How do I Adjust Batched Stock Lines?

Summary

This article explains how to adjust the batch quantity of batched stock items.

More Information

The system will only prompt for batch information for items for whom the "Batched?" flag on the [Invoicing] tab of the stock record is set to 'Yes'. See Creating a Stock Item.

Adjusting Stock Levels

This is a two stage process. Stage One is to adjust the overall stock level of the item; Stage Two is to adjust the quantities held in the relevant batch or batches.

Follow this article to adjust your stock, e.g. if an item is lost,broken or even found!

Having adjusted the overall stock level, you must adjust the batch quantities to keep them in synchronisation with the overall stock level.

You will see the [Batch Selection] screen.

• Press <F1/S-F1> to scroll through the batches associated with the stock item at that depot.
• Alternatively press <Ctrl+F1> to list all batches for that item.
  • Use your arrow keys to move down the list to select the batch to adjust.
  • Press <F2>.
• Enter the quantity to add to or deduct from the batch selected. You do not need to enter the minus sign at any point as the system knows which way you are adjusting the stock.
• Press <Enter>.
• Repeat the steps if you need to adjust stock held in multiple batches.

If you have entered a negative quantity and only one batch is found, the system will automatically deduct the value from this batch. If there are multiple batches and/or the quantity amended is greater than the single batch found, you will be presented with the [Batch Selection] screen as you will need to add another batch for the overflow stock.

Dealing with Negative Batch Warning

If you do not have a batch from which to take stock, you will need to create a new batch by pressing <Shift+F10>.

• Enter the batch number or press <F2> to use the next automatic number.
  • Enter a "Description" or note for the batch, e.g. any additional sequence numbers. If you do not have any notes to add, simply repeat the batch number as you will be unable to save the record without entering some text here.
  • Press <Esc> and [Accept].
• Enter the quantity you are adjusting in "Quantity to use".
• Press <Esc>. You will be warned that the batch quantity will be left with a negative balance. Click [Yes] to continue.

Adjusting Batches

To amend batch details, e.g. amend a batch description or transfer stock between batches, go to " Stock Control Maintenance Options Batch File Maintenance".

Amend Batch Details

Select " Amend Batch Details".

• Enter the batch number to amend or press <Ctrl+F1> to search for a batch.
• At "Search on", enter part of the batch description or leave the field blank.
• Press <F2> to list batches.
• Arrow key down the list to find the batch to amend.

The top half of the screen displays the Stock Number and batch details for the line your cursor is on.

• Press <F2> to select a batch.
• Amend the "Description" and/or "Location" then press <Esc>.
• Click [Accept] to save the changes.

Transfer between Batches

Select " Transfer between Batches".

• Arrow key up to "Stock" to enter the Stock Code.
  • Enter the code or press <Ctrl+F1> to search for an item.
• At "From Batch", enter the batch to transfer stock from or press <Ctrl+F1> to search for a batch. Select the batch and press <F2>.
• At "To Batch" enter the batch to transfer stock to.
  • You may choose an existing batch by pressing <Ctrl+F1> to search for a batch. Select the batch and press <F2>. Alternatively press <Shift+F10> to create a new batch.
    • Enter the batch number or press <F2> to use the next automatic number..
    • Enter a "Description" or note for the batch, e.g. any additional sequence numbers. If you do not have any notes to add, simply repeat the batch number as you will be unable to save the record without entering some text here.
    • Press <Esc> and [Accept].
• At "Quantity" enter the quantity to move.

The "Batch Qty" values are shown on screen to guide you on the quantity available to transfer.

• Press <Esc> and [Accept].

See Also

• Creating a Stock Item
• How do I Book in Batched Stock Lines?
• How do I adjust the stock level of an item?
• How do I Sell Batched Stock Lines?

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