How to use stock-history screen

View/Edit tab

Use this screen to view and to make adjustments to existing stock records. Any changes to the quantity field are recorded as an adjustment to stock and are listed in the "History" tab. The following fields are available for the selected record.

Place - The physical place in the store or location where the item is maintained. Place include entries such as floor, back room, bin number, row and aisle number, etc. Use this field to name or rename a place. Use the "Move" tab to move stock from this place to another.

Quantity - The number of items at this place. Any change is recorded as an adjustment to stock and is listed in the "History" tab.

Unit Cost - The cost of the item when it was received or initially added to stock.

Store Front - Checked indicates that the item is ready for immediate sale.

Total Quantity - Displays the total of quantity fields for all stock records matching the Item Id of the selected record. This is the total number of items available to sell for the selected Item.

Vendor Popup - Displays the short name of the vendor from which the stock was received. This popup is disabled so it is not accidently changed.

Delete button - Enabled when the "quantity" field is 0.00. The stock record does not have to be deleted. It can be retained and used as new stock is received.

Save button - Click to save changes to the highlighted fields.

 

 

Add Tab

Use this screen to create new stock records. The top browser is a list of catalog items. The bottom browser is a list of stock records for the selected catalog item. All entries are recorded as additions to stock and are listed in the "History" tab.

The highlighted area has values for the selected catalog record. The location, vendor, and unit cost come from the catalog. The remaining fields are initially blank, but they retain the last value entered as subsequent selections are made. Change values as required as new stock records are entered.

Quantity - Enter the number of items on hand.

Place - Enter the place in the store where the stock is maintained.

Store Front - Select if the item is immediately available to sell.

New Stock button - Creates a new stock record with the values entered.

Add to Stock button - Adds information to the selected stock record. The button is disabled if the "Unit Cost" or "Place" does not match the selected record. "History" tab.

Move Tab

Use this screen to move stock from one place to another. The top portion of the screen lists "Move From" stock and the bottom portion list the "Move To" stock. Selecting a record in the "Move From" browser results in all stock records for the selected item being displayed in the "Move To" browser at the bottom of the screen. The search fields may be used to isolate the stock records in the top browser.

Place - Enter the place the stock is to be moved to.

Number to Move - Enter the number of items to be moved.

Store Front - Select if item is immediately available for sale.

Move To button - A stock record must be selected in the "Move From" browser and the "Move To" browser. Click to execute the move.

New Stock button - A stock record must be selected in the "Move From" browser. Click to create a new stock record.

The screen on the right is set up to move 5 items from the back room to the floor. Click the "Move Stock" button to execute the move.

History Tab

The history screen captures all transactions that change the quantity in stock records. This includes additions, adjustments, moved items, transferred items, received from purchase orders, sales, and returns. It is the primary audit of transactions that change stock counts. It also lists payments on account entered using the transaction screen.

The top portion of the screen has search fields and a browser that lists all records meeting the search criteria. The search fields function as follows:

Trans Type popup- Selected type is listed.

Data fields - Items matching each character displayed are listed. Vendor and customer fields search on the short name fields.

Date Selector - Defaults to one week prior to today's date and list all transactions on or after date selected.

Location popup - Lists transactions for the selected location.

The bottom portion of the screen displays relevant data for the selected record. The information displayed is the data that was in the database at the time the transaction was written to the history file. Some items may be blank. For example, sold price has a value for SOLD, RETURNED, and VOIDED transactions and is blank for others. A few items need further explanation.

Order # - Transaction types SOLD, RETURNED, and VOIDED have an order transaction number displayed. When this field is not blank, the "View Transaction" button is enabled. Click the button to display the order in the "View Transactions" Screen.

PO # - Transaction type RECEIVED have a purchase order number displayed. When this field is not blank, the "View PO" button is enabled. Click the button to display the purchase order.

Total Quantity - When an item is selected in the browser, the total quantity for that item for the currently displayed browser list is displayed. For example, if RECEIVED trans type is selected in search fields, select any item in the browser and the total for that item for the data range in search fields is displayed. SOLD items are displayed as negative values.

For the total quantity field to match the total quantity field in the View/Edit tab, "none" must be selected for the begin date and all other search fields except the location and end date (today's date) must be blank.

Print button - Prints a report listing contents of browser list with sold price, cost, and quantity included.

History Tab - Search Field Use

On this screen, a few characters of the "Item Id" were entered and "None" was selected for date to insure that all transactions are displayed for those items. This screen lists all transactions for item AUTTM036.

The fields below the browser display data relevant to the selected SOLD transaction types. Note that the "Sold Price" is displayed. It is blank for most other transaction types. Also note that the "View Transaction" button is enabled. Click this button to drill down to the transaction containing this item. The "View PO" button does the same for RECEIVED types and drills down to the purchase order containing the item.