Non Stock and Trade In Applet

Purpose and Overview

The Non Stock and Trade In (NSTI) Applet is a specialized inventory management tool designed for items that don’t fit into your standard “new stock” workflow. This includes used or refurbished “Trade-In” stock, non-inventory goods, and specialized services that require individual unit tracking.

Who Benefits from This Applet?

Sales Team:

• Quickly create and list trade-in items directly from customer deals
• Access specialized categories for non-standard stock
• Real-time visibility into available trade-in inventory

Finance Team:

• Automatic routing of NSTI transactions to correct GL accounts
• Clear separation between standard inventory and trade-in/non-stock values
• Simplified reconciliation for unique sales scenarios

Inventory Managers:

• Manage a secondary “shadow” inventory for trade-ins
• Detailed classification of non-stock categories
• Tools to import bulk lists of non-standard items

What Problems Does This Solve?

The Hidden Inventory Problem:

Many businesses handle trade-ins or non-stock services using manual spreadsheets or “dummy” items in their main inventory. This leads to:

• Inaccurate stock valuations in the General Ledger
• Difficulty tracking the history and condition of trade-in units
• Fragmented data between sales and accounting
• Manual errors during bulk item setup

The NSTI Applet Solution:

• Dedicated Workflow - Specialized interfaces for creating and editing non-stock and trade-in items
• GAAP-Compliant Accounting - Built-in integration with GL codes specifically for NSTI stock and COGS
• Structured Categories - Flexible category hierarchy designed for secondary market goods
• Bulk Efficiency - Fast imports for large volumes of non-standard data

Key Features Overview

Key Concepts

NSTI vs. Standard Inventory

Understanding the difference is critical for accurate reporting:

Category Hierarchy

The Applet uses a structured approach to classification:

1. NSTI Category: The high-level grouping (e.g., “Mobile Phones”, “Refurbished Laptops”).
2. NSTI Stock: The individual item or unit (e.g., “iPhone 13 - Grade B - Serial #12345”).

Quick Start Guide

Set up your NSTI workflow in three easy steps.

For Admins: Category Setup

Goal: Create the classification system for your items.

1. Navigate to NSTI Category Listing.
2. Click Create to add a new category.
3. Define the Name and optional Description.
4. (Advanced) Link to a parent category to build a hierarchy.

What happens next? These categories will now appear as options when users create new stock items.

For Sales/Inventory: Adding Stock

Goal: Put an item into the system.

1. Navigate to NSTI Stock Listing.
2. Click Create to open the edit form.
3. Select the appropriate Category.
4. Enter the item details (Code, Name, Description).
5. Save to add it to your listing.

What happens next? The item is now available for selection in Sales Invoices or specialized inventory vouchers.

For Finance: Verifying the Link

Goal: Ensure transactions hit the right accounts.

1. Open the Chart of Account Applet.
2. Go to Companies > Default GL Codes.
3. Ensure the NSTI (Closing + COGS) accounts are mapped under the Stock tab.

What happens next? The system will automatically use these accounts for any transaction involving an NSTI item.

Feature Sections

The NSTI Stock Listing is your control center for all individual trade-in units and specialized items.

Key Listing Columns:

• NSTI Code/Name: Core identifiers for the item.
• Type: Classification of the stock entry.
• Serial Number: Unique hardware identifier (critical for handsets/laptops).
• Category: The hierarchical grouping assigned to the item.
• Branch/Location: Where the item is physically stored.
• Amount: The purchase price including tax.
• Stock Balance: Current quantity available in the system.
• Posting Status: Indicates if the item is in DRAFT, TEMP, or POSTAL.

Advanced Edit Fields:

• Financial Item: Link to specific GL-mapped accounts.
• Employee: Assign ownership or responsibility for a unit.
• GL Code: Specific override for accounting entries.
• Warranty Expiry: Track remaining protection for refurbished units.
• Pricing Trails: View-only history of Purchase vs. Sales prices.

Category Management

Organize your items to make them searchable and reportable.

Key Fields:

• Code: Unique identifier for the category.
• Name: User-friendly name (e.g., “Warranty Services”).
• Parent Category: For nested organization (Electronic -> Handheld -> Phone).

File Import Workflows

Avoid manual entry when dealing with large volumes of data.

1. Navigate to File Import.
2. Download the official Sample Format.
3. Prepare your CSV/Excel file according to the template.
4. Upload and click Add to populate your stock list instantly.
5. Review the Import Listing to monitor process status and error logs.

User Scenarios & Workflows

Scenario 1: Electronic Trade-In

A customer wants to trade in their iPhone 12 for a new iPhone 15.

1. The Sales rep checks the NSTI Stock Listing to see if a similar unit exists.
2. They click Create and select the “Trade-In Handsets” category.
3. They record the serial number and condition in the description.
4. The item is saved with a valuation (e.g., RM 1,200), which is then applied as a credit in the sales applet.

Scenario 2: One-Off Specialized Service

A company provides a one-time “On-site Server Configuration” service.

1. Instead of creating a permanent inventory item, the admin creates an NSTI Stock item.
2. They category it under “Professional Services”.
3. The item is issued on an invoice, and the revenue is automatically routed to the NSTI Revenue account.

Scenario 3: Bulk Stock Migration

A new branch is opening, and they have 500 second-hand units to register.

1. The manager goes to Import NSTI.
2. They download the Sample Format and fill it with all 500 units.
3. They upload the file, and within minutes, the entire collection is live and searchable.

Management Tips

For Sales Teams

• ✓ Use Serial Numbers: Always record serial numbers for trade-ins to prevent warranty fraud.
• ✓ Standardize Names: Use a consistent naming convention (e.g., [Brand] [Model] [Condition]) for better searchability.
• ✓ Check Categories: Before creating a new item, ensure it doesn’t already exist under a generic code.

For Finance & Admins

• ✓ Audit GL Mappings: Monthly, check the Chart of Account Applet to ensure NSTI accounts haven’t been accidentally changed.
• ✓ Review Categories: Periodically merge redundant categories to maintain a clean hierarchy.
• ✓ Monitor “Draft” Items: Ensure items in DRAFT status are finalized or deleted to keep the listing accurate.

Configuration & Settings

The NSTI Applet’s behavior is influenced by global settings found in the Organization Applet:

Common Mistakes & Troubleshooting

FAQ

What qualifies as an NSTI item?

Any item that is not part of your standard vendor-sourced inventory. This includes used products traded in by customers, specific services that require code tracking, or one-off “as-is” sales.

How is NSTI different from standard Inventory?

Standard inventory is usually tracked via automated purchase orders and weighted average costs. NSTI is designed for more manual control, often used for items where each unit has a unique history (like trade-ins).

Can I import items from Excel?

Yes! Use the Import NSTI feature in the sidebar to bulk-upload your items using our CSV template.

How do I link an NSTI item to the GL?

Links are handled automatically via the Default GL Codes in the Chart of Account Applet. Ensure your “NSTI” accounts are mapped there, and the system handles the rest.

Can I track serial numbers for NSTI items?

Absolutely. We recommend entering the unique serial number in the Serial Number or Code field during creation to enable pinpoint tracking of that specific unit’s lifecycle.

What happens if I delete an NSTI category?

Items already linked to that category will remain, but you will not be able to filter for that category or create new items under it. It is generally better to set the status to INACTIVE rather than deleting.