Stock Control

Stock management using Stock-Tracker

 

What are the various stock statuses that can be shown on Stock-Tracker?

How do I manually allocate stock?

How do I adjust stock levels?

Can I quarantine stock?

How do I remove stock from quarantine?

 

What are the various stock statuses that can be shown on Stock-Tracker?

StatusExplanationEffect
Available To PickStock is in the warehouse and ready to be pickedChanges the status of the pick note
Pick StartedSomeone has begun picking this orderChanges the status of the pick note
PickedThis note has been pickedChanges the status of the pick note.  Also changes the order status to picked if this pick note is the balance of the order
PackedThis note has been packedChanges the status of the pick note.  Also changes the order status to picked if this pick note is the balance of the order
Dsp StartedYour despatch process has been startedChanges the status of the pick note
Dsp CompleteYour despatch process is completeChanges the status of the pick note
Carrier AdvisedYour carrier has been advised this order is ready for deliveryChanges the status of the pick note
DespatchedThis note has been despatched for delivery to your customerChanges the status of the pick note.  Also changes the order status to despatched if this pick note is the balance of the order.

Stock sheet adjusted

DeliveredThis note has been delivered to the customerChanges the status of the pick note.  Also changes the order status to completed if this pick note is the balance of the order.

Stock sheet adjusted if required.

 

How do I manually allocate stock?

An order can only be released if stock has been allocated to it, this ensures your stock balances are always correct.  If an order doesn’t show as having stock allocated, or the stock isn’t yet received but you want to release the order you will have to do one of the following

  1. Mark the stock as received, this can be done by viewing the stock item and marking it as received
  2. Manually allocate stock

The second option usually involves taking stock from another order and allocating it to the one you want to release.  The steps below detail how to unallocate stock from one order and allocate it to another.

View the ‘source’ order.  Only orders not marked as despatched or delivered can be used as a source.

Click Tasks->Stock Allocation Manual

The screen below shows the stock allocated to the source order.

The top left list shows your order lines including the ‘Qty’ which is the ordered quantity and ‘Qty Allocated’, this is the amount of stock allocated to this order line.

The list underneath this (the bottom left) shows the physical stock allocated to the selected order line above.

The list on the right is empty, this is the free stock available for this order line.  Because we don’t have free stock for the Finsbury Dark Brown Chair this list is blank.

To unallocate stock simple drag the stock from the bottom left list to the right hand list, this removes the stock from the order.  In this case we will remove just 1 item and put it into free stock.

By doing this, the order becomes ‘Part Allocated’ so you will need to allocate incoming stock back onto the order before it will be released.

There is now 1 Finsbury Dark Brown Chair in free stock so we can now view our destination order (the one we want to release).

No the stock is available we can automatically allocate the stock by viewing the destination order and clicking Change Status -> Release Order.

Another way to do this is by following the same steps you did to unallocate the stock, but this time you would draft the required stock from free stock over to your order.

How do I adjust stock levels?

A stock adjustment allows you to change stock levels.  A stock adjustment might be used if you do not need to use the purchasing module or if you want to make a manual adjustment for any other reason.

Stock Adjustments are also created when a stock take has been completed.

Below is an example of the stock adjustment screen:

You can add/remove items from on the stock adjustment screen using the toolbar.

 Add an item to this stock adjustment using the product selection screen.

 Remove the selected item

 View the selected product including stock levels and ordering information.

You can also edit the condition, purchase price, batch number and location of the items added to this stock adjustment.

Can I quarantine stock?

Stock can be quarantined within Stock Tracker so that it can be held pending inspection or the resolution of an issue.  The quickest way to quarantine stock is via the current stock status screen which can be accessed by clicking Stock > Current Stock Status:

When you are on the stock status screen you should firstly select the ‘view individual items’ option:

You should then filter the stock to show the products you would like to quarantine to do this enter the name / code of the product you would like to quarantine in the filter box:

Once the individual item details are displayed you should then click the item / product you would like to quarantine.

If you would like to quarantine all of the stock then you should go to File > Quarantine Item, by clicking this the status of ALL of the stock will change.  You should then Save this to confirm the amendment you have made to the status of the products.

If, however, you only wish to quarantine part of the stock available you should firstly split the stock into batches by clicking File > Split stock

By entering a value into the ‘QTY’ to split box, this will split off this quantity of stock from the main batch. You will then have two batches of this product, 1 batch will have the quantity of stock entered into the box and the second being the balance.

**Please note that once split the stock cannot then be amalgamated back into the original quantity.

You can then click onto the individual stock line you wish to quarantine and follow the procedure detailed above.

Once placed into quarantine the stock can be viewed via the quarantined stock screen which can be accessed by click Stock > Quarantine.

**Please note that stock / products that are quarantined are removed from free stock and cannot be allocated.

How do I remove stock from quarantine?

To remove stock from quarantine you should firstly view the relevant stock on the quarantined stock screen which can be accessed by clicking Stock > Quarantine.

You will then be shown all of the stock lines that are currently held in quarantine.  To remove a stock line from quarantine you should double click on the relevant stock line.  You will then be shown details for the individual stock line.

To remove stock from quarantine simply click on Tools > Put into free stock