Stock-take Comparison
alameen ERP provides detailed reports on the inventory of materials to help you follow up profits and stock precisely, including the "Stock-take Comparison" report.
Report Purpose
The "Stock-take Comparison" report compares the book inventory of the materials (the inventory alameen ERP gives) with the actual inventory (the stock-take you carry out yourself on the materials in the warehouse), and lets you make a stock-take adjustment, by shortage or increase, to cover the differences.
The report window provides a set of buttons for importing the manual stock-take or entering it by hand. After comparing and entering the manual stock-take, you can make an "Increase Adjustment" when the actual inventory is greater than the book inventory, and a "Shortage Adjustment" when the actual inventory is less than the book inventory. The window also lets you make a stock-take adjustment when there are several differences (increase or shortage), so the increase and shortage are adjusted automatically together and adjustment invoices are generated.
Set the invoices forms for each of the warehouses in which you want to compare the inventory, with the program options window - Stock-take Adjustment tab: the tab lets you add a form for the input invoice and the output invoice, and choose the payment type, the cost center, and the other available options.
Reaching the Report
You can reach the Stock-take Comparison report from the main ribbon - Materials tab - Inventory Reports group - the drop-down list of the Inventory Reports button.
Once requested, the report window appears as follows:
The report window contains various fields and options that help you compare the inventory and make the suitable stock-take adjustment.
Report Window
The report window lets you choose the type of inventory from the following types:
- Current Inventory
Enabled by default: you can take the inventory of a material, the materials of a warehouse, the materials of a particular group, or the materials in a cost center, and the date fields are not available in the window.
- Inventory to Date
To take the inventory of the materials from the beginning-of-period date to a particular date: enable the option to enter the date in the "To Date" field, which becomes available after the option is enabled.
- Inventory by Expiry Dates
To take the inventory of the materials whose expiry date falls within a set period: enable the option to set the range of the period in the "From Date" and "To Date" fields.
The report window contains a number of filter fields, as well as the materials terms, the report options, and the material fields.
For more details, go to Report Window.
Report Window Operations
The report window shows a set of buttons that help you apply the inventory and show the report, including:
Import Inventory
You can import the manual stock-take of the materials by clicking the "Import Inventory" button; the following window opens:
Click the arrow in the Source field to drop down a list of several types for choosing the suitable materials reader, such as a text file or a (Symbol) reader. After setting the suitable type, click the "Ok" button to continue, or the "Cancel" button to undo importing the inventory.
You can adjust the import settings by clicking the "Setup" button in the "Reading bill items" window.
Manual Inventory
You can enter the actual inventory of the materials directly after clicking the "Manual Inventory" button; the following window opens:
The window shows the names of the materials, a column for the book inventory (the quantities of the materials in the warehouses according to alameen ERP), and a column in which you enter the actual inventory of the materials when it differs from the book inventory.
You can change the color of a checked row by standing on it and pressing F5 on the keyboard. Note that the color of the row changes as soon as you enter a number that differs from the number in the "Actual Inventory" column, that is, when the actual inventory is greater or less than the book inventory; the aim is to mark the materials that need adjustment.
You can show the quantities of the materials in the second and third units by enabling the option "Quantities in Unrelated Units" in the report options list of the report window, to count their quantities and change them if needed. You can also enable the option "Show Empty Materials" to check their quantities and change them.
Shortage Adjustment
Use the "Shortage Adjustment" button to settle the stock-take differences and generate an invoice that covers the shortage; it is used when the actual inventory is less than the book inventory. After you click the button, a window opens for setting the invoice settings yourself, as follows:
Choose the invoice type (sales, purchase return...), the client (if the payment type is on credit), the currency of the invoice and its parity, the warehouse, the cost center, the date, and the payment type, as well as the salesman or distributor, then click the "Ok" button to post the invoice, or the "Cancel" button to undo the shortage adjustment.
Increase Adjustment
Use the "Increase Adjustment" button to settle the stock-take differences and generate an invoice that covers the increase; it is used when the actual inventory is greater than the book inventory. After you click the button, a window opens for setting the invoice settings yourself, as follows:
Choose the invoice type (purchases, sales return...), the client (if the payment type is on credit), the currency of the invoice and its parity, the warehouse, the cost center, the date, and the payment type, as well as the salesman or distributor, then click the "Ok" button to post the invoice, or the "Cancel" button to undo the increase adjustment.
Stock-take Adjustment
You can use the "Stock-take Adjustment" button to make the adjustment automatically, so the shortage and increase are settled at once; but you must make sure you have set the warehouses and the invoices forms the program relies on to generate the invoices that settle the stock-take differences.
After you click the "Stock-take Adjustment" button, the following window opens:
Set the currency of the invoice and its parity, its date, and the branch (when you use the branches system), then click the "Ok" button to start applying the adjustment.
After the stock-take adjustment, the window of the invoice generated by the adjustment opens directly.
Refresh
Click the button to refresh the data of the report after making an adjustment, when you want to make a new adjustment.
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You can also preview or print the report with the buttons for that purpose. For more details, see Report Window Operations.