Stock-out records

Stock-out records

Revision History

Stock-out records are documents that accompany the release of stock items from a store to a third party (partners).

When stock items are released from a store, the Tillypad XL Manager program generates a stock-out record. The information in the electronic stock-out record is entered from the goods release slip hard copy filled out when the items are unloaded from the store.

The specification of a stock-out record contains a list of the released stock items, along with their quantities and prices. Depending on the exact nature of the stock-out operation, compound stock items may be added to the specification independently or together with their ingredients. Both simple and compound stock items may be added to the specification as either independent products or ingredients of other compound stock items.

Stock-out records must be processed in the storekeeping system. Processing of an e-document is carried out automatically. If the processing is executed successfully, the document is registered, and the theoretical levels of on-hand stock items decrease accordingly.

Stock-out records have different statuses at different stages of processing:

  • Not ready – the document is open for changes.

  • Ready – makes the record a read-only document. This record has not been processed on the store, and only its status can be altered.

  • Registered – assigning this status to the record makes it disabled for changes. Only its status can be altered.

When a stock-out record is created it has the status Not ready. Documents with the Not ready status can be viewed, edited and deleted. When either 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-out record when it is deleted.

The stock items in the specification of the stock-out record also have statuses. These statuses are assigned automatically when records are processed by the storekeeping system.

A document specification item can have one of the following statuses:

  • OK – denotes that processing was successful.

  • Not enough on hand in store – occurs if the amount of a stock item specified in a stock-out document is greater than the amount of that stock item on hand in the store.

Information about stock-out records is held in the Stock-out records document list.

The stock-out records list can be displayed for selected stores or selected partners and for any date range. The viewing windows are, respectively: