v8.22 New feature - Cost price calculation queue report
The Store subsystem now has the Cost price calculation queue operational report that is used to display the information on how many documents are in the process of or are waiting for cost price calculation. The report is generated for each store group separately.

Store

The Store system manages all information related to stores, stock items and stock operations.

All stock control activities carried out across the entire organisation are managed by the store system.

The Store menu contains document lists, operational reports, settings directories and directories.

Records documenting receipt, release, production and other stock operations are accessed through the following lists:

Record maintenance functions are provided for automatically updating the information held in store records. When quantities such as purchase prices or recipe specifications change, these functions recalculate store records to take account of those changes.

Store system update functions:

Store system document update functions

Operational reports provide instant access to current information on stock operations:

Store operational reports

Settings directories are where all store management settings are configured and saved:

Store settings directories

The Store system contains the following directories:

Store directories

Stores are combined into groups by functional, territorial or other logical criteria. In addition, all stores in a group have the same procedure for calculating purchase prices and cost prices, and for processing sales records.

Access to the store system is controlled by the security category assigned to each store and the access rights granted to system user roles.

Movement of goods between stores in the same group is documented by stock movement records. Receipt or release of goods from or to a third party is documented by stock-in and stock-out records.

Current stock levels and carry-over can be monitored in the Store system.

Stock item cost prices and the connection between goods received and goods consumed are recalculated each time a store record is processed.

If stock monitoring is enabled for a store, the system will not allow negative stock levels to occur when processing records.

Stock item cost prices are calculated in Tillypad only on the basis of FIFO.

All store records have statuses which are assigned at different stages of their preparation and processing.

If errors that occur when processing store records, they will be reported to the user and processing will be aborted.

Stock item calculation can be used to correct stock volumes in records for stores with stock monitoring when record processing errors occur. It allows stock volumes to be corrected such that document processing can be carried out successfully.

The main user-defined statuses for store records are:

When a new record is created, it initially has the status Not ready. The Drawn up and Registered statuses are applied by the user. The Not ready status can also be re-applied by the user if required.

Status Not ready

Status Drawn up

Status Sent

Status Processed

If a record has any status other than Registered (or Accepted for movement records), an information icon () will be displayed beside the Status field.

Placing the mouse pointer over the information icon brings up a tooltip window with information.

Status tooltip

The Deleted status is applied to a record automatically when it is deleted.

Access rights determine which statuses users can apply.

Only records with the Not ready status can be edited. If a record has the status Drawn up or Registered, it is read-only. In order to make changes to a record with either of these statuses, the user must apply the Not ready status.

Applying the Drawn up status to a record makes it read-only and helps to protect it from accidental changes by other users. Records with this status will not be processed by the storekeeping system.

When all information has been entered into the record and it is ready to be processed in the storekeeping system, the Registered status should be applied. Alternatively, selecting the Run command will achieve the same effect.

Once the Registered status has been applied, the record can be picked up and processed by the storekeeping system. With this status, the record becomes read-only.

The Deleted status is applied automatically to a record when it is deleted.

Stock movement records can have the statuses Not ready, Drawn up, Sent (illustrated by the icon) and Accepted (illustrated by the icon). The Sent and Accepted statuses are applied only by users.

Stocktaking records can have the statuses Not ready, Drawn up, Processed (illustrated by the icon) and Registered. The Processed status is applied only by users.

Confirmation of planned cost records can have the statuses Not ready and Ready (illustrated by the icon). The Ready status is applied only by users.

These records and their statuses are covered in detail in Stock movement records, Stocktaking records and Sales records by store.

Store record statuses and icons that represent them:

In addition to the record status there are two more statuses — store status and overall status. The store status defines the progress of the record during processing in the storekeeping system. It can be OK, Running, Execution error, Executed with warnings or Edit document in closed store period.

The Running status means that the record is being processed. It is illustrated by the icon. The status OK means that the record has been successfully processed. Successful processing of a document with the Deleted status means that it has been completely removed from the system. No additional confirmation of its deletion is given.

The Execution error status means that something went wrong when processing the record. This status is illustrated by the icon. After eliminating the cause of the error, use the Run command to process the record again.

The status of each item in a store record is displayed separately in the record specification, which helps in identifying the cause of any processing errors. The store status can be as follows:

Store record statuses:

Stock-in records Stock-out records Stock movement records Stock adjustment records Production records Butchering records Development records Stocktaking records Sales records
OK ? ? ? ? ? ? ? ? ?
Not enough on hand in store ? ? ? ? ? ? ? ? ?
Enter stock-in amount ?
Theoretical on hand stock has changed since last calculation ?
Specification element has no recipe ? ?
Value percentages not equal to 100% ?
Cost price loop ? ? ?
Parent cannot be a stock-in ?

The overall status is a combination of record status and store status. If the store record has the status Registered (or Accepted for movement records), then it is can be processed by the storekeeping system. When the store status is OK or Executed with warnings, the record has been successfully processed. Successful deletion of a store record results in its complete removal from the system.

To edit a record that has been processed in the storekeeping system, its status must be changed to Not ready to make it editable, and then changed back to Registered (or Accepted if it is a movement record) for it to be run again in the storekeeping system.

Stock item recalculation allows changes to be made to specifications of records created within a selected date range in selected stores, without having to edit each record individually.