Creating New Items

Create new item cards with the fields Bevica needs for sales, purchasing, and duty.

Items are the basis of your business, the goods or services that you trade in. Each item must be registered as an item card. Item cards hold the information that is required to buy, store, sell, deliver, and account for items.

Prerequisites

Understanding which item fields are important to your use of Bevica. Primarily Posting Groups and duty related fields, then analysis fields for reporting, filtering, and operations.

Item fields

Whilst there are many fields in the Item Card, only a few are absolutely necessary for an item to operate. These are:

• No.
• Description
• Gen. Prod. Posting Group
• VAT Prod. Posting Group
• Inventory Posting Group
• Base Unit of Measure

In addition, for Duty controlled items:

• Alc. % Vol. used to calculate duty. This can only be populated for Inventory items.
• Unit Volume used to calculate duty. This can only be populated for Inventory items. Note that this is the unit volume of the Base Unit of Measure.
• Duty Code holds the HMRC rate.
• Duty Controlled this will be set to Yes once the Alc. % Vol, Unit Volume and Duty Code have been populated.

See Duty Controlled Items for more information of managing these fields.

See Checking Alc. % Vol. for more details on how to ensure Alc. % Vol. values are correct.

Ways of creating new items

1. Manually / applying an Item Template
2. Using the Copy Item routine

1. Manually / applying an Item Template

From the Item Card click New. If you have one of more Item Templates enabled the system will ask you to select one. The Item Template will populate certain fields.

If no Templates are enabled, depending on how you have setup your Item No. Series, the system will ask you to enter a unique No. or it will populate it for you.

A Template can also be applied to an existing item; navigate to Actions, Functions, Apply Template.

See also Inventory How to Register new Items

Bevica only supports FIFO costing method for duty controlled items.

2. Copy Item Routine

The Copy Item routine will create one or more copies of an existing item for you to then modify before using.

1

Step 1

To run the routine, from the Item you want to copy, navigate to Actions, Functions, Copy Item.

2

Step 2

This routine lets you create one or multiple new items by populating the fields in the Options section.

3

Step 3

The other sections let you decide which data you want copied to the new item(s).

See also How to Copy Items

Item Variants can only be copied on non-duty controlled items, When copying items, the default selection is to 'Copy all Information'. When copying from Duty Controlled items and using 'Copy all Information' the Item Variants are ignored and are not copied. If the 'Copy all Information' flag is toggled off, the Item Variants flag will be turned off & you will be unable to toggle this on.

The following fields are not copied from the existing item to the new item(s) but you may want to populate them:

• Unit Cost
• Unit Price
• Vendor No.
• Unit Volume *this will need to be populated for Duty Controlled Items
• Budget Quantity
• Budgeted Amount
• Budget Profit
• Block Reason
• Duty Controlled * this is set automatically if/when you populate Unit Volume

You may want to change certain fields that are copied, i.e. Description, Units of Measure

Copying Price List Descriptions

In Bevica Setup there is an option to select if you want to copy the Item Description to the Price List Lines.

When toggled on, any change in the item description will copy over to the price list lines associaited with the item. This feature is useful when copying items as it ensures the new item description will apply to the copied price list lines.

If this toggle is off, any changes to the item description will need to be manually applied to associated price list lines.