AutoCount- Advanced Item

Introduction to AutoCount Advanced Item

In today’s competitive business landscape, inventory management is critical for operational efficiency and profitability. The AutoCount Advanced Item Module serves as a comprehensive solution for businesses looking to optimize stock control, reduce errors, and make data-driven decisions. Designed as an extension of the AutoCount Accounting System, this module introduces advanced filtering capabilities, detailed stock analysis, and seamless integration with POS (Point of Sale) and BOM (Bill of Materials). In this guide, we’ll dive deep into the features, applications, and benefits of the AutoCount Advanced Item Module, along with real-world examples to illustrate its value.

(CN) AutoCount Advanced Item Module

This video provides a comprehensive understanding of the AutoCount Advanced Item Module, detailing its features and how it streamlines inventory management effectively.

What is the AutoCount Advanced Item Module?

The AutoCount Advanced Item Module is an advanced inventory management tool that enhances the functionality of the AutoCount Accounting System. It enables businesses to classify items into brands, categories, and classes, apply items for specific purposes like sales or purchase, and generate tailored reports for better decision-making.
This module is particularly useful for businesses dealing with complex inventory systems, such as manufacturers, wholesalers, and retailers, as it reduces operational errors, saves time, and improves the accuracy of inventory data. In this guide, we’ll dive deep into the features, applications, and benefits of the AutoCount Advanced Item Module, along with real-world examples to illustrate its value.

Core Features of the AutoCount Advanced Item Module

Advanced Filtering Capabilities

The module introduces filtering options that go beyond the default item group and type filters. With this feature, users can filter inventory reports based on:

Item Brand

Focus on specific brands to analyze sales trends and stock performance.
Item Category

Organize products into categories like electronics, apparel, or raw materials for detailed analysis.
Item Class

Group similar items into classes for easier classification and streamlined reporting.

Flexible Item Applications(Apply In)

The Advanced Item Module allows businesses to define how items are used across their operations, ensuring accurate categorization and reducing mismanagement:

Sales

Mark items as available for sale, ensuring they appear only in sales-related documents like invoices.

Purchase

Define items as purchasable, so they are correctly allocated for procurement purposes.

POS Integration

Configure items for retail or wholesale, ensuring they are appropriately categorized for transaction types.

Raw Materials and Finished Goods

Assign raw materials for manufacturing processes and finished goods for sales, preventing misclassification.

By offering these flexible application options, the module minimizes human errors and improves operational workflows.

Batch Processing for Time-Saving Operations

Updating individual items in a large inventory can be time-consuming and error-prone. The batch processing feature allows users to:

Keyword-Based Search

Easily search for multiple items in your inventory by using relevant keywords.

Batch Updates

Apply updates, such as changing brands, categories, or classes, to multiple items simultaneously.

Time-Saving Accuracy

Save time and maintain accuracy in inventory management.

Integration with BOM and POS

The module integrates seamlessly with:

BOM (Bill of Materials)

Assign items as raw materials or finished goods to streamline manufacturing workflows.

POS Systems

Enable items for retail sales, wholesale transactions, or both, depending on business needs.

For instance, manufacturers can ensure that raw materials are restricted to BOM processes, while retailers can configure items for retail sales.

Customizable Reports

Businesses can generate tailored reports using advanced filtering options. Key features include:

Range Filtering

Specify a range of brands, categories, or classes for focused analysis.

Multi-Select Filtering

Select multiple filters simultaneously to customize reports.

The Multi-Dimensional Analysis Module is a separate, distinct module .Although it operates independently, it is commonly packaged together with the advanced item module for ease of deployment purposes.Custom reports allow businesses to gain deeper insights into stock performance and make data-driven decisions.

Detailed Walkthrough: How to Use the AutoCount Advanced Item Module

Managing Advanced Filters

1.Adding a New Item Brand

Navigate to Stock > More Stock Maintenance > Item Brand Maintenance.
Click on New and enter a item brand code, short code, and description.

2.Adding Categories and Classes

Use the respective maintenance options under More Stock Maintenance.
Define categories and classes to improve the organization of your inventory.

3.Filter In Report

At Stock Balance Report, clicking the ‘More Options’ and then click ‘Filter 2’ .
Use select in range by click “filter by range” and choose the desired item by setting the “from” and “to” values to define the range.

Click ‘Inquiry’ and the desired result will be displayed.

OR

Use multi-select by clicking ‘Filter by multi-select’.
Select the checkboxes you want, then click ‘OK’ to proceed.

Click ‘Inquiry’ and the desired result will be displayed.

Clicking ‘Preview’ and select report type you want and click ‘OK’.

The Stock Balance Report is now showing.

Applying Items to Operations(Apply In)

1.Assigning Sales and Purchase Roles

Navigate to Stock > Stock Item Maintenance.
Select the item, click “Edit” and tick the boxes for Sales or Purchase as needed.
Click ‘OK’ to save the changes.

Your changes will be updated in the list.

Sales & Purchase Application

Applying 'Sales' means the item is only available for sales-related processes, such as generating sales invoices.

Applying 'Purchase' indicates the item is only for purchase transactions, enabling the creation of purchase invoices.

How It Avoid Mistake?

The “Apply In” feature helps reduce errors by ensuring items are correctly assigned as Sales or Purchase items. For example:

Scenario: A raw material (e.g., fabric) is only used for manufacturing and should not appear on sales invoices.
Solution: By selecting ‘Purchase’ and unchecking ‘Sales’, this item will only be visible in purchase-related processes (e.g., purchase orders) and excluded from sales-related documents.

2.Configuring Items for POS

For retail sales, tick the “POS” option under the apply in settings.
Leave this unchecked for wholesale-only items.
Click ‘OK’ to save the changes.

Tips

The POS option allows users to choose between retail and wholesale modes. If the POS option is ticked, it is configured for retail operations. If the POS option is not ticked, it is set for wholesale operations. This selection helps tailor the system based on business needs. Ensure the correct mode is selected to match your requirements.

3.Marking Raw Materials and Finished Goods

Navigate to Stock > Stock Item Maintenance.
Select the item, click “Edit” and tick the boxes for Raw Materials or Finished Goods .

BOM Maintenance (Bill of Materials)

In BOM maintenance, items are labeled as Raw Materials or Finished Goods to avoid mistakes. Raw Materials are used to make Finished Goods, which are sold to customers. This prevents raw materials from appearing on sales invoices. It also reduces errors when the sales department buys raw materials, as they won’t be mistakenly sold. Proper labeling helps keep inventory and production organized.

Batch Processing

This feature is particularly useful for businesses with extensive inventories, reducing the time spent on manual updates.

1.Use Find feature

Navigate to Stock > Stock Item Maintenance.
Use the “Find” feature to search for items based on keywords.

2.Select items

Use keywords to search, click ‘Search’ to proceed.
Select the items to update by ticking the checkboxes or using the “Check All” option.

Search and Manage Item

To search efficiently, use keywords to filter the items. You can choose multiple criteria for the search. Once the criteria are selected, click 'Search' to proceed. To select all items, click 'Check All', or choose individual items by clicking on them. After selection, click 'Easy Item' to finalize your selection.

3.Range Set

Click the button next to ‘Delete’ to select all items.
Then, click the button beside to apply range set for the selection.
This allows you to manage all items within the specified range quickly.

4.Apply changes

Apply changes to the selected items, such as updating brands, categories, or classes.

Remainder

In the column you want to edit, click the box first and select an option. Then, click 'Apply' at the bottom right.

5.Save the update

The column turns blue to indicate your changes.
Click ‘Save’ to update.

6.Update Success

Click ‘Refresh’, the item class, category or brand is successfully update .

Setting Up Stock Item Permissions for Multiple Users

Access Rights for Approval Users on Credit Control

Proper management of access rights is essential for maintaining security and control what actions different users can perform on items like Stock Item Brand, Class, and Category. It assigns permissions based on user roles to ensure tasks are performed securely and efficiently.AutoCount allows you to set these access rights easily.

Navigate to Access Rights Maintenance

Go to General Maintenance > Access Rights Maintenance.

Search for Stock Item Permissions

In the Access Rights Maintenance window, use the search bar to find permissions related to stock item brand, stock item class and stock item category.

Select and Apply Access Rights

You will see options like "Create Stock Item Brand", "Edit Stock Item Brand", and "Delete Stock Item Brand". These options should be assigned to the appropriate user groups, such as "Admins" or "Inventory Managers", ensuring that only those with the necessary authority can create, edit, or delete stock items, classes, or categories. This ensures that only authorized users have control over critical stock management tasks, maintaining accuracy and preventing unauthorized changes. For example:
- ADMIN has full control, including viewing, creating, editing, and deleting records.
- INVMGR (Inventory Manager) can manage and modify items but may have restrictions on deleting sensitive data.
- STOCKS users are limited to viewing and basic access without the ability to make changes.

Save and Apply

After selecting the relevant permissions for Stock Item Brand, Class, and Category, click "Apply" to save the changes. This ensures that the specified users have the necessary rights to manage and modify stock items, classes, or categories securely.

Real-World Applications of the AutoCount Advanced Item Module

Key Benefits of the AutoCount Advanced Item Module

Streamlined Inventory Management

Advanced filtering and categorization simplify stock control.