How do I Sell Batched Stock Lines?

Summary

Batched stock is useful for tracing particular goods such as chainsaws, food products or controlled products. Each unique item should be booked in with it's own batch number and description so you can choose which specific item you are selling.

This article explains how to select the batch or batches from which to take stock when selling batched stock lines.

More Information

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 only holds stock in a single batch, the system will automatically deduct stock from this batch.

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.
  • To ensure batch details print on these documents you should make sure "Update stock quantity?" in " Reports & Settings Maintenance Options System Administrator Platinum Settings" is set to 'Before'. The system will prompt you to select the batch prior to allowing the document to print.
• 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?

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