Stock Number Table
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The Stock Number table stores data on the stock items your organization uses, including their codes, descriptions, units of measure, and cost histories. The table also stores data used in the Purchasing and Fund Accounting Systems.
- The Stock Number table enables you to search for and list records stored in the table.
- The stock numbers you assign to records are one of the keys in identifying items in your Inventory Catalog. The other key is the warehouse code, which specifies the items' storage locations.
- The table's Auto Recalc Price field lets the system recalculate the price of an item when its cost changes.
- The Stock Number Table report's default file name is stockn.rpt.
For the standard procedures for listing, adding, updating, deleting, and printing table records, refer to Table Procedures.
Menu Path: Warehouse Inventory > Reference Tables > Warehouse > Stock Number Table
Note
If your account structure needs to be changed in accordance with the Every Student Succeeds Act (ESSA), refer to the PowerSchool ERP Financial Applications Every Student Succeeds Act Fiscal Year-End Checklist for details on converting account structures.
Sort Options
The Stock Number table's Print item uses the same procedure as the other Warehouse Inventory table report options, except the system displays an additional window before displaying the standard Print window. The window provides two options for sorting the report's data:
Stock No. | Sorts stock items alphabetically in stock number order. |
Description | Sorts stock items alphabetically using the first line of their descriptions. |
Fields
Stock Information Section
Stock Identification Fields
These fields identify a stock item.
Fieid | Description |
|---|---|
Stock Number | Code identifying the stock item. Character/13 You can use any combination of numbers and letters in your codes. However, maintaining a consistent length is helpful in processing records and sorting reports. |
Measure | Unit of measure for ordering, receiving, and requesting the stock item, for example, CASE, DOZEN, or EACH. Abbreviations can be used as needed. Character/13 The measurement should be the same as the one used for purchase orders. However, you can use a different unit of measure, for example, if you buy a stock item by the gross but dispense it by the dozen. You can adjust for the difference when you process shipments with the Receive Stock option. |
Description | Description of the stock item. Five lines are allowed. Character/50 per line The first line of the description provides the stock item’s title in reports and displays. It also can serve as a sorting and selection parameter in certain options. For example, if you stock three types of photocopy paper, your entries for the first line of each item’s description could read as follows: PAPER 8.5X11 20 LB WHITE 84 BRIGHTNESS |
Category | Category for grouping the stock item, such as OFFICE for office supplies and PAPER for paper products. Character/8 This field is useful for selecting records in the Stock Number Table report and when filling requests. It can also be used in advanced searches with Warehouse Inventory's Report options. |
Inventory Settings
The following settings are used in processing stock items in the Warehouse Inventory, Purchasing, and Fund Accounting Systems.
Fieid | Description |
|---|---|
Permit Back Orders | Checkbox indicating whether back orders are permitted for the stock item. If the field is selected the system automatically generates back orders when you issue a request and the on-hand supply is less than the quantity ordered. |
Auto Recalc Price | Checkbox indicating whether the price of the item, including markup, should be recalculated automatically whenever the item’s cost changes. Select the box to enable prices to recalculate automatically. The recalculation formula is Price = Average Cost x (1 + Markup Factor). |
Order Or Issue Factor | Number of units issued per number of units received when a stock item is received in a quantity other than the one used in ordering. The value in this field is used as the default when receiving inventory for this stock number. You can accept the 1.0000 default if the issued/received units are the same. Decimal/12,4 Example: If paper is purchased in 10-ream cartons but is distributed by the ream, the order/issue factor is 10. |
Markup Factor | Markup percentage used in calculating prices if you want to add warehouse charges to the item’s cost. Enter the percentage as a decimal (5% =.05). Decimal/5,4 The formula for determining the price after a markup is Average Unit Cost x (1 + Markup Factor) = New Price. For example, if an inventory item’s average cost is $15 and the markup factor is 10% the system calculates the new price as 15 x (1 +.10) = $16.50. |
Lead Time | Average number of days between orders and deliveries. For example, if an item is normally delivered within 10 days, enter 10. Integer/5 This field is for information purposes only. When an item is requested, you can use the Detailed Displays option to look up the time it might take to receive the item. However, the lead time has no effect on how the item is processed. |
Fund Accounting Fields
These fields allow you to assign accounts in Fund Accounting for recording the costs and revenue (markup) related to a stock item. Changing these fields does not affect previous distributions; for example, the charge entered prior to the change remains in the original expenditure account.
Fieid | Description |
|---|---|
Inventory Account | General Ledger asset account used for recording the cost of an item. |
Expense Account | Expenditure account representing the line account where costs for this item are budgeted. |
Overhead Account | Overhead account for recording revenues generated by markups. If you do not mark up stock item prices, you may leave this field blank. |
Cost Tracking Fields
These fields track the three most recent purchases of a stock item. If desired, you can enter the initial cost history when creating a table record. After that, allow the system to update these fields.
Fieid | Description |
|---|---|
Last Or 2nd Or 3rd Cost | Three most recent costs paid for this item. The next time the item is processed with the Receive Stock option, its new cost defaults to the Last Cost field, the prior Last Cost becomes the 2nd Cost, and the prior 2nd Cost becomes the 3rd Cost. |
Last Or 2nd Or 3rd Date | Dates of the last three times the item was received. The system updates these fields in the same manner as the Last Cost, 2nd Cost, and 3rd Cost fields. |
Last Or 2nd Or 3rd Vendor | Identification number of the item's vendor. The system updates these fields in the same manner as the Last Cost, 2nd Cost, and 3rd Cost fields. |