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Stock Transactions - Stock Control

Datafile Software

Stock Transactions - Stock Control

This option allows you to configure, over four screens of parameters, how transactions are to be entered into the system.

Stock  Transactions (screen 1 of 4)

Transaction References Always Numeric

This option allows you to specific whether the transaction references are to be strictly numeric.Each transaction type has its own sequence for which you can select whether the reference is purely numeric.

Add One to Ref Each Time

For any of the transaction references that are set to be strictly numeric you can specify whether to automatically increment the reference number during posting – typically if numeric you would also select this.

Enter a Document Total before Details

Document totals are the sum of all the line entry quantities – this option asks if you wish to pre-enter a control total of quantities for the batch of transactions to be input.

If Zero, then accept any input totals

If set to pre-enter a batch total (above) then if left as 0 then will allow update of stock transactions with any quantity total.

Automatically Accept Document Totals

If set not to pre-enter a batch total then system requires you to enter a total quantity after inputting the transaction details as a batch total check, setting this option omits this requirement and updates the stock transactions without a quantity check.

Confirm / Adjust On-Order Quantities

When using the Stock Transaction option ‘Purchase Orders Received’ the on-order is automatically reduced to match the entered quantity received. Where you often have over/under deliveries that are not to be returned/supplied this can make your on-order stock quantity unreliable. This option allows you to confirm the quantity to be used to update the on-order stock level.

Omit Input of Tax Amount for Trans

The system calculates a tax amount of the transaction based on the ‘standard’ VAT code of the product – in most cases this is unnecessary as VAT liabilities are calculated through the sales and purchase ledgers. Setting this option omits the display and calculation of VAT details.

Omit Input of Sales Account Code

Sales Issues and Reservations allow entry of a nominated sales account for the transaction to be recorded against them, if this option not required it can be omitted by setting this flag.

Omit Input of Purchase Account Code

Purchase Orders, Purchase Orders Received and Goods Received transactions allow entry of a nominated purchase account to be recorded against them. If this option is not required it can be omitted by setting this flag.

Omit Input of Which Price Prompt

Sales Issues and Reservations allow you set the ‘price no’ for stock to be issued at. If always issuing a price band 1 you can omit this prompt by setting this option.

Do Not Allow Negative Stock

When set any transaction that would result in a negative physical quantity (i.e. less than 0) is not allowed.

Prevent Input of Negative Quantities

Stock Transactions such as sales issues allow entry of both positive (sales) and negative (credit) quantities. If you prefer credits to be done via Stock Adjustments then setting this omits this option. Note this also applies to purchases so if require to return stock to a supplier it would be need to be ‘sold’ via a sales issue at cost price.

Do Not Show Cost Price for Goods Received

When entering goods received/purchase orders delivered transactions the system defaults the cost price as per the current cost price recorded on stock. This option, when set, defaults the cost price to 0.

Alternate Reference Headings

Each of the stock transactions prompts for a ‘Reference’. Here you can set an alternate title to be displayed instead of reference, for example, issue-no for sales issues or order-no for purchases.

Stock Transactions (screen 2 of 4)

Mandatory ‘To’ code for Stock Transfers

When entering stock transfers you can enter a transfer from one stock item to many stock items however the total quantity on the ‘to’ stock items doesn’t have to match the ‘from’ quantity. Setting this option forces the input of a ‘to’ code for each transfer entry meaning to enter a multiple transfer, say for distributing stock from central stores to each warehouse, you have to enter individual transfers for each warehouse.

Omit Same Code for M/Loc Transfers

On a multi-location configured system the stock transfer procedure defaults the ‘to’ stock code as per the entered ‘from’ code assuming that you are transferring between warehouses.Set this option to omit this default.

Alternate Transfers option for M/Loc

One of the common procedures for stock transfer is to distribute stock between locations.Setting this option provides an additional transaction option ‘Warehouse Transfer’ which streamlines the process of transferring stock between locations.

Alternate Display for stock footer-1
Alternate Display for stock footer-2

When entering stock transactions after entry of the stock code the system displays details from the stock record selected in the footer of the screen – one line shows the description and physical quantity, the second the issue unit and pack quantity.Setting this option allows this display to be user defined.

On selection of these options a pop-up window allows entry of the items to be displayed.

Stock Item – Select the data item to be displayed.

Text– if blank then system displays the data item name as the text label, else you can set the label to be displayed.

Col – if text set then can set the screen column (1-80) at which point the data item is to be displayed.

Up to eight items can be set for display, subject to screen limitations of 80 columns, for each line.Note that if select to use the alternate footer for either line then the standard display items for both are suppressed.

Confirm Cost Price for Stock Transfers

Within the Stock Transfer the system can update the FIFO details and the cost price for the ‘To’ item based on the goods receipt settings in the Stock System Profiles.The cost price used is either the cost price of the ‘from’ stock item or the FIFO cost when set to use FIFO. This feature, when set, allows you to confirm this cost on the stock transfer.

Note that if set this cost only applies for the update of the ‘to’ item, stock is still issued out of the ‘from’ item at its original cost.

Optional Cost Price to use on Stock Transfers

When transferring stock there may be an additional cost associated with the transfer – perhaps a delivery charge for transfer between warehouses – this option allows you to nominate an alternate item on the ‘from’ stock record that is used as the cost of the transfer.

Note that the option to confirm cost must also be enabled and that again the cost is only used for update of the ‘to’ item, the ‘from’ stock being issued at its original cost.

Stock Transactions (screen 3 of 4)

Parameter options on screen 3 of 4 primarily apply to the Retail Stock accessory where different transaction entry options are available. However, some of the options can apply for standard stock transaction entry and these are outlined below.

Default Quantity to ‘1’ on Issues/Reserved

Set for the transaction quantity to default to ‘1’, rather than blank, on sales issues and stock reservation transactions.

Prompt Location in Header Only

This restricts all transactions, bar transfer options, to a particular stock location selected in the transaction header (along with date/reference etc.)

Enter Total Sales Value for Issues

Only applicable for Retail Stock.

Record Cash Payment Analysis for Issues

Only applicable for Retail Stock.

Record Sell Price on Orders/Receipts

Only applicable for Retail Stock.

Omit Line Description on Retail Sales

Only applicable for Retail Stock

Show Running Value on Sales Issues

When set the system displays the total accumulated value in the transaction header for the entered details on sales issues and reservations.

Show Running Value on Order/Receipts

If set then the system displays the total accumulated value in the transaction header for the entered details on purchase orders, orders received and goods received.

Omit Input of Cash Takings for Dockets

Only applicable if Retail Stock

Omit Input of Cash Takings for Tills

Only applicable if Retail Stock

Omit Prompting for Reserved Updating

On Sales Issues if the selected stock has a reserved quantity then you are prompted to update reserved, setting this option omits that prompt.

Omit Beep Warning on Quantity Checks

On Sales Issue will ‘beep’ if entered quantity means physical stock will go negative, as well as warning display in transaction footer. Setting this option omits the beep but leaves the on-screen warning.

Codes for Pay Types

Only applicable for Retail Stock

Stock Transactions (screen 4 of 4)

The fourth parameter screen allows the nomination of additional stock transaction items to be input.These act as per the ‘user-1’ extra item in that they apply to all details of the stock transaction but are prompted after entry of the details rather than beforehand.

Up to eight stock transaction items can be selected and you can configure which of the stock transaction options each extra item can be prompted on.

This parameter screen also allows setting of the transaction types that are to produce a printed output.If any transactions set to print a document then the stock document design options are available after this parameter screen.

  • Release ID: Standard