Record stock incoming

Use the Stock Control module to record stock into storage when you have:

• Discovered stock: You have found items in the warehouse which are not recorded in the Stock Control module.
• An internal return to deal with: Items have been issued to an internal area that are no longer required and have been returned back to the warehouse.
• Received supplier returned goods: You have received items from the supplier to replace those that have been rejected and returned to the supplier. You can only record the stock into storage if the stock items have previously been recorded as returned to supplier.

Note: There is no provision to record items back into stock that have been issued free of charge to a customer.

Recording stock inwards produces the following results:

• The overall stock level for the stock item is increased.
• The location you choose to store the stock is updated.
• New entries are added to the stock item's history, if the stock item is set to keep a movement history.
• Nominal postings are generated for selected nominal accounts, if the system is set to update the Nominal Ledger.

The exception is supplier returned stock where nominal postings are not made. The stock value is accounted for in the Nominal Ledger when the purchase order was recorded in the Purchase Order Processing module, nominal postings are not made to reduce the value when the stock is returned to the supplier.

• When recording discovered stock, the cost price entered for the stock item updates the item buying price.
• If dealing with a supplier return (replacement goods), the entry made when the rejected goods were returned to the supplier is removed from the system warehouse Returns.

The current stock position for the stock item is displayed when recording stock inwards. If the addition of the stock causes the overall stock level to exceed the specified level for the stock item, a warning is displayed by the system. This does not prevent you recording the stock in.

Recording batch/serial numbered items into stock

Additional rules apply when dealing with batch/serial numbered items. Depending on your Stock Control settings for batch and serial numbered items on the Options tab, batch/serial numbers are either recorded whilst goods are recorded into stock or after.

If batch/serial numbers are required during goods in this also means they are required when adding discovered stock using Stock Control. The numbers are manually recorded for each item. If you are dealing with an item using serial numbers, provided the first number entered is numeric, it is possible to quickly generate subsequent serial numbers to record the items into stock. This can be done by the system which increments the first serial number avoiding existing batch/serial numbers.

As you record batch/serial numbers, the system checks for duplicate numbers and displays warnings when a duplicate number is found. Duplicate numbers can only be recorded if the item is set to allow duplicates. If a duplicate batch number is found, you have the option to add the quantity to the existing batch.

When batch/serial numbers are not required during goods in, the system automatically marks the items as unassigned. Unassigned items cannot be issued or despatched but they can be allocated by processes from Stock Control or Sales Order Processing or recorded as returned to supplier. Assigning batch/serial numbers in this instance is performed as a separate activity.

Note: If an item has been over committed as a result of allocations in Stock Control or Sales Order Processing, pre-receipts for the item will have been generated. As the item is recorded into stock, any pre receipts for the item are resolved allowing the allocations to be satisfied.