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Store Room: an item's stock card

One item's every movement, newest first, with what caused it, when, what it was worth and what the shelf read afterwards. When, What, Document, Qty, Unit cost, Value, Balance after, Avg after and Note, explained, with each outlet's balance.

Who uses it:OwnerManagerWhere:Back office
On this page

The stock card is one item's story. Every time the item moved, the card has a line: when it happened, what moved it, which bill or document, how much, what it was worth, and what the shelf read afterwards. Open it when a number in the Store Room looks wrong: the card says why.

Before you start

  • You need Stock Balance (View) in your back office access group, as for the Store Room.

Open an item's stock card

  1. In the back office's menu, under MASTERS, click Stock, then Store Room.
  2. Click the item's name.
  3. The card opens on the same outlets the Store Room was showing. ← Store room at the top takes you back.

The card, part by part

An item's stock card on All outlets: the tiles, each outlet's balance, then every movement.
  1. ← Store room: back to the Store Room, on the same outlets.
  2. The title: the item's name, and under it its code and the outlets shown, such as All outlets.
  3. Outlet: which outlets the card shows: All outlets, or one outlet. It starts where the Store Room was.
  4. On hand: how much is on the shelf now, in the item's unit. On All outlets it reads On hand, every outlet: every outlet's shelf added up.
  5. Average cost: what one unit is valued at. On All outlets it is Average cost (blended): the value divided by the quantity. When the outlets count in different currencies it shows — and says the outlets count in different currencies.
  6. Value: the quantity at the average cost. On All outlets, each outlet at its own cost, added up.
  7. By outlet: shown on All outlets only. A line for each outlet: On hand, Avg cost, Value, Reorder at (or —) and Last counted (or never). A shelf below zero is red.
  8. The movements: how many the card shows, then one line per movement, newest first. It shows the newest 200.
  9. When: the date and time the movement happened, in your browser's time, for every movement: a sale, a delivery, a kept bottle written off back to the store room.
  10. Outlet: on All outlets only: the outlet whose shelf moved, by its code.
  11. What: what moved it. See What each word means.
  12. Document: the bill number (such as HQ2610-000123), the stock document number (such as GR26-00013), or a kept item's code. — when there is none.
  13. Qty: how much moved: + in green when stock came onto the shelf, a minus in red when it went off.
  14. Unit cost: what one unit of this movement was worth. For a delivery, the price on the supplier's invoice. For everything else, the shelf's average at that moment.
  15. Value: the movement's quantity at its unit cost.
  16. Balance after: what that outlet's shelf read just after this movement.
  17. Avg after: where that outlet's average cost stood just after this movement. A delivery at a new price moves it; a sale does not.
  18. Note: for an ingredient, the dish that used it (for Beer Battered Fish). For a kept bottle, the keep's code and the customer (K-7QF3W2 · Tan Mei Ling) in bold, with Written off, back to the store room: and the reason under it. Otherwise the note typed on the document.

Unit cost and Avg after are two different numbers on purpose. The first answers "what did we pay for this delivery?", the second "what is one worth now?". They part company the moment a delivery arrives at a new price.

On All outlets, Balance after and Avg after stay what they are: that one outlet's shelf after that movement. Two outlets' movements mixed together make no running balance, so the Outlet column says whose shelf each figure is.

What each word means

WhatBadgeWhat happened
SoldgreyA bill settled with this item on it: the item itself came off the shelf.
ConsumedgreyA bill settled with a dish that uses this item: its recipe, or an answer to a question that deducts it. The Note names the dish.
ReceivedgreenA delivery was posted.
ReturnedgreenA paid bill was opened again (its payment voided), and what it took off came back.
AdjustedamberA correction was posted, or a count found a difference.
Transfer outvioletStock was sent to another outlet.
Transfer invioletStock arrived from another outlet.
WastageredA wastage note was posted.
OpeningblueThe first count, when stock was started.
Custody returnedgreenA customer's kept bottle was written off back to the store room.

A bottle a customer keeps is sold on the bill as usual (Sold), then waits on the custody shelf. Its keeping and its collection are not on this card: they are the customer's bottle, not your stock. Only when a keep is written off Back to the store room does the bottle come back here, as Custody returned, with the time it happened. See Custody: a keep, written off or released.

Find why a number is wrong

  1. Open the item's card, on the one outlet whose shelf looks wrong.
  2. Read Balance after down the list until you find where it stops matching what you expect.
  3. Read that line's What and Document: a delivery typed twice, a wastage at the wrong quantity, a dish whose recipe uses too much.
  4. Put it right with a stock document: amend the wrong delivery or wastage in Stock Documents, or count the shelf. The card then shows the correction as its own line.

What if…