Datafile Software Stock Take - Stock Control The Stock Take facility allows you to record and analyse stock takes. These options would normally be used at the end of a period or year but can be run at any time. The first stage in the... Read More

Datafile Software Stock Take / Forward - Stock Control NON-STOCK-TAKE ? Flag to identify items as being excluded from the stock take process. DATE-COUNTED D, E Last date a stock count was done for this item. COUNTED-QTY K, L, M The &lsquo... Read More

Datafile Software Stock Record and Stock Transaction Pick Lists Release 6.2 introduced definable pick lists into Order Processing, Release 6.3 extended this to the Sales and Purchase Ledgers and now in Release 6.4 these options have been added... Read More

Datafile Software Component Items - Stock Control ASSEMBLY X (16) Holds the assembly this component relates to ASSEMBLY-RECNO Y (6) Holds the record number of the assembly record STOCK-CODE X (16) Holds the component stock item STOCK-QTY K, L, M... Read More

Datafile Software Stock Take - Additional Transaction Audit Reporting When performing a stock take the system initialises the stock by copying the current physical quantity as a ‘compare’ quantity. The next stage, entry of the... Read More

Datafile Software Assemblies - Decimal Precision for Component Quantity When maintaining Stock Assemblies the component quantity is recorded to either 2 decimal places or 4 decimal places depending on configuration of the system. This new feature... Read More

Datafile Software Solutions Stock Assemblies – Flag as Obsolete Where you stock not only complete units, but also the components to make the complete unit, then Stock Assemblies allow you to build a parts list for the finished item. Over... Read More

Datafile Software Stock Valuation and Cost Prices On a period-by-period basis you are likely to use the system facilities to record cost of sales and to give you gross margin figures (sale value less cost of goods) by the analysis categories you... Read More

Datafile Software Assemblies - Always Build Selected Sub-Assemblies Where a stock assembly contains a component which is an assembly in its own right – usually referred to as a sub-assembly – then system profile settings allow you to... Read More

Datafile Software Component Stock Check Report - Include Notes / Comments The Component Stock Check report listing is based on the build assembly procedures and as such includes any notes entries from the assembly but doesn’t include any... Read More

Datafile Software Stock Record Maintenance Improvements This release brings the improvements to Stock record maintenance options that were introduced in earlier releases for the Sales/Purchase Account maintenance screens amongst others. ... Read More

Datafile Software Stock Enquiry - Stock Control This option allows you to configure the stock and stock transaction items displayed as part of the Stock Enquiry option. You can select nine items from the stock file for display (not including the... Read More

Datafile Software Cost / Sale Price Changes - Stock Control This option provides a transaction audit trail for changes to costs and selling prices allowing later enquiry of when price details were amended. Which Price Select which price you want... Read More

Datafile Software Stock Valuation by Batch / Serial The Stock Valuation report currently allows you to value your stock based on the current cost price or, optionally, on a FIFO basis. This release includes an additional feature, when valuing on... Read More

Datafile Software System Profiles - Batch Tracking System Profiles (1/4) Batch Tracking Installed for Stock  Set to use batch tracking within this company, leave blank to omit the use of batch tracking. Prevent Negative Stocks This... Read More

Datafile Software Stock Statement - Stock Control A stock statement gives you a printed "record card” for each stock item, showing details about the stock item, followed by a list of all the transaction movements which have occurred in the... Read More

Datafile Software Assign Nominal Codes from Stock Location File This new feature allows you to default the sales and purchase nominal codes from the stock location file. This allows the facility which automatically creates stock codes in other... Read More

Datafile Software Goods Returns - Update FIFO Cost Table The Stock record contains a FIFO table which can be used for stock valuation purposes and records the last n goods receipts (where nis a value from 1 to 9). When goods are sold but then... Read More

Datafile Software View System Status - Stock Control This displays a summary of the current status of all the stock files. On choosing this option, the following screen is displayed. Company Displays the identified code and the name of the... Read More

Datafile Software Delivery / Goods Received Note - Batch Tracking The delivery note (or invoice where no delivery note) always prompts for the batch details to be issued / received and the quantity processed must match the ‘action’... Read More

Datafile Software Totals Only on Stock Valuation Report This new feature allows a run-time parameter on the Stock Valuation report to omit the individual stock record entries and report the totals (and any set sub-totals) only.Diamond and... Read More

Datafile Software Marking a Stock Item as Batch/Serial Tracked - Batch Tracking For a stock item to record batch/serial details it must be flagged accordingly, typically this is done when you add a stock item either through the stock maintenance... Read More

Diamond and Premier Only   This feature allows for the recording of stock holding locations against individual batch/serial entries for stock codes. Batch Code Selection When entering a transaction where you are prompted for Batch Codes... Read More

Datafile Software Additional Lookup Options in Stock Maintenance Screens Previously, the Stock Maintenance screens allowed one lookup database. New in Release 6.1 the lookup options have been extended to allow three lookup databases with multiple... Read More

Datafile Software Stock FIFO 1 - Stock Control FIFO COST 1-9 K, L, M Holds the last n cost prices for which goods were received at. This is used within the Stock Valuation report as appropriate. FIFO DATE 1-MAX D, E Holds the last n dates for... Read More

Datafile Software Potential Out of Stock Report - Stock Control This can be one of the most useful reports to use in the stock system. It attempts to highlight those stock items of which it is possible you will run out unless you order some more... Read More

Datafile Software Period End - Stock Control The period-end is a housekeeping routine. You should use it on a monthly basis to match your accounting periods, particularly if you want to keep the monthly history of demand for each stock item up-to... Read More

Datafile Software Stock History Analysis The Stock records all contain a rolling history of demand, sales values and cost of sales values for (usually) 12 periods. This new report allow output of a set of demand, sales or cost values to an Excel... Read More

Datafile Software Update Existing Stock Record - Stock Control This displays the same screen as that used to add a new stock record. Use <F4-Select> to find existing codes. If you enter a code that has not been set-up you are warned... Read More

Datafile Software Adding a New Stock Record - Stock Control The first option allows you to enter new stock records. You are first prompted to enter the stock code that you wish to add to the file.This reference must be in the format you have... Read More

Datafile Software Stock Checking Sheet - Stock Control When running (say) a stock take it can be helpful to check stock against a stock printout, and the stock checking sheet helps to satisfy this need. If you are using the multi-location... Read More

Datafile Software System Profiles - Stock Control System Profiles hold parameters that define how the application is to work. More than one application program may need to know about the profile for a specific application – for example if... Read More

Datafile Software 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... Read More

Datafile Software Invoice and Credit Documents - Batch Tracking On complete of the line entry input Invoicer will prompt for the serial/batch details to be issued, as with sales issues in stock control you cannot complete acceptance of the... Read More

Datafile Software Slow Moving Stock Report - Stock Control This report takes a different view of stock. It looks for those an item for which there has been no movement at all for a stated period of time. This period of time is again a parameter... Read More

Datafile Software Copy Item Facilities - Batch Tracking Copy Items allow you to copy information from a record in one database to a record generated in another when links between the two databases exist. There are various copy item options in... Read More

Datafile Software Stock File FULL Screen Design (Premier) - Stock Control In Premier systems you have the option to create a user-defined screen in which to display details from the stock file and can be spread over two screens. On selection of... Read More

Datafile Software Units of Issue, Pack Sizes and Price Per Stock is usually maintained in units. However, a unit to the stock system can itself have a quantity attribute. We might stock, and wish to record stock, of packets of twenty... Read More

Datafile Software Stock Locations - Auto Create / Update Stock Locations When using Stock Locations the system prompts after creation of a new stock record within Stock Control to set-up the same stock code in other locations and, if Yes, allows... Read More

Datafile Software Stock Optional 3 - Stock Control CROSS-STOCK 1-5 X (16) Up to five alternate stock codes can be offered during sales order entry when the quantity required for the initially selected item isn’t available. CROSS-MESSAGE 1... Read More

Datafile Software Order Entry - Batch Tracking As batch details are only prompted for a physical movement of stock then order entry, which will only reserve or place stock on-order, would not normally prompt for batch details.However, if... Read More

Datafile Software Period End Procedure - Stock Control This routine updates the monthly demand, cost-of-sales and sales values for the period, resets the current period values to zero (or reset to the forward value if appropriate) and removes... Read More

Datafile Software Stock Adjustments - Stock Control Stock adjustments are used to increase or reduce the physical stock level. The reasons for making stock adjustments are many and varied, and can include: Stock has had to be scrapped because it... Read More

Datafile Software Excess Stock Report - Stock Control Many companies have not had the capacity in the past to examine their stock-holding in sufficient detail to check whether their stock levels are right or not. A computer is in the position... Read More

Datafile Software Revise Cost / Selling Prices on Generated Stock Transactions When posting stock transactions, typically from Order Processing, there can be times that at the point of delivery and goods received the costs (particularly) are not... Read More

Datafile Software Assemblies - Bulk Stock Items Within Stock Assemblies you can be using stock items such as screws, nuts, bolts and washers where there is no need to track each individual item as they are used – instead stock for these items... Read More

Datafile Software Automatic Reports - Stock Control The Automatic Reports option runs through selected Stock Reports, sending them to the printer/disk spooler as you choose. This allows you to select one option to print all your month-end stock... Read More

Datafile Software Standard Costing Standard costing is a technique used particularly in manufacturing industries whereby a cost is calculated for each manufactured item to include parts, labour, and even the costs of the machinery needed to... Read More

Datafile Software Delete Active Stock Records This system prevents the deletion of active stock records – those items with a non-zero physical, reserved or on-order quantity or with associated transactions – to protect system integrity... Read More

Datafile Software Build Assembly (Physical) - Stock Control This option builds the assembly for stock – in the process the stock file is updated to show the reduction in the physical stock level of the component items used when building the... Read More

Datafile Software Choosing the Right Company - Stock Control You can use Datafile to control more than one company’s data. Where you have more than one company, then if the computer doesn’t know which company’s data to process... Read More

Datafile Software Batch Code Enquiry - Batch Tracking The Batch Code Enquiry option allows you to select a batch code and view its quantity, sales and purchase information. On selection of the option you will be asked for the batch code to... Read More

Datafile Software Forecasting and Stock Replenishment A stock system can pay for itself if it helps to avoid the "lost sale” — the situation where you haven’t made a sale because you had not got the item in stock. An example of... Read More

Datafile Software Maintain Stock File - Stock Control The options here allow configuration of the maintenance screens used for the stock and location files plus additional replicate options uses with multi-location stock. Maintain Stock Records �... Read More

Datafile Software Trans Optional - Batch Tracking S/L P/L ACCOUNT X (10) Holds the sales or purchase account (as appropriate) that the transaction was generated for. S/L P/L ORDER REF X (16) Holds the order number that the transaction was... Read More

Datafile Software Stock Take - Batch Tracking DATE COUNTED D, E Last date a count was done for this batch record COUNTED QUANTITY K, L, M The ‘physically’ counted quantity for this batch record COMPARE QUANTITY K, L, M The quantity... Read More

Datafile Software Document Design Manager - Parameters - Stock Control In addition to the design features accessible from the document mask there are various parameter screens which can be used to configure the printed output and the processing... Read More

Datafile Software Over-Stocking and Slow Moving Stock Where only manual methods of stock control are used it is common to find that fast-moving items are under stocked (greater risk and frequency of out-of-stock situations) whereas slower-moving... Read More

Datafile Software Batch / Call-Off - Stock Control BATCH-TYPE (BSMT) X (1) Holds the type of batch/serial tracking. B-Batch, S-Serial Number, M-Matrix (size/colour), T-Template (batch/size/colour). FIRST-BATCH Y (6) Holds the record number of... Read More

Datafile Software Stock Quantities The Datafile Software stock system keeps track of stock movements by unit. It manages four separate quantity fields Physical Quantity. This is the quantity of stock which should physically be present on your... Read More

Datafile Software Document Design Manager - E-Mail Settings - Stock Control The E-Mail Settings option allows you to configure default message details if the document is printed to E-Mail. Data item containing e-mail address – select the data... Read More

Datafile Software Flag Component Records to Omit Cost Price This new feature allows the facility to flag a component record within an assembly so the cost of the component stock item is not included in the valuation of the assembly or the... Read More

Datafile Software Reset Stock Take Values - Stock Control The Stock Take procedure is a four-stage procedure (see the section on Stock Take earlier for more details). If had to abandon the stock take process previously as, for example, you ran... Read More

Datafile Software Multiple Locations The Datafile Software stock system caters for multiple location stock; whether this is just different areas of the same plant (such as raw materials, work in progress, and finished goods stores) or... Read More

Datafile Software Assemblies - Omit Component from Build This new option allows flagged component items to be omitted from assembly build procedures; flagged items are included within reports but are processed with a zero quantity.You might use... Read More

Stock Availability Enquiry   When receiving customer enquiries, you may be asked to check the availability of a stock item.  Existing Ledger Enquiry tools allow you to review what’s currently in stock, what’s reserved for... Read More

Datafile Software Assemblies - Include Wastage in Valuations If Stock Items and/or Assemblies configured for wastage calculations then, during build processes, the system calculates the values including the wastage but the options to recalculate... Read More

Datafile Software Maintain Assemblies This option allows you to define new assemblies and to maintain the details of existing assemblies.The assembly stock item and all its components would usually already exist as stock items before you define... Read More

Datafile Software Merge Stock Codes Utility Where you have multiple operators maintaining the stock system and adding new records you may end up with the same stock item having been added into Datafile under two different stock codes.This... Read More

Datafile Software Batch Reports - Batch Tracking Here you define how the batch reports, based on the batch records file, are to print. For each report the parameters you must give include the print style (type of printing), the data items to... Read More

Datafile Software Stock Transfers - Stock Control Stock transfers occur when you move stock from one stock code to another. You may need to do this for a number of reasons, including: You have several quality standards for a product, and have... Read More

Datafile Software Audit Pointers: Stock to Transactions & Audit Pointers: Assembly to Component - Stock Control These options check and reset the relationships between the files concerned. On selection you are asked whether you want to... Read More

Datafile Software Delete a Stock Record - Stock Control This option, again displaying the same screen as to add a stock record, allows you to remove a stock code that has been added incorrectly or is no longer required. You are ONLY allowed to... Read More

Datafile Software Multi Location Stock - Stock Control The Datafile Software stock control system supports multiple locations for holding stock. This is achieved by extending the stock code to include a location code too, as described in the... Read More

Datafile Software Location Maintenance - Stock Control You use this part of the program to maintain the stock locations details needed for the multi-location stock option. If you have not defined your system for multi-location stock (defined... Read More

Datafile Software Document Design Manager - Setting and Applying Font Defaults - Stock Control Before you start to design your document you may wish to set default fonts for each area of the document.You can amend the fonts for each item... Read More

Datafile Software Reserve Stock - Stock Control If you want to reserve stock against sales issues, then you can use this transaction option to achieve it.When a sales issue reduces stock subsequently, you are given the opportunity also to reduce... Read More

Datafile Software Assembly Block Build Requirements The assembly build and component stock check processes within Stock Control work on an assembly by assembly basis – if the same component is used in several assemblies for which build is... Read More

Datafile Software Batch Tracking The Batch Tracking accessory, available on Datafile Diamond and Premier, allows you to record the serial and batch numbers of stock items and track their movement.Information about the batch/serial number is held... Read More

Datafile Software Transaction Reports - Stock Control Here you define how the transaction reports, based on the transaction records file, are to print.For each report the parameters you must give include the print style (type of printing), the... Read More

Datafile Software Stock Reports - Stock Control Here you define how the stock reports, based on the stock records file, are to print. For each report the parameters you must give include the print style (type of printing), the data items to print... Read More

Datafile Software Period / Year End Facilities - Stock Control Three screens are displayed within this option. The first screen displays the status of the stock system with regards to the period end updates. These display whether you remove... Read More

Datafile Software Transaction Control Numbers - Stock Control This option lets you manually reset certain transaction pointer numbers in the control files.For example the Stock control numbers hold the ‘Highest Transaction after Last... Read More

Datafile Software Maintain Matrix Templates - Batch Tracking The ‘Matrix’ options are an add-on to the Batch Tracking facilities for were items are not serial or batch tracked but are available in different configurations. One option... Read More

Datafile Software Reports - Batch Tracking The Reports option allows up to eight reports to be defined against the batch file, one of which is pre-defined for you as a batch ‘listing’ report. On selection of the Reports option you... Read More

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... Read More

Datafile Software Assembly Reports - Stock Control Three Assembly reports are available for configuration, each split into two configuration options for the assembly header details and the component stock detail. The Print Assy.(or Assembly)... Read More

Datafile Software Document Design Manager - Stock Control The Document Design Manager is available on the main ‘Installation’ menu for Compact and Professional users, for Diamond and Premier users it is available on the &lsquo... Read More

Datafile Software Copy Batch Items to Stock Transactions Batch Tracking System Profiles allows the facility to record the batch transactions on the stock transaction file as opposed to the batch transaction file. New in Release 6.5 in this... Read More

Datafile Software Document Design Manager - Print Preview and Test Print - Stock Control You can preview the document to the screen or the printer from the File pull-down menu. Selecting the Print Preview option shows the document on screen. You... Read More

Datafile Software Transferring from Existing Stock Control You are probably transferring your stock control from either a computer or manual system onto the computer, or you may be formalising your stock control for the first time. The usual... Read More

Datafile Software Recall Standard Text - Batch Tracking Recall Standard Text allows you to attach a word or phrase to a specific key combination (such as <Shift> + <F1>). For example you might have a series of standard texts to use for... Read More

Datafile Software Database Audit - Batch Tracking Use this option to check the internal integrity of any of the Batch Tracking application files. If you’re sure that a particular record is in the file but you cannot select it via the... Read More

Datafile Software Entering Stock Transactions - Batch Tracking When entering stock transactions through the Stock application the system prompts for the batch/serial details where appropriate for the stock item and the transaction type.Within... Read More

Datafile Software Stock Statements / Enquiries - Stock Control You specify the details printed for the stock statement report here. Details from the stock record are used in the header part of the statement, followed by detail from the stock... Read More

Datafile Software Stock Analysis Summary - Stock Control The purpose of this report is to give you a summary of (say) the demand in value terms analysed over the analysis code categories defined in your stock file. For example, suppose you used... Read More

Datafile Software Introduction to Batch Tracking Batch Tracking is an application accessory available on the Diamond and Premier Product levels. It adds batch tracking facilities to the stock, invoicing, order processing and job costing... Read More

Datafile Software Audit Pointers: Batch to Stock & Audit Pointers: Batch to Transactions - Batch Tracking These options check and reset the relationships between the files concerned. On selection you are asked whether you want to perform the... Read More

Datafile Software List Assemblies - Stock Control This option gives a list to screen of the assemblies defined on the system. This display is in assembly number order. Read More

Datafile Software Additional Options for the Print & Value Assemblies Report The Print & Value Assemblies report option, available within the Stock Control / Assemblies menu, gives you a report showing each assembly with its component... Read More

Datafile Software Document Design Manager - Page Setup - Stock Control Paper Size – offers a drop-down list of paper sizes available. Select the paper size appropriate. Print in Landscape– set whether the document is to be printed in... Read More

Datafile Software Document Design Manager - Moving, Deleting and Amending Items - Stock Control You can move an items position by selecting it with the mouse and dragging it to where it’s required.If the ‘Tools’ option &lsquo... Read More

Datafile Software Assemblies - Record Original Assembly Settings When building a stock assembly into physical stock the option exists to amend the component lines before the build is processed. New for Release 6.5 additional options have been... Read More

Datafile Software Stock Assemblies - Stock Control This section describes the assembly facilities of the stock system showing you how to define the assembly structure and build the assembly. An assembly is a stock item in its own right. You... Read More

Datafile Software Stock Reports You can print stock reports as and when you need them and this option groups all the reports for the stock system – the stock reports, stock statement and stock transaction reports.Choosing the ‘Stock... Read More

Datafile Software Retail Stock (1 and 2) and Retail Transactions - Stock Control Only applicable for the Retail Stock Accessory Read More

Datafile Software Extra (Other) Maintenance Screens - Stock Control The extra maintenance screens, available on all product levels except Compact, allow extra maintenance screens that are tied to a specific aspect of stock maintenance or enquiry... Read More

Datafile Software Goods Received - Stock Control This option differs from the previous option ‘Purchase Orders Received’ only in that it assumes that the items were not originally entered as on-order. It does not therefore reduce the... Read More

Datafile Software Application Manager - Stock Control Selecting the Application Manager (Diamond and Premier only) menu option gives a further sub-set of actions. The options available on this menu are discussed in their own selections later on... Read More

Datafile Software Document Design Manager - Document Watermark - Stock Control You have the option to add a bitmap behind the entire document to act as a watermark. (If converting an earlier document that had a bitmap background then this is set... Read More

Datafile Software Stock Prices - Stock Control SELLING-PRICE 1-9 K, L, M, * Up to nine different selling prices can be held for a stock item (5 on Professional Systems, 3 on Compact). Whilst different prices can use different types they should... Read More

Datafile Software Maintain Batch Matrix - Batch Tracking This option allows you to define the screen used when creating/amending a matrix template.Screen design processes are general throughout the system: To display a data item, position the... Read More

Datafile Software Prompts Used Throughout Reporting Procedures - Stock Control Throughout the stock application there is a common set of questions whenever a report is printed – supplemented by others for the specific report. These questions... Read More

Datafile Software Force To-Stock to Match From-Stock on Batch Transfers A common use for Batch Tracking is to assign ‘bin locations’ for all stock items to track the quantity of a given stock item in any one location. In this... Read More

Datafile Software Stock Transactions You can use these menu options to record movements of stock in your system. If you have purchased any of the Datafile Software order processing, invoicing and/or job costing applications, then these can also... Read More

Datafile Software View a Stock Record - Stock Control Again this displays the same screen as that used to add a new stock record. <F4-Select> can be used to find the stock code where not known, or you can enter the code from the keyboard. As... Read More

Datafile Software Enquire Where Stock Used - Stock Control This option allows entry of a stock record and then lists the assemblies in which that component is used.This could be used to check the assemblies that need to be updated when a... Read More

Datafile Software Component Stock Check - Stock Control This option is also processed identically to the ‘Build Assembly (Physical)’ option. In this case no stock quantities are updated – this option is a useful utility to check... Read More

Datafile Software Recalculate Cost of Assemblies - Stock Control The cost price of stock items is updated primarily when you receive goods into stock; items which are assembled have their cost price updated when built. You may however wish to... Read More

Datafile Software Controls and Audit Manager - Stock Control The Controls and Audit Manager contains all the utility routines used to check the integrity of the database files and to undertake various housekeeping actions. The tools supplied... Read More

Datafile Software Trans Mandatory - Batch Tracking TRANSACTION TYPE X (1) Holds the type of transaction. 1 – Sales Issue 3 – Purchase Delivery 4 – Goods Received 5 – Adjustment 7 – Transfer 8 – Stock Take Adjustment 9 –... Read More

Datafile Software Default Batch Type for New Stock Items When adding new stock records options are available to set default batch configuration settings when you mark an item for batch/serial tracking but you couldn’t set the system so... Read More

Datafile Software Clear Down Batch and Batch Transactions - Batch Tracking The batch tracking clear down procedures allow you to remove old (long) issued batches and / or transactions that are no longer required for enquiry purposes. On... Read More

Datafile Software Update Batch Cost on Receipt of Additional Items When receiving goods and a new batch record is created the system updates the cost price based on the price of the receipt but any further deliveries of goods into the same batch... Read More

Datafile Software Currency Considerations The foreign currency application, available on Datafile Diamond and Premier, allows sales and purchases in currencies other than Pound Sterling (or more correctly your base currency). Whilst stock... Read More

Datafile Software Purchase Orders / Deliveries - Stock Control Again available off the ‘Transaction Reports’ sub-menu, this report lists purchase orders placed; purchase orders received, and goods received transactions —... Read More

Datafile Software Set Company Details - Stock Control The Stock documents allow the printing of ‘data’ items for the company name and address details.This can be a useful alternative to entering the address details as text on the... Read More

Datafile Software Trans Mandatory - Stock Control TRANSACTION-TYPE X (1) Identifies the type of transaction TRANSACTION DATE D, E Holds the date the transaction was entered ‘as at’. STOCK CODE X (16) Holds the stock code the... Read More

Datafile Software Security and User Manager - Batch Tracking The Security and User Manager allows you to set authority levels and passwords on specific application options and to define any user authority overrides. After selecting the... Read More

Datafile Software Mark Stock Records for Year End Delete - Stock Control As discussed with the DELETE option above you cannot delete a stock record once a transaction has been recorded against it unless clearing down transactions at period end.... Read More

Datafile Software Transaction / Detail Enquiries - Stock Control This option gives you the ability to configure the display of the stock transaction enquiries available for each stock record. On selection of this option you are able to set the... Read More

Datafile Software Order Acknowledgement - Batch Tracking The Order Acknowledgement document can print the batch details that have been pre-allocated as part of the order entry process. Alternatively the system can be configured to prompt for... Read More

Datafile Software Set Auto Expand Data Files - Batch Tracking Datafile reserves a fixed space for database files and you need to expand that space should the file become full. This option allows you to set internal system parameters sot that it... Read More

Datafile Software Location Transfer - Stock Control The Location Transfer option is a more streamlined method of transferring stock from one warehouse location to another. From Location To Location These prompts, in the transaction header, ask... Read More

Datafile Software Batch Statements - Batch Tracking The Batch Statement option allows you to define eight ‘statement’ style reports. These statements are made up of a master file – either the stock or batch file – and a detail... Read More

Datafile Software Solutions Transaction Entry - Additional Options for User 1/2 Items A feature within Stock System Profiles allows the system to configure two additional prompts for use during transaction entry within Stock Control. When... Read More

Datafile Software Security and User Manager - Stock Control The Security and User Manager, available on Professional upwards, allows you to set authority levels and passwords on specific application options and to define any user authority... Read More

Datafile Software Application Screen Layouts - Stock Control This option allows access to the ‘Maintain Stock’ section of the Application User Facilities. Refer to this section above for further details. Read More

Datafile Software System Status - Batch Tracking This option displays a summary of the current status of the batch files; showing company details, file sizes and stock period dates.   Read More

Datafile Software Stock Optional 2 - Stock Control NON-STOCK ITEM ? Flag to identify items for which you do not want to track quantities. MEMO-REFERENCE Y (6) Holds the reference number of any memo attached to the stock item.The filename of the... Read More

Datafile Software Other Applications - Batch Tracking Stock Control, Sales Order Processing, Purchase Order Processing and Bill of Materials all have database profiles settings for batch tracking parameters. Stock Control, discussed earlier in... Read More

Datafile Software Multi Location Enquiries - Stock Control When using multi-location stock this option allows you to quickly display stock from all locations and switch the enquiry from one location to another. Stock Items for Location List ... Read More

Datafile Software Select Key Definition - Batch Tracking Whenever you press <F4-Select> against an application database within the batch tracking application the details displayed can be configured to show the details you require.This is... Read More

Datafile Software Average Cost Updating - Replace Cost if Stock Cost is Zero Stock System Profiles (and Purchase Invoice or Purchase Order Processing documents) allow the system to be configured to update the stock cost price on an average basis... Read More

Diamond and Premier Only Batch Tracking parameters allow for the input / display of up to five extra data items from the batch record when prompted to select a batch record – for example this could be used do input an expiry date on goods receipt. ... Read More

Datafile Software Matrix Enquiry - Batch Tracking The Stock Ledger Enquiry allows you to view a list of the batches available for each stock item showing physical quantities etc., and the batch code enquiry allows you to see the quantity details... Read More

Datafile Software Purchase Orders Received - Stock Control This transaction option should only be used for stock items that were previously marked as on-order through the ‘Enter Purchase Order’ option described above. The procedures... Read More

Datafile Software Assembly Items - Stock Control ASSEMBLY-NO X (16) Holds the Assembly Code STOCK-CODE X (16) Holds the Stock Code of the completed item. BUILD-QTY K, L, M Holds the qty of the completed item to be built. FIRST-DETAIL Y (6) Holds... Read More

Datafile Software Batch Mandatory - Batch Tracking BATCH NUMBER X (32) The prime index of the batch file holding the batch code itself. STOCK CODE X (32) Holds the stock code that the batch/serial item belongs to. STOCK RECORD NO Y (6) Holds the... Read More

Datafile Software Stock FIFO 1 / Assy - Stock Control FIFO QTY 1-9 K, L, M Holds the last n purchase quantities for the stock item. ASSEMBLY CODE X (32) Holds the assembly code of the ‘kit’ used to build this item (if any) APPLY... Read More

Datafile Software Batch Optional 1 - Batch Tracking SUPP CODE X (10) Holds the account code of the supplier, where appropriate, whom the batch was purchased from. PURCH ORDER REF X (16) Holds the purchase order number, where appropriate, the... Read More

Datafile Software View Current Period Dates - Stock Control This option allows you to view the current accounting calendar showing the active periods for the sales and purchase ledgers as well as stock. Read More

Datafile Software Stock Demand - Stock Control DEMAND-YEAR K, L, M Quantity sold so far this year DEMAND-PERIOD K, L, M Quantity sold so far this period DEMAND-WEEK K, L, M Quantity sold so far this week (only applicable if using weekly period... Read More

Datafile Software Works Order Entry - Batch Tracking As batch details are only prompted for a physical movement of stock then works order entry, which will only reserve or place stock on-order, would not normally prompt for batch details.... Read More

Datafile Software Out of Stock Report - Stock Control This report shows those items for which the physical stock is zero (or negative). You must decide whether to order any more – although any stock if this item already on-order is also shown.... Read More

Datafile Software Compact & Audit Database - Batch Tracking The internal processing of databases does not necessarily re-use the space occupied by records that have been deleted (particularly in master files such as the Batch file). New... Read More

Datafile Software Copy Item Facilities - Stock Control Copy Items allow you to copy information from a record in one database to a record generated in another when a link between the two databases exists. There are various copy item options in... Read More

Datafile Software Document Design Manager - Inserting New Items - Stock Control To insert a new item position the mouse where you wish to insert the item and press the right-button on the mouse (hereafter described as right-click). A menu... Read More

Datafile Software Assemblies - Component Stock Check Report The Component Stock Check procedure produces a ‘build’ report and includes details of any product shortfalls but could only be output to printer. From Release 6.5 this... Read More

Datafile Software Compact & Audit Database - Stock Control The internal processing of databases does not necessarily re-use the space occupied by records that have been deleted (particularly in master files such as the Stock file). New... Read More

Datafile Software Database Audit - Stock Control Use this option to check the internal integrity of any of the Stock application files. If you’re sure that a particular record is in the file but you cannot select it via the indexes then... Read More

Datafile Software Stock Adjustments Report - Stock Control This report lists stock adjustment transactions and stock take adjustments — transaction types 5 and 8.It lists only the transactions for the current period, unless you override... Read More

Datafile Software Sales / Purchase Order Processing - Batch Tracking On documents that update stock, usually the delivery note but if no delivery note in use then the invoice, you can print the batch details issued/received. In addition where... Read More

Datafile Software Batch Optional 3 - Batch Tracking POP CREDITS PURCH ORDER REFERENCE X (16) If referenced then when a goods returned process is generated through POP then instead of updating the purchase order number referenced in Optional 1,... Read More

Datafile Software Assemblies and Parts Explosion Many companies not only stock complete units, but also the components which are used to make complete units. A jam manufacturer, for example, would need to stock jam-making materials, empty... Read More

Datafile Software Batch Transaction Reports - Batch Tracking Here you define how the transaction reports, based on the batch transactions file, are to print.For each report the parameters you must give include the print style (type of printing),... Read More

Datafile Software Stock Cost Values - Stock Control COST FOR YEAR K, L Holds the cost-of-sales for year-to-date COST FOR PERIOD K, L Holds the cost of sales for period-to-date COST PERIOD 1-13 K, L Holds the cost of sales value for stock periods... Read More

Datafile Software Application User Facilities - Stock Control The Application User Facilities allows configuration of the individual options within Stock Control and is available for Diamond and Premier Users. Read More

Datafile Software Batch Enquiry - Batch Tracking This option allows you to define the screen displayed when you perform a Batch Enquiry within the Batch Tracking menu. Read More

Datafile Software Recalculate Cost Prices - Stock Control As you approach the period-end the pressure of transaction generation often means the entry of purchase information lags behind the entry of sales details. This doesn’t affect the... Read More

Datafile Software Configuring Stock Control Your Datafile Software Stock application has a wide range of possible facilities, and you can undertake a great amount of structuring so that it suits your particular operation.Some of the general... Read More

Datafile Software Expand Data Files - Stock Control If not setting the auto-expand options then this option allows you to manually expand the data files as necessary. Read More

Datafile Software Calculate Estimated Usage - Stock Control This option calculates a usage figure for each item. You can base this either on the period demand figure or the year-to-date demand figure.You need to know the time period defined as... Read More

Datafile Software Location File - Stock Control LOCATION CODE X (10) Holds the stock location code LOCATION NAME X (30) Holds the location name Read More

Datafile Software Solutions Save Period End Reports As with the Sales and Purchase Ledger option covered earlier when you run the Period End for the Stock you often print a series of reports and a ‘Automatic Period End Reports’... Read More

Datafile Software List of Stock Codes - Stock Control This report gives you a snapshot of the stock holding for each item, showing the physical stock, the quantities on-order and reserved, and thus the free stock available for sale.The cost... Read More

Datafile Software Database Profiles - Stock Control Database Profiles are the interface between the program and the databases, allow the program to read/update the data and interpret the values contained within. Read More

Datafile Software Ideal Buying Quantity The next judgement is — how much to buy? Your supplier may have minimum quantities and pricing breaks to encourage you to buy more at one drop. If you do not buy enough, you may have to re-order... Read More

Datafile Software Sales Issues / Reservation Listing - Stock Control On the sub-menu ‘Transaction Reports’ this report lists the sales issues and stock reservations – types 1 and 6 – generated for the current period. Although... Read More

Datafile Software Separate Lookups for Second / Extra Maintenance Screens The look-up database(s) used in the stock record second and extra maintenance screens were shared with the standard stock record screen. A new option in Release 6.1 allows... Read More

Datafile Software Memo Facility Configuration - Stock Control The Memo facility allows you to record notes against stock records. Within the Ledger Enquiry Manager you have the option to define, for all applications, where the memo files are... Read More

Datafile Software Batch Matrix - Batch Tracking MATRIX CODE X (10) Holds the prime index of the matrix template file. DESCRIPTION X (30) Holds the description of the matrix template HEADING X (30) Holds the description updated as the &lsquo... Read More

Datafile Software Print / Value Assemblies - Stock Control This option gives you a report showing the assemblies, the list of component parts, and the value (usually at cost price) for each of the component details and the assembly in total. To... Read More

Datafile Software Application User Facilities - Batch Tracking The Application User Facilities allows configuration of the individual options within Batch Tracking menu Read More

Datafile Software Stock Enquiry The Stock Enquiry allows you to view the transactions generated for a stock item within the current period. On selection of the option you are asked to enter the stock code to enquiry upon (<F4-Select> is... Read More

Datafile Software Replicate a Stock Record - Stock Control If using Multi-Location Stock this option allows you to replicate a stock item from one location to others. After selecting the stock record you are asked ‘Setup XXXXX for other... Read More

Datafile Software Statements - Batch Tracking The Statements allows up to eight reports – these can be reports based on the stock records detailing the batches associated with that stock item, or based on the batch file detailing the... Read More

Datafile Software Record Batch Transactions on Stock Transaction File When generating stock movements for batch/serial tracked items the stock transaction file is updated with one record for the total movement and individual transactions for... Read More

Datafile Software Set Auto Expand Data Files - Stock Control Datafile reserves a fixed space for database files and you need to expand that space should the file become full. This option allows you to set internal system parameters sot that it... Read More

Datafile Software Select Key Definition - Stock Control Whenever you press <F4-Select> against an application database within the stock system the details displayed can be configured to show the details you require. This is done via the ... Read More

Datafile Software Stock Assembly - Batch Tracking ASSY BUILD NO X (6) If batch record built through the Stock Control ‘Assembly’processes then this option contains the assembly build reference. ASSY BUILD DATE D, E If batch record... Read More

Datafile Software Database Profiles - Batch Tracking Database Profiles are the interface between the program and the databases, allow the program to read/update the data and interpret the values contained within. The data item profiles for... Read More

Datafile Software Document Design Manager - Save and Exit - Stock Control The File pull-down allows you to save the document and exit the document design. If you exit without saving you will be prompted to save the changes – if you respond ... Read More

Datafile Software Application Manager - Batch Tracking Selecting the Application Manager (Diamond and Premier only) menu option gives a further sub-set of actions.The options available on this menu are discussed in their own selections later... Read More

Datafile Software Matrix Factors - Batch Tracking FACTOR 1 NAME X (10) Holds the description for the first factor – i.e. ‘Colour’, ‘Size’, etc. FACTOR 1 FORMAT X (10) Holds the ‘code’ format for the first... Read More

Datafile Software Stock Price Changes - Stock Control This report lists the cost and sale price change transactions (Type A) for the current period – unless overridden via selection criteria. Read More

Datafile Software Set Application Code Formats - Stock Control This option allows you to set the prime index format for each of the application databases including the stock and assemblies files. The default format for the stock and assembly... Read More

Datafile Software Transaction Optional - Stock Control SL/PL-ACCOUNT X (10) Holds the sales/purchase account code for which this transaction was generated. NOMINAL CODE X (16) Holds the nominal code. Typically this is the sales (or purchase... Read More

Datafile Software Edit System Status Display - Stock Control Each application has a ‘System Status’ option that summarises the key facts about it, such as files, their sizes, how full they are, the current period number and period... Read More

Datafile Software System Status - Stock Control This screen is for information only and lists the items displayed when the stock ‘System Status’ option is selected. Read More

Datafile Software Set Application Code Formats - Batch Tracking This option allows you to set the prime index format for each of the application databases including the batch and batch matrix files. The default format for the batch file is... Read More

Datafile Software Enter Purchase Orders - Stock Control This option is used to record purchase orders that you have placed on suppliers. The procedures involved in completing purchase order transactions are virtually the same as for sales issues,... Read More

Datafile Software Invoicer Documents - Batch Tracking If the Invoicer document is linked to Stock Control then you may need to print the batch details. The positioning of the print items for the batch detail can be configured from the document... Read More

Datafile Software Document Design Manager - The Document Design Toolbar - Stock Control Before discussing the specifics of designing a document, you should review the document design toolbar. The toolbar has the options – File, Edit, Tools,... Read More

Datafile Software Build Assembly (On-Order) - Stock Control This option is processed identically to the option ‘Build Assembly (Physical)’. However instead of updating the quantity as physical stock the on-order quantity is updated... Read More

Datafile Software Stock File ITEM Screen Design - Stock Control If Diamond (or Premier and you don’t wish to use the full screen design) then this option allows you to quickly configure the display of up to 32 items from the stock file in... Read More

Datafile Software Edit System Status Display - Batch Tracking Each application has a ‘System Status’ option that summarises the key facts about it, such as files, their sizes, how full they are, the current period number and period... Read More

Datafile Software Expand Data Files - Batch Tracking If not setting the auto-expand options then this option allows you to manually expand the data files as necessary. Read More

Datafile Software Ledger Enquiry Manager - Stock Control The Ledger Enquiry Manager (Diamond and Premier only) allows you to configure the display screen for the Stock Enquiry. Enquiries Allowed for this Company Although there are no specific... Read More

Datafile Software Catalogue of Stock Prices - Stock Control The price catalogue shows the stock code, the description, and as many price levels as you have defined on your system - 3 on Datafile Compact, 5 on Datafile Professional, and up to... Read More

Datafile Software Maintain Assemblies - Stock Control This parameter screen provides additional options that can configure how stock assembly details are maintained and built. Show Stock Description and Cost Price for Each Component? If set then... Read More

Datafile Software Controls and Audit Manager - Batch Tracking The Controls and Audit Manager contains all the utility routines used to check the integrity of the database files and to undertake various housekeeping actions. The tools supplied... Read More

Datafile Software Transaction Reports - Batch Tracking Selecting the Transaction Reports option gives you a sub-menu of batch transaction reports available for print. Each of the reports offers the same optional parameters that can be selected... Read More

Datafile Software Batch Optional 2 - Batch Tracking BOM ON-ORDER QTY K, L, M Holds the quantity on-order through Bill of Materials BOM RESERVED QTY K, L, M Holds the quantity reserved through Bill of Materials WORKS ASSEMBLY WORKS ORDER... Read More

Datafile Software Application Screen Layouts - Batch Tracking This option allows access to the screen designs for Batch Tracking, firstly the Batch Matrix maintenance screen and then the Batch Enquiry screen. These are discussed within the... Read More

Datafile Software Stock Transfers Report - Stock Control This report lists the stock transfers (type 7) and, if the Assemblies report not configured, the assembly builds (type 9). Again, only transactions for the current period are listed unless... Read More

Datafile Software Stock Issues - Batch Tracking On complete of the line entry input for a stock issue the system will prompt for the serial/batch details to be issued, as with sales issues in stock control you cannot complete acceptance of the... Read More

Datafile Software Document Design Manager - Batch Tracking The Document Design Manager is available on the ‘Application Manager’ sub-menu. Whilst Batch Tracking has no documents of its own – the document options for Stock,... Read More

Datafile Software Stock Mandatory - Stock Control STOCK CODE X (16) The prime index of the stock file holding the Stock Code itself and, in the case of location stock, the first few characters identify the stock location code. In Premiersystems... Read More

Datafile Software All Transaction Listing - Stock Control The All Transactions listing is the main transactions report – the others included on a sub-menu of Transaction Reports – and prints all transactions in the current period in the... Read More

Diamond and Premier Only Each of the Stock Transaction processes allows, for batch/serial flagged items, up to five extra items to be recorded per individual batch/serial (subject to screen limitations). These extra items can be set to be view-only... Read More

Datafile Software Recall Standard Text - Stock Control Recall Standard Text allows you to attach a word or phrase to a specific key combination (such as <Shift> + <F1>). For example you might have a series of standard texts to use for... Read More

Datafile Software Transaction Analysis Summary - Stock Control This report analyses your transactions against one of the transaction analysis codes. Sales, Purchase, Adjust (S, P, A)? Choose the transactions you wish to analysis – sales,... Read More

Datafile Software Stock Optional 1 - Stock Control SALES-ANALYSIS N, T Default sales analysis code used on sales issues. Also used as analysis code for sales order processing and invoicer. PURCHASE-ANALYSIS N, T Default purchase analysis code... Read More

Datafile Software Assembly Builds - Stock Control This report lists the assembly builds (Type 9) for the current period. Again, selection criteria could be used to override this. Read More

Datafile Software Build Document - Batch Tracking As part of the build document process the system will prompt for the batch/serial details as the ‘action’ quantities are processed. If the build item is serial/batch tracked and any... Read More

Datafile Software Stock Sale Values - Stock Control VALUE FOR YEAR K, L Holds the value of year-to-date sales VALUE FOR PERIOD K, L Holds the value of period-to-date sales VALUE PERIOD 1-13 K, L Holds the sales value for stock periods 1-13.... Read More

Diamond and Premier Only Stock Control allows you to save demand, sales values and cost of sales values on a rolling calendar basis and at any point in time you have values for the last calendar year. This new feature allows for the system... Read More

Diamond and Premier Only This new feature enables the facility to import stock transactions for Stock items flagged as Serial or Batch tracked. Installation Stock Batch Update Installation Details The Optional Features parameters allow an... Read More

This new facility allows the option in Stock Control transaction entry to select the stock code by an alternate item, such as the supplier part number or bar code, held on the stock record.     If configured, the system will prompt for the... Read More

Datafile 2019 and above The Slow-Moving Stock Report lists the stock records where the last transaction date is more than X days older, where X is defined within the Stock System Profiles.  As the base date is the transaction date this can be... Read More

This feature allows you to configure the tablet to show records from an application database and enquire / edit items. For example, you could display the stock records and allow edit options to set the stock bar code. Alternatively, you could display... Read More

On the Stock record you have the option to record a last transaction date, a last sale date and a last purchase date. When building Stock Assemblies – either in Stock Control or via Bill of Materials – the system will update the last transaction... Read More

The Recalculate Cost of Assemblies procedure updates the cost price on the finished stock item based on the current cost of the components. Currently the procedure allows you to set the range of assembly codes to be processed, this new feature allows... Read More

When processing stock take adjustments the system writes a stock take adjustment transaction for each stock code with a discrepancy between the counted qty and the initialised ‘compare’ quantity. However, if no variance is found then the... Read More

Datafile 2020 introduced an option into Sales and Purchase Order Processing entry to select an alternate part reference from a selection of reference items on the selected stock reference. This could be used for the likes of alternate supplier... Read More

When entering stock take counted quantities this new feature allows you to display an extra confirm item per entry line. This item can be used for the likes of recording who has counted the stock (as opposed to the person entering the count) or a... Read More

When defining Stock Assemblies existing options allow you to include general stock components, notes and comments. In addition, an optional feature is available to enter ‘Operation’ codes which are used as ‘headings’ or &lsquo... Read More

When using multi-location stock if you add or update a stock record via the stock maintenance options the system can prompt for you to create/update the same stock items in the other locations. As part of the configuration options, you were allowed... Read More