Advanced Stock Control, available from the Stock menu, is used in conjunction with Customer Orders and Depot Orders to keep track of the stock levels in each of your Stock Locations/Trucks.
If you only want to maintain total stock levels, without tracking individual Stock Locations/Trucks, use Simple Stock Control.
Note: When entering stock quantities, you can use the up and down arrows to quickly move between products.
Overview
Advanced stock control is done each day. The screen takes you through the steps - just select each of the options on the left in turn.
- The broad process for using Advanced Stock Control is:
- In General Settings, set up your Stock Locations/Trucks so you have a Base Location (e.g. a cool room) plus one or more trucks used for delivering
- For each Depot Order, specify the Stock Location/Truck into which that depot order will be loaded
- In Advanced Stock Control:
- Assign each truck to one or more Round(s)
- If you do one Depot Order with the Stock Location set to the Base Location:
- Picking up the Depot Order will add the stock to the Base Location
- Use Advanced Stock Control to load stock from the Base Location to each truck, and,
- After deliveries are made, unload any remaining stock on each truck back to the Base Location
- Stock control counts are maintained for the Base Location
OR
- If you do multiple Depot Orders, each with the Stock Location set to an individual truck:
- Picking up each Depot Order will add the stock to the truck for that order
- Stock control counts are maintained for each individual truck
- Once you start using stock control, your End of Day Stock Count is the On Hand quantity for each location/product when creating a Depot Order for the next day.
- Depot Orders must have a status of Pickup in order to be taken into account when calculating stock levels, . If you haven't already done so in the Depot Orders screen, you can pick up an order in the Depot order reconciliation tab of the Stock Control screen.
Scenario 1:
You do a single depot order pickup for all delivery trucks, and the stock is then distributed to individual trucks for delivery. If a truck has stock left over at the end of the day, it is unloaded back to the Base Location
- Depot Order Configuration: Create a single depot order configuration for each supplier with:
- All Runs selected, and
- Stock Location set to your Base Location
- Create each depot order using this configuration, and pick up the order
- Advanced Stock Control:
- On-hand quantities are in your Base Location
- Individual trucks generally do not have an on-hand quantity because they are unloaded each day
- At the beginning of each day, Load each truck with the stock required for deliveries for the day
- Stock is transferred from the Base Location to each truck
- At the end of each day, Unload each truck
- If any stock remains in the truck, it is transferred from the truck back to the Base Location, increasing the on-hand quantity
- On-hand quantities are in your Base Location
Scenario 2:
Each delivery truck picks up and delivers its own depot order. Any leftover stock remains in each truck
- Depot Order Configuration: Create a separate depot order configuration for each supplier and truck with:
- The Run(s) for this truck selected, and
- Stock Location set to the truck being configured
- Create a depot order for each truck; when you pick up the depot order, the picked up quantities are added to the stock in the individual truck
- Advanced Stock Control:
- In Select control day, the Run(s) assigned to each truck are usually the same as the Run(s) in the Depot Order Configuration
- Each of your trucks has its own on-hand quantity
- Picking up a Depot Order for a truck automatically loads the quantity picked up into that truck, so each truck should have sufficient quantities for the day's deliveries
- There is generally no need to Load and Unload the trucks each day
- Enter Adjustments can be used to re-distribute stock between trucks if necessary. For example:
- Truck 1 needs to deliver an extra 12 cartons, but doesn't have spare stock
- Truck 2 has sufficient spare stock
- Enter an adjustment of -12 for Truck 2, and +12 for Truck 1
- Enter Adjustments can be used to re-distribute stock between trucks if necessary. For example:
Using Advanced Stock Control
Stock Control Date
At the top of the screen is the Stock Control Date - the day to which you have rolled over.
- If you have not yet started stock control, this will be blank, and you will need to use Select control day to set your starting date.
- Once you have rolled over your first stock control day, the Stock Control Date will be updated automatically, ready for the next day
Select control day
- Starting a new Stock Control Day for: This is the day for which you will be entering the beginning of day count, adding depot order quantities, deducting deliveries, and entering adjustments.
- You will need to set this date when you first start using stock control
- If Stock Control Date at the top of the screen is already correct, you do not need to use this option
- Once you have viewed and, if necessary, corrected the quantities in each step below, you will roll over to the next day; rolling over will update the Stock Control Date to that next day
- Note: If you skip stock control days and manually select a later date, you will start with a beginning of day stock count of zero for all products; you can manually enter new beginning of day counts, without needing to go back through the missed days
- Start the day with an empty load: A new Stock Control Day normally starts with a Beginning of Day Stock Count equal to the End of Day Stock Count on the previous day
- Tick this option if you want to start with a Beginning of Day Stock Count of zero for all products
- Location/Truck: For each Stock Location/Truck other than your Base Location, specify one or more Rounds that this truck will deliver
- Round(s) must be unique for each truck
- Set Control Day: Click to set the Stock Control Date to the selected day
- The Stock Control Date at the top of the screen will change to show the new date
Beginning of day stock count
- Lists the Calculated Count for each product and allows you to enter the Actual Count
- Location: Select each of your locations in turn to confirm the stock count before any trucks are loaded
- For each product:
- The Actual Count defaults to the Calculated Count
- If required, change the Actual Count
- Clear All: Zeroes all Actual Counts for the current location
- Click Yes to confirm you want to zero all actual counts
- For each product:
- Save Changes: Click to save the Actual Counts for all locations
Depot Order reconciliation
- Lists Depot Orders with a Pickup Date equal to your Stock Control Date
- For depot orders with a status of Pickup, the Pick Up quantities will be used to calculate your new stock levels
- For each Depot Order:
- Checkbox: If ticked, this Depot Order will be included in Pickup Reconciliation Report
- Tick/untick the checkbox in the column heading to select/deselect all Depot Orders for printing
: Click this icon to view the Depot Order, modify the pickup quantities if necessary, and mark the order as picked up
- In the Edit Pickup Quantities window, update the quantities if necessary
- Products with an order or pickup quantity are listed first, with all other products from the depot order supplier listed underneath. This allows you to add a pickup quantity for a product that wasn't ordered.
- This is useful when a substitution has to be made
- Only products from the supplier you ordered from are shown
- Products with an order or pickup quantity are listed first, with all other products from the depot order supplier listed underneath. This allows you to add a pickup quantity for a product that wasn't ordered.
- Save & Pickup: Save the order and change its status to Pickup
- Print: Print the Pickup Reconciliation Report for this order
- In the Edit Pickup Quantities window, update the quantities if necessary
- Checkbox: If ticked, this Depot Order will be included in Pickup Reconciliation Report
- Pickup Reconciliation: Print the Pickup Reconciliation Report for the selected Depot Order(s)
Load stock
- Enables you to transfer stock from your Base Location to each of your delivery truck(s)
- Location: Select each delivery truck in turn and enter the quantities being loaded into the truck:
- General Stock: The quantity held in your Base Location
- Current Stock: The beginning quantity in the current truck
- If you do a separate Depot Order for each truck, the Current Stock will reflect this and will usually be sufficient to cover your deliveries for that truck
- Transfer Qty: Enter the quantity to be transferred from the Base Location to this truck in order to fulfill deliveries
- Quantities will generally only need to be entered here if:
- You do only one Depot Order for your Base Location for all deliveries, rather than doing a separate Depot Order for each truck, or
- You increase a customer order after the Depot Order has been generated
- Quantities will generally only need to be entered here if:
- New Current Stock: The new stock quantity in the current truck after transfer
- Deliveries: The quantity needed to fulfill deliveries for the Round(s) attached to the current truck
- Clear All: Zeroes all Transfer Quantities for all trucks
- Click Yes to confirm you want to zero the transfer quantities
- Save Changes: Save the transfer quantities for all trucks
- Note: If 'Advanced Stock Control Mode' is set to Multiple Base Locations, the option to Load Stock will not be available
Check deliveries (Optional)
- Location: Displays a list of your products for each truck or for all trucks, showing the calculation of the new stock levels
- You can find a specific product by typing a Product Code or partial Product Name in the search box at the top of the list
- For each product in the selected location:
- The calculation [On Hand + Depot Order Pickup Quantity - Custom Order Delivery Quantity + Adjustments] is done to arrive at the current balance
- The balance is highlighted: red for negative balance, black for 0, or green for a positive balance
- : Click this icon to view and, if necessary, modify the quantity being delivered in each customer order for this product
- You should only need to do this in circumstances such as:
- Your stock is insufficient to cover existing customer orders and you want to reduce the quantity for one or more customer orders
- You failed to deliver products that were included in customer orders
- The customer order quantity can only be edited when its Status is 'Ordered' or 'Confirmed'; once a docket or invoice is printed or the order is marked as 'Delivered', the order quantity can no longer be edited
- You should only need to do this in circumstances such as:
- The calculation [On Hand + Depot Order Pickup Quantity - Custom Order Delivery Quantity + Adjustments] is done to arrive at the current balance
Unload stock
- Allows you to transfer all or some of your stock from each truck back to your Base Location (cool room)
- Location: For each truck:
- Transfer Qty: Defaults to unloading completely and transferring all stock back to the Base Location
- If necessary, change the quantity you are transferring from this stock into your Base Location
- Clear All: Click this to zero all transfer quantities for this truck
- For example, if it's a refrigerated truck and you leave stock in the truck ready for the next day
- Click Yes to confirm you want to zero the transfer quantities
- Transfer Qty: Defaults to unloading completely and transferring all stock back to the Base Location
- Save Changes: Save the transfer quantities for all trucks
- Note: If 'Advanced Stock Control Mode' is set to Multiple Base Locations, the option to Unload Stock will not be available
Enter adjustments
- For each location, displays a list of your products, and allows you to enter an adjustment if required
- For example, if a 3L milk has been dropped and damaged, you would enter a -1 in This Adjustment for that product
- You can find a specific product by typing a Product Code or partial Product Name in the search box at the top of the list
- Clear All: Zeroes all entries in the This Adjustment column for the selected location
- Click Yes to confirm you want to zero all adjustments
- Save Changes: Click to save the actual adjustments you have entered
End of day stock reconciliation
- Lists your products, displaying the calculation of the End of Day quantity for each product
- Location: For each location
- Actual End of Day: Defaults to the calculated End of Day quantity
- You can change the Actual End of Day quantity if required
- Changing the Actual End of Day quantity will cause the Adjustment quantity to be recalculated when you save the end of day counts
- Actual End of Day: Defaults to the calculated End of Day quantity
- You can find a specific product by typing a Product Code or partial Product Name in the search box at the top of the list
- Save Changes: Click to save any changes you have made to the Actual End of Day count
- CSV: Export the end of day reconciliation to as an unformatted CSV file that can be manipulated in your spreadsheet or database software.
- Print: View and print an End of Day Stock Reconciliation report for the selected Location
- The report is produced as a PDF file
- Any changes you make to the Actual End of Day quantities are reflected in the report once you have saved the changes
- For each product, the report shows the counts for Beginning of Day | Depot Pickup | Loaded | Unloaded | Deliveries | Adjustment | End of Day | Crates/Loose
- The blank Actual End of Day column in the report allows you to note any variations on the report
- See Printing in EasyVend for more information on handling PDF files
Rollover to Next Day
- Once you have entered all your quantities, click this option to roll over to the next stock control day
- Click OK to confirm you wish to roll over to a new day
- When you next go into Advanced Stock Control, the top of the screen will show the Stock Control Date as the day to which you have rolled over
- The Actual End of Day quantity here will be the beginning of day Actual Count for the next stock control day