Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Company - Inventory set up options.
Under this setup you can define and set your preferences and requirements related to your Inventory Items and documents related to movement of Inventory.
Here you will have six relevant sections where all the preferences and requirements pertaining to your Item/Product and movement related documents can be set and defined.
We will start with Basic setup of Inventory.
 Separate Packing Unit : Keeping this option “On”, will allow you to maintain inventory in two units. For instance, “Bags and Kg.”, “Cartons and Pieces”. Keep it OFF if you maintain single unit item. |
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 Warehouse : Keeping this option “On”, will allow you to maintain multiple warehouse or storage points in the system. If you do not wish to maintain separate inventory for each storage point, you can keep this option “OFF”. |
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 Barcode Scan / Lookup : Keeping this option “On” will allow you to use Bar Code scan lookup for recording your inward and outward item movement. Bar code scan lookup works like a bar code scanner whereby you can create multiple item rows in a sales / purchase documents on the basis of item code or other identical value like serial number and their after you can enter the quantity and other required values against each item rows. |
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 Barcode Scan based onSelect the relevant option from the drop down list for which option you want to give priority while searching the barcode.
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 Minimum Stock Level : Keeping this option “On” will allow you to receive notifications when a particular stock item falls below the minimum defined level. If you do not define the minimum level, you can keep this as “OFF”. |
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 Stock Valuation MethodSelect from the drop down the relevant valuation criteria based on which you want to value your stock. Align Books offers you the flexibility to choose the method which best suits your accounting policy. Your options are FIFO, LIFO and weighted average.
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 Sub ItemSelect from drop down the relevant option if you want to maintain additional classification level of Item which provides flexibility to make the entries without making different items of same Nature. Sub Item can be common for All Items or Individual Item.
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 Document Classification : Keeping this option “ON” will allow you to classify your Inventory documents on several user defined criteria based on which you can generate/filter various MIS reports. |
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 Separate Print Description : Keeping this option “ON” will allow you differentiate the inventory item label used in the system with the one used in printing on various documents whilst still maintain internal linking. This feature is very helpful in those trade where the inventory items are recognized by a different trade name to the one maintained in the system |
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 Item Coding ConfigurationSelect from the drop down list your choice of how you want to maintain the item coding in the system. In various trades, people are more familiar with codes assigned to products. Alignbooks gives the flexibility to maintain your codes in three different ways.
· Auto numeric - If you want the system to generate the code automatically for each item.
· Auto Group Based - If you want the system to generate automatic “Numeric” codes but based on product grouping.
· Manual - If you would like to assign the product code of your choice to each inventory item.
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 Item SelectionSelect from the drop down list your choice of how you want to maintain the item selection at the time of making entries in voucher. Alignbooks gives the flexibility to maintain selection in two ways.
· Item Level - If you want the directly select the item from the list in voucher entry.
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Group Level – while making entry, user will select Item Group and based on selection the Item list will be filtered for that Group and item searching will be easier.
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 Allow Negative Stock : Keeping this option “ON” will allow you to make voucher entry even when the Stock balance is not available. |
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 Maintain Gross Tare Weight : In some industries you are required to maintain Gross Weight and Tare Weight, Keeping this option “ON” will allow increase input of Gross Weight and Tare Weight based on difference of both inputs the Quantity will be auto calculated. |
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 Free Quantity Applicable InSelect the relevant option to consider the effect of free quantity received in the costing of the item. Your Option to select “Not Required”, “Sales”, “Purchase”, “Both”. Based on the selection, Free Quantity will be taken as input at the time of voucher entry and corresponding impact on the effective rate of material.
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 Show Bundle Detail on Billing Keeping this option “ON” will allow to show the list of Items mapped under the Bundle item at the time of voucher entry and you can make any alterations in detail Items. When not enabled the Items will be issued internally by system and they will not display at the time of voucher entry. |
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 Item Rate DecimalYou can specify the Rate Decimals which will be used in Rate field in Voucher Entry.
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 Stock Value in Balance SheetSelect the relevant option to consider the treatment of Closing Stock value in the Profit and loss Statement and Balance Sheet report. The Values for Selection: Manual, RealTimeStockValue, Based On GP%, Not Required
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Manual - When ‘Manual’ Setting is selected, User will pass Journal Entry of transferring Stock from Opening Stock to Profit & Loss A/c and Closing Stock Adjustment Entry Manually.
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RealTimeStockValue - When ‘RealTimeStockValue‘ is selected, In Profit and Loss Statement -> Value of Opening Stock and Closing Stock will be displayed as per Stock Valuation in ‘Opening Stock in Trade’ and ‘Closing Stock in Trade’ ledger respectively.
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Based On GP% - User will pass Journal Entry Manually of transferring Stock from Opening Stock to Profit & Loss A/c and Closing Stock Adjustment Entry after checking the report.
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Not Required - When ‘Not Required’ Setting is selected, Stock entry is not required. User will pass Journal Entry Manually for Closing Stock Adjustment Entry if needed.
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We have completed Inventory Basic part. If you want, you can hide this option by clicking on 
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Now we will explore Inventory Document Custom Fields.
 Inventory Document Custom FieldsAlignBooks have structured Inventory documents (Goods received/issued from Production, Jobbers, branches etc.) taking into consideration requirements for varied industries. You can still have up to five extra fields defined per your requirements to cater for your special priorities. Let us understand how you can configure the Extra Fields for your Inventory documents.
Required: Click on  against Field 1.
Allow Blank : Select “Off” if this is a compulsory field i.e. unless you enter required input in the field, the System will not allow completing the Inventory Document. If it is not a compulsory Field i.e. in some documents you may enter a value and in others you may leave this blank, keep allow blank as “On”.
Caption : Here type a Caption for this field for your identification.
Type : Select from the Drop Down menu specific field type. The type could be a “String, Numeric, Currency or a Date.
If you select the field type as “Numeric” you will be asked for number of decimal point you want in numbers. You can select the required number of Decimal Point from the Drop Down menu.
You can repeat the process to add all the remaining fields to meet your requirement.
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Now we will explore Item Custom Fields.
 Item Custom FieldsAlignBooks have structured Item/Product master taking into consideration for varied item identification requirements. You can still have up to five extra fields defined per your requirements to cater for your special priorities.
Let us understand how you can configure the Extra Fields for your Item Master.
Required: Click on against Field 1.
Allow Blank: Select “Off” if this is a compulsory field i.e. unless you enter required input in the field, the System will not allow completing the Item Master. If it is not a compulsory Field i.e. for some items you may enter a value and in others you may leave this blank, keep allow blank as “On”.
Caption: Here type a Caption for this field for your identification.
Type : Select from the Drop Down menu specific field type. The type could be a “String, Numeric, Currency or a Date.
If you select the field type as “Numeric” you will be asked for number of decimal point you want in numbers. You can select the required number of Decimal Point from the Drop Down menu.
You can repeat the process to add all the remaining fields to meet your requirement.
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We have completed setting Item Custom Fields. If you want, you can hide this option by clicking on .
Now we will explore Item Extended properties.
 Batch Wise Inventory : In some industries you are required to maintain your inventory records batch number wise. For Example – Pharmaceutical & Drug Industries. Keeping this option “ON” will allow you to maintain Batch number Records of your inventory items |
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 Expiry / Manufacturing Date FormatSelect the relevant option to use the Manufacturing Date and Expiry Date format of Batch at the time of entry and checking reports. Options are "MM/YY" or "DD/MM/YYYY".
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 Input Dimension Detail : In some industries you are required to maintain your inventory records Dimension wise i.e. Length/Width/Height. For Example – Contractors, Furniture Store etc. Keeping this option “ON” will allow you to maintain Dimension wise records of your inventory items. |
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 Item Serial Number Tracking : In some industries you need to maintain product serial number as the manufacturer identifies those products on the basis of serial numbers only. Example – Electronic Items like Computers, printers, Mobile Set etc. Keeping this option “ON” will allow you to maintain product serial numbers within your Inventory items. |
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 Attribute based Barcode : In some industries you are required to maintain your inventory records barcode wise. For Example – Garment Trading. Keeping this option “ON” will allow you to maintain Barcode Records of your inventory items. |
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 Check Serial Balance : Keeping this option “ON” if you want to check balance of the serial number on outward movement of inventory Items. So that the Serial Number stock cannot go negative. |
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 Number of Serial FieldsSelect from the Drop Down menu your specific requirement for tracking product serial.
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 Material Requisition PlanningIn some industries you are required to maintain your inventory records with minimum stock level and they have to plan the Material requirement accordingly.
For Planning some Parameters for Report required Sales Consideration Days and Sales Stock Days to fetch report.
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 Sub Item Wise Stock Checking Keeping this option “ON” if you want to check and validate balance of Sub Item at the time of making entry. |
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Now we will explore Item Document Attributes.
Item Document attributes helps you to manage your inventory items and generate, gather or filter any extra information or value.
To understand this properly let us take some Example :
· You are dealing in Shirts and want to keep details of Brand, colours, size etc., you can attribute 1 field for Brand 1 for Colour and 1 for size.
Now you can track your Shirt’s inventory in multiple combinations i.e. you can see a particular colour’s inventory in different brands or in a particular size etc.
· You are procuring material to meet out a particular Sales Order(s). You can attribute Sales Order Number with the Items and can see list of Inventory you have against any order. When you will make entries of your Inward / Outward transactions, the system will display list of Orders in hand.
· Even you can attribute your some Important Customers for whom you need to maintain a level of Inventory and can have watch as how much inventory you are having for that customer.
· Likewise you can use these attributes in other ways as per your need and manage your Inventory efficiently.
 Item Document AttributesAlignBooks offers you the flexibility to add five extra fields to properly identify specific item attributes. Let us understand how we can create an item attribute.
Required: Click on Required to make the field1 activated
Allow Blank: Select “Off” if this is a compulsory field whereby unless you put any value in this field, the system will not allow to complete and save a sale/purchase or inventory document . If it is not a compulsory Field, keep allow blank as “On”.
Caption: Under this field give a Caption for attribute identification, for example, color, type, brand etc.
Type: Select from the Drop Down menu your specific field requirement. For Example If you select “Customer”, while making Inward or Outward entries, when you will come to this input field you will be displayed your list of Customers. If you select “Sale Order”, List of Orders in hand will be in display. You can also make your own self defined list, if you wish so, Select “Self List” or select “None” from the Drop Down menu. The whole process is intended to increase efficiency in work.
You can repeat the process to add all the remaining fields to meet your requirements.
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We have completed setting Item Document Attributes. If you want, you can hide this option by clicking on .
Now we will explore Fixed Asset HandsIn Attributes.
Fixed Assets HandsIn attributes helps you to manage your fixed assets and generate, gather or filter any extra information or value.
To understand this properly let us take some Example :
· You are using fixed assets and want to maintain them with proper information for which location is issued and to whom, specifications like Make, Model Etc for the particular Asset. Now you can track your Asset inventory. Even you can create an attribute for your some Important information like Vendor from whom you purchased Inventory
· Likewise you can use these attributes in other ways as per your need and manage your Inventory efficiently.
 Fixed Asset HandsIn AttributesAlignBooks offers you the flexibility to add five extra fields to properly identify specific Fixed Assets attributes. Let us understand how we can create an attribute.
Required: Click on Required to make the field1 activated.
Allow Blank: Select “Off” if this is a compulsory field whereby unless you put any value in this field, the system will not allow to complete and save a sale/purchase or inventory document . If it is not a compulsory Field, keep allow blank as “On”.
Caption: Under this field give a Caption for attribute identification, for example: Location, Employee, Vendor etc.
Type: Select from the Drop Down menu your specific field requirement. For Example If you select “Vendor”, while making Inward entries, when you will come to this input field you will be displayed your list of Vendors. If you select “Employee”, List of Employee will be in display. You can also make your own self defined list, if you wish so, Select “Self List” or select “None” from the Drop Down menu.
The whole process is intended to increase efficiency in work.
You can repeat the process to add all the remaining fields to meet your requirements.
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Now we will explore Item Master Attribute.
Item Master attributes helps you to manage your inventory items and generate, gather or filter any extra information or value.
To understand this properly let us take some Example :
· You are dealing in Electronic item and want to keep details of Brand, Part No etc., you can attribute 1 field for Brand and 2 for Part No and 1 for Model No.
· Even you can attribute your some Important Customers for whom you need to maintain a level of Inventory and can have watch as how much inventory you are having for that customer.
· Likewise you can use these attributes in other ways as per your need and manage your Inventory efficiently.
 Item Master AttributeAlignBooks offers you the flexibility to add five extra fields to properly identify specific item master attributes. Let us understand how we can create an item master attribute.
Required: Click on Required to make the field1 activated.
Allow Blank: Select “Off” if this is a compulsory field whereby unless you put any value in this field, the system will not allow to complete and save a sale/purchase or inventory document . If it is not a compulsory Field, keep allow blank as “On”.
Caption: Under this field give a Caption for attribute identification, for example: Location, Employee, Vendor etc.
Type: Select from the Drop Down menu your specific field requirement. For Example If you select “Vendor”, while making Inward entries, when you will come to this input field you will be displayed your list of Vendors. If you select “Employee”, List of Employee will be in display. You can also make your own self defined list, if you wish so, Select “Self List” or select “None” from the Drop Down menu.
The whole process is intended to increase efficiency in work.
You can repeat the process to add all the remaining fields to meet your requirements.
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Now we will explore Sub Item Master Attribute.
Sub Item Master attributes helps you to manage your inventory items and generate, gather or filter any extra information or value.
To understand this properly let us take some Example :
· You are dealing in Electronic item and want to keep details of Make / Storage / Display Type etc., you can attribute 1 field for "Make: and 1 for "Storage Type" and 1 for "Display Type".
· Even you can attribute your some Important Customers for whom you need to maintain a level of Inventory and can have watch as how much inventory you are having for that customer.
· Likewise you can use these attributes in other ways as per your need and manage your Inventory efficiently.
 Sub Item Master Attribute
Required: Click on Required to make the field1 activated.
Allow Blank: Select “Off” if this is a compulsory field whereby unless you put any value in this field, the system will not allow to complete and save a sale/purchase or inventory document . If it is not a compulsory Field, keep allow blank as “On”.
Caption: Under this field give a Caption for attribute identification, for example: Location, Employee, Vendor etc.
Type: Select from the Drop Down menu your specific field requirement. For Example If you select “Vendor”, while making Inward entries, when you will come to this input field you will be displayed your list of Vendors. If you select “Employee”, List of Employee will be in display. You can also make your own self defined list, if you wish so, Select “Self List” or select “None” from the Drop Down menu.
The whole process is intended to increase efficiency in work.
You can repeat the process to add all the remaining fields to meet your requirements.
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Now we will explore Service.
If you want to capture service dates and service location for your services provided/taken, you can use this feature.
 Input Service Date : Keeping this option “On” will allow you to capture the service date for the services. This is helpful for tracking maintenance record. If you do not wish to track, you can keep this as “OFF”. |
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 Service Location : Keeping this option “On” will allow you to keep record of service location. If you do not wish to track, you can keep this as “OFF”. |
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 Job Card Service Item Description Field Caption : Specify the Field Caption for each Description in case you want to create Job Card Service Item to identify the values defined under the Service Item. For Example: If Service Item is Vehicle, basic information about Car/Vehicle are Registration Number, Model, Chassis No., Engine No., Date of Registration etc. Service item Name can be Registration Number and other details can be mapped under description 1-5 as above.
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We have completed setting Service. If you want, you can hide this option by clicking on .
 Save : Click on the button to save the information entered in Inventory setup. |
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Now we will look for Finance Setup. Click on “Finance” Tab of the panel.
We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning!
