Stock Requests Menu

Stock Request

Stock request usually imply requesting stock items from your warehouse.

Stock Request process

Within the Webaccounting system, stock requests can be used for 3 reasons:

RFQ – Request for Quote

Request stock from warehouse (Picking Slip)

Request Purchase order

This form allows the user to search for and amend existing stock requests and create

new stock requests.

To create a new stock request, Click on Add

Enter a description of your choice. (This could be a client’s name, or purpose for the stock request for example).

The reference could be the same as the description or a unique reference that you wish.

Requested by, will default to the name of the user capturing the stock request, however, you can

change this by clicking on the drop down box and selecting the person’s name that actually

requested the stock.

For instance, you may be the warehouse manager and a staff member requests stock items, you

could enter his/ her name as a reference for possible future queries.

The stock request can be of two types, Either Cost to Company (CTC) or Scope Creep (SC)

CTC = A cost to company. SC = An adhoc cost, perhaps an item initially forgotten to add.

To Insert item line(s), click Add

Basic Search Tab the user can search by entering the information on the following fields
Stock Request Number to search by entering the stock request number
Description to search by entering the description
Job Number search by entering the job number
Date From search by selecting the date from which stock request search runs from and also the date to
Status to search by selecting the status from the drop down arrow
Requested By search by entering the name of the person requesting the stock
Reference search by reference
Add button to insert a new stock request
Edit button to view or edit the selected stock request item
Delete button to remove the currently selected stock request.

 

Stock request document

Stock request document types

Stock request rules

There are certain rules that apply on stock requests relating to Documents.

In most cases this is a great way for staff to capture a document telling admin and accounting staff what has happened to stock.

Stock request to Invoice

This will not update any lines on the job, but create a debtors invoice which is linked to a job.

Stock request to credit note

This will try and unmanage any items on the job as long as they have not been locked due to invoicing or re opening of job.

The stock request will attempt to unmanage any items managed and produce a credit note.

If the stock request cannot unmanage any lines, it will still create the credit note for you.

This is a great way for staff to log that a customer brought goods back to be credited.

WARNING

If you have not invoiced the customer and the job is still open with no invoices.

You will unmanage items on a job prior to invoicing and then produce a credit note of stock that is already off the job.

One can land up giving a customer an unnecessary credit.

Stock request to stock return note (supplier credit)

This will try and unmanage any items on the job as long as they have not been locked due to invoicing or re opening of job.

The stock request will attempt to unmanage any items managed and produce a stock return note.

If the stock request cannot unmanage any lines, it will still create the stock return note for you.

Stock request to Purchase Order

This will not update any lines on the job, but create a Purchase order which is linked to a job.

The reason no lines will be updated on the job is that when the purchase order receives the stock, it will manage add and manage the stock on the job.

Stock request to stock return to stock

When this option is selected and we process, the item is found on the job and unmanages the quantity

If the item is marked as “Is Complete”, this flag to be removed and then unmanage the item

If the item cannot be found on the job, ignore taking it off the job.  Give a message to this affect

 

Stock Request Manual Process

Capturing a Stock Request manually

This option will typically be used when you wish to request stock which may not necessarily be for a job, example for holding stock or to initial a Purchase order.

Inventory Module> Activity> Stock Requests

Click the Add Button

Enter the Reference

Enter a Description

Select the Storeman

Select the Job Number (If required)

Click Save

Click the Add Button

Search and select the require stock item

Enter the required quantity

Ensure the warehouse is correct. This is the warehouse from which you requesting the stock item.

You can enter any related notes that may be applicable to this item and you wish the storeman or relevant staff members to be aware of.

Click Save & New to add another item or

Click Save & Close, if this is the last item that you require

Once you have added all the required items, click Complete to Stores Button

This will promote your Stock Request to the Stores, where the Storeman will pick up the Stock Request and proceed to draw the stock from the shelf or initiate a Purchase Order.

Job Return Stock Request

Returning stock back onto a job

If job line is not locked or invoiced, then we are doing a manage job line with a negative quantity to remove the quantity off the job that was managed.

This is the same for a stock item.

However if the line is locked because the job was reopened after it was completed or closed.  All the lines are locked.

We cannot touch those lines.

In the case of custom items we do the following

Add the custom line to the job with a positive quantity but negative value for cost

Currently for stock we do nothing but give an error, however in the new versions the system does the following:

1 Creates a stock level adjustment to bring the stock back into on shelf
2 Links the stock level adjustment to the job
3 Creates a custom item line in replacement of the stock item, just as we do a custom item return
a. Description of stock item replaces the custom item
b. The quantity is positive to the stock level item back
c. The cost is negative to the value of the item cost
d. The custom item is fetched from the defaults section for recovered costs custom item.
4 Create a new tab on the manage job to show stock level adjustments linked to the job.

Recovered item setup

Setup default recovered custom item