i'd like to add more than one stock item per bill

  • 16
  • Question
  • Updated 1 month ago
  • Doesn't Need an Answer
Currently, when i purchase stock from a supplier, i'm likely to receive an invoice which charges for all the various items ive ordered (as a computer repairs firm, this would be things like 6 x Hard disk, 3 x DDR RAM etc etc)

In FreeAgent, i see no way of adding that as one bill (which is is, one bill, and one outgoing transaction to my supplier) because on the bill page, i can only add one type of item from my stock per bill (so i could add the 6 hard disks, but i'd need to create a new bill to manage the 3 RAM modules, and another bill for each additional line on the invoice) this seems a little silly to me, and a large waste of my time. I'm hoping i've overlooked something silly, but if not, is there any chance of adding the ability to have more than one item per bill, as most companies order multiple things at once, and often for more than one stock catagory or project (ive noticed i cant split a bill between projects or clients either)

thanks in advance,
Mike
Photo of miketisaac

miketisaac

  • 2 Posts
  • 3 Reply Likes
  • undecided

Posted 9 years ago

  • 16
Photo of Janice Atherton

Janice Atherton, Official Rep

  • 1286 Posts
  • 59 Reply Likes
Hi Mike

Unfortunately, if the bill divides into more than one category, particularly if those categories have different VAT settings, for instance if you have a bill from the Post Office for both postage and stationery, then you'll need to divide the bill up into its components and post it as two or more different bills in FreeAgent.

Apologies for any inconvenience this causes but I have added this to our list of feature requests for future consideration by the Development Team.

Sorry I can't help any more on this one at the moment.

Kind regards

Janice
Photo of Blake Middleton

Blake Middleton

  • 1 Post
  • 0 Reply Likes
This sounds like a much needed feature. Having to create a new bill for each item you order is ridiculous.
Photo of 21stcenturyelectrics

21stcenturyelectrics

  • 1 Post
  • 0 Reply Likes
I purchase Items from an electrical wholesaler for 'Van Stock' and have multiple lines on one supplier invoice. All the items have the same Vat rules etc. Having the ability to do this on one bill entry would be a massive advantage to anyone working with stock that has a standard entry rule.

I'm sure it would be greatly appreciated by all user who carry simple stock profiles if you could add multiple stock lines.
Photo of Janice Atherton

Janice Atherton, Official Rep

  • 1286 Posts
  • 59 Reply Likes
Hi all

I've added your votes to this on the Feature Request list.

Kind regards

Janice
Photo of rachael

rachael

  • 5 Posts
  • 1 Reply Like
Hi

I too order stock for van replenishment we are a mobile workshop and receive various stock on one bill this is very time consuming and from reading other comments the stock system needs to be looked at rapidly i guess the system is good but the stock side for me is a major headache we buy and sell at different costs and are not able to adjust stock item journel entrys are not alway that easy to implement on this side i have been told a few times this will be looked at can some one give us a more of a clue.....
Photo of Geoff

Geoff

  • 4 Posts
  • 1 Reply Like
Me too,
I cant believe this has been 8 Yrs past and still not addressed.
I don't do a lot of stock now since switching to FA as it's just too much hassle but occasionally I will have to buy say 30 Widgets in one go to save money and sell them over a few months.
There's only so much one can post as "Materials" before having to document where it is!
FA solved the MTD issue for me but has created a dozen new headaches!
What time I've saved in basic book keeping, Expenses, Banking and Invoicing is now lost in some very basic processes such as Purchase ordering and Stock Management all of which requires use of additional steps using Excel Spreadsheets for PO's and Journal entries to account for small Stock movements.

99% of all stock purchases have the same VAT rules 
99% of all purchases will have a carriage/delivery charge.
When entering a suppliers "Bill"  it should be possible to enter 
1 x Widget Type 1 @ £100
2 x Widget Type 2 @ £200
Delivery Charge £9.50
VAT @ 20%

And there's still no Audit Trail feature!
9 months into using FA I'm seriously having to look elsewhere for the missing features! 
Photo of Cheryl

Cheryl

  • 5 Posts
  • 0 Reply Likes
Oh my! I am a card publisher. I order HUNDREDS of card designs at a time from the same supplier, at the same unit cost, on one bill to me. They are different designs and different quantities so can't be entered as one, In order to provide accurate invoices each design has it's own stock code.
Creating a bill for each design just doesn't make any sense. I will get 1 invoice from the printer but will have created hundreds of bills..how will my books look?! When you are targeting this at freelancers and people who don't have time for mega book-keeping, this is going to cause havoc.
If I'd known I have to make a bill for each one of these hundreds of different designs I would not have committed to Freeagent but I have inputted so much data now that it would cause me tons of stress to leave. Please HELP, I have just taken delivery and need to update the stock levels but the current system will cause book-keeping chaos!
Photo of Janice Atherton

Janice Atherton, Official Rep

  • 1286 Posts
  • 59 Reply Likes
Hi Cheryl

Thank you for your post and I hope to help with your query today.

Unfortunately, as you have found, it's not possible to create individual bills with multiple stock items, so please accept our apologies for this.

However, as a workaround to avoid you having to post a separate bill for each stock item, may I suggest that you create one bill for the total of the stock items, posting that bill to category Sundries, and then create stock journal entries to account for the actual stock purchased.

This would save having a split bill on your accounts which would cause more work when paying it off, because this way you would only create one bill and one bank transaction.

Here is how to create journal entries; http://www.freeagent.com/support/kb/a...

As an example, let's say you have a bill dated 1st January 2012 for 10 widgets A costing £50 each so £500 altogether, and 5 widgets B which cost £5 each, so £25 altogether. Both these figures are exclusive of VAT.

You'd set up stock items for widgets A and widgets B, like this http://www.freeagent.com/support/kb/s...

Then post the bill, which would come to £525 + VAT = £630, to category Sundries.

Create a journal entry dated 1st January 2012, the same day as the bill, to credit code 280 Sundries with the amount of the bill in total but excluding VAT, so £525.

Then create another journal entry debiting code 609 Stock for widgets A, with the number of widgets as 10 and the amount as £500.

Then create a third entry debiting code 609 Stock for widgets B, with the number of widgets as 5 and the amount as £25.

I hope this helps but if you are still unsure please do not hesitate to get back in touch.

Kind regards,

Janice
Photo of Cheryl

Cheryl

  • 5 Posts
  • 0 Reply Likes
Hi Janice,

Thanks for your reply. I am working through this solution currently but have come across a problem.

I don't want to create new stock items as they are re-orders of the same styles that I already have set up on my stock list. So I need to keep track of how many styles of card I have in stock. How can I edit the stock amounts as they all have padlocks against them as obviously I have invoiced against them. Is there anyway to add more stock to previously set up items? This is vital to my use of the program.

Many thanks,
Cheryl
Photo of Cheryl

Cheryl

  • 5 Posts
  • 0 Reply Likes
Hi,
Sorry, I've worked it out now adding all the stock!

However I need to add a carriage charge which is VAT applicable. Do I create a Stock Item for this? I keep getting the 'free agent isn't happy' notice when I try to add a journal entry without selecting a stock item.

Many thanks,
Cheryl
Photo of Emily

Emily

  • 2325 Posts
  • 177 Reply Likes
Hi Cheryl,

As Janice is out of the office for a couple of days hopefully I can help you.

Is this carriage charge what you are charging your clients, please, or something your suppliers are charging you?

Kind regards,

Emily
Photo of Cheryl

Cheryl

  • 5 Posts
  • 0 Reply Likes
Hi Emily,
The carriage charge is from the supplier that i'm entering all the different journal entries for (It's all on one bill with multiple stock items so has to be entered this way). I don't know what to list the carriage as, it's not 'stock' but it is VAT charged.
Thanks Emily,
Cheryl
Photo of Emily

Emily

  • 2325 Posts
  • 177 Reply Likes
Hello Cheryl,

I would put this to Cost of Sales.

Does that help, please?

Kind regards,

Emily
Photo of Cheryl

Cheryl

  • 5 Posts
  • 0 Reply Likes
Hi Emily,

Do you mean that I add the carriage charge as a journal entry and use code Cost of Sales?

Many thanks,
Cheryl
Photo of Emily

Emily

  • 2325 Posts
  • 177 Reply Likes
Hi Cheryl,

Yes, that's right.

Kind regards,

Emily
Photo of david.morris

david.morris

  • 4 Posts
  • 0 Reply Likes
I would also like this feature. I'm trying FreeAgent after using Saasu for the last year and there seem to be a lot of small features like this missing from FreeAgent. The UK support by FreeAgent is the reason I'm trying out FA now - but when we have to raise an individual bill for each stock item that does seem a bit silly. Please add my vote to this feature request.
Photo of sarahlizjoiner

sarahlizjoiner

  • 5 Posts
  • 1 Reply Like
Please add my vote to this too. The lack of stock management support within the software is, to be honest, tempting me to look elsewhere - which is a shame as I like the product. Its FY year end and the perfect time to move. I don't want to have to mess around with journal entries when paying for software I thought would do it for me and I was hoping the days of excel spreadsheets were over!

Surely you could produce a stock management tool to run concurrently with FA quite quickly and then those who need it could purchase and download?? I would go for that even if I had to manually enter opening and closing stock into FA.
Photo of OneAccounting

OneAccounting

  • 11 Posts
  • 0 Reply Likes
This feature gets my vote too as it would give FreeAgent the same functionality as "other" software systems which I won't mention here! We see a lot of clients who get bills from suppliers that they want to code to seperate expense codes. It's less common to receive a bill (purchase invoice as us accountants like to call them) with a mix of standard and zero rated items. But having to process different bills for each line on the invoice is a little painstaking.
Photo of Jamie Gardiner-Hill

Jamie Gardiner-Hill

  • 9 Posts
  • 0 Reply Likes
+1 from me. I also find this close to a deal-breaker for us. It's absurd that freeagent cant handle multiple items on a single bill/purchase invoice - it seems to handle multiple items on a sales invoice just fine....! - what's the difference?

Makes FA a non-starter for anone who stocks a variety of physical goods. I'm not even sure the current offering can really justify being described as "Stock" handling in any way. Glorified pick-list only.

From the responses above I see that 8 people (and now me too) have requested this feature and Janice said above that this would be added to the "Feature Request" list - but these 8 votes aren't appearing on the ideas board on FA Central for others to see and add their support to (without otherwise commenting here).

Why not? Are we on the "secret" list only? This topic is hard-enough find info on and I'm sure would be more widely supported if better publicised.

Please, please add this to the road-map properly.
Photo of david.morris

david.morris

  • 4 Posts
  • 0 Reply Likes
I ended up going with Clearbooks in the end as they allowed this feature.
Photo of Jamie Gardiner-Hill

Jamie Gardiner-Hill

  • 9 Posts
  • 0 Reply Likes
David, thanks for this suggestion. On the surface it looks like Clearbooks is weaker on the tax side... But at least that's easier to resolve. Will investigate further. Jamie.
Photo of rachael

rachael

  • 5 Posts
  • 1 Reply Like
If free agent has won such awards then they should be up with the likes of sage who are top and have no issues with stock mamagement and billing, i am seriously looking at changing, as i was told nearly a year ago that stock was being looked at by freeagents own staff, this should be on main board and question should be answered not ignored..........
Photo of Jamie Gardiner-Hill

Jamie Gardiner-Hill

  • 9 Posts
  • 0 Reply Likes
Rachael, agreed. Its disappointing they seem to have flagged this topic as "answered" when it is clearly anything but. Why they wasted time on a visual "redesign" when such core functionality is missing I do not know!... but dont get me started... or i'll need to talk about my other pet hate of FA... no ability to have ex-VAT amounts on quotes and invoices for B2B clients.... thats a whole other topic ! :-( Jamie.
Photo of Stephen Milne

Stephen Milne

  • 1 Post
  • 0 Reply Likes
Has there been any progress on the development of this? I have recently started using FreeAgent, and whilst I am very impressed with the rest of the system, this particular issue is extremely frustrating. It is such a simple request, surely in the last year there must have been some improvement? I look forward to your response.
Photo of Janice Atherton

Janice Atherton, Official Rep

  • 1286 Posts
  • 59 Reply Likes
Sorry Stephen

No developments on this as yet I'm afraid.

Kind regards

Janice
Photo of Craig Mason

Craig Mason

  • 4 Posts
  • 1 Reply Like
Hello,

I'd like to add a vote to this. It seems like such a fundamental concept that I'm surprised FA can't handle it. It can do everything else!

Even something as simple as 'grouping' bills together would suffice.

Creating multiple bills for a single physical bill is quite a bore :)
Photo of PrintCartridgeDirect

PrintCartridgeDirect

  • 1 Post
  • 0 Reply Likes
Do you have any Idea when this feature will be available. I have a range of around 6000 items and 50/100 on each purchase invoice and 5 + stock invoices a week, and would take up all my time just adding these
Photo of Janice Atherton

Janice Atherton, Official Rep

  • 1286 Posts
  • 59 Reply Likes
Hi there

Sorry but we have no concrete plans to change this at the moment I'm afraid.

Kind regards

Janice