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How to… set up MultiTAS Trade

So… You’ve bought MultiTAS Plus and the Trade option as managing stock at multiple locations has been a challenge for your business up to now. You’ve downloaded it. You’ve installed it. You’re about to run it for the first time. But wait! Here are some points to consider, plan and action before you go any further. If you have any queries about any of this please contact Support.

You might want to assign an NL department to each Stock Location. If this is the case you need to check that the necessary Chart of Accounts records have been set up in TAS. To do this use TASBooks function 111 Maintain Chart of Accounts to create the extra Sales/Income, Cost of Sales and Stock accounts which you need.

Tip: have a look at your existing Sales/Income chart of accounts to see how they are setup, then copy the various options as needed.

Next, for each extra Stock Location that you are going to create, make sure that a Purchase Delivery Address exists. Use MultiTAS program 7.8.1 Create Purchase Delivery Addresses to add extra Purchase Delivery Addresses. When creating Purchase Orders in TASBooks, make sure that you select one of these delivery addresses. It saves you time by helping to ensure that PO Receipts of Goods are allocated to the correct stock location.

Now, create the extra Stock Locations (Warehouses) that you need. To do this, you should use MultiTAS program 5.1.4 Maintain Warehouses (514) to add extra Stock Locations. If you want to assign them a different default NL Department and default Purchase Delivery Address then enter the relevant details into the provided fields.

If you chose to implement the different NL Departments for warehouses you need to ensure that this setting is switched on! You can do this in MultiTAS program 0.1.1 Maintain Central Information. Look for Stock group and choose the option ‘Assign Departments to Warehouses’.

For your customer records, you may want to change the default location assigned for each customer. You can do this via MultiTAS program 2.1.1 and expand the Analysis group of settings and set the Default Location. When you enter an order for this customer in MultiTAS it will automatically select this stock location.

You can do the same for your suppliers with MultiTAS program 3.1.1.

Next, consider what starting stock levels you want at each location. You can enter these in MultiTAS program 5.2.1 Stock Adjustments. Set the adjustment type according to how you are getting stock to the location.

Everday usage

With Trade, each product is provided a Product Warehouse record for each location. You can view these records by drilling down on a product in MultiTAS program 5.1.1 then clicking on Locations. You’ll see a summary of stock at your locations. Drill down on a location to view that location’s Product Warehouse record.

The Product Warehouse records are created on an as-required basis. If you selected to assign different NL departments for locations then the NL department used for stock in/out and invoicing will be retrieved from the Warehouse record (setup in MultiTAS program 5.1.4).

Essential: If you decide to change a product’s chart of account details (sales/cost/stock accounts), you must ensure it is processed in MultiTAS rather than TASBooks, so that the Product Warehouse records are updated!

And finally… Any movements processed in TASBooks can be ‘assigned’ in MultiTAS using program 5.2.2 Assign Stock Movements. To keep your MultiTAS stock figures as up to date as possible please use MultiTAS for processing where possible!

Driving improvements in multi-location stock management

The renowned Welsh publishers, Y Lolfa, wanted the functionality to manage and maintain stock locations for distributors where stock is on consignment. When the distributor sells stock, Y Lolfa also wanted to be able to assign a sales order to the distributor’s stock location so that the stock for the order could be fulfilled from the distributor’s stock location.

Thanks to the team at Infoplex, we now always know how much stock we have and where it is located which further improves our relations with customers and distributors… All this at a touch of a button.

Yet another TAS user taking advantage of our MultiTAS Trade product and its stock management functions. Diolch yn fawr!