Period End - Save Physical and Cost Values

As part of the stock set-up you have the option to record demand, sales value and cost of sales value for the period and for the year-to-date. As part of the period end procedure we can also save those current period values into one of a series of saved ‘period’ values for the current year.This allows you to monitor trends in demand and profitability for the stock item.

This new feature also allows you to save the period end physical and cost price for the current period into a series of ‘period’ values allowing you to report on end of period stock valuations throughout the year.

As with the demand items the saving of the physical / cost values the system supports either saving on rolling year basis or saving the values for three years (current / previous / year before values)

Installation

Database Changes

Changes are required to the Stock Records database to record the period values. To add these items, select Installationfrom the main menu followed by Application Manager and then Restructure A Database. Select the Stock Control application and elect to update the Live Files and then select the Stock file.

To insert a new item press <Enter> against a blank entry, enter the title as required and press <Enter>, select the item type (using the drop-down list if required), and depending on item type select the size required.

Item Name         Type      Description

PHYS-PER-01     K,L,M    Holds the stock ‘Physical’ Qty at the end of Period 1. Data item type should match that of the standard physical data item.

PHYS-PER-nn     K,L,M    Repeat for series of 12/13 items for the saved qty at the end of periods 2-12/13. All saved physical items must be consecutive within the database.

COST-PER-01     K,L,M    Holds the saved ‘Cost Price’ at the end of Period 1.Data item type should match that of the standard cost price data item. Note that the saved value is the profiled cost price – updated either manually, on an average basis or on a last purchase basis.

COST-PER-nn      K,L,M    Repeat for series of 12/13 items for the saved cost at the end of periods 2-12/13. Items must be consecutive. 

VAL-PER-01           *        Optional calculated item multiplying the period 1 saved physical quantity by the saved cost price. If using cost per quantity include this in the calculation also.

VAL-PER-nn         *         Optional calculated item multiply the period n saved physical qty by the saved cost price. Repeat for each period.

The above would allow you to save the values on a rolling 12 month basis – i.e. if run the period end for July the system will overwrite the saved values for July in the previous year. As with Demand etc. there is the option to save previous year and year-before values.

PHYS-LY-01          K,L,M    Holds the saved stock physical qty at the end of the period 1 last year.

PHYS-LY-nn          K,L,M    Holds the saved stock physical qty at the end of period nlast year. Up to 12/13 items should be created in total (subject to no of periods in the financial year) – all items must be consecutive.

COST-LY-01          K,L,M    Holds the saved cost price at the end of period 1 last year.

COST-LY-nn          K,L,M    Holds the saved cost price at the end of period nlast year. Again series of 12/13 items to be created all consecutive within the database.

VAL-LY-01            *         Optional calculated item multiplying the period 1 last year saved physical quantity by the saved cost price. If using cost per quantity include this in the calculation also.

VAL-LY-nn            *         Optional calculated item multiply the period nsaved physical qty by the saved cost price for last year. Repeat for each period.

PHYS-YBF-01     K,L,M     Holds the saved stock physical qty at the end of the period 1 in the year before last.

PHYS-YBF-nn     K,L,M     Holds the saved stock physical qty at the end of period n in the year before last. Up to 12/13 items should be created in total (subject to no of periods in the financial year) – all items must be consecutive.

COST-YBF-01     K,L,M     Holds the saved cost price at the end of period 1 in the year before last.

COST-YBF-nn     K,L,M     Holds the saved cost price at the end of period n in the year before last. Again series of 12/13 items to be created all consecutive within the database.

VAL-YBF-01          *       Optional calculated item multiplying the period 1 saved physical quantity by the saved cost price from the year before last. If using cost per quantity include this in the calculation also.

VAL-YBF-nn          *       Optional calculated item multiply the period n saved physical qty by the saved cost price from the year before last.Repeat for each period.

Once the required items have been recorded press the <ESC> key and select the UPDATE button to save the database changes. When prompted respond ‘Y’ to the prompts to ‘Extract Existing Data to New Database Structure’ and, if appropriate, ‘Copy Table Entries from Old Database to New Database’. Final prompts ask to ‘Remove (.OLD) Database’ and to ‘Carry Out the Same Restructure on the BASE File as well’ – respond as required. If you select to update the base file, you need to manually insert the new items at the same data item positions as on the live file.

Set Database Profiles

You reference the new saved period values within the Database Profiles for the Stock application. Select Installationfrom the main menu followed by Application Manager and Set Database Profiles. Choose the Stock Control application and the Period End parameter screen.

Reference the newly created physical / cost price value items against the appropriate profile settings.