Use a single Stock Item in your Recipes and POS Item Links, regardless of supplier, size, or brand, to keep your Stock module organised and COGs reporting accurate.
What is a Stock Item Variant?
A Stock Item Variant is a variation of a stock item that you order and receive. You can have multiple Stock Item Variants for a single Stock Item.
Each Stock Item Variant must have a Supplier and Unit assigned to it, and can also have a Stock Code and Brand.
Stock Items are used in Recipes and POS Item Links
Stock Item Variants are used for ordering and receiving goods via AI Invoice Processing
Example -🥬Baby Spinach:
Stock Item: Baby Spinach is used in Recipes & POS Item Links
Stock Item Variants of Baby Spinach are used in Ordering and Receiving via AI Invoice Processing
Creating and Updating a Stock Item Variant
You can create and update stock item variants when you receive an invoice via AI Invoice Processing, or directly from the Stock Item record:
Receiving an Invoice: Stock > Invoices > Incoming Invoices > Receive
Matching to an existing Stock Item Variant: When you receive an invoice, Loaded will check if it can match the invoice line item to an existing Stock Item Variant. If it can, it will automatically update the Stock Item Description, Brand and Unit fields in the invoice using the Stock Item Variant details.
Creating a new Stock Item Variant: If Loaded can’t match the invoice line to an existing Stock Item Variant, it will create a new Stock Item Variant using the Stock Item Description, Supplier, Unit and Brand (if set) entered when you receive the invoice.
Updating an existing Stock Item Variant: If Loaded matches an invoice line item with an existing Stock Item Variant, and you edit the Stock Item Description, Unit or Brand, Loaded will ask if you want to update the Stock Item Variant for future orders and invoices and you can select yes or no.
Managing a Stock Item: Stock > Manage > Items
Open a stock item to view, create and edit the stock item variants. Each Stock Item Variant must have a Supplier and Unit.
What is a Default Supplier?
Each Stock Item has a Default Supplier.
When you add the Stock Item to a Purchase Order in Loaded, the Default Supplier will be selected in the Supplier field on the Purchase Order.
What are Default Stock Item Variants?
Use Default Stock Item Variants to make sure your team orders the right size or brand of a stock item from your suppliers:
A Default Stock Item Variant is the default variant for a Supplier that will be used when you add the Stock Item to a Purchase Order.
Within a Stock Item, there must be one Default Stock Item Variant for each Supplier that Stock Item is ordered from.
Within a Stock Item, you can have multiple Default Stock Item Variants, as long as they each have a different Supplier.
Default Stock Item Variants are used for ordering and can be set in the Manage Stock Item dialog, or when receiving goods via AI Invoice Processing.
Creating and Updating a Default Stock Item Variant
Receiving an Invoice: “Receive Goods”
When you receive an invoice with a Stock Item Variant that is not the default variant for the Supplier, a pop-up will give you the option to set the variant they are receiving as the Default so it is automatically selected for future orders from that Supplier.
Managing a Stock Item:
Open the Manage Stock Item dialog and check the “Default for Supplier” box in the Stock Item Variant row.
Tips & Tricks:
Each Stock Item Variant must have a Supplier and a Unit. The Stock Code and Brand fields are optional, although if your Supplier provides a stock code, it’s great to save this in Loaded to easily track that Stock Item Variant.
A stock code can only be assigned to one Stock Item Variant. This means you won’t be able create more than one Stock Item Variant with the same stock code.
Latest Price: The latest price on the Default Stock Item Variants dialog will show you the price of that variant on the invoice that’s just been received.