Ingenious Use of “NA” in 2BizBox

Maybe you’ve found that in 2BizBox, when adding a part item, you could either input part number or “NA” as system suggests. Do you know what is “NA” and how to use “NA” in 2BizBox?

 

Literally NA stands for Not Applicable. Different from general part numbers, NA represents for a very special sort of thing, which might be a part, material or anything that not necessarily or easy to be given a number. We’d rather call it NA.

Let me give some examples when replacing part numbers with NA: 

1. Outsourcing costs, such as processing fee to vendors. In this situation, we can add an NA in

purchase order’s part items. 

2. Immeasurable or very cheap accessories. For example, we need a pile of rags, gloves and foamed

plastics for a worker order. There’s no need to create a part number for these accessories. Normally

what we should do is to add NA and describe its name, quantity and costs. 

3. Product that contains unfixed parts or BOMs. Many optical equipment manufacturers do not have

fixed product categories. Material, color and size changes with orders and even if they create a part

number, it might never be used ever. Therefore, we consider creating a work order for NA, and adding

necessary parts and accessories to part items so that the warehouse can issue part to the work order

normally.

Since NA represents for anything, we must keep in mind to describe it clearly in description, or even ourselves might not recognize it as time passes. Another thing is, though indefinable, NA still has quantity or cost. Do not forget to add its quantity or cost if system requires to.

Due to the flexibility of NA, we are able to process many abnormal orders. However, there are also limitations. First of all, NA has no inventory, so we cannot receive it to the warehouse and make inventory management. As a very special part number, NA cannot be recognized by 2BizBox and set related inventory. Therefore, when we purchase a pile of rags, we can receive it to work order, which means we’ve issued these rags to the work order as accessories or we can directly receive it and make AP. Sometimes we might sell an NA (e.g. a customer needs your staff to do a training and service fee is 1000 Yuan), we can directly ship it and create AR.

We introduce NA to you and tell you its advantage and shortage with only one purpose: to think and practice and finally help you improve efficiency and flexibility of your 2BizBox.

Finally let’s see a specific example of NA’s utilization. We need to buy 10 bucket of cleaning agent for the workshop. How to receive it and directly make AP in accounting box?

1.      Choose a vendor and create the purchase order.

2. Add “NA” in part item, 10 in quantity and click “add” to enter “update purchase order item”.

3. Add part description and UOM cost

4. Check and approve the purchase order

5. Go to warehouse and receive this purchase order. Since NA doesn’t have any locations, just enter the quantity “10”.

6. After receiving, the purchase order is closed and system automatically creates the Receiver. Click “2MAKE AP” to make AP.

7. Add “vendor invoice #”, “terms” and “ACCT #” to finish the AP.

8. Now we complete the process of purchasing NA, receiving and making AP.