Difference between revisions of "How do I Sell Batched Stock Lines?"
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If an item has multiple batches, you will be prompted to choose the batch or batches from which to take the stock. | If an item has multiple batches, you will be prompted to choose the batch or batches from which to take the stock. | ||
| + | |||
| + | === Printing Batch Details on documents === | ||
| + | Some documents will print the batch number and description. This depends on the point the stock is booked out as the printable details are only available once the batch has been selected. | ||
| + | |||
| + | * Invoicing & Customer Orders - stock is booked out either by using {{KeyPress|S-F7}} - Allocate Stock, or when printing an Advice Note or Full Invoice. Within {{PlatinumSettings}} is an option for {{DataPrompt|Update stock quantity?}}. If {{DataValue|Before}} is selected, you will be prompted to select a batch prior to printing the document. | ||
| + | * Workshop - stock is booked out by allocating it to the job having carried out the availability check. At this point you will be prompted to select the batch to use. | ||
| + | * Sales Ordering - when completing the item you will be prompted to select the batch to use. | ||
| + | * Point of Sale - stock is booked out once the invoice has been printed and accepted. Batch details are not printed on POS receipts. | ||
== Selecting a Batch == | == Selecting a Batch == | ||
| − | Book out your stock via the appropriate program, e.g. {{Menu|{{ST}}|Invoicing & Customer Orders}}, {{Menu|{{ | + | Book out your stock via the appropriate program, e.g. {{Menu|{{ST}}|Invoicing & Customer Orders}}, {{Menu|{{WS}}|Workshop Jobcards}} or {{Menu|{{SO}}|Sales Ordering}}. |
| − | + | When prompted to select the batch to be sold: | |
| − | * The {{Tab|Batch Selection}} screen will display the {{DataPrompt|Stock}} item | + | * The {{Tab|Batch Selection}} screen will display the {{DataPrompt|Stock}} item within the lower half of the screen. |
| − | * Enter the batch number or press {{KeyPress|F1}} or {{KeyPress|S-F1}} to scroll through the batches associated with the stock item at that depot. | + | * Enter the batch number to book out or press {{KeyPress|F1}} or {{KeyPress|S-F1}} to scroll through the batches associated with the stock item at that depot. |
* Alternatively press {{KeyPress|C-F1}} to list all batches for that item. | * Alternatively press {{KeyPress|C-F1}} to list all batches for that item. | ||
| − | ** Use your arrow keys to move down the list to select the batch. | + | ** Use your arrow keys to move down the list to select the batch to book out. |
** Press {{KeyPress|F2}}. | ** Press {{KeyPress|F2}}. | ||
| − | * Check the {{DataPrompt|Quantity to Use}} is the quantity to deduct from this batch then press {{KeyPress| | + | * Check the {{DataPrompt|Quantity to Use}} is the quantity to deduct from this batch then press {{KeyPress|Enter}}. |
| − | If you need to deduct stock from multiple batches, you will be prompted to enter another batch for the same stock item. Repeat the process described above. | + | If you need to deduct stock from multiple batches, you will be prompted to enter another batch for the same stock item. Repeat the process described above for each item being booked out. |
| − | + | Once all stock has been processed, you will be able to continue as normal i.e. to produce the invoice, | |
| − | + | exit the order etc. | |
| − | Once all stock has been processed, you will continue as normal i.e. the | ||
=== Dealing with Negative Batch Warning === | === 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 | + | If you do not have a batch from which to take stock i.e. due to the stock itself not having not yet been booked in on a purchase order, you will need to create a new batch in order to sell the item. |
| + | * Press {{KeyPress|S-F10}}. | ||
* Enter the batch number or press {{KeyPress|F2}} to use the next automatic number. | * Enter the batch number or press {{KeyPress|F2}} to use the next automatic number. | ||
** Enter a {{DataPrompt|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. | ** Enter a {{DataPrompt|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 {{KeyPress| | + | ** Press {{KeyPress|Esc}} and {{Button|Accept}}. |
* Enter the quantity you are selling in {{DataPrompt|Quantity to use}}. | * Enter the quantity you are selling in {{DataPrompt|Quantity to use}}. | ||
| − | * Press {{KeyPress| | + | * Press {{KeyPress|Esc}}. You will be warned that the batch quantity will be left with a negative balance. Click {{Button|Yes}} to continue. |
| + | |||
| + | Once you book the actual stock in you should select the negative batch to bring it back to zero before creating additional batches. | ||
== See also == | == See also == | ||
Revision as of 11:44, 25 June 2022
Contents
Summary
This article explains how to select the batch or batches from which to take stock when selling batched stock lines.
More Information
When an item only holds stock in a single batch, the system will automatically deduct stock from this batch.
If an item has multiple batches, you will be prompted to choose the batch or batches from which to take the stock.
Printing Batch Details on documents
Some documents will print the batch number and description. This depends on the point the stock is booked out as the printable details are only available once the batch has been selected.
- Invoicing & Customer Orders - stock is booked out either by using <Shift+F7> - Allocate Stock, or when printing an Advice Note or Full Invoice. Within " Reports & Settings Maintenance Options System Administrator Platinum Settings" is an option for "Update stock quantity?". If 'Before' is selected, you will be prompted to select a batch prior to printing the document.
- Workshop - stock is booked out by allocating it to the job having carried out the availability check. At this point you will be prompted to select the batch to use.
- Sales Ordering - when completing the item you will be prompted to select the batch to use.
- Point of Sale - stock is booked out once the invoice has been printed and accepted. Batch details are not printed on POS receipts.
Selecting a Batch
Book out your stock via the appropriate program, e.g. " Stock Control Invoicing & Customer Orders", " Workshop Workshop Jobcards" or " Sales Order Processing Sales Ordering".
When prompted to select the batch to be sold:
- The [Batch Selection] screen will display the "Stock" item within the lower half of the screen.
- Enter the batch number to book out or press <F1> or <Shift+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 book out.
- Press <F2>.
- Check the "Quantity to Use" is the quantity to deduct from this batch then press <Enter>.
If you need to deduct stock from multiple batches, you will be prompted to enter another batch for the same stock item. Repeat the process described above for each item being booked out.
Once all stock has been processed, you will be able to continue as normal i.e. to produce the invoice,
exit the order etc.
Dealing with Negative Batch Warning
If you do not have a batch from which to take stock i.e. due to the stock itself not having not yet been booked in on a purchase order, you will need to create a new batch in order to sell the item.
- Press <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 selling 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.
Once you book the actual stock in you should select the negative batch to bring it back to zero before creating additional batches.
See also
- Creating a stock item
- How do I Book in Batched Stock Lines?
- How do I Adjust Batched Stock Lines?
- How do I convert a batched item into a unit?
