In Prima, there are two types of codes:

  • Catalogue item codes – supplied by the vendor in the catalogue files
  • Stock Codes – work as the master codes 

In order to purchase an item, a stock code needs to exist in the database to allow the transfer of stock to and from customers and vendors.



Upon implementation, stock codes are created against the preferred supplier (vendor) catalogue, however, over time as new codes are added, there may be codes in the catalogue that do not have a stock code and in order to purchase these items you will need to create the stock code for the catalogue item.

You can do this:

  • Direct from the catalogue item by selecting Create Product
  • In the sales order against the line
  • From the requirement 


As a rule, stock codes tend to be created using the code from the preferred supplier however these codes can be changed or created against the code for a different catalog item. When creating the code, Prima will link this new stock code to any direct equivalents using the PG Number against the catalog item. Vendors determine which codes are direct equivalents and, once the code has been created, you will be able to see the direct equivalent from a different vendor in the Supplier tab of the stock code.


Vendors may sell these items in different pack sizes. In Prima, regardless of the pack size, if items are direct equivalents, they will be linked in accordance with the information provided by the vendor that states that the products are directly related. Therefore, Prima offers the capability to have multiple pack sizes against each product, this also allows dealers to split pack sizes down themselves for items that they store stock of. 


In certain situations, as the vendor may discontinue the catalog item and therefore the item will no longer be visible in the Supplier tab of the stock code. If there are no vendors against a stock code, this stock code should be discontinued.

Prima will not remove any pack sizes from the Product Unit/ Pricing tab even if the vendor no longer sells this pack size, as dealers can add their own pack size to split packs etc. You will be able to sell split packs, however, will not be able to purchase item in the split pack size (if a vendor does not exist for this pack size). 


If a vendor does change a pack size and you wish to remove the old pack size from the ‘Product Unit/ Pricing’ tab then you can delete it from this tab, as long as there are no outstanding orders going through Prima with the old pack size.  If there is, then you either need to delete the order line or progress the order through before you can delete the pack size.


You can also add additional vendors in the Supplier tab of the stock code for vendors who do not provide a catalog.


In some cases, the preferred vendor for which the stock code was created, may discontinue the catalog item and therefore the stock code reads differently from the vendor code in the Supplier tab and therefore you may wish to update the stock code accordingly.

If an item does not exist in the catalog or you wish to create your own code, this is possible too. Please refer to ‘How to Create a Stock Product’  in the Stock Module of our Online Help.