Calculating the default cost and price of a stocked item
Autotask now tracks the cost of each stocked item or unit from the moment it is received into inventory. If you order inventory over time or from different vendors, costs for stocked items that belong to the same inventory product may vary.
On quote items and (contract, project, and ticket) charges, the default Unit Cost and Unit Price for a stocked item are determined as follows:
Cost averaging
Any time you are reserving, picking, or delivering stocked items and the quantity is >1, the stocked items may come from different shipments and have a different cost per item.
Since on quote items and charges, there is only one Unit Cost and Unit Price field, Autotask will average the costs of all reserved, picked, or delivered items. This may include items that were picked previously for the charge, and may cause the charge's Unit Cost field to be updated, to factor in the cost of all items that make up the charge.
EXAMPLE The charge Quantity is equal to 10 units.
Yesterday, you picked 4 units that had a cost of $50 each. Today, 6 more units were delivered, at a unit cost of $60.
4 x $50 = $200
6 x $60 = $360
Total: $560
$560 / 10 = $56 Unit Cost
On a quote item
- If you select a serialized inventory product, you may optionally reserve specific serial numbers, and the Unit Cost and Unit Price will get updated to be the average cost and price of the reserved items. If you choose not to, there will be items reserved for the inventory product, but no stocked items are marked as reserved. When the quote is won, Autotask will automatically pick specific stocked items using FIFO logic.
- If you select a non-serialized inventory product, stocked items will be reserved in the order in which they were received. The default cost on the quote will follow the FIFO logic.
The quote item's Unit Cost and Extended Cost fields will remain editable.
On a charge
- If you pick a serialized item on a charge, Autotask has stored the cost of each specific item that you are picking, and the Unit Cost and Unit Price will get updated to be the average cost and price of the picked items.
- If you select a non-serialized inventory product, the default cost on the charge will follow the When quoting or creating charges for inventory products, use the following unit cost (note: if On Hand = 0, the Product's unit cost will be used) system setting.
IMPORTANT While this system setting determines the default cost of the stocked item, Autotask will actually pick the stocked item with the oldest Date Added.
The charge's Unit Cost and Extended Cost fields will remain editable.
Unit Price on returned items
On new items, the price defaults to the Unit Price on the Products list. When an item is returned to inventory, you can enter a New Price for the returned item, reflecting the fact that the item is not brand new. Refer to Determine New Price Using....
- If the New Price field is blank, the Unit Price on the Products list will be used.
- If the New Price field is populated, this Returned Item Price will be used.
If selecting a returned or refurbished item would result in a change of the unit price, you will see a confirmation message that will let you choose whether to update the unit price of the charge. The same is true when you unpick a returned item that has a different price. You will have the choice to recalculate the price of the charge.
