Setup Example – Stock Adjustments
- Stock Adjustments are made when a stock count is performed and the counted numbers differ from the system numbers.
- The system number is calculated by summing all the stock movements from transactions.
Header
- Description: Stock Adjustments
- Code: STK+-
- Entities: All
Settings (tab)
- This section lists the compulsory and optional settings that can be used to customise Stock Adjustment transactions.
- Settings with Default as part of the name, can be changed when capturing a transaction.
- In this example:
- Inventory adjustments are posted to the ledger to record the value of stock gains and losses.
- Stock is posted to Stock on Hand and not split between departments or categories (e.g. Raw Materials and Finished Goods).
- To choose the account add the setting: Debit Account Filter (Enter string contained in Accounts > Lookup) and enter a string that is common to all Stock Accounts. (e.g. name the accounts Stock: Raw Materials, Stock: Finished Goods, and enter Stock as Debit Account Filter).
- If there are typically stock shortages, Stock Gains and Losses should be an expense account. If there are typically stock gains (e.g. off cuts are returned to stock but not recorded until a stock count is done) Stock Gains and Losses should be an income account.
| Setting | Description | Value | When Required |
|---|---|---|---|
| Accounting > Credit Type | A dropdown list of Account Types for users to select one. The options are: – Customer – Supplier – Ledger | Ledger | If you want to post stock adjustments to the ledger. |
| Accounting > Debit Type | A dropdown list of Account Types for users to select one. The options are: – Customer – Supplier – Ledger | Ledger | If you want to post stock adjustments to the ledger. |
| Accounting > Default Credit Account | A dropdown list of all the created Ledger Accounts for users to select a default account. | Stock Gains and Losses | If you want to post stock adjustments to the ledger. |
| Accounting > Default Debit Account | A dropdown list of all the created Ledger Accounts for users to select a default account. | Stock on Hand | If you want to post stock adjustments to the ledger. |
| Accounting > Enable Accounting | A checkbox. If checked, accounting is enabled. If unchecked, transactions are created in the module and not posted to the Ledger. | Checked | To post stock adjustments to the ledger. |
| Accounting > Pricing | A dropdown list to select a pricing option: – None – Cost Price – Sell Price – Supplier Price – Accounting | Cost Price | Always |
| Defaults > Default – Data Filter | The default display when a list of transactions for the transaction type is viewed. The options are: – Today – This Month – Pending – Active – Pending & Active | Select an option from the dropdown list. | The default filter is: Pending & Active. Add the setting if you want a different default filter. |
| General > Add Items from the following Categories | This action adds items from the selected categories. Click Edit in the value column and select the categories. | Click Edit. Move the categories from the Available to the Selected section to include them. Move the categories from the Selected to the Available section to exclude them. | If you want to limit the items that can be added. |
| General > Enable Staff | Allows an organisation to assign transactions: – None: Transactions are not assigned. – All: Transactions can be assigned to Users, and a Rep can be selected. – Rep: Transactions can only be linked to a Rep. – Assign To: Transactions can only be assigned to a User. | Select the applicable option from the dropdown list. | If you want to allocate the transaction to a staff member. |
| General > Reference Lookup | A field to type Reference lookup lists. | Click the Value column and enter the lookup fields, one entry per line. Check the Auto Height checkbox to display the lookup list in full. | If you want staff to select a reference from a lookup list instead of typing one. |
| Inventory > Default Inventory Location (Transaction) | Allows users to select a default inventory location for the transaction type. (Inventory locations are created under Entities.) | Select a location from the dropdown list. | If you want to specify a default location. |
| Inventory > Enable Stock Adjustment | Checkbox. If checked features for stock adjustments are activated. | Check the checkbox. | Always for stock adjustment transactions. |
| Mobile > Enable in Mobile App | Checkbox. If checked, the transaction can be accessed from the mobile app. | Check the checkbox. | If you want to manage the transactions from the mobile app. |
| Transaction Items > Enable Adding Items | Allows users to specify which type of items can be added to a transaction. The options are: – None: No items are added, only the header information is displayed. This option should be used sparingly and not for accounting transactions because there will be no fields for amounts. – All: Users may add items and custom items. – Custom: Users my only add custom items. Typically used for ledger transactions. – Items: Users may only add items. They may not add custom items. Typically used for Invoicing, credit and debit notes. All the buttons to add items are still displayed. The features that are disabled return an error message if clicked. | Items | Always (Custom items are not tracked as inventory items.) |
Statuses (tab)
- You may create an unlimited number of Statuses.
- However, there are only four Status Groups (Pending, Active, Complete, and Cancelled).
- The first status should allow editing.
- The final status should ideally not allow editing.
- If the setting Accounting > Enable Accounting is checked, at least one status should have the Accounting column checked.
- If Inventory is used, at least one status should have the Inventory column checked.
- If editing is allowed when the inventory or accounting columns are checked, any accounting or inventory reports should be considered provisional.
Categories (tab)
- Categories are used to sort records.
- The categories you choose should be meaningful to your business.
- Using categories is optional but recommended.
- Categories can be copied from another transaction type. The existing categories are replaced by the copied categories.
No Categories.
Copy Rules (tab)
- Copy Rules determine the circumstances under which transactions may be copied.
- Although there are two transactions involved in the copy, you only need to create one copy rule.
- User access must be set for each copy rule.
- You can automate copying transactions by selecting a Trigger status.
- Columns that were hidden in the screenshot were left blank or unchecked.
No Copy Rules.
Output Templates (tab)
- Output templates are the forms you need to print, preview or email a transaction (e.g. invoices).
- Default templates are included which will automatically include your company name, logo, and bank details as filled in on the Output tab of a registered Entity.
- You may edit these templates to include or exclude information.
- You may also create your own forms and templates from scratch.
