HaloPSA

HaloPSA Guides

Documentation to assist with the setup and configuration of the HaloPSA platform

Guides > Items & Stock Control

Items & Stock Control

Stock Control

FieldTypeDescription
Track Stock LevelsCheckboxDetermines whether or not the stock tracking functionality is enabled.
Allow Purchase Order stock to be received when not tracking stockCheckboxAllows receival of stock on a purchase order without stock checks being made on the product.
Create Serialised AssetsSingle SelectOnly shows if 'Track Stock Levels' is checked. Determines the point at which Assets are created for serialised product movements:
  • When stock is added - Assets will be created as soon as serialised products are brought into stock.
  • When items are consigned - Assets will be created upon serialised products being delivered to the customer.
Asset Serialization FieldSingle SelectThis option allows you to use an Asset field that can be populated upon adding Assets for serialised product movements, i.e: you order a laptop & upon receiving this laptop, you can add the laptop's serial number into this field.

When serialising Assets you can choose to input data in an additional Asset field (An extra field which will appear on the Asset Serialization screen). Selecting "Serial Number" allows you to have a unique Asset Number/ Tag and Serial Number at the point of serialising the Asset
Asset Serialization Field is mandatoryCheckboxWhen enabled, the field used for serialising the asset in the previous setting will become mandatory when consigning.
Asset Types
ButtonThis opens up the menu for creating and modifying Asset Types. This is a shortcut to the same menu as Configuration > Asset Management > Asset Types. There are field descriptions on the corresponding Administrator Guide.
Show Asset Tag in addition to serialization field (if overridden at Asset Type) on consignment
CheckboxWhen selected, this will allow you to input an asset tag as well as the serialization field when consigning. The 'Create Serialised Assets' single select must be set for this to show. 
Show Asset Tag in addition to serialization field (if overridden at Asset Type) on stock in
CheckboxWhen selected, this will allow you to input an asset tag as well as a serialization field when items are added into stock. The 'Create Serialised Assets' single select must be set for this to show. 
Tab input behaviour when serializing Assets
Single Select
When you serialise assets a modal window appears, this will decide the tab behaviour of the actions you make. i..e "Tab to next field" when selected, will tab to the next field when serialising assets (you will have to click the tab key twice to get onto the next asset), where as the option "tab to next asset" when selected, will directly take you to the next asset on the modal window when you click the tab key.
Allow reserving of Products/AssetsCheckboxWhen checked, quantities of Products and Assets can be "reserved", whereby they remain in stock, but are not available for consignment elsewhere. You can Reserve Items which are in Stock for a certain Customer/Sales Order. This means they will be reserved and taken out of stock for any future Sales Orders.
Check type for Products that require ordering on Sales OrdersCheckboxThis setting will determine when products can have purchase orders created. If the first option is used, the products will only be able to be created on a purchase order once from sales order, if the second option is in use, there will be the ability to create a purchase order for a partial quantity of products, then you will be able to order more products on a separate purchase order, as there will still be the "Order Items" option found on the Sales Orders action options.
Automatically create and select serialised AssetsCheckboxWhen selected, Asset additions from receiving stock/consigning products will be automatic (no option to manually enter asset tag or serialisation data). This setting will automatically assign the Asset Matching field in the same way the "Auto Pick" button automatically assigns an Asset Matching field.
Default Stock LocationSingle SelectThe Site selected here will be the stock location of any Items recieved. This can be overriden at the time of reception. If a stock location has not been set in any entity, it will use the default stock location which is set here. Each site, has a setting on the details tab called "This site is a stock location"
Consignment site on quotes, sale orders, and purchase orders is mandatoryCheckboxWhen adding Products to Quote, Sales, and Purchase Orders you have the option to select a Consignment Site. Checking this box makes the consignment site mandatory. The consignment site on Quotes & Orders refers to the site that hardware will ultimately be delivered to.
Consignment site must be at the Client of the orderCheckboxWhen selected, products can only be delivered to sites that fall under the Client who made the initial order.
Hide cost information of issued items
Checkbox
If checked, when issuing items to Tickets, Agents will not be able to see the cost or price associated with those items either when issuing them or viewing them in the Items tab.
Allow selection of serialised asset User
Checkbox
If checked, when serialising Assets, there will also be the option to select a User for that Asset.
Default serialised Asset User
Single Select
When the above is enabled, this will act as the default selection of the User, but can be changed upon serialising.
Allow selection of serialised Asset status
Checkbox
If checked, when serialising Assets, there will also be the option to select an Asset Status for that Asset.
Default Status of Consigned Assets
Single Select
When an asset is consigned, this will be the default status given to it, there will be no change if let as *Not Set*
Default PDF Template for Consignments
Single Select
The PDF Template selected here will be used when printing a Consignment document. These are fully HTML customisable, and can be branded in any way you see fit.
Allow selection of Site Bins in addition to Sites for stock locations
Checkbox
When checked, an additional layer of stock storage is available for setup under each Site. You can select a stock bin from within a site. This "Stock Bin" will appear as a tab on the site if "This site is a stock location" is checked on.
Default Stock location for Assets being swapped back into StockSingle Select
The Site selected here will be a default location for any Assets being returned to stock. This is still able to be changed when returning.
Default Stock Bin Location for Assets being swapped back into Stock
Single Select
The Site's Bin selected here will be a default location for any Assets being returned to stock. This is still able to be changed when returning.
Status for Assets returned to stock
Single Select
The Asset Status selected here will be a default for any Assets being returned to stock. This is still able to be changed when returning.
When stock is returned, remove the User of the Asset
Checkbox
When checked, any User assigned to the Asset you are returning will be removed. 
When consigning Items on a Ticket, add the serialized Assets to the Ticket
CheckboxIf there are Items added to a ticket using "Issue Items" when these items are consigned, they will be added to the ticket after being serialized.
When consigning Items only show stock locations with stock available
CheckboxWhen checked, the only locations that will show up as options in the consignment menu will be those with that item in stock. Else, they will be hidden.
Automatically create purchase orders using a daily scan for Products when they drop below a stock level threshold
Checkbox
For information on this set up please refer to this guide: Automating Procurement
Allow Assets without stock records to be returned to stock
Checkbox
With this setting enabled, even if the asset did not get created from a product, you will still be able to return it to stock.
Note: The link between an Asset Type and an Product must be one-to-one for this to work.
Allow Product selection for Assets returned without stock records
Checkbox
When checked, you will be able to choose which product assets are returned to stock as, when the asset is not linked to an product already (dependent on 'allow Assets without stock records to be returned to stock' being enabled). Product selection will be limited to products that have this asset as their 'linked asset type'. 

Accounts Settings

FieldTypeDescription
Default sales account code for new ItemsFree TextWhen creating new Items, this will be the default Sales Nominal Code assigned to the Item. This can be changed at creation.
Default purchase account code for new ItemsFree TextWhen creating new Items, this will be the default Purchase Nominal Code assigned to the Item. This can be changed at creation.
Issued Item invoice descriptionFree TextIf an item is issued through a ticket, this will be the default invoice description given to that item $-variables can be used. As of v2.184+ this can also be set against the item and the item group. 
Set sales and purchase tax for Items from accountsCheckboxThe Accounts Codes module must be enabled to activate this feature. Tax rates can be set per accounts code and will be disabled on the Item screen. This setting can be found in both Item settings and Billing Settings.

Imports

FieldTypeDescription
Unique identifier for Items
Single Select
When importing productss via CSV, this field will be used to determine whether to create new products or update existing records. Existing records will be updated if the contents of the field in the import matches the contents of the corresponding field in Halo.
Import Items
ButtonThis opens up the menu for importing Products, i.e. the details of each potential item, via CSV or XLS files. The format of these files must match the examples found in the downloadable .zip file atop the menu.
Import Stock
ButtonThis opens up the menu for importing Stock, i.e. the quantities of any existing Products, via CSV or XLS files. The format of these files must match the examples found in the downloadable .zip file atop the menu.

Miscellaneous

FieldTypeDescription
Default View of Products
Single SelectConfigurable options: All Products, Products by group, Products by stock location. You must log out and back in to your Halo instance for this setting to take effect.
Update recurring invoice lines with Product changes
Single Select

This setting allows you to automatically update recurring invoice lines when specific fields (e.g., Name, Sales Description, Recurring Price, etc.) on an item used in recurring invoices are changed. You can choose to update all recurring invoice lines or only those that are not part of a bundle. Updates are applied only when the previous values on the recurring invoice lines match the previous values of the item. 


If this setting is set to "Always ask," you’ll be prompted whenever making changes to items that might update recurring invoices. The prompt provides the same options as the automatic update setting i.e. No, Update all lines, update all non-bundle lines. It will also give you the number of recurring invoices that will be updated.


Products fields that are checked for updates: Name, Sales Description, Recurring Price, Recurring Cost, Tax code, Quickbooks Product ID, Tax code (Sales).
Automating Prices in Recurring Invoices
Always update recurring invoice lines to reflect Product changes, regardless of matching previous values
CheckboxWhen the above single select option is not set to "Never" this setting will appear and you can choose whether or not matching applies. The matching is referring to the recurring price and cost set on the product when the product was added to the recurring invoice. With this setting on, no matter what the values were when added, the recurring invoices will update to reflect the new recurring cost/ price set on the product. 
Automating Prices in Recurring Invoices
Product Bundles
ButtonThis button will take you to the product bundles module of Halo:
Update prices for Bundle Products on Recurring Invoices when changed on the Bundle Template
Single SelectThis setting will determine the ability to automatically update the pricing on recurring invoice lines, that are product bundles. Can be set to Never, Always, or Display an option in the Product Bundles settings tab.
Product Bundle Categories
Button

Item names must be unique
CheckboxWhen selected, Products must have unique names. When disabled, multiple products can have the same name.
Manufacturer SKU must be unique
Checkbox
When this setting is enabled, the manufacturer SKU found under each products settings, will require the manufacturer SKU field found under each product, to be unique. If the SKU is not unique, you will be given a pop-up warning.
Match newly created Products using the API on Manufacturer SKU of existing Products
Checkbox
When creating new products through the API (API tool or through a Product import) and this setting is enabled, the system will check for existing Product SKU's and match onto them. Meaning that "Newly" created products will overwrite the existing products if the SKUs match.
Allow items to be created on quotes
Checkbox
When checked, the ability to create a new Item in real time will be available when editing a Quote. This saves you from having to head to the Items area to create it there.
Allow Users to view items
Checkbox
Guide: Allow users to self-issue items

When checked, ticket types will have a "Items Issued" Field which can be added to the field list tab. Save the field list first and then the visibility restrictions can be set by editing the field via the pencil icon.
NB: This may not work right away, if you are having issues, try to change the ticket type set on the menu button you are testing with (configuration > Self Service Portal) i.e. if it is the "New Ticket" menu button, change the ticket type and save it, clear cache then change the ticket type back to what you wanted, then check to make sure the items issued appears on the users ticket creation screen, when logging tickets on the self service portal.
Do not allow the use of ad hoc items
Checkbox
When checked, this will prohibit the ability to add an ad-hoc item anywhere in the system. The usual case for this is on a Quote.
Item Code for Miscellaneous Items for Quotations and Sales OrdersSingle SelectThis item code attributed to the product selected here will be the item code applied when adding generic products to Quotes 

Item for minimum total line on invoices


Single SelectInvoices can have a minimum amount set against them, if the invoice for some reason doesn't reach the minimal amount, this item which is inputted here, can be added to the invoice and it will then reach the minimal amount.

Display the items issued field as a catalogue in the self-service portal


Single SelectThis setting is one of a few that can be used in a set up for allowing users to add items they would like, directly from the new ticket screen.

For more information on this setting, refer to this guide: Allow users to self-issue items

Expand all Products in the item catalogue by default


Single SelectThis setting is one of a few that can be used in a set up for allowing users to add items they would like, directly from the new ticket screen.

For more information on this setting, refer to this guide: Allow users to self-issue items


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