Stock-in records are records that accompany the receipt of goods from third-party suppliers (partners).
When goods are received at the store, a stock-in record (goods received note) is written up. The information from this record is then entered into the list. The date entered in the stock-in record must correspond to the date on the goods received note, and not the date when the electronic record is created.
The specification of a stock-in record contains the items received, their amounts, prices and VAT rates.
The stock-in record must be processed by the storekeeping system. Processing of an e-document is carried out automatically. If the processing is done successfully, the document is registered. As a result, theoretical levels of stock items will be increased accordingly.
Stock-in records have different statuses at different stages of processing:
Not ready – document is open for changes
Ready – temporarily makes the stock-in record a read-only document. Only its status can be changed
Registered – no changes can be made to the record except its status. The record is ready to be run on the store or the processing has already been done
When a stock-in record is created it has the status Not ready. Documents with the Not ready status can be viewed, edited and deleted. When the Ready 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-in record when it is deleted.
Stock items in the stock-in record specification also have statuses. They are automatically assigned when the document has been processed by the storekeeping system.
A document specification item can have one of the following status:
OK – denotes that processing was successful
Not enough on hand in store – applied if all the following are true:
the store that the stock-in record applies to has stock monitoring
the stock-in record was previously run on the store
the volume of the stock item (specification item in the stock-in record) was partially or entirely depleted in a stock-out operation (with a stock-out record run on the store)
the on-hand volume of the stock item goes negative when the stock-in record specification is changed.
For example, the stock-in record number 45 in the Main store documents the receipt of 10 kg of carrots. The stock-in record is run on the store.
Later, the production record number 58-P documents the consumption of 8.5 kg of carrots. The production record is also run on the store.
The amount of carrots in the stock-in record is then changed to 8 kg. Since the Main store has stock monitoring, when the stock record is run on the store again, the specification item carrots is given the status Not enough on hand in store.
If the amount of stock items needed to run the document is actually available, but it is not registered by any stock-in records, one of the following options can be chosen to sort out the problem:
Information about stock-in records is held in the document list.
The stock-in records list can be displayed for selected stores or selected partners and for any date range. The viewing windows are, respectively:
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