Samples/Free of Charge Stock

Manage samples and free-of-charge stock without distorting valuation and margin reporting.

If you receive or send free of charge stock, follow the process below to process this stock correctly.

Managing Samples and Free of Charge (FOC) Stock effectively is a key part of maintaining accurate inventory, transparent customer interactions, and reliable financial reporting. This area touches multiple points across the software —from how items are receipted, to how stock movements are recorded and reconciled—ensuring that complimentary products are tracked with the same precision as commercial stock. By understanding the workflow and controls around FOC stock, teams can maintain compliance, support marketing and sales initiatives, and provide a seamless experience for both internal users and customers.

Purchasing: samples / free stock

When a vendor sends you stock free of charge, it is advisable that it be receipted into Bevica at its normal cost, regardless of whether it is stock you will sell to customers or give to customers free of charge. Bevica allocates stock to sales on a FIFO basis, so if all stock has a cost, then all sales will have a sensible margin and you won't have random fluctuations in sales margins due to selling the free of charge stock at zero cost.

Invoicing directly from a Purchase Order

If you Invoice directly from a purchase order, to make the posted value match the vendor's invoice you can add an additional G/L Account line (discount or other account) with the free of charge value (this needs to be a negative value).

Creating a Purchase Invoice and 'Get Receipt Lines'

If you process the purchase invoice and Get Receipt Lines, you need to leave the normal cost on the free of charge line(s). To make the purchase invoice match the vendor's invoice you can add an additional G/L Account line (discount or other account) with the free of charge value (this needs to be a negative value). The vendor invoice can then be processed with the correct amount.

Selling: samples / free stock

Free stock to customers must be processed on a sales order. Bevica uses Sales Document Type & Sales Identifier to manage defaults on Sample orders.

Bevica Setup

On Bevica Setup under Pricing / Costing you are able to select the Sample Price Type: This can be 100% Discount or Zero Price. Under the SLW tab you can decide if you would like the SLW to convert to base for Sample type orders.

Sales Document Type

On the sales order, select a Sales Document Type which has a Sales Identifier populated as Samples. The Sales Document Type Code has the option to insert a default Item General Prod. Posting Group which will update the General Product Posting Group on the Sales Line.

Sales Order

On a Sales Order, setting the Sales Document Type to a document type with a Sales Identifier as Samples will tag the order as a Sample Order. Sales Lines added manually will always default to base. If using the SLW, the default UoM behaviour can be decided from Bevica Setup. Lines will then update price and General Product Posting Group as per the choices from Bevica Setup & Sales Document Type Codes.