Simple Stock Control

Simple Stock Control, available from the Stock menu, is used in conjunction with Customer Orders and Depot Orders to keep track of your overall stock level for each product. All stock is treated as being in one location.

Stock control is done at the end of each day. The screen takes you through the steps - just select each of the options on the left in turn.

• Once you start using stock control, your End of Day Stock Count is used to generate the On Hand quantity for each product when creating a Depot Order for the next day.
• To be taken into account when calculating stock levels, Depot Orders must have a status of Pickup. 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. 

Note: When entering stock quantities, you can use the up and down arrows to quickly move between products.

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
• 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
• You can find a specific product by typing a Product Code, partial Product Name in the search box, or filtering to a Product Category at the top of the list
• For each product:
  • The Actual Count defaults to the Calculated Count
  • If required, change the Actual Count
• Clear All: Zeroes all Actual Counts;
  • Click Yes to confirm you want to zero all actual counts
• Save Changes: Click to save the Actual Counts 

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
    • Save & Pickup: Save the order and change its status to Pickup
    • Print: Print the Pickup Reconciliation Report for this order
• Pickup Reconciliation: Print the Pickup Reconciliation Report for the selected Depot Order(s)

Check deliveries (Optional)

• Displays a list of your products, showing the calculation of the new stock levels
• You can find a specific product by typing a Product Code, partial Product Name in the search box, or filtering to a Product Category at the top of the list
• For each product:
  • 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

Enter adjustments

• 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
  • 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
• You can find a specific product by typing a Product Code, partial Product Name in the search box, or filtering to a Product Category at the top of the list
• 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 
    
    
• Save Changes: Click to save any changes you have made to the Actual End of Day count without rolling over
• Save & Rollover to Next Day: Click to save any changes you have made to the Actual End of Day count and 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 Simple 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
• 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
  • 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, it shows the counts for Beginning of Day | Depot Pickup | 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