हिन्दी

Items and stock

What you’ll do here: add and change items, see your stock, correct it, and enter opening stock.

The item master

Every item you sell is kept in the item master. Open it with Ctrl+I, or Masters › Item Master.

The item master. Open it with Ctrl+I, or Masters › Item Master.

The list shows your items. Keys:

To search by rack, type r: and the rack, for example r:A1.

Adding a new item

1. Press F2 in the item master, or F2 in the item box of a bill or purchase.
2. Fill in the form. The important boxes are:
   • Item name: as you want it on the bill, with the size, for example “ZZ Sugar 1 kg”.
   • Scan new barcode: scan the packet. Alt+G makes a new in-store barcode for items that have none.
   • Unit: PCS for packets and pieces; KG, G, L or ML for loose goods.
   • Loose / weighed: tick for goods sold by weight or volume.
   • Packing (e.g. BOX of 12) and Barcodes on the pack: if the item also comes in a pack.
   • Category and Company / brand (F3): for reports.
   • HSN and GST % (0/5/12/18/28/40): from the supplier’s bill or your CA.
   • Purchase cost / unit (before GST): what you pay for one.
   • MRP: as printed on the packet.
   • Sale rate: your selling price. Leave it empty to sell at MRP.
   • Discount % on every bill: a standing discount on this item, if any. Setu shows what the customer then pays.
   • Reorder at (minimum qty): when stock falls to this, the item shows in the low stock report.
   • Stock in shop now (new items only): goods already on the shelf with no purchase bill to enter. Leave it empty for goods you’ll enter on a purchase bill.
3. Press PgDn or Ctrl+W to save.

The right side of the form has more boxes that most shops can leave as they are: Status, Hide, Fast search code, Rate-A/B/C (rates for different kinds of customers), Default sale qty, Negative stock, Maximum discount % (cashier) and Minimum margin %.

Setu checks the item as you save. For example, it warns if the sale rate after discount is below cost, or if another item already has the same name. Read the message, then fix it or press save again to keep it.

Who can add or change items

The owner and managers can. A cashier’s new or changed item needs a manager: the form shows Manager user (approval) and a PIN or passphrase box for the manager to fill in. A cashier never sees an existing item’s purchase cost.

Changing an item

Find the item and press F3 or Enter. Change what you need and save.

Changing the MRP

When the MRP goes up or down, change the MRP box. If there’s stock at the old MRP, Setu keeps it apart and tells you, for example: “MRP changed to ₹105 for new stock. 8 in stock stay at MRP ₹100 and sell at ₹95.” See Choosing the MRP.

Removing an item

Press Del on an item you no longer sell. Setu asks first. A removed item no longer shows in lists, searches or the bill, but old bills, stock history and GST returns keep it. F9 in the item list shows removed items and brings them back.

Current stock

Choose Stocks › Current stock, or press 4 on the main menu. It lists every item with its stock.

For an item with stock at more than one MRP, the side panel shows “MRP lots of <item>: Insert changes the stock of one lot.”

Correcting stock

Add or less stock

Use Insert in the item master or Current stock, or Transactions › Stock adjustment (owner and manager), for breakage, a packet found, or a count that differs. Type the change (+ or −) or the counted quantity, and a note.

A cashier’s stock change is saved for the owner to review. A manager may approve it on the spot.

Physical stock count

To count a shelf or the whole shop, choose Transactions › Physical stock count (owner and manager).

1. In Rack, type the rack to count, or leave it blank for all items, and press Enter.
2. Type the counted quantity for each item. Rows you leave blank are not changed.
3. Press Ctrl+W (Post differences). Setu corrects the stock to your count.

Stock reports

The Stocks menu has these reports:

• Current stock, Stock ledger (item), Stock Status, Stock & Sales Analysis, Item Day Book;
• Low stock / reorder: items at or below their reorder level;
• Near expiry: for items with batch and expiry tracking;
• Slow moving: items that aren’t selling;
• Rack wise stock;
• Stock by MRP and Old MRP stock: stock at each MRP;
• Today’s Gross Profit (owner and manager).

See Reports for how report screens work.

Opening stock

When you start with Setu, the goods already on your shelves are your opening stock.

• For a few items, type Stock in shop now when you add each item.
• For many items, bring them from your old software. See Bringing data from your old software.
• The owner can also use Masters › Opening stock & balances. Its screen is headed OPENING STOCK & BALANCES (cut-over). For each item, choose the Item, type the Quantity (base unit), Cost per unit and MRP, and optionally the Mfg date, then click Post opening stock. If the same item is on the shelf at a second MRP, post it again with that MRP and its Sale rate (another MRP only).

The same screen posts a customer’s or supplier’s opening balance (Post opening balance) and the cash in the drawer at cut-over (Post opening cash).

Opening stock value goes into stock. Don’t also enter it as an account total.

GST rates and HSN for many items

Masters › Item GST% / HSN updation (owner) changes GST rates and HSN codes for many items at once, for example when the government changes a rate.