Multiple Stock Stores

Multiple stores for stock items

Based on our user feedback, we have introduced a new option of Stock Store. You may have warehouses or stores at different locations for your business.  This new option will facilitate to keep a track of your inventory while invoicing or transferring your stock from one store to another store.

 
  • Setting up a store:

To set up a store location your business must be a “Stock-Enabled” business.  Select Settings> Product & Stock> Stock Setup, the Stock Setup pop up will appear on the Screen. Select the “Use Stock” option.  

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Figure: Tick the “Use Stock” tick box

By selecting the “Use Stock” tick box the new pop up will appear for Stores  Products & Stock to enter the ‘Code’ and ‘Description’ of the Store.  

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Figure: New option “Stores” appears under Products & Stock

Add / Edit / Delete Stock Store: 

To add a stock ‘Store’ in Surf Accounts for your business select the ‘Add’ option. A new pop up ‘Stock Stores’ will appear on the screen.

  • Add Stock Stores: 
  • Code: Enter a code for the Stock Stores. For e.g. if your store is at Galway you can enter the code as StoreGalway
  • Description: Enter the description of the store. This is to specify the store location. For e.g. if your store is at Galway, simply enter Galway as store location. 
 
  • Edit Stock Stores: 
  • Code: Store code can only be edited if that store is not used in the transaction. 
  • Description: Store description can only be edited if that store is not used in the transaction.
 
  • Delete Stock Stores: 
Stock store can only be deleted if that store is not used in any transaction.
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Figure: Add Stock Store Code and Store Description

 
  • Store option in Product Browse: 

On the “Product Browse” the Store location will appear under the Product code. If you have 5 different store locations all the stores will appear. Depending on the number of stores, you have entered for your business will appear in the product browse.

Tick the default tick box for the Particular Product.
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Figure: Make store location and select default store for the product

 
  • Purchase Order / Invoice with Store: 

To raise a Purchase Order for your supplier, select the Accounts tab and then select Purchase > Order, the following screen will appear.

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  • Supplier: Select the supplier by using the look up button. A pop up will   appear on the screen to select the supplier. If the supplier’s name does not exist in the list, select ‘New’ to create the supplier on the fly.
  • Order number: Depending on the Stock Control Setting, the order number is  displayed in this column. For auto coding, the order number will be auto and   for manual numbering, you can enter the purchase order number.
  • Ref No.: Enter the reference number here if any.
  • Order Date: Select the order date by using the calendar. Select the due date   if you wish to. This depends on the credit terms of the business.
  • Status: Select the status by using the drop down. The default status is   open. If already invoice has been generated select the status as invoiced. In   case if the order is cancelled change the status as ‘Cancelled’.
  • Attach: To attach a file select the look up button to upload the file from the local machine.
  • Product: Select the product by using the lookup.
  • Description: By selecting the Product, the “Product Description” will display in this column. If you wish to change the description of the product, change it from here.
  • Quantity: Enter the product quantity you want to place an order.
  • Price: The product price is displayed here.
  • Discount: If discount is allowed to supplier for the product, enter the discount percentage here.
  • VAT: The VAT percentage is displayed here. This is a read only column.
  • Nominal Code: The nominal code is displayed here. This is a read only column.
  • Net Amount: The Net amount of the ordered or invoiced product is displayed here.
  • Serial No: If you have entered any serial number against the particular product the serial number is shown here.
  • Division: If your business is ‘Division’ enabled the name of the Division is shown here. 
  • Sub Division: If your business has, sub division the name of the Sub Division is shown here. 
  • Advance: The Advance option will open the Transaction Details. The new option of ‘Store’ will appear. The default store of the product will be shown here. If you wish to change the store you can change it from here
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  • Store in Goods In

To enter the product details that you have received from your supplier Surf Accounts create Goods In. To create a Goods In select Stock » Goods In. A new column has been introduced to show the ‘Store’ in Goods In and Goods Out. 

  • Supplier: Select   the supplier by using the look up button. A pop up will appear on the screen   to select the supplier. If the supplier’s name does not exist in the list, select ‘New’ to create the supplier on the fly.
  • Goods In No.: Depending on the Stock Control setting, the Goods In No is displayed. For e.g. in the stock control settings if the   first Goods In number is set to Auto and the first number is set as 1 then   the first Goods In number will be IN1.
  • Ref. No.: You may add a reference number here. For e.g. it could be the supplier’s order number.
  • Order/ Invoice Number: Select   the look up button for the Purchase order number. By selecting, the look up the purchase order pop up will appear against the selected supplier.
  • Goods In Date: Select the ‘Goods In’ date by using the calendar. 
  • Processed by: Select   the name of the account manager. If more than one user on this business is responsible for the goods in, you can select the name from here.
  • Product: The Product Code pop up will be populated, simply select the product on the fly.
  • Description: Product Description will automatically come up as it has already been set in the product browse. 
  • Ordered / Delivered: As per the Purchase Order, the ordered and delivered quantity is shown.  
  • Product Store: This is a new column, which has been introduced to locate the Product Store. Under the Product Store column, the Store Location is displayed for the product. Please note , this is dependent on the product store location.  
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Figure: Product Store Column shows different Store Location

 
  • Sales Order / Invoice with Store: 

To create a sales order select the Accounts tab and then select Sales» Order. To create Sales Order or sales invoice select, Accounts »Sales »Quotes & Orders.

You can select the Quotes/ Orders from the CRM tab of Surf Accounts to open the Sales Order Browse. 

Enter the following details in the Sales Order / Invoice Browse.

  • Customer: Select the Customer by using the lookup button. A pop up will appear on the screen to select the customer. If the customer’s name does not exist in the list, select ‘New’ to create the Customer on the fly.
  • Order Number: Depending on the Stock Control Setting the order number is displayed in this column. For auto coding the order number will be auto and for manual numbering you can enter the purchase order number.
  • P.O. Number: Enter the reference number here if any. For e.g. it could be customer’s quotation number which has won the order.
  • Quote /S.O. Number: Select the quote / sales order number by using the look up button.
  • Order Date: Select the order date by using the calendar. Select the due date if you wish to. This depends on the credit terms of the business.
  • Status: Select the status by using the drop down. The default status is open. If already invoice has been generated select the status as invoiced. In case if the order is cancelled, change the status as ‘Cancelled’.
  • Attach: To attach a file select the look up button to upload the file from the local machine.
  • Product: Select the product by using the lookup.
  • Description: By selecting the product, the product description will display in this column. If you wish to change the description of the product, change it from here.
  • Quantity: Enter the product quantity you want to place an order.
  • Price: The product price is appears here.
  • Discount: If discount is allowed to the customer for the product, enter the discount percentage here.
  • VAT: The VAT percentage is appears here. This is a read only column.
  • Nominal Code: The nominal code is appears here. This is a read only column.
  • Net Amount: The Net amount of the ordered or invoiced product is displayed here.
  • Serial Number: If the product has a serial number, that number is shown here. 
  • Division: If your business is Division enabled, select the Division or else the default Division will appear. 
  • Sub Division: If your business is Sub Division enabled, select the Sub Division or else the default sub division will appear. 
  • Advance: The advance option will open the transaction details of the line. A new option Store has been included in the transaction details pop up If you have multiple store, you can select the store from the transaction details pop up else the default store location of the product set in the product browse will be selected. 

For illustration, see below:

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  • Store in Goods Out

To enter the product details that you deliver to your customer into Surf Accounts create Goods out. To create a new ‘Goods Out’ select Stock » Goods Out.

  • Customer: Select the customer by using the look up button. A pop up will appear on the screen to select the customer. If the customer’s name does not exist in the list, select ‘New’ to create a new customer on the fly.
  • Goods Out No: Depending on the Stock Control setting the Goods Out No is displayed. For e.g. in the stock control settings if the first Goods Out number is set to Auto and the first number is set as 1 then the first Orders In number will be OUT1
  • Reference No: You may add a reference number here. For e.g. it could be the customer’s order number. 
  • Order/ Invoice No: Select the look up button for the Sales order number. By selecting, the look up the sales order pop up will appear against the selected customer. 
  • Goods Out Date: Select the ‘Goods Out’ date by using the calendar.
  • Processed by: Select the name of the account manager. If more than one user on this business is responsible for the goods out, you can select the name from here.
  • Product: The Product Code pop up will be populated, simply select the product on the fly.
  • Description: Product Description will automatically come up as it has already been set in the product browse.
  • Order: As per the Purchase Order, the ordered and delivered quantity is shown here.  
  • Dispatched: If the stock has been dispatched the quantity will appear on the dispatched column. 
  • Product Store: This is a new column, which has been introduced to locate the Product Store. Under the Product Store Column the Store Location is displayed for the product. Please note, this is dependent on the product store location.
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Figure: Product Store Column shows Product Store

 
  • Stock Adjustment: 

The idea of a stock adjustment is to directly affect the stock levels. This is used for instances such as opening stock figures, breakages, out of date items. This adjustment can be carried out by 2 ways.

To carry out stock adjustment select the product from the product browse. By selecting the stock adjustment icon a pop up will appear in the browse as 'New Stock Adjustment'.

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Enter the adjustment details here.

  • Adjustment Date: Select the adjustment date by using the   calendar. By default the adjustment date appears to be the current date. To   change the current date, use the calendar.
  • Product Code: Select the Product Code by using the look up button. This column is un editable.
  • Product Description: Once you select the product code the description of the product will be auto populated
  • Current Stock: The current stock of the product will auto populate in this column.
  • Product Store: The store location of the particular product will be shown here. 
  • Adjustment Quantity: Enter the adjustment quantity here.
  • Adjustment Stock: The adjusted stock is the total value of current stock and the adjustment quantity.
  • Notes: If you want to put a note related to the new stock adjustment, enter the notes here. 

Stock adjustment can also be carried out from the Stock Adjustment Browse. To access stock adjustment from browse select Stock »Stock Adjustment.

 
  • Stock Transfer: 

If you wish to transfer your stock from one store to another store, select the “Stock” tab and select “Stock Transfer”.

See below:

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By selecting the “Stock Transfer” option, select the ‘Add’ option from the browse, the following New Stock Transfer Pop up will appear on the screen.
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  • Transfer Date: This determines the day of stock transfer from one store to another store. This will always be the current date. 
  • Product Code: By using the lookup button, select the Product from the product list. 
  • Product Description: Once you select the Product code the Product Description will be auto populated. 
  • From Store: Select the store from where you want to dispatch the stock in another store. The default store location will appear on the field. 
  • To Store: Select the store by using the drop down to show where the store to be transferred. 
  • Stock Transfer Qty.: Enter the quantity of the stock to be transferred to another store.  
  • Order- in Transfer Qty: The total amount of quantity of a product transferred to any other store through Order-in is shown here. 
  • Order-out Transfer Qty: The total amount of quantity of a product transferred to any other store through Order-out is shown here.
  • Notes: Enter the relevant notes in the “Notes” field. 

Please note, the same product cannot be transferred within a same store i.e. the “To Store” and the “From Store” must be different. Otherwise, a validation message will appear on the New Stock Transfer Pop up that “From Store and To Store cannot be same”.

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Figure: Error message appears if the “From Store” and “To Store” are same.

 

Reports on Stocks: 

Surf Accounts has introduced a dynamic reporting option stocks. These reports are being classified into following categories.

  • Stock Levels Report 
  • Stock Ledger Card 
  • Stock Transaction Listing 
  • Stock Valuation Report 

To generate the reports select the Reports tab the following screen will appear.

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  • Stock Levels Report:

Stock level report will show To generate the stock levels report select Reports» Stock » Stock Levels Report the following screen will appear.

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New field ‘Store’ has been introduced in the new reporting layout. From ‘Advance’ option, you can include the ‘Store’ to show in the report.

See below:

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Stock Ledger Card: 

Stock ledger cards report will show the movement of stocks for the business. To generate the Stock Ledger Cards Report select Reports» Stock » Stock Ledger Cards Report the following screen will appear.

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Stock Transaction Listings Report with new Store option: 

To generate the stock transaction listing report select Reports» Stock » Stock Transaction Listings Report, the following screen will appear.

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  • Stock Valuation Report with new Store option: 

To generate the stock valuation report select Reports» Stock » Stock Valuation Report, the following screen will appear.

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