Stock adjustment records

Stock adjustment records

Revision History

Stock adjustment is an operation used to reconcile theoretical and actual on-hand levels of stock items held in the store. Variations in theoretical and actual stock counts can arise from natural processes and accidents that occur during storage (for example, shrinkage, spillage, breakage, etc.), as well as from loss or stocktaking inaccuracies. Adjustments are also used to account for stock items that have spoiled or expired.

Adjustment operations are documented in stock adjustment records.

An important feature of the stock adjustment records used in Tillypad XL Manager 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 the theoretical on-hand stock count, the stock items in its specification will be marked with the type Stock-out. If it is used to increase the theoretical on-hand count, they will be marked as Stock-in. Prices are specified for stock-in items.

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

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

  • Not ready – denotes that the record can be edited or deleted.

  • Ready – denotes that no changes can be made to the record. This record cannot be run on the store or deleted from the list. Only its status can be altered.

  • Registered – denotes that no changes can be made to the record. This record can be run on the store, but it cannot be deleted from the list. Only its status can be altered.

When a stock adjustment record is created, it has the status Not ready. Documents with the status Not ready can be viewed, edited, and deleted. When the document receives either the Ready or Registered status, 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 adjustment record when it is deleted.

Every specification item of a stock adjustment record is classified in one of two types: Stock-in or Stock-out, which determine how its stock on hand changes after it is processed by the storekeeping system. Specification items that belong to different operation types are marked with different icons.

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

  • Stock-in – the level increases by the amount in the record specification.

  • Stock-out – the level decreases by the amount in the record specification.

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

  • By stock item concurrence – whether to include the item’s recipe ingredients 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 – the stock item will be included in the record specification along with all the ingredients included in its recipe.

  • Manual – ingredients will not be included in the record specification.

A document specification item can have one of the following statuses after being processed by the storekeeping system:

  • OK – processing was 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 assigned when the following circumstances are met:

    • the store to which the stock adjustment record is applied has stock monitoring,

    • the stock adjustment record was previously run on the store,

    • the stock item (specification item belonging to the Stock-in type) was fully or partially used for a stock-out operation (a stock-out document was processed on the store),

    • editing the Stock-in type stock adjustment record by changing the quantity of a specification element results in a negative stock level for that stock item.

    For example, say a stock adjustment record no. 57 documents the addition of 10 kg of carrots to the Main cellar store. The stock adjustment record is processed in the storekeeping system.

    Later, the production record number NP/81-GK 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 adjustment record is then manually changed to 8 kg. Since the Main cellar store has stock monitoring, when the stock record is run on the store again, the specification item Carrot will be given the status Not enough on hand in store.

  • Cost price loop – the cost price of the stock item cannot be calculated because the stock consumption record links to the stock receipt record, and at the same time, the stock receipt record links to the stock consumption record.

  • Parent cannot be a stock-in – a compound stock item included in the specification of a stock adjustment record as a top-level element with its recipe items was marked as Stock-in.

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