Marlin GTX enables the creation, maintenance and control of products using the Product Maintenance module.
Product Maintenance centralises product setup including descriptions, classification, costing methods, pricing structures, inventory tracking and ordering rules.
Product Maintenance can be accessed by selecting Main > Products > Manage Products from the menu bar.
Product Maintenance can be accessed by selecting:
- Main > Products > Manage Products.
Adding Products
Main > Products > Manage Products
To add a new product:
- Click on Add button at the top of module window
The Add Product window will open on the Details tab.
Enter the product details and click on the Save at the top of the module window.
See the sections below for further information about the individual product fields.
To save time, you can clone an existing product and update only the required fields:
- Select the product in Product Maintenance
- Click the Clone button at the top of the module window
(or press F5 on the keyboard)
Product Details
Main > Products > Manage Products > [Product] > Details
The Details tab includes the item's general settings, pricing fields, cost structure and inventory tracking metrics.
Description and Handling
Main > Products > Manage Products > [Product] > Details
The top part of the section on the left defines a product's description and handling.
Product detail and handling fields:
- Code: A unique identifier for the item.
- Description: A short name or label for the item.
- Long Description: Additional detail describing the product more completely.
- Allow Description Override: Allows users to modify the description on orders and transactions.
- Active: Whether the item is currently available for sale.
- Edit Sell Price: Allows users to change the sell price on orders and transactions.
- Second Hand Item: Flags the item as eligible for trade-in.
- Requires the Costing Method to be set to Specific Cost. When traded in, the cost posts to a specific-cost grouping.
- Stocked: Determines whether the item is tracked in inventory.
- Stocked Items: Quantity on hand and cost are tracked.
Sales post to the Sales of Stocked Items GL account. - Non-Stocked Items: No tracking, cost is always $0.
Sales post to the Sales Revenue and Purchase Expense accounts.
Note: Nonstocked items always generate 100% gross profit since their cost is $0.
- Stocked Items: Quantity on hand and cost are tracked.
Classification
Main > Products > Manage Products > [Product] > Details
The bottom part of the section on the left defines a product's classification.
Product classification fields:
- Product Type: Not currently used (leave as Product).
- Costing Method: How the item's purchasing costs are calculated.
- Average Cost: Averages previous purchases
- Specific Cost: Is a specific-cost grouping
(individual products have their own costs) - ZeroCost: Cost is always $0
- Standard Cost: (If enabled) Always apply standard accounting cost
(additional Standard Cost appears in Costs section on the right)
- Supplier Catalog Code: The supplier’s product or catalogue reference number.
- Barcode: Barcode number, if applicable
- Product Group: How the product is grouped for reporting purposes.
- Search Code: Used for quick look-up
- Tyres: Enter size without letters and slashes (eg. "2357515").
- Other: Enter short, memorable codes (eg. "LAB", "WHEEL178")
- Series: Product series, if applicable
- Speed: Product speed, if applicable
- Brand: Select product brand (add from System > System files > Products > Product Brands)
- Sales GL Account: (Non-stocked items only) Account for recording revenue
- Purchases GL Account: (Non-tocked items only) Account for recording purchase cost.
- Item Type: Customisable categorisations (add from System > System files > Products > Item Types)
Prices
Main > Products > Manage Products > [Product] > Details
The section at the top-right defines a product's sell prices.
These are the default sell prices that will be used when a product is added to an order:
- By default you will have access to Retail and Wholesale prices
- However, you can define up to six custom pricing slots
- Whether sell prices can be edited after being added to orders is controlled using the Edit Sell Price checkbox in the General section on the left
See the Sell Prices help guide for further details.
Product Costs
Main > Products > Manage Products > [Product] > Details
The section in the middle on the right defines a product's purchasing costs.
Product Cost Fields:
- Normal Cost: The usual cost at which the item is typically acquired
- Special Cost: Used in calculations when lower than the normal cost
- Supplier List: The supplier’s suggested retail price
- Last Cost: The most recent cost paid to acquire the item
- Average Cost: The average cost of previous purchases
- Average Claims: The average credit expected from warranty claims.
- Average Consignment In Cost: The average cost of supplier-owned consignment stock
- Standard Cost: (Only when Costing Method is Standard Cost) A static expected cost for the item, with variances recorded against actual costs
Product Quantities
Main > Products > Manage Products > [Product] > Details
The section at the bottom-right shows various product quantities.
These quantities are automatically calculated and cannot be edited.
Product Quantity Fields:
- On Hand: Quantity currently in stock
- Reserved: Quantity allocated to incomplete orders
- On Work Order: Quantity allocated to open work orders
- On Purchase Order: Quantity on open supplier orders
- On Consignment Out: Quantity held by customers under consignment
- On Consignment In: Quantity received from suppliers under consignment
- Held On Claims: Quantity pending with suppliers for warranty claims.
- Available Stock: Quantity available for sale
- Calculated as: On Hand minus On Work Order minus Reserved
- If you have insufficient stock, this number will be negative
Adding an item to a work order does not reduce the On Hand quantity until the work order is completed.
Product Options
Main > Products > Manage Products > [Product] > Options
The Options tab includes additional settings that affect costing, sales tax handling and inventory replenishment.
Costing Options
Main > Products > Manage Products > [Product] > Options
The section on the right contains various ordering options.
Product costing fields:
- Sell By: Defines how the item is sold
- Quantity: Sold in individual units (e.g. tyres, batteries)
- Value: Sold by calculated value (e.g. fuel)
- Purchase Price Mode: Whether the purchase price is per unit or per other metric
- Stock Unit: Informational only. Defines the unit of measure (e.g. EA, QTS, Set) for use on printed forms
- Location: Indicates the store or stock location
- Tax Code: Required. Defines the applicable tax rate or exemption for the item
- Markup Group: Sets the markup used to calculate the selling price for each pricing level
- Supplier Discount: Defines how your cost is calculated when a supplier discount is available
- If blank, cost is calculated as the lower of Normal Cost or Special Cost (if not $0.00)
- Standard Remark: Assigns a predefined comment to print on quotes, work orders and invoices
- Add-On Package Group: Assigns product to an add-on package
- Commission: Assigns a product-level commission
- Incentive: Assigns a SPIFF (Sales Promotion Incentive Fund) amount for employee bonuses (Only active if a commission type is set)
- Stock Message: Stores a custom message relating to this item’s inventory, such as alerts or notes
stock message - select product message from menu - where does this apply?
Are you asking where stock messages are set up so that they can be selected from the dropdown?
Product Ordering Options
Main > Products > Manage Products > [Product] > Options
Product ordering fields:
- Normal Supplier: The default supplier for the product
- Allow Decimal Quantity: Enables fractional quantities (Useful for items like oil, coolant and other liquids)
- Warranty Limit: The duration or limit of the item's warranty
(e.g. months or mileage) - Last Purchase Date: The last date this item was replenished
- Last Purchase Reference: The invoice or document number for last purchase
- Discontinued: Flags the item as no longer available for sale
- Discontinued Date: Specifies the date the item was discontinued
- Reorder Level: The quantity at which the item should be re-ordered, based on sales history
- Reorder Quantity: The quantity typically ordered when replenishing
- Safety Quantity: The minimum quantity you always want to keep in stock regardless of sales activity
re-order levels not there? - no mention in re-order doc? https://help.megabus.com.au/gtx/docs/reorder-levels
As in, it's not visible in the screenshot? I believe this is a switch dependent configuration. If they have the switch on, the reorder level will show.
Additional Tabs
Main > Products > Manage Products > [Product]
The other Product Maintenance tabs provide extended functionality for managing and reviewing product records.
See the relevant help guides for details.
- Not all tabs are applicable to every product type or configuration
- Some tabs, including Web Fields, Image and Equivalents, are only available at the Head Office in centralised systems.
