Difference between revisions of "Using Stock Enquiries"

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== Summary ==
 
== Summary ==
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A Stock Enquiry can be ran to show various useful bits of information like stock items quantity location to whether there are any outstanding Sales or Purchase Orders for a particular depot, Stock Group, Stock Code and Supplier.
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Use Stock Enquiries to find useful information such as stock quantity, free stock, location, outstanding Sales or Purchase Orders, Stock Codes and alternative prices.
  
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== Additional ==
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== More Information ==
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Stock Enquiries is so useful it is located in multiple regions of the system and so there are many starting points to which access Stock Enquiry.
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Stock Enquiries is so useful it is located in multiple regions of the system and there are a number of points from which to access Stock Enquiries. These are :
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You can access Stock Enquiries from the main menu via going to:
 
  
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* "Stock Control" -> "Stock Enquiries".
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* {{Menu|{{ST}}|Stock Enquiries}}
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* "Sales Ordering" -> "Stock Enquiries".
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* {{Menu|{{SO}}|Stock Enquiries}}
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* "Purchase Ordering" -> "Stock Enquiries".
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* {{Menu|{{PO}}|Stock Enquiries}}
  
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However as a General rule if there is a facility to enter a Stock code then you will be able to access the Stock enquiries screen via pressing {{KeyPress|F8}}, or via clicking on the {{Button|Enquiry}} button.
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However as a general rule if there is a facility to enter a Stock code then you will be able to access the Stock enquiries screen by pressing {{KeyPress|F8}}, or clicking on the {{Button|Enquiry}} button.
  
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== Running Stock Enquiries ==
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You will also find that wherever {{KeyPress|C-F1}} - [[How do I find a stock code?|search]] for stock code is used, clicking on the {{Button|Advanced}} button will also provide you with the same fields and options as stock enquiries.
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Once you have located Stock Enquiries you will be displayed with a screen with many fields available to search for stock enquiries.
 
  
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* At {{DataPrompt|Depot}}. Enter the code of the depot for which you wish to make an enquiry. ''As Default this will be set to Stock for sites with only one depot.'' '''Leave this field alone if you have only one stock depot.'''
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=== Running Stock Enquiries ===
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* At {{DataPrompt|Group}}. Enter the group of stock items for which you wish to make an enquiry, or leave it blank in order to do a search for all stock Groups.
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Once you are in the Stock Enquiries, a range screen is shown.
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* At {{DataPrompt|Stock From}}. Enter the code of the first stock item for which you wish to make an enquiry on leave it blank and the system will assume the first stock code to be used.
 
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* At {{DataPrompt|Stock To}}. Enter the code of the first stock item for which you wish to make an enquiry on leave it blank and the system will assume the last stock code to be used.
 
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* At {{DataPrompt|Sales Price}}. Enter the selling price range that you wish to display if this is left blank then the standard selling price will be displayed. '''As a rule this field usually is left blank.'''
 
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* At {{DataPrompt|Supplier}}. Enter a Stock supplier for which to do a enquiry on. Leaving this field blank will assume all suppliers.
 
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* At {{DataPrompt|Application}}. Enter a Stock application to run the enquiry on. If this is left blank then all applications will be used.
 
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* At {{DataPrompt|Search on}}. To do a enquiry on stock with specific words in the description.  
 
  
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Complete any relevant ranges then click {{Button|Search}}. The fields you may use to limit the search are described below:
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{{Note|text=To run the Stock Enquiry, once you have entered the search functions that you are after, press {{KeyPress|F2}}.}}
 
  
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* {{DataPrompt|Stock From}} - enter the code of the first stock item for which you wish to make an enquiry, or leave it blank and the system will assume the first stock code to be used.
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* {{DataPrompt|Stock To}} - enter the code of the first stock item for which you wish to make an enquiry, or leave it blank and the system will assume the last stock code to be used.
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* {{DataPrompt|Code prefix}} - if you wish to see all codes starting with a particular set of characters you may enter this here.
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* {{DataPrompt|Application}} - if you have stock linked to [[Using Stock Applications|applications]] you may specify an Application else leave this field blank.
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* {{DataPrompt|Group}} - click the dropdown arrow to choose a group to search on or leave the field blank to look at all groups.
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* {{DataPrompt|Supplier}} - enter a supplier to limit the search to items linked to them. Leave this field blank to ignore supplier as a range.
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* {{DataPrompt|Price Code}} - select from a range of price codes by clicking the dropdown arrow. If you specify a code here the {{DataPrompt|Price}} column in the results will use this code only. Leaving this blank will ensure the first price displayed is your RRP. Within the search results is a function, {{KeyPress|F8}}, to allow you to view all prices for an item.
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* {{DataPrompt|Location}} - specify a location or use the dropdown arrow to select a location. Leave blank to view stock at all locations.
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* {{DataPrompt|Filter on}} - this field will search through all data fields in a stock code for the text entered here. This is a very detailed search and can take much longer than a standard search.
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* {{DataPrompt|Search on}} - enter a word or words that might appear in the description of the items for which you are looking.
  
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== Reading Stock Enquiry ==
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* {{DataPrompt|Depot}} will be set to your current depot. You should have no need to change this unless you wish to search on stock at an alternative depot. Within the search results, pressing {{KeyPress|A-F2}} will show stock at other depots for a specific item.
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Once the stock enquiry has been ran it will show the Stock code(s), Description, Stock Quantity, price ''(if the Sales Price was left blank this will be the slandered selling price.)'' and whether there are any outstanding orders. There are also other functions available on this screen.
 
  
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=== Additional Functions ===
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=== Reading Stock Enquiry ===
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You will see a screen showing the Stock code(s), Description, Stock Quantity, the selling price and whether there are any outstanding orders. There are also other functions available on this screen. Some are explained below.
  
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==== Outstanding Orders ====
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{{Tip|text=When on a stock enquiry screen, pressing {{KeyPress|F11}} will show you the options available with a short explanation of each.}}
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If there is a ''P'' or a ''S'' or both on the right hand side then there are currently ''P''urchase Orders or ''S'' ales Orders. To show these orders press {{KeyPress|Shift+F2}} any outstanding orders for the current stock line will be displayed. This Will show:
 
  
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* Supplier Code.  
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=== Other functions ===
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* Suppliers Name.
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* {{KeyPress|S-F2}} - to view a summary of outstanding Sales and Purchase Orders for the item.
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* Expected Delivery Date.
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* {{KeyPress|A-F2}} - to show details for all depots the item is held at if you run a multi-site operation. You may then decide to contact another site to transfer stock to you.
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* Quantity on order
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* {{KeyPress|C-F3}} -  Stock futures. This is useful if you are very disciplined about your delivery dates for items on sales and purchase orders. You can see from this what your stock situation will be in the future based on the delivery dates of the orders.
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* {{KeyPress|S-F4}} - [[How can I View Statistics for this Part?|Stock statistics]].
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* {{KeyPress|F5}} - to edit the highlighted item.
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* {{KeyPress|S-F7}} - [[Using Stock Associations in Platinum|Stock associations]].
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* {{KeyPress|S-F8}} - [[How can I get Platinum to suggest alternative parts?|Stock Alternatives]].
  
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When highlighting the individual orders it also shows the {{DataValue|Current depot:}}, {{DataValue|Depot Code:}}, {{DataValue|current stock:}}, {{DataValue|Stock Balance:}} and if the part is specific for a workshop job or a customer it will also show {{DataValue|Reference:}}.
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== See also ==
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* [[Selling parts over the counter]]
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* [[Selling stock at point of sale]]
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* [[Selling stock in Invoicing and Customer Orders]]
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* [[Creating a purchase order]]
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* [[Creating a Stock Sales Order]]
  
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==== Depot Review =====
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{{KB_Tags|stock, enquiry, order, sale, sales, invoice, invoicing, parts, part, customer}}
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The Stock Enquire can also show  stock at each depot, the free stock available at each depot, also shows if there is a outstanding order at the individual depot. to Display all this information on stock Enquiry screen press {{KeyPress|Alt+F2}}.
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{{KB_ST}}
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==== Stock Statistics ====
 
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The Stock Enquiry screen is also a great link to the Stock Statistics screen by pressing {{KeyPress|Shift+F4}} that will pops up and show:
 
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* Sales history
 
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* Current Stock statisitcs. Quantity, Reorder levels, maximum stock levels and current stock value.
 
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* Last Purchase information, including date of purchase, supplier, quantity ordered and the unit cost price.
 
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* Profit Summary, showing average sales, average cost average gross profit.
 
  
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==== Alternative Parts ====
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{{KB_Ref|GR02}}
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F5  Displays any alternative parts that exist for the current stock line.
 
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F6  Changes the price column to location or vice versa. 
 
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Shift+F6  Changes the quantity column to free stock quantity or vice versa. Free stock is defined as stock quantity - Sales order quantity + purchase order quantity. The works order processing will also be taken into account. This figure will reflect the total given in the orders popup on Shift+F2.
 
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F7  Toggles the display of notes for applications or alternatives, where applicable. 
 
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F8  Toggles the display of extra price ranges as set up in the parameters.
 
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Ctrl+F8  View general notes. 
 
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F9  Select a new page of information to view.
 
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== See Also ==
 
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{{FAQ}}{{KB_Tags|Stock, Enquiry, order}}
 
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{{KB_ST}}
 

Latest revision as of 09:04, 9 June 2020

Summary

Use Stock Enquiries to find useful information such as stock quantity, free stock, location, outstanding Sales or Purchase Orders, Stock Codes and alternative prices.

More Information

Stock Enquiries is so useful it is located in multiple regions of the system and there are a number of points from which to access Stock Enquiries. These are :

However as a general rule if there is a facility to enter a Stock code then you will be able to access the Stock enquiries screen by pressing <F8>, or clicking on the [Enquiry] button.

You will also find that wherever <Ctrl+F1> - search for stock code is used, clicking on the [Advanced] button will also provide you with the same fields and options as stock enquiries.

Running Stock Enquiries

Once you are in the Stock Enquiries, a range screen is shown.

Complete any relevant ranges then click [Search]. The fields you may use to limit the search are described below:

  • "Stock From" - enter the code of the first stock item for which you wish to make an enquiry, or leave it blank and the system will assume the first stock code to be used.
  • "Stock To" - enter the code of the first stock item for which you wish to make an enquiry, or leave it blank and the system will assume the last stock code to be used.
  • "Code prefix" - if you wish to see all codes starting with a particular set of characters you may enter this here.
  • "Application" - if you have stock linked to applications you may specify an Application else leave this field blank.
  • "Group" - click the dropdown arrow to choose a group to search on or leave the field blank to look at all groups.
  • "Supplier" - enter a supplier to limit the search to items linked to them. Leave this field blank to ignore supplier as a range.
  • "Price Code" - select from a range of price codes by clicking the dropdown arrow. If you specify a code here the "Price" column in the results will use this code only. Leaving this blank will ensure the first price displayed is your RRP. Within the search results is a function, <F8>, to allow you to view all prices for an item.
  • "Location" - specify a location or use the dropdown arrow to select a location. Leave blank to view stock at all locations.
  • "Filter on" - this field will search through all data fields in a stock code for the text entered here. This is a very detailed search and can take much longer than a standard search.
  • "Search on" - enter a word or words that might appear in the description of the items for which you are looking.
  • "Depot" will be set to your current depot. You should have no need to change this unless you wish to search on stock at an alternative depot. Within the search results, pressing <Alt+F2> will show stock at other depots for a specific item.

Reading Stock Enquiry

You will see a screen showing the Stock code(s), Description, Stock Quantity, the selling price and whether there are any outstanding orders. There are also other functions available on this screen. Some are explained below.

When on a stock enquiry screen, pressing <F11> will show you the options available with a short explanation of each.

Other functions

  • <Shift+F2> - to view a summary of outstanding Sales and Purchase Orders for the item.
  • <Alt+F2> - to show details for all depots the item is held at if you run a multi-site operation. You may then decide to contact another site to transfer stock to you.
  • <Ctrl+F3> - Stock futures. This is useful if you are very disciplined about your delivery dates for items on sales and purchase orders. You can see from this what your stock situation will be in the future based on the delivery dates of the orders.
  • <Shift+F4> - Stock statistics.
  • <F5> - to edit the highlighted item.
  • <Shift+F7> - Stock associations.
  • <Shift+F8> - Stock Alternatives.

See also


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Keywords AND Misspellings
stock, enquiry, order, sale, sales, invoice, invoicing, parts, part, customer
Tags

GR02

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