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The product record Details tab

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Summary

Details tab in a product record can store all the main details about the product record, including product details, defaults, status, ordering, sales price and stock take.

Description

To get to the Details tab:

  1. Click Products and services.
  2. Double click on an existing product, or click New if you are creating a new record.
  3. The product record opens automatically on the Details tab.

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On this window you can amend the following:

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Product Details

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Product Code*

You can enter up to 30 characters for the product code. You can use A-Z, 0-9, /.-# but not spaces or comma’s. Each product must have its own unique code.

NOTE: Once a stock code is created it can't be changed. If you want to change the code you need to create a new product record.
Item Type From the drop-down list choose the type of product required.

The product can either be a:
  • Stock Item
  • Non-Stock Item
  • Service Item - Sage 50 Accounts Professional and above

Choose Stock Item for items you keep in stock where you want to record the stock activity. Choose Non Stock Item for items you don't keep in stock, no activity details are recorded for Non Stock Items.

A Service Item is similar to a Non Stock item i.e. no activity details are recorded. You'd use this for services, such as labour.

When you enter an order or invoice with a Stock or Non Stock Item, you can record two additional comment lines in the Edit Item Line window. If you use a Service Item, you can enter more details with a free text box in the Edit Item Line window.

TIP: You can change the default Item Type in a new record in Product defaults.
Description

Enter the product name or description. This appears on reports and it automatically appears when you use the product code on invoices, credit notes, sales and purchase orders. You can enter up to 120 characters in v29 and 60 in v28.1 and below.
Category From the drop-down list you can choose one of the 999 category codes available for reporting purposes.
Intrastat Com. Code

NOTE: The information in this box is for reference only unless you're using Sage 50 Accounts Professional and above where it can be used to produce Intrastat Supplementary Declaration information.

You should enter the item's commodity code here. This must be eight numeric characters for HM Revenue & Customs (HMRC) to accept your Intrastat returns. For further information about this, read more.There's an additional field at the end of Intrastat Com. Code for a two digit duty code. A duty code is used to explain the duty you apply to the stock item when you import it. The duty code doesn't appear on any reports, however you can add this variable onto your reports.
Supp Unit Qty Enter any supplementary units here. For each commodity code, you must report either the net mass, or both the net mass and the supplementary unit quantities.
Com. Code Description

You should enter the item’s commodity code description here.

NOTE: The information in this box is for reference only unless you're using Sage 50 Accounts Professional where it can be used to enter a description for your commodity code.

If you've upgraded from a previous version of Sage Accounts and you used commodity codes prior to the upgrade, Sage Accounts uses this box for commodity codes which aren't in the required 8 digit format. If you've upgraded, you should check this box and transfer commodity codes, in the correct format, into the Intrastat Com. Code box.
Weight (kg) Enter the weight, in kilograms, of the item. This is essential if you're using Sage 50 Accounts Professional or above to produce Intrastat Supplementary Declaration information.
Bar Code Bar code entries are alphanumeric and can be up to 60 characters in length. You can add bar codes to a range of layouts in Sage Accounts including invoices, orders and delivery notes.
Inactive To prevent any further activity on the record, and if required, exclude this product from the Products and services window and selection lists, select this check box.
Location

Enter the location of your stock item. You can enter up to 16 characters.

NOTE: This is a free text field, you can't set up pre-defined locations and move the stock between location.
Country of Origin To ensure it appears in your Intrastat Declaration, enter the item's country of origin code here (UK, FR). If you don't, your declaration may be rejected.

The country of origin is where the item was manufactured. This may differ from the country it was supplied from, referred to as the country of consignment, which is set on the supplier's record.
* denotes a compulsory field.

Defaults

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Sales Nominal Code Use this box to identify the sales nominal code to which the value of these items are posted when you update product invoices or credit notes that include this item.

This can be overridden if you select the Use Default Nominal Code for Sales check box from within the Customer record > Defaults tab.
Tax Code Use this drop-down list to choose the VAT rate to be applied by default when you raise a product invoice, credit note or create a sales order or purchase order for this product.

If required, you can change this tax code when you enter invoices or orders. It can also be overwritten if you select the Use Default Tax Code for Sales check box, from within the Customer Record > Defaults tab.
Purchase Nominal Code Sage 50 Accounts Professional only

Use this box to identify the purchase nominal code to which the value of the items are posted when you update any purchase orders that include this item.

This can be overridden if you select the Use Default Nominal Code for Purchases check box from within the Supplier record > Defaults tab.
Part No.

You can enter a product reference number here, up to 60 characters for v29 and 16 for v28.1 and below.

For example, a supplier's reference or part number.
Supplier A/C From the drop-down list, choose the supplier account reference for the supplier of this product.
Department If you use the departmental analysis option you can assign the product to a department for reporting purposes. Use the drop-down list to choose one of the 999 department codes available.
EC VAT Description UK version only

This box is blank by default. From the drop-down list, choose an EC Sales description.

Three default descriptions are provided, and you can create a further four additional messages. If required, the descriptions can be amended within Settings > Company Preferences > VAT tab > EC VAT Descriptions.

Status

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In Stock The current quantity in stock appears in this box. You can use the OB option to enter the opening balance for the product.
Free Stock Sage 50 Accounts Professional only

The Free Stock is the In Stock total minus the Allocated stock total.
Re-order Level Sage 50 Accounts Professional only

Enter the quantity of stock at which new stock should be ordered. If the stock falls below this figure, the product item appears in red in the Products window and automatically appears on the Re-Order Levels and Shortfall reports. If the re-order level box is left blank, the product item doesn't appear on these reports.
Allocated Sage 50 Accounts Professional only

The quantity of stock allocated to Sales Orders and Project records appears in this box.
On Order Sage 50 Accounts Professional aonly

The quantity of stock on order on Purchase Orders appears in this box.
Re-order Qty Sage 50 Accounts Professional only

Enter the quantity of stock that you'd normally re-order. When you raise a purchase order for this product, the quantity you enter here appears automatically, but can be overwritten if required.

Ordering

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Last Cost Price (Standard) This is the latest cost price for the product, which is taken from the last entry that's been made using either the Opening Balance, Adjustments In, Purchase Order Processing or the Global Changes options. No discount is taken into account.
Last Cost Price (Discounted) Sage 50 Accounts Professional only

This is the discounted cost price for the product item, which is taken from the last entry that's been made using either the Opening Balance, Adjustments In, or Purchase Order Processing.
Last Ord Qty Sage 50 Accounts Professional only

This is the quantity of the last purchase order raised for this product, after it's been placed on order.
Last Ord Date Sage 50 Accounts Professional only
This is the date of the last purchase order raised for this product, after it's been placed on order.

Sales Price

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Price This is the net sales price of the product, which is used for sales orders, product invoices and credit notes.
Unit of Sale You can use up to eight characters to describe the unit of sale, for example, Each, Boxes, Kilograms, Hours. This is used for reference only but can be added to reports if necessary.
Pricing Structure Sage 50 Accounts Plus and above only

If you need to create a special price for this product, click Pricing Structure then complete, as required.

Stock Take

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Date The date of your last stock take. This date updates when you post a stock take using the Stock Take option.
Quantity The stock quantity of this product at your last stock take. This quantity is used for information only and doesn't affect your In Stock quantity. This quantity updates when you post a stock take using the Stock Take option.

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