Stock-in records
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Stock-in records

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Stock-in records

9.6

Revision History
	30.10.2009
The Status nested menu was added to the description of the context menu.
	22.12.2009
The Store column was added to the Specification panel.
	27.04.2010
Changes were made to the list of statuses that can be assigned to stock-in record specification items after processing by the storekeeping system.
	29.04.2010
Changes were made to descriptions of commands in context menus. Considered the situations when some commands are disabled. Found ways to resolve such problems. Added a description of the Edit document in closed store period status.
	26.07.2010
Descriptions of the New stock-in records and New stock-in record specification items entry windows were added.
	11.01.2011
Tab pages were transformed into panels.
	19.01.2012
The System column was added to the data grid. The Export and Summary functions menus were added to the context menu.
	17.10.2012
The Status column was removed from the data grid of the stock-in record specification.
	15.01.2014
The Select from stock items and Select from stock on hand commands were added to the context menu of the stock-in record specification.
	11.04.2014
The Return command was added to the context menu of the stock-in record specification.
	15.08.2014
The Shipping note number field was added to the Stock-in record window, and the Alcohol declaration panel was added to the Stock-in record specification element window. These items will be displayed if working with alcohol declarations is available in Tillypad XL Manager.
	15.04.2015
Descriptions of new fields in the Stock-in record specification element window have been added.
	07.07.2015
The Supplier request items panel was added to the Stock-in record specification item window.
	31.08.2015
A description of the Document command from the context menu on the Supplier request items panel was added.
	26.11.2015

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 drawn up. The information from this record is then entered into the Stock-in records list. The date entered in the stock-in record must correspond to the date on the goods received note, not the date when the electronic record is created.

The specification of a stock-in record contains the items received and their quantities, prices and VAT rates.

The registered stock-in record must be processed by the storekeeping system. Ready electronic records are processed automatically by the Cost price calculation system task. A successful processing increases the stock on-hand.

Stock-in records have different statuses at different stages of processing.

Not ready – the 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 to its status. The record either is ready to be run on the store or has already been processed by the system.

When a stock-in record is created, it has the status Not ready. Documents with the status Not ready 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-in record when it is deleted.

Stock items in a stock-in record specification also have statuses. They are automatically assigned after the document has been 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 – applies 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 quantity 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 quantity of the stock item becomes 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 has also been run on the store.
The amount of carrots in the stock-in record is then manually edited to 8 kg. Since the Main store has stock monitoring, when the stock record is run on the store again, the specification element Carrot 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:
- switch off stock monitoring by choosing No in the Stock monitoring field of the Store window
- or enter necessary stock-in and later, stock-out records.

You can select stock items from the specifications of the stock-in records with the Registered status to add them to the return delivery note specifications.

Stock-in records can be generated from supplier requests with the Confirmed status.

Information about stock-in records is held in the Stock-in records 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: