Controlling Goods In via Stock-Tracker
How do I use Stock-Tracker to record the receipt of goods?
There are 3 ways to receive goods, the method you choose depends on the information you want to keep. The options are:
- Marking a Purchase Order as received in full
- Adding purchases to an inbound container / new container
- Creating a goods in note
If you don’t want to use the purchasing features of Stock Tracker you can enter stock a fourth way
- Stock Adjustments
Each option is described in their corresponding section.
Option 1 – Marking a purchase order as recieved in full
This option is quick and simple but doesn’t allow for any editing, for example if goods have been received short or extra. To mark an entire purchase order as received simply load up the purchase order and click Tools->Mark as Received in Full.
Once you have been asked to confirm this action you have the option to enter a single stock location to put all items into Stock (this would only normally be done if you do not care about locations). If you leave the box blank you’ll be shown the goods in note which has been created
See the ‘Creating a Goods In Note’ section for details on how to enter stock locations for each item and finally click the put the goods into stock.
Option 2 – Adding a purchase to an inbound container / new container
For goods which have a long lead time you can add products to ‘containers’ to monitor the progress of these incoming goods. This is particularly useful if you are shipping via container from overseas.
The screen above shows the containers which are inbound including ETA’s if known.
Purchase orders can also be added to new containers by using the the Tools->Create Container option from the purchase order.
This option will add all items on order to the container, except if they have already been added to another container or they have been marked as already received. Alternatively you can create a container from the main screen using the Warehouse->Goods In Transit button.
The other option is to go to the main screen and click Warehouse->Goods In Transit->New to create blank container.
Depending on the option you choose you will now have a container with product already on it, or a blank container which you can add products to from any purchase order. In either case you can now add or remove items from this container until it matches the manifest you have been given.
Option 3 – Creating a goods in note
There are a number of ways to create a goods in note – Either from a purchase order, from a container and finally you can create a blank goods in note which you can add to and remove from as required.
To create a blank goods in note, from the main menu click Warehouse->Goods Inwards then File->New Goods In. You be asked to enter the Warehouse receiving the goods, the supplier and optionally the supplier’s reference number and document number.
Once you have created a goods in note you will be taken to the goods in note screen. From this screen you can amend the quantity and items recieved and also the locations these items will be put into.
The details of the goods in note can be edited using the quick edit icons on the toolbar:
Add ordered items to a goods in note using the product selection screen.
Remove all or some of the selected item.
Add items to a goods in note which have been recieved but not ordered.
If a product has a batch number this can also be recorded in this section. The purchase price of the goods and the location of the stock can also be edited here.
How do I edit container details?
The screen below is an example of an inbound container. The top half of the screen shows information about the departure and arrival of the container. The second half lists the products you’ve allocated to this container.
There are several quick buttons within this section which make editing cotainer details easier:
This option allows you to add items you’ve already ordered onto this container, click the button to see the product selection screen.
The Purchase Order drop down lists all purchase orders with outstanding product from this supplier which is destined for the warehouse you have selected.
To add product simply tick next to the item in question and the outstanding quantity will be put into the ‘required’ box. If you don’t need to add all this product you can edit the number downwards.
Once happy click continue and these items will be added to the container.
This option when clicked will remove all selected lines from the container, making them available to add to another container if required.
This option allows you to split the selected line, in other words you can remove some of the product from this container.
Enter the quantity to remove in the box and click continue to remove those items from this container.
How do I mark a product as received?
When the container has been received you should click Status->At Warehouse.
The screen displayed asks you to confirm a few details and finally the action you want to take with the stock. If the container reference, warehouse or arrival dates need changing you can do so.
Next you should decide what to do with the stock. If you want the flexibility to be able to edit quantities, stock bin locations or add/remove items you should select the first option and move on to the ‘Creating a Goods In Note’ section.
If the container has been received exactly as expected you can short-cut the goods in process by selecting the second option.