Lesson 8-Creating Stock Items

Stock Items

Stock Item refers to goods that you manufacture or trade. It is the primary inventory entity and is the lowest level of information on your inventory. You have to create a Stock Item in Tally.ERP 9 for each inventory item that you want to account for.

Go to Gateway of Tally > Inventory Info. > Stock Items

Creating a Stock Item

Stock items are goods that you manufacture or trade (sell and purchase). It is the primary inventory entity. Stock Items in the Inventory transactions are similar to ledgers being used in accounting transactions.

 Two Modes of Stock Item Creation:

1.      Normal Mode

2.      Advance Configuration Mode.

Creation of Stock item in Normal Mode:

To create a Stock Item,

Go to Gateway of Tally > Inventory Info > Stock Item > Single Create (under Single Stock Item)

Stock Item creation is displayed as shown

A brief description of each field in the Stock Item Creation screen follows:

Name

Specify the name of the Stock Item.

Alias

Specify the Alias name of Stock Item (if required).

Under

This field will show the List of Groups. Here you can select the Stock Group to which the Stock Item belongs. By default, Primary Stock Group appears in this field.

Note: You can create a new stock Group by pressing ALT+C at this field.

Units

This field will show the Unit List. Here you can select the Unit of measurement applicable for the stock item. By default, Not Applicable appears in this field.

Note: You can create a new Unit by pressing ALT+C at this field.

Rate of duty

Specify the Rate of Duty applicable for the stock item. This field is used for the calculation of excise duty or if duty is based on item rate. During Invoicing, whenever you select a Stock Item, the Rate of duty entered here is displayed in the Invoice creation screen.

Note: In F11 Inventory features, if Allow Invoicing is set to No then Rate of Duty field will not be visible.

Tariff Classification

Specify the Tariff Classification for the item, if applicable. Tariff Classification can be created or used when Excise features is activated for the company.

Opening Balance

Specify the details of Opening Stock, if any, for the Stock Item as on the date of Beginning of Books.

1.      In the Quantity Field, specify the stock item Quantity, say 5 Nos.

2.      In the Rate Field, specify the stock item Rate, say Rs. 8000 per piece.

3.      In the Value Field, Tally.ERP 9 automatically calculates the value by multiplying the Quantity and Rate. You can also edit the value, Tally.ERP 9 automatically refreshes the Rate field accordingly.

Note: If Unit field is Not Applicable then the cursor will move from Quantity and Rate Field.

Creating a Stock item in Advance Mode

Advance mode means enabling advance configuration and Features for stock item master in F12:Configure and F11:Features.

Shown below are the advance configuration parameters  for stock item master under F12:Configure (Master Configuration) (As per below image):

Shown below are the advance Features for stock items in F11:Features:

Note: You can configure the entire setup according to your requirements. According to the configuration in F12 and F11, stock item master fields will get added and removed.

Go to Gateway of Tally > Inventory Info > Stock Items > Create (under Single Stock Item)

A brief description of each additional field in Stock Item Creation screen is given below.

Part No.

This Part number field gets enabled only after enabling Use Part Number for stock items in Inventory Master Configuration. This field is used to enter the Vendors catalogue number. You can also optionally print it in reports/invoices.

Description

The Description field gets enabled only after enabling Use Description for Stock Items in Inventory Master Configuration. This field is used to enter the description of the Stock Item as it is required to be printed in Quotations, Delivery Challan/Invoice.

Remarks

This Remarks field gets enabled only after enabling Use Remarks for Stock Items in Inventory Master configuration. This field is used to enter Remarks for the Stock Item (for internal use only). Any additional details about the Item can be entered here.

Set/Modify Default Ledgers for Invoicing?

This option gets enabled only after enabling Specify Default Ledger Allocation for Invoicing in Inventory Master Configuration. Once you enable this option, a  screen will be displayed for selecting the default ledger allocation for sales and purchase for the stock item.

Note: This option is useful only in case of Invoice entry through Voucher Class.

 

Category

This Category field gets enabled only after enabling Maintain Stock Categories in Inventory Master Features. This field will show the List of Categories. Here you can select the Stock Category under which the stock Item belongs. By default, Not Applicable is displayed in this field.

Note: You can create a new stock category by pressing ALT+C at this field.

Alternate Units

Alternative Units are individual units similar to simple units, which can be used instead of another simple unit during Invoicing / voucher entry and are also useful in displaying the stock reports alternatively in another simple unit. This is particularly useful when you need to handle different units at different times.

This Alternate Units field gets enabled only after enabling Use Alternate Units for Stock Item in Inventory Master Configuration.

 

Example:

Wheat Flour bag of 1 Kgs can be sold in Nos and the weekly /monthly sale or tonnage of wheat flour can be measured in Kgs or vice versa. Here, in this both Nos and Kgs are simple units, which can be alternatively used.

Maintain in Batches?

This option gets enabled only after enabling Maintain Batch wise Details in Inventory Master Features. If you want to maintain the batch information of Stock Items, set the option Maintain in Batches to Yes.

Track Date of Mfg?

This option is enabled only when Maintain in Batches? is set to Yes. If you want to specify the manufacturing date for the item, set Track Date of Mfg. to Yes.

Use Expiry Dates

This option gets enabled only after enabling Set Expiry Dates for Batches under Maintain Batch Wise Details option in Inventory Features. If you want to specify the expiry date of the item, set Use expiry dates to Yes. This option is useful for stock items like medicines, Food items, etc.

Set Component BOM

This option gets enabled only after enabling Allow Component List Details (Bills of Material) in Inventory Master Configuration. Refer to Bills of Material for more details.

Set Standard Rates

This option gets enabled only after enabling Allow Std. Rates for Stock Items in Inventory Master Configuration. This option helps you specify standard purchase rate and standard sales rates for the item.  

The standards are effective from the specified dates and they continue to be used at these rates until the next date, where the standard rate changes.

Note: Standard Rates can also be used for valuation of closing stock.

Behaviour Group

Once you enable Allow Advanced Entries in Masters Behaviour Group option will be enabled.

Options available under Behaviour Group are:

Costing Method

This field will display the List of Costing Method for valuating the Stock Item.

 Depending upon the stock item, you can select the costing method for valuating the Stock item.

A Brief description about each Costing Method:

At Zero Cost:

Cost of an item is considered as zero. For example, for defective items that have no commercial value.

Avg. Cost:

Periodic system:

This is also known as Weighted Average Cost. The weighted average cost for the whole year is computed as below: 

Monthly system:

In monthly average cost, weighted average cost is determined on a monthly basis instead of annual.

FIFO (First-in, First-Out):

Periodic System

Under FIFO Periodic System, it is assumed that items purchased first are sold first under the current financial year (i.e., first lot from the opening stock of current year).

Perpetual System

Under FIFO Perpetual system, it is assumed that items purchased first are sold first across the financial year (i.e., first lot may be from previous year entry).

So cost of goods sold is based upon the cost of material received first in the period, while the cost of inventory is based upon the cost of material received last in the period.

Last Purchase cost

Last purchase cost is Last purchase rate. Cost of goods sold and Cost of inventory is based upon the Last purchase rate.

LIFO (Last-in, First-Out)

Periodic system

Under LIFO, it is assumed that items purchased last are sold first under the current financial year (i.e., first lot from the opening stock of current year)

Perpetual System

Under LIFO Perpetual system, it is assumed that items purchased last are sold first across the financial year (i.e., first lot may be from previous year entry).

So cost of goods sold is based upon the cost of materials received last in the period, while the cost of inventory is based upon the cost of material received first in the period.

Standard Cost

Standard Cost is Standard Rates specified in the Inventory master.

Cost of goods sold and Cost of inventory is based upon the Standard Rates.

Market Valuation Method

By using Market Valuation Method, you can determine the realizable worth of an Item.

Unrealized Profit of an Item = Closing value as per Costing Method – Closing value as per Market valuation method.

Select the appropriate method applicable for the Item from the Valuation Methods List

At Zero Price

Realisable price of an item is considered as zero.

Example: For defective items that have no realisable value in the market.

Average Price

Weighted Average is computed as the sum of all invoice value / sum of all invoice quantity for the financial year.

Last Sale Price

Item is valued at Last Sale Price.

Standard Price

User specified rate applicable for the current date specified in Item master under Standard Rate is taken as the realizable rate.

Ignore Diff. due to Physical Counting?

In Tally.ERP 9, you can record the physical stock as counted, using a physical stock voucher. If you wish to ignore the difference and continue with the stock as per books, set this option to Yes.

Ignore Negative Balances?

If you set this to Yes, Tally.ERP 9 ignores the item in the stock reports, in case it has a negative balance.

Treat all Sales as New Manufacture?

If you set this to Yes, whenever a sales entry is made, Tally.ERP 9 automatically updates the quantity and value in inward by treating the same entry as a New manufacture or purchase.

Treat all Purchases as Consumed?

If you set this to Yes, then, whenever a purchase entry is made, Tally.ERP 9 automatically updates the quantity and value in outward by treating the same entry as consumed.

Treat all Rejections inward as Scrap?

If you set this to Yes, then, whenever a rejection inward entry has been made [without tracking number], Tally.ERP 9 automatically reduces the amount from the closing stock balance. In this case, you need not pass the credit note for reducing the value against rejection inward.

This is used for defective items returned by the customer.

Allow use of expired Batches?

This option will get enabled once you enable the Use expiry dates under Maintain in Batches option.

If you set this to Yes, during selection of batches in voucher entry, expiry batches also get included in the List of Active Batch.

 

Displaying a Stock Item 

You can display the existing Single Stock Item master and Multiple Stock Item masters, since it is only display you are not allowed to alter any information in display mode.

To display a Single Stock Item,

Go to Gateway of Tally > Inventory Info > Stock Items > Display (under Single Stock Item)

Select the Stock Item you want to display from the List of Items. The Stock Item Display screen is displayed as shown.

Displaying a Multiple Stock Item

Go to Gateway of Tally > Inventory Info > Stock Items > Display (under Multiple Stock Item)

Select a Stock Group or All Items from List of Groups to display the Stock Item under the selected group or All Items.

The Multi Stock Item display screen is displayed as shown.

Altering a Stock Item

This option allows you to view the existing single Stock Item master and Multiple Stock Item masters in edit mode, here you are allowed to change the various information.

In the Alteration mode, you can change the item master settings.

If a transaction is entered for that item, it is not possible to alter the units and delete the stock item.

To Alter a Single Stock Item,

Go to Gateway of Tally > Inventory Info > Stock Items > Alter (under Single Stock Item)

Select the Stock Item you want to alter from the List of Items. The Stock Item Alteration screen is displayed as shown.

Altering a Multiple Stock Item

Go to Gateway of Tally > Inventory Info > Stock Items > Alter (under Multiple Stock Item)

Select a Stock Group or All Items from List of Groups to alter the Stock Item under the selected group or All Items.

The Multi Stock Item Alteration screen is displayed as shown.

Note: In the Multi Stock Item Alteration screen, you can create an Item by specifying item name after the last item, but you cannot delete an item.