Sales Issues - Stock Control

You use the sales issues option to record the details of items sold to your customers. For some companies, particularly for cash sales industries such as retail where tax documents such as invoices are not needed, this stock system option may be the main source of sales statistics.

You should not use sales issues to record (say) items that are scrapped, go missing, or are used internally in your company — such as consumable items. You should use the Stock Adjustment transaction in such cases.

The values entered in some of the transaction lines may be negative (if recording returns, for example) but if pre-entering the total quantity then any document totals must be positive.

The information required for the transaction header was discussed in the general transaction details above, the information required for each transaction line is:

Stock Code

Enter the stock code for the stock item you want to record here. You can use the <F4–Select> key to help you choose the stock item in the usual way. The stock description, unit of issue and pack size (if appropriate) are displayed for reference at the bottom of the screen (the items displayed here are configurable in Diamond and Premier Systems through the Stock Application User Facilities).

Multi Location Stock

Quantity

The quantity can take up to two or four decimal places (depending on configuration) though you can enter just a whole number to save typing. You can also enter negative quantities by keying a minus sign "-” before or after the quantity.

If an item can be sold in packs (you can tell this because the pack quantity shown at the bottom of the screen would be a value other than zero) then you can use the pack method of entering quantities. You do this by using the pack delimiter defined under the stock control System Profiles — typically an oblique "/”.For example, if you have sold 3 packs of 24 items, then you can enter this either as 72 <Enter> — units are assumed unless the pack delimiter is present — or as 3/ <Enter>. If you have split a pack to sell 80 items, then either enter it as 80 <Enter>, or as 3/8 <Enter> — three packs of 24, plus 8 units.

If there is insufficient free stock on file to satisfy this issue, then the computer warns you by displaying at the bottom of the screen to show the quantities held for physical stock, on-order stock and reserved stock. You are not prevented from continuing, this is merely a warning. If the stock item being considered has stock reserved against it, then you are asked ‘Update the Reserved Stock Quantity’. Reply Yes if this sales issue is to reduce the quantity reserved as well as the physical stock, otherwise reply No

Notes

Price

The price is displayed to either two or four decimal places (depending on system configuration).This is either one of the nine possible selling prices for this stock item, or perhaps the cost price, depending on your answer to the "Which price?” in the transaction header. Accept the unit price displayed by keying <Enter> or overtype with another value. If you have defined a "price per” quantity, note that this price is the price for the product multiple, not for a unit.

Tax Amount

The program uses the default tax code in the stock record to calculate and display the total tax value for this line automatically. This can be accepted by keying <Enter> or overtyped with another amount and <Enter>.

Notes

Description

A description or comment on the issue may be made here, note this is a transaction description not the stock item’s description.

User Item 2

If the second user item facility is configured then the prompt for this item appears after the description column and you can enter the appropriate details here.

Batch and Serial Items

For Batch/Serial items after confirming the description/user-2 item then a pop-up form will appear asking you to enter the batch/serial numbers which relate to the quantity you have issued. Depending on configuration the batch codes will either be pre-selected for you, issuing on a FIFO or user-defined sequence, or you are asked to type in the batch/serial code appropriate. <F4-Select> is available on batch code input. If serial-tracked item then the issue quantity is automatically set at ‘1’, if batch tracked then you are asked to enter the quantity of the batch to issue – you cannot enter a quantity greater than that freely available on the batch.

For Matrix items prior to entering the line quantity you are asked to enter a quantity against the batches you wish to issue – the total quantity then being used to default the line quantity.Depending on configuration you may also be asked, prior to the ‘batch’ details to restrict the batch list displayed to a ‘pre-selected’ dimension of the matrix – i.e. ‘colour’.

For Template items the inputs are as per ‘Matrix’ but they are prompted at the end of the transaction detail as with normal batch/serial items.

Extra Display / Input Items for Batch Tracking

Stock File Updating

When the stock files are updated the following actions occur for each item on the issue:

The physical stock level is reduced by the quantity issued

The reserved stock level is reduced, if appropriate, by the quantity issued

The period and year-to-date demand figures are increased by the quantity issued

The period and year-to-date sales values are increased by the total excluding tax issued

The period and year-to-date cost values are increased

The last transaction date is updated

The last sales issue date is updated

An issue transaction is written to the stock transaction file

A reserved transaction, if appropriate, is written to the stock transaction file

When batch/serial stock items are issued the following actions occur on update of the issue:

The physical stock level is reduced by the quantity issued

The sales document number, date and customer are recorded

An issue transaction is written to the batch transaction file.