Non-stock items (IN202000)

This topic gives you information about the elements that you find in this window in Visma Net, such as fields, field values, buttons, and check boxes.

You can use this window to create, view, and edit non-stock items. Non-stock items are not kept in a warehouse, so they are immediately available for purchase when they are ordered. For details on these items, see: About non-stock item support.

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

  • White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:

    • space: the result contains the words in any order,

    • %: the result contains the words in the specific order, and the % functions as a wildcard as well.

  • Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.
Button Description
Actions Provides the following actions:
  • Update cost
    To update the cost of the selected non-stock item
  • View restriction groups
    To navigate to the Restriction groups by item (IN103020) window, so that you can view or change the restriction groups that have access to the non-stock item.
  • Change the item ID
    To change the ID of the currently selected non-stock item
Inquiries Provides quick access to inquiry forms as follows:

In this area, you can select an item by its ID to view its information, or you can create a record for a new non-stock item.

Element Description

Item ID

The unique alphanumeric identifier of the non-stock item.

The structure of identifiers is defined by the INVENTORY segmented key in the Segment keys (CS202000) window.

At a later time, you can change the non-stock item ID by selecting Change ID on the Actions menu in the toolbar.

Item status

The status of the non-stock item. You can select one of the following options:
  • Active
    Indicates that the item can be used in inventory operations, such as issues and receipts.
  • No sales
    Indicates that the item cannot be sold.
  • No purchases
    Indicates that the item cannot be purchased.
  • No request
    Indicates that the item cannot be used on requisition requests.
  • Inactive
    Indicates that no inventory operations are allowed for the non-stock item.
  • Marked for deletion
    Indicates that the item is marked for deletion.
    No inventory operations are allowed, but the record will be kept in the database if any inventory transactions were related to it.
Description

A brief description of the non-stock item.

Work group

The work group that is responsible for the non-stock item.

Product manager

The product manager who is responsible for the non-stock item.

On this tab, you can define or change the default settings for a non-stock item. You can also specify its unit conversion rules.

By using the elements in the section, you can assign this item to an item class, a posting class, and a price class, and you can specify other default properties.

Element Description

Item class

The item class the item is associated with; only item classes for non-stock items appear on the list for selection.

Item classes, which are used to group stock items and provide default settings for new items of the class, are defined in the Item classes (IN201000) window.
Type The non-stock item type. You can select one of the following options:
  • Non-stock item - A general type of non-stock items
  • Labour - A type of non-stock items to be used as labour hour rates.

    • Non-stock items of the Labour type are processed in the system differently from non-stock items of other types.

    They are used in the Projects and Time and expensesworkspaces as a source of accounts to be used in contract and project invoicing.

    For labour-type non-stock items, the system allow tracking of costs as for items of other types. Also, you can define prices and maintain the price lists for labour-type items.

    In Visma Net, to account for work hours and overtime hours spent on projects and contract servicing, employees use time cards.

    To calculate cost of labour, the system uses the work hour rates specified for each employee on the Employee rates tab of the Employees (EP203000) window.

    The cost of overtime labour is calculated based on the employee work hour rates multiplied by the factor specified as the Overtime multiplier in the Time and expenses preferences (EP101000) window.

  • Service - A type of non-stock items to be used as service fees
  • Charge - A type of non-stock items that are used as charge rates
  • Expense - A type of non-stock items that are added to documents to designate specific expenses

Posting class

The posting class the item is associated with.

You can use posting classes to group non-stock items with similar properties and provide default settings used to post inventory transactions related to the items to the general ledger.
The posting classes are defined in the Posting classes (IN206000) window.

Is a kit

Select this check box if the non-stock item is a kit.

The components of the kit can be specified by using the Kit specifications (IN209500) window.

Webhook notification

When this check box is selected and saved for an item, you will be notified regarding changes.

The Webhook notifications tab appears when you select the item.

VAT category

The VAT category of the non-stock item.
By default, this is the VAT category specified for the item class to which this item has been assigned.
If needed, another VAT category can be selected for the item.

Default warehouse

The warehouse whose settings can be used for this non-stock item on sales orders or purchase orders.
This column is only displayed if the Multiple warehouses functionality in the Enable/disable functionalities (CS100000) window is enabled.

Require receipt

A check box that you select to require that the system create a purchase receipt for this non-stock item.

If you select this check box, the system will not generate any inventory transactions for the non-stock item.

Require shipment

A check box you select to require that the system create a sales order receipt for this non-stock item.

If you select this check box, you cannot have the system generate any inventory transactions for this non-stock item.

Complete purchase order line

Choose between:

  • By amount
  • By quantity

Reverse charge item

Select this check box if the non-stock item is a reverse charge item.

This check box is only displayed if the Type is Expense and the Expense Integration functionality in the Enable/disable functionalities (CS100000) window is enabled.

External ID

This field is automatically populated if the non-stock item is linked to an external expense type in the Expense receipt inbox (EP50605S) window.

This field is only displayed if the Type is Expense and the Expense Integration functionality in the Enable/disable functionalities (CS100000) window is enabled.

By using the unit conversion table, you can set up conversion rules between different units of measure used for this item. The unit conversion parameters are specified with respect to the UoM selected as the base unit for the non-stock item. This table is only available if the Multiple units of measure functionality in the Enable/disable functionalities (CS100000) window is enabled.

Column Description

From unit

The unit of measure for which the conversion parameters are specified.

Multiply/divide

The operation to be performed for unit conversion.

You can select the Multiply or Divide option to perform conversions from different units of measure to the UoM specified as the base unit.

Conversion factor

The factor to be used for the unit conversion, along with the conversion operation specified in the Multiply/divide column.

To unit

The UoM selected as the base unit for the item.

In this section, you can select the base unit of measure (UoM) for the non-stock item.

If the Multiple units of measure functionality is enabled in the Enable/disable functionalities (CS100000) window, you can also specify the UoMs to be used as sales and purchase units for the non-stock item, and the conversion rules for these units and other UoMs that can apply to the item (available from the item class).

You can select UoMs from the list of UoMs available for the item class or type new UoMs.

Element Description

Base unit

The UoM used as the base unit for the non-stock item.

Sales unit

The UoM used as the sales unit for the non-stock item.
The default value (if any) is specified in the Item classes (IN201000) window.

This field appears only if the Multiple units of measure functionality is enabled in the Enable/disable functionalities (CS100000) window.

Purchase unit

The UoM used as the purchase unit for the non-stock item.
The default value (if any) is specified in the Item classes (IN201000) window.

This field appears only if the Multiple units of measure functionality is enabled in the Enable/disable functionalities (CS100000) window.

On this tab, you can view and set the default price and the pending standard cost for the non-stock item in the Update standard costs (IN502000) window.

Here you can specify settings related to the management of prices.

Element Description

Price class

The item price class associated with the non-stock item.
These classes, which are used to group stock or non-stock items with similar price calculation methods, are defined in the Item price classes (IN209000) window.

Price work group

The work group responsible for product pricing. Select the pricing work group for the non-stock item.

Price manager

The manager responsible for the product pricing.

Subject to commission

A check box that indicates (if selected) that commission should be calculated on the sale of this non-stock item.

The check box is available if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window.

Min. mark-up (%)

The minimum mark-up percentage defined for this non-stock item.

Mark-up (%)

The mark-up percentage to be used for setting the price for the item.

List price

The manufacturer's suggested retail price (MSRP) of this non-stock item.

Default price

The price of the non-stock item.

This price is used as the default price if there are no other prices (from any price list) defined for this item in the Supplier ledger workspace.
Element Description

Pending cost

The standard cost to be assigned to the non-stock item when the costs are updated.

You can type the cost directly into the field.

Pending cost date

The date when the pending cost becomes effective.

You can select the date for a pending cost.

Current cost

The current standard cost of the non-stock item.

Effective date

The date when the current standard cost became effective.

Last cost

The standard cost assigned to the non-stock item before the current standard cost was set.
Element Description

ROT or RUT deductible item

Select this check box if the item should be used for ROT or RUT deduction.
ROT

Select this option if the work is related to ROT deduction (repairs, conversion, extension).
RUT

Select this option if the work is related to RUT deduction (cleaning, maintenance, laundry).
Type

Select one of the following types:

  • Service

  • Material cost

  • Other cost

Type of work

The following work types are available for RUT:

  • Babysitting

  • Cleaning

  • Cloth maintenance

  • Furniture

  • Gardening

  • IT services

  • Kitchen appliance

  • Laundry

  • Personal care

  • Relocation service

  • Snow job

  • Supervision of housing

  • Transport to sales

The following work types are available for ROT:

  • Bricklaying

  • Construction

  • Drain work

  • Electricity work

  • Glass work

  • Painting

  • Plumbing

This tab contains information about the supplier from which the item is purchased and the supplier's prices for the item.

Column Description
Active This check box indicates (if selected) that the supplier is active.
Default

This check box indicates (if selected) that the supplier is the default supplier for this item.

Select this check box to mark the supplier that is the main supplier of the item.

When you create a purchase order to purchase an item, the default supplier is selected for this purchase.

Supplier no.

The ID of the supplier.
Supplier settings are specified in the Suppliers (AP303000) window.

Supplier name

The name of the supplier from which the item is purchased.
Location The supplier location from which the item is purchased, which by default is the supplier's default location. These locations are defined for the supplier in the Supplier locations (AP303010) window.
This column is only displayed if the Account locations functionality in the Enable/disable functionalities (CS100000) window is enabled.

Purchase unit

The unit of measure in which the item is purchased.

This UoM is specified on the General settings tab of this window.

Supplier item ID

The item ID used by the supplier for this item.

Currency ID

The currency used by the supplier to charge for the item.

Last supplier price

Read only.

This column shows the last supplier price defined for the item.

You use the Cross-reference tab to maintain cross-references between the item ID of the non-stock item used in your company and the identifiers used by your suppliers and customers for the item.

Column Description

Alt. item ID type

The type of alternate codification used for the item, if applicable.
You can select one of the following options:
  • Customer part number:
    You use this type to maintain the cross-reference between the item ID and the customer part number.
  • Supplier part number:
    You use this type to maintain the cross-reference between the item ID and the supplier part numbers.
  • Global:
    You use this type to maintain the cross-references between the item ID and the global codification.
  • Barcode:
    You use this type to specify (or enter it by using a barcode scanner) a bar code for the item ID.

Supplier/customer

The supplier or customer (by its ID) that uses the alternative identification for this non-stock item.

Alt. item ID

The alternative ID of the non-stock item as used by the supplier or customer.
Description Any comments applicable to the specified cross-reference.

This tab contains information about the measurements of the item.

Element Description

Weight

The weight of the item.

Weight UoM

The unit of measure used for the weight of the item.

Volume

The volume of the item.

Volume UoM

The unit of measure used for the item volume.

You use this tab to specify how deferrals should be performed for this non-stock item when it is sold or purchased.

If no deferral code is assigned to the item, no deferrals will be performed, and the revenue or expense will be recognised immediately.
If a code is assigned to the item, revenue from its sales will be recognised according to the deferral code.

If this non-stock item is a package, also referred to as a multiple delivery arrangement (MDA), specify how the item price can be split into components (separate units of accounting) that use different methods of revenue recognition to comply with revenue recognition regulations in your country.

For each component, you can assign an individual deferral code in the Revenue components table.

Element Description

Deferral code

The deferral code assigned to this non-stock item.

The code specifies how the revenue from the sale of this item will be recognised.
The deferral codes are defined in the Deferral codes (DR202000) window.

Default term

The date range defined for deferred revenue recognition (for example, 2 years for a two-year customer support subscription that you sell).

The field is available for editing only if the Flexible by period, prorate by days or Flexible by days in period recognition method is selected for the deferral code selected in the Deferral code field.

The maximum value is 10000. Possible time units are year(s), month(s), week(s), and day(s).

Use component subaccounts

This check box indicates (if selected) that the component subaccount is used to account for deferred revenue.

Total percentage

The total percentage of the item price as split among components.

This value is calculated automatically as the sum of the percentages assigned to the components if the item is sold as a package and consists of components.

When the item is not a package, the total percentage is set to 100.

In this table, you can add detailed information about the item's components to be used for deferrals.
Each component can be assigned a specific deferral code and a percentage or fixed amount of the item price that will be used for deferrals when the item is sold.

Column Description

Item ID

The item ID of the component of this non-stock item, which is sold as a package.

The sales account used for this component.

Sales sub.

The sales subaccount used for this component.

UoM

The unit of measure used for this component.

Quantity

The quantity of the specified units for this component of the non-stock item.

Deferral code

The deferral code that has been specified for this component.

Default term

The date range defined for the process of the deferred revenue or expense recognition (for example, 6 months for a six-month support license).

This field is available for editing only if the Flexible by periods, prorate by days, or Flexible by days in period method is specified for the deferral code that you have selected in the Deferral code column for this component.

Default term UOM

The unit of measure for the default term: year(s), month(s), week(s), or day(s).

This field is available for editing only if the Flexible by periods, prorate by days or Flexible by days in period method is specified for the deferral code that you have selected in the Deferral code column for this component.

Allocation method

The method used to allocate the document amount between the components.
The following options are available:
  • Percentage:
    The component price will be computed as the percentage of the total package price.
    If you select this option, the Percentage column becomes available for editing; in it, you need to enter the percentage defined for this component.
  • Fixed amount:
    The component price will be defined as a fixed price.
    If you select this option, the Fixed amount column becomes available for editing; in it, you need to enter the amount defined for this component.
  • Residual:
    This method applies to the non-deferral components.
    The price for such a component will be defined as the amount that will remain after the system deducts the deferred revenues of the other components from the total package amount.

Fixed amount

The fixed amount of the item price assigned to the component if the Fixed amount option is selected in the Allocation method column.

Percentage

The percentage of the item price for this component if the Percentage option is selected in the Allocation method column.

This tab contains information about the default general ledger accounts used to post transactions related to this non-stock item.
The specified accounts and subaccounts are mostly used as the sources of options for the posting settings of the item defined by its posting class.

Element Description

For a non-stock item, that is a component of a stock kit, this account (of the Expense or Liability type) will be used to accrue the costs (standard costs) of non-stock components in the process of kit assembly, if the option Item is selected in the Use inventory/accrual account from field in the General ledger accounts tab in the Posting classes (IN206000) window.

For a Labour type item, the expense accrual account is used to accrue the cost of labour on projects (the account is credited on release of time cards). The account will be used for time card related transactions if Labour item accrual is selected as the Expense accrual account source setting in the Project accounting preferences (PM101000) window.

Expense accrual sub.

The subaccount to be used as the default expense accrual subaccount for this non-stock item.

For kit assembly related transactions, this subaccount is one of the sources for selecting segment values for the expense accrual subaccount according to the rule defined by the posting class (the Combine inventory / accrual sub. from field in the Posting classes (IN206000) window).

For transactions with labour items, this subaccount is one of the sources for selecting segment values for the expense accrual subaccount according to the rule defined by the Expense accrual sub. source setting in the Project accounting preferences (PM101000) window.

Reason code sub

The subaccount of the reason code for the item.

The default expense account to be used for this non-stock item.
If the Inventory module is enabled in your system, this account will be used for transactions with this item as the default expense account if Item is selected in the Use COGS / expense account from field for the posting class of the item.

Expense acct, non-taxable

The non-taxable expense account to be used for this non-stock item.

The EU expense account to be used for this non-stock item.

Expense account, import

The import expense account to be used for this non-stock item.

The expense payroll taxable account to be used for this non-stock item.

This field is visible only if Expense Integration is enabled and the non-stock item is of type Expense.

Expense sub.

The subaccount to be used by default with the expense account for transactions related to this non-stock item.
If the Inventory module is enabled in your system, this subaccount is used as one of the sources for selecting segment values for the default expense subaccount defined by the posting class (the Combine COGS / expense sub. from field in the Posting classes (IN206000) window).

The liability account to be used for this non-stock item to accrue purchase order item amounts for this item, if the option Item is selected in the Use purchase accrual account from field in the posting class (the Posting classes (IN206000) window) for this item.

This element is available only for non-stock items that require a receipt.

Purchase accrual sub.

Depending on the rule in the Combine purchase accrual sub. from field in the posting class for this item (the Posting classes (IN206000) window), this subaccount can be used as the source for one or more of the segment values of the purchase accrual subaccount to be used with the purchase accrual account.

This element is available only for non-stock items that require a receipt.

The account to be used as the sales account when this non-stock item is sold.

The account to be used as the non-taxable sales account when this non-stock item is sold.

The account to be used as the EU sales account when this non-stock item is sold.

The account to be used as the export sales account when this non-stock item is sold.

Sales sub.

The subaccount to be used by default for transactions recording a sale of this non-stock item.
If the Inventory module is enabled in your system, this subaccount is used as one of the sources for selecting segment values for the default sales subaccount defined by the posting class (the Combine sales sub. from field in the Posting classes (IN206000) window).

The account (of the Expense type) to be used as the default purchase price variance account to record purchases of this non-stock item on receipts if Item is selected in the Use purchase accrual account from field for the posting class of the item.

The purchase price account is used to record any differences between the extended price on the purchase receipt and the extended price on the purchase invoice (if this item is assigned any of the valuation methods except for the standard cost valuation method).

Purchase price variance sub.

The corresponding subaccount.

This subaccount is used as one of the sources for selecting segment values for the default purchase price variance subaccount defined by the posting class (the Combine purchase price variance sub. from field in the Posting classes (IN206000) window).

The account to be used to hold the deferred amount until it is fully recognised.
The account type should be specified as follows:
  • A liability account for a deferral code of the revenue type
  • An asset account for a deferral code of the expense type

Deferral sub.

The subaccount to be used with the deferral account.

You can use the Attributes tab to associate attributes with the non-stock item.
You can select each attribute from the list of attributes defined in the system.

To add a new attribute, use the Attributes (CS205000) window.

Column Description

Attribute ID

The name of the attribute.

Required

This check box indicates (if selected) that the attribute value is required for a non-stock item of the class.

Value

The value of the attribute.

By using this table, you can select the values of the sales categories for the non-stock item.
To define the sales categories or view their details, use the Item sales categories (IN204060) window.

Column Description

Category

The sales category identifier.
Element Description

Browse

Click the button to locate the image you want to upload.

Upload

Click the button to upload selected image.

On this tab, you can create stock item descriptions that includes tables, images, and web links.

This tab is visible for an item, if the Webhook notifications check box on the General information tab is selected and saved for that specific item.

Button Description
View notification feedback Opens the Webhook notification feedback window where the message from the third-party integrator is visible.
Resend notification Resends the notification.
Column Description
Success

If the message has been sent successfully, the value in the column is True.
If it failed, the value is False.
Event

Represents the event category indicating if an entity has been created or updated. One of the following statuses will appear: 

  • Entity created
  • Entity updated
  • Entity deleted - only available for accounts
  • Document status changed
  • External action triggered
Status

Indicates the status of the message:

  • Sent
  • Resent
  • Available
  • Consumed
Source

Indicates the source of the event:

  • Visma Net
    If the source is this, the status can be Sent or Resent
  • APIs
    If the source is this, the status is Available. It is ready to be sent to third party-integrators.
  • External integrator
    If the source is this, the status is Consumed. The customer confirms receiving the message.
Document status

Indicates that a document has a new status.

For example, when a sales order is changed from status On hold to Open.
User Indicates which user made a change to the entity.
Date Indicates the date when the change was made.
Message Indicates the detailed message identifier that has been sent.

Related concepts

About suggested VAT categories

About suggested sales accounts

About non-stock item support

About default prices

Related tasks

Create non-stock items

Maintain default prices for non-stock items

Specify standard costs for non-stock items

Register deductible items for ROT and RUT deduction

Related windows

Item classes (IN201000)