FooodPosWiki

Stock Documents

Every delivery, wastage note, correction and count, at every outlet. The list and its filters, and what Edit, Post, Amend, Discard and Void do, with the question each one asks before anything moves.

Who uses it:ManagerOwnerWhere:Back office
On this page

Stock Documents is where stock goes up and down by hand: a delivery comes in, a tray is dropped, a count was wrong. Each one is a document. A document is a draft until it is posted, and a draft moves nothing: you can type it while the driver waits, correct it, and post it when it is right.

Nothing here is a dead end. A draft is edited as often as you like, or discarded. A posted document is never edited, because the shelf's average cost has already been built on it: it is voided, which puts its stock back by itself, or amended, which voids it and opens a copy to correct.

This guide is the list and what its buttons do. Typing a document is in Stock Documents: record a delivery and Stock Documents: wastage and adjustment.

Before you start

Your back office access group needs Stock Documents:

  • View to see the list.
  • Edit to type a new document and change a draft.
  • Post a stock document to Post, Amend, Void and Discard.

Open Stock Documents

  1. In the back office's menu, under MASTERS, click Stock, then Stock Documents. Or press Documents in the Store Room.
  2. The list opens on All outlets when you have more than one outlet, newest first.

The list, part by part

Stock Documents: drafts, posted documents and voids, each with the buttons its status allows.
  1. Stock Documents: under MASTERS, in the Stock category.
  2. ← Store room: back to the Store Room.
  3. Outlet: All outlets, or one outlet. A document is always at one outlet, and everything done to it happens there.
  4. New document: types a delivery, a wastage note or a correction, or keys in a kept item. See record a delivery.
  5. Every kind: shows one kind only: Delivery, Wastage, Adjustment, Stock take, Transfer out, Transfer in or Opening.
  6. Any status: shows Draft, Posted or Void documents only.
  7. The count: how many documents are listed; Reading… while the list loads.
  8. Number: the document's number, such as GR26-00015. Under it, a correction says ← Amends GR26-00012, the document it corrects says → Replaced by GR26-00014, and a void says Void: and its reason. Click Amends or Replaced by to jump to the other half: it is lit in amber.
  9. Outlet: the outlet's code, when you have more than one outlet.
  10. Kind: Delivery (goods received from a supplier), Wastage (spoiled, dropped or burnt), Adjustment (a correction, either direction), Stock take (a shelf counted), Transfer out, Transfer in or Opening (the first count). Point at it to read what the kind is for.
  11. Date: the document's date. For a delivery, the date on the supplier's invoice.
  12. Status: Draft (amber: nothing has moved), Posted (green: the stock moved) or Void (grey: undone, or never used).
  13. Supplier / destination: for a delivery, the supplier's code and name and their invoice number; for a transfer, the outlet it went to. — for the rest.
  14. Lines: how many lines the document has.
  15. Qty: the lines' quantities added up.
  16. Value: what the document is worth.
  17. A draft's buttons: Edit, Post and Discard.
  18. A posted document's buttons: Amend and Void. A void has none.
  19. A grey note: a document of a kind this screen does not type says where it is corrected instead, such as A count is retyped on the Stock count screen. It still has Post and Discard while it is a draft, and Void once posted.

Document numbers start with the kind: GR a delivery, WS wastage, AJ an adjustment, TK a count, TO and TI a transfer, OP an opening, then the year and a number. Each outlet numbers its own, so two outlets can each have a GR26-00015.

Documents typed on a POS's Stock screen are on this list too, already posted. See Stock at the POS.

Edit a draft

  1. Click Edit on the draft's row. The window Edit GR26-00015 opens, with Still a draft: change anything on it, as often as you like. Nothing moves until you post it.
  2. Change anything: the supplier, the invoice number, the note, the lines, their quantities and costs. What is listed when you save is what the draft becomes.
  3. Click Save changes.

The big green SAVED says GR26-00015, still a draft, and a green line above the list says GR26-00015 saved. It is still a draft, so nothing has moved — edit it again if you need to, and post it when it is right.

A draft keeps the kind it was started as: its Kind box is grey. To change the kind, discard it and type a new one.

Post a document

Posting is what moves the stock.

  1. Check the draft: open it with Edit if you are unsure.
  2. Click Post on its row.
  3. The browser asks: Post GR26-00015? This writes 3 line(s) to the stock ledger. After that it is amended rather than edited — which voids it, puts the stock back and opens a copy to correct. With several outlets it names the outlet: Post GR26-00015 at HQ — Kopitiam Demo?
  4. Click OK. The button reads Posting….

The big green SAVED says GR26-00015 posted, and the green line says GR26-00015 posted — 3 movement(s)., with any warning after it. The status turns Posted. The stock moves on the outlet's business day of today, whatever date the document carries.

Void a posted document

Voiding writes the opposite of every movement the document made, so the stock goes back by itself. Nothing is deleted: the document stays on the list as Void.

  1. Click Void on its row. A window opens and reads what would come back.
  2. Read it: each item, how much goes back on the shelf or comes off it, and what the shelf will read.
  3. Type why, in Why is it being voided?. A reason is needed.
  4. Click Void WS26-00004. Or Leave it alone to close the window with nothing done.
Voiding a wastage note: the window says what comes back before anything is done.
  1. The question: the document, and its outlet when you have more than one.
  2. What it does: how many movements posting wrote, and that voiding writes their opposite.
  3. Each shelf: an item, how much goes back on the shelf or comes off the shelf, and what it will read afterwards. Up to six items are listed, then …and 3 more items.
  4. The footnote: that the document stays, marked Void.
  5. Why is it being voided?: needed, up to 200 characters. It is written on the document.
  6. Leave it alone: closes the window. Nothing changes.
  7. Void WS26-00004: voids it. It reads Working… meanwhile.

The green line then says what went back, such as WS26-00004 voided — 1 movement reversed. RM02 Chicken (raw) — 2 went back on the shelf. It reads 14. Voiding a delivery takes its goods back off the shelf; voiding a wastage note puts them back on. The stock goes back on today's business day, not the day of the mistake, so the reports of days already closed stay as they were.

Amend a posted document

A posted document that was simply wrong (a quantity, a price, an item) is amended. One action does three things:

  1. Click Amend on its row. The window Amend GR26-00012? opens and says: One action, three things — nothing left to remember afterwards. GR26-00012 is voided. Everything it moved goes back on the shelf by itself. A copy of it opens as a draft, for you to correct and post.
  2. Read what comes back on each shelf.
  3. If you like, type what is being corrected, in What is being corrected? Optional — it is written on both documents.
  4. Click Void it and open the copy.
  5. The copy opens at once, as a new draft with its own number, such as GR26-00014. Correct it.
  6. Click Save changes, then Post it on the list.

The green line says GR26-00012 is void and its stock has gone back. … GR26-00014 is a copy of it, open below for the correction — it is a draft, so nothing moves again until you post it.

The two documents name each other: the old one → Replaced by GR26-00014, the copy ← Amends GR26-00012. The copy's Note starts with Amends GR26-00012, and under it: This note is what says the document corrects GR26-00012. Add to it if you like, but leave that part in place — it is what lets somebody follow the pair in a month.

Discard a draft

A draft never moved anything, so discarding it gives nothing back.

  1. Click Discard on its row. The window Discard GR26-00015? says It was never posted, so no stock ever moved and none has to come back.
  2. Type why, in Why is it being discarded?. A reason is needed.
  3. Click Discard GR26-00015.

The green line says GR26-00015 discarded. It had never posted, so nothing moved. The draft stays on the list as Void, so its number is never handed out twice.

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