Stock adjustment is an operation used to reconcile theoretical and actual on-hand levels of stock items held in the store. Variations in theoretical and actual stock counts can arise from natural processes and accidents that occur during storage (for example, shrinkage, spillage, breakage, etc.) as well as from loss or stocktaking inaccuracies. Adjustment is also used to account for stock items that have spoiled or whose shelf life has expired.
Adjustment operations are documented by stock adjustment records.
An important feature of the stock adjustment records used in Tillypad XL Manager is that they can be used to account for both increases and decreases in stock levels. This allows stock adjustment records to be used for reconciling both shortages and excesses in stock levels. If a stock adjustment record is used to reduce theoretical on-hand stock count, the stock items in its specification will be marked with the Stock-out type. If it is used to increase the theoretical on-hand count, they will be marked as Stock-in and their prices will be included in the specification. For stock items to be counted, it is important to specify their prices.
Stock adjustment records can be used for simple stock items, compound stock items and stock items for butchering.
Stock adjustment records have different statuses at different stages of processing:
Not ready – denotes that changes can be made to the record, or the record can be deleted.
Ready – denotes that no changes can be made to the record. This record cannot be run on the store or deleted from the list. Only the status can be altered.
Registered – denotes that no changes can be made to the record. This record can be run on the store, but cannot be deleted from the list. Only the status can be altered.
When a stock adjustment record is created it has the status Not ready. Documents with the Not ready status can be viewed, edited and deleted. When the Ready or Registered status has been applied, the document becomes read-only and can no longer be edited or deleted. The document can be run on the store once the Registered status has been applied.
The Deleted status is automatically applied to a stock adjustment record when it is deleted.
Every specification item of a stock adjustment record is marked as one of two types, which determine how its stock on hand changes after processing by the storekeeping system. Specification items of the Stock-in and Stock-out types are illustrated by different icons.
The stock level of a stock item with no recipe changes after the stock adjustment record has been processed by the storekeeping system:
Stock-in – level is increased by the amount in the record specification.
Stock-out – level is decreased by the amount in the record specification.
If a stock item is marked as Stock-out and has a recipe, then the recipe mode selected for that stock item defines whether or not its ingredients must also be deducted from stock:
By stock item concurrence – depends on two factors:
whether the stock item is associated with a stock item concurrence,
and if so, whether the stock item concurrence is used on the store where the record was created.
Always with recipe – ingredients will also be included in the record specification.
Manual – ingredients will not be included in the record specification.
A document specification item can have the following states after being processed by the storekeeping system:
OK – processing successfully completed.
Not enough on hand in store — processing cannot be completed because the on-hand level of the stock item is less than the amount specified for deduction in the stock adjustment record. This status is applied when the following circumstances are met:
the store that the stock adjustment record applies to has stock monitoring
the stock adjustment record was previously run on the store,
the stock item (specification item belonging to the Stock-in type) was fully or partially used for a stock-out operation (stock-out document was processed in storekeeping)
editing a Stock-in type stock adjustment record by changing the volume of a specification element results in a negative stock level for that stock item.
For example, stock adjustment record 57 documented 10 kg of carrots added to the Main cellar store. The stock adjustment record was processed in the storekeeping system.
Later, stock movement record NP/81-MC documents 8.5 kg of carrots leaving the store. The stock movement record is also processed on the store.
The amount of carrots in the stock-in record is then changed to 8 kg. Since the Main cellar store has stock monitoring, when the stock record is run on the store again, the specification item Carrot is given the status Not enough on hand in store.
Cost price loop – cost price of the stock item cannot be calculated because the record documenting the consumption of the stock item links to the record documenting the addition of the stock item and vice versa.
Parent cannot be a stock-in – a compound stock item included in the specification of a stock adjustment record as a top-level element with its recipe items was marked as Stock-in.
Stock adjustment records for all stores in the system are held in the document list.
© Tillypad 2008-2012