Syncing stock

The program allows us to sync, refresh and correct stock values using various tools. The stock is usually synaced before the inventory count or at the end of the fiscal year.

This chapter presents the syncing of stock in PANTHEON using the example below:

CASE SUMMARY Warren Warehouse, Tecta Warehouse Manager wants to sync the stock in PANTHEON before making an inventory count. This is done as follows: Refreshing stock Reviewing items with negative stock Revaluing inventory

1. Refreshing stock

The person responsible notices that the real stock and the serial numbers are different from the stock in PANTHEON.

At the same time, the person responsible wants to recalculate the valuation prices that are incorrect due to subsequent changes in the purchase prices of goods or subsequent corrections of dates on documents.

The person responsible also wants to use the functionality for filling in purchase prices for collective issuance, which transfers the purchase price data from internal issues to collective issues.

For this purpose, the person responsible wants to use the Refresh stock tool before making an inventory count, so the person responsible selects the menu Goods | Refresh stock.

The person responsible checks the following checkboxes:

• Re-read serial number availability
• Recalculate valuation prices
• Fill purchase prices for collective issuance
• Refresh stock

The person responsible leaves the fields Item and Warehouse empty, because the stock should be refreshed for all items in all warehouses.

HINT The button Save saves the selection of checkboxes for refreshing the stock in the future.

The operation is started by clicking the button Refresh.

WARNING When refreshing movements, the program does not correct the valuation prices for receiving documents with the status Confirmed.

When the operation is completed, the tab Errors is displayed, containing a list of documents and a description of the error in the column Error.

By double-clicking the document ID, the person responsible opens the documents and correct potential errors on the items.

This completes the process of refreshing the stock.

The person responsible then reviews the items with negative stock.

2. Reviewing items with negative stock

The person responsible wants to search for items with negative stock. To find the reasons for the negative stock, the person responsible will check the stock movement for the items with negative stock.

In the main menu bar, the menu Goods | Stock reports | Items with negative stock is selected.

HINT Negative stock at a warehouse is enabled by checking the checkbox Allow negative stock in the panel Warehouse of the Subjects register.

The person responsible wants to check the negative stock for all warehouses, which is why the person responsible does not select any additional criteria in the tab Criteria tab and presses the button Overview button.

The tab Overview opens showing a list of items with negative stock.

By clicking the item in the column Warehouse, the documents of the selected item are displayed in the window Movements below.

The stock movements for the item that led to the current negative stock are evident from the receiving, issue and transfer documents. Individual documents can be opened by double-clicking.

The person responsible analyzes all the items to find the causes for the negative stock. In the process, the person responsible makes use of reports clicks the button Max. neg. stock, Report and Wareh. Card in the toolbar.

If any errors are found in the documents, the person responsible corrects them.

After this, the stock (inventory) is revaluated.

3. Revaluing inventory

The person responsible noticed that certain items have incorrect stock values and wants to correct these values.

This is done using a revaluation document, which either impairs the value of stock or increases it.

First, the person responsible checks the document settings. The settings can be defined in the menu Settings | Program | Document types | Goods | Inventory revaluation | IR10 – Inventory revaluation.

In the settings, the person responsible reviews the documents for value impairment or increase based on average purchase prices and FIFO and the default warehouse.

In the main menu bar Goods | Stock Reports | Create inventory revaluation, the person responsible selects the document IR10 – Inventory revaluation. By clicking the button (Insert record), a new document is created and saved by clicking (Post edit).

The person responsible wants to revalue the predefined Warehouse Wholesale. The warehouse can be changed as desired.

The desired items are entered in the columns Item or Name in the tab Lines. The person responsible enters the name of the item or selects it from the drop-down list.

All the items are entered for which the stock value should be revalued. The program automatically populates the columns with the current quantity and value of the stock at the warehouse.

In the column Changed value for revaluation, the desired new total stock value for each item is entered.

As the changed value for revaluation, the person responsible enters 10.000 for LARA3 and 47.000 for INDIAN1, respectively.

HINT In case you want to to change the value of several items at the same time using an index, you can do this by entering the index and clicking the button (Copy to lines).

After entering the desired value, the button Confirm is clicked. This creates the documents for value impairment or increase, which are shown in the tab Links.

This completes the process of syncing stock.