Stock adjustment records

Stock adjustment is a store operation used to reconcile theoretical and actual on-hand stock levels. Variations in theoretical and actual stock counts can arise from natural processes and accidents that occur during storage (shrinkage, spillage, breakage, etc.) as well as from loss or stocktaking inaccuracies. Adjustment is also used to account for stock items that have spoiled or whose shelf life has expired.

Adjustment operations are documented by Stock adjustment records.

An important feature of the stock adjustment records used in Tillypad XL is that they can be used to account for both increases and decreases in stock levels. This allows stock adjustment records to be used for reconciling both shortages and excesses in stock levels.

If a stock adjustment record is used to reduce theoretical on-hand stock count, the stock items in its specification will be marked with the Stock-out type. If it is used to increase the theoretical on-hand count, they will be marked as Stock-in and their prices will be included in the specification.

Stock adjustment records can be used for simple stock items, compound stock items and stock items for butchering.

Note

Stock items that are intended for butchering are deducted from stock in the same way as simple stock items. They are always entered into the record specification without their butchering elements. Butchering elements are not deducted along with the parent stock item.

Stock adjustment records have different statuses at different stages of processing:

Not ready — illustrated by the icon;
Drawn up — illustrated by the icon;
Registered — illustrated by the icon.

When a stock adjustment record is created, it has the status Not ready. Documents with the Not ready status can be viewed, edited and deleted. When the Drawn up or Registered status has been applied, the document becomes read-only and can no longer be edited or deleted. The document can be run on the store once the Registered status has been applied.

The Deleted status is automatically applied to a stock movement record when it is deleted. During processing, such documents are marked with the icon.

Every stock adjustment record is marked as one of two types. The Stock-in type is illustrated by the icon, and the Stock-out type is illustrated by the icon.

The stock level of a stock item with no recipe changes after the stock adjustment record has been processed by the storekeeping system:

Stock-in — level is increased by the amount in the record specification;
Stock-out — level is decreased by the amount in the record specification.

If a stock item is marked as Stock-out and has a recipe, then the Recipe mode selected for that stock item defines whether or not its ingredients must also be deducted from stock:

By stock item concurrence — depends on two factors:
- whether the stock item is associated with a stock item concurrence,
- and if so, whether the stock item concurrence is used on the store where the record was created;
Always with recipe — ingredients will also be included in the record specification;
Manual — ingredients will not be included in the record specification.

When a stock adjustment record is created it has the status Not ready. When the Drawn up status is applied it becomes read-only. When the Registered status has been applied it can be processed in the storekeeping system.

A document specification element can have the following states:

OK — processing successfully completed.
Not enough on hand in store — processing cannot be completed because the on-hand level of the stock item is less than the amount specified for deduction in the stock adjustment record. This status is applied in the following circumstances:
- the store that the stock adjustment record applies to has stock monitoring;
- the stock adjustment record was previously run on the store;
- the stock item (Stock-in type stock adjustment record specification element) was fully or partially used for a stock-out operation (stock-out document was processed in storekeeping);
- editing a Stock-in type stock adjustment record by changing the volume of a specification element results in a negative stock level for that stock item.
For example, stock adjustment record 57 documented 10kg of carrots added to the Main cellar store. The stock adjustment record was processed in the storekeeping system.

Later, stock movement record NP/81-MC documents 8.5kg of carrots leaving the store. The stock movement record is also processed on the store.

The stock adjustment record was then edited to reduce the amount of carrots to 8kg. The Main cellar store has stock monitoring, so when the Carrot specification element was processed in the storekeeping system it was given the status Not enough on hand in store.
Cost price loop — cost price of the stock item cannot be calculated because the record documenting the release of the stock item links to the record documenting the receipt of the stock item and vice versa.
Parent cannot be a stock-in — a compound stock item included in the specification of a stock adjustment record as a top-level element was marked as Stock-in.

Stock adjustment records for all stores in the system are held in the Stock adjustment records document list.