you are creating a new stock record by clicking on the select an image hyperlink or underlined text. Once the image is uploaded, you can click on it to make it larger. You can also delete the image by clicking at the delete icon in the top right-hand side corner. You have to click on the Save button to save the image for the stock record you are working with.
Sort Keys	This section is made up of user definable keys for sorting and subtotalling. These fields can be configured by you if your system permissions allow, or you can select from the provided list. Open the list and select the relevant option to assign to your stock. Depending on your permissions, you can also type in a sort key which isn't saved yet to the existing sort keys and is saved upon saving the stock record. For more information on sort keys, please refer to our Configure sort keys on the details tab for a stock record article.
Selling	Total Cost of Sales is disabled as default and shows you the purchase price total you have bought your relevant stock item for. Total Value of Sales is disabled as default and shows you the sales price total you have sold your relevant stock item for.

To populate the Settings tab, please refer to our Populate the Settings tab for a stock record article.

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