BIM - Activity

If you have a box of screws and want to turn it into smaller packages it allows you to do that and to change the pricing to suit the pricing of the smaller packages.

See detailed video on how repackage works - Repackage.mp4

Inventory Module> Activity> Repackage

Repackage Menu

Creating a new repackage

Adding in a new repackage item

Repackage Menu

Repackage Basic Import

In place of adding items individually on the repackage function, one can import the item.

To import items:

You will need to create the import file

The file template is a s below and is a standard excel format file

Once the file has been created. Save the file in a dedicated folder

Go to Repackage

Create a new repackage setup

Select the relevant code and Enter the description as you would normally

Click Save at the bottom of the page

Click the Repackage Import / Export Button

Search for the file and select

This will upload and you should see “successful” indicted (once the file has bene uploaded )

Click Verify

Successful should be returned

If unsuccessful or failed, click the Report button to establish the cause of the file failing to verify.

Once successfully verified, click the import button

Again, successful should be displayed

Click close.

This will return to the Repackage grid where you should notice all item have been import and are displayed on the grid

Barcode Count

Barcode Count Search

Stock Count Menu

Stock Count

It is a function available on our webatar app that allows the user to count inventory using their mobile devices

this data is then synced to the main system.

Upon syncing the user will go to the main system

Inventory> Activity> Stock Count

Stock count process to stock take

Stock Count Menu

Stock Count Process

The stock count function is a feature on the Webatar App that allows one to do stock takes or cycle counts. These counts can then be processed to various documents including stock takes.

On the Webatar App, go to Inventory, Stock Counts

There are Multiple ways to add items to the count

1. Add items to the count individually by filtering on Brand categorisation.

2. Quick Add: Call up multiple items and enter counts simply by scrolling to the required item

3. Search count item by bar code

4. Search items product code or description

5. Scan item bar code

Once the item is searched and returned on screen

Simply enter the actual count quantity

Warehouse is set to default to the user, thus saves time on having to select the warehouse on each count.

Click save

Search the next item and enter the count quantity.

Count and save multiple items and then sync.

Sync to sever either individually after each count, or bulk sync – after counted few / all items.

Enter any relevant notes related to queries/ discrepancies.

Counts not sync’d to server can be deleted or edited in the event of errors

once items are counted and ready to sync, click the sync bar to push counts to the server

Items successfully sync’d from Webatar will be displayed on the main system as follows

Go to Inventory Module > Activity > Stock Count

Enter the required date range and warehouse.

Click Search

See variance as soon as counts are sync’d, resulting in fewer delays in resolving discrepancies.

You will notice the synced items are listed in the grid with the system quantity, counted quantity and variance or difference.

The supervisor can then opt to do second counts on items where necessary.

Any duplicated counts can be deleted / marked compete from the grid.

Once the counts have been completed, these can be processed to the stock take

The process to stock take

When clicking on the process, bring up a window

This window will have the option for document type.

Currently only Stock Take

Select stock take and then there is another option which looks at open stock takes.

Select on the stock take.

This stock take defines the warehouse and items

When clicking on next the following will happen

Filter all stock counts by the warehouse, meaning that if the count is of another warehouse, ignore it

If an item was counted multiple times, take the last count for the stock take

On the status, only look at Open status, ignore other statuses

If Document Type was not specified as StockTake but user selected it, use it for the stock take.

If a stock item was counted but the stock take does not have this item, ignore it.

When clicking on continue, produce an exception report with various headers

Successful	Showing Items successfully updated to the stock take file
Duplicate items	Show items that were duplicated but was not taken to stock take
Items not in stock take	Show items that were in stock count but not in stock take

After you have successfully updated the stock take file, do the following to the stock count items

1	Change the status to completed
2	Insert the stock take document number into the Document no column.
3	For those items that did not have a Document type StockTake marked which was blank, mark it as StockTake

Stock Count Menu

ScanSKU Count

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This section of the system uses the ScanSKU device to scan for stock take and stock count and import into the stock count.

Open up the Scan SKU window from Scan SKU button.

Once window is open, drag your scanned CSV file from your email onto the window.

The system will automatically upload the file and import the data.

If there are any errors, a button will appear which you can print, that shows you all the errors.

Stock Count Menu

Count to Stock Take

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Processing of stock counts to a stock take

Print

Functions

Process Actions

Stock Count Menu

Barcode scanning using ScanSKU

Go to section ScanSKU for how to do

Click here

Stock Count Menu

Add Stock Count

Adding a manual entry into stock count

Click on the Add button to add in an entry manually

Clicking Add

Item Code	Search for the item by code or description
Item Description	Shows the description of the selected item
Warehouse	The default warehouse will appear
Document Type	Specify the type of count Stock take, Stock Level, invoice, credit note, stock receive, stock return
Count	Add in the count
Debtors	Select the associated customer
Expiry Date	Enter the expiry date of the product
Manager Check	Activate tick if the product was checked by a manager

Cancel a Count entry

Adding in a count but made a mistake.

One cannot edit or delete the loaded item, but you can cancel the entry.

Follow the steps below

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 Requests Menu

Stock request document

Stock request document types

Stock Requests Menu

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 Requests Menu

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.

Stock Requests Menu

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

Stock Requests - Store Menu

Stock request stores process

Once the Stock Request has been promoted to the Stores, the Storman will search the respective stock request:

Remember, the Picking slip has already been printed by the requester.

Thus, the Storman would have collected the Picking slip from the designated tray, clipboard.

He will then proceed to:

Inventory Module>Activity>Stock request – Stores

Enter the Request number or Job Number

Click Search

Double Click the Stock Request line to open the Request

Should the Storeman need to edit the stock lines, he can do so by double clicking on the respective line item and making the necessary changes.

If the stock item lines are edited, example quantities changed, then a new picking slip will need to be printed.

Once the storeman has reviewed all the item lines and now wishes to proceed to draw the stock, he will click the Start Picking Button.

The requester can view the progress of his/her request by looking at the Action Status on the Stock Request.

You will note as you proceed through the various stages of the Stock Request the Action Status will change accordingly.

The “Start Picking” button simply changes the Action Status, indicating that the request is in the process of being picked.

The Storeman will now click the Confirm Quantity Button.

1	Here the storeman will click Confirm All button, if he has Physically Picked the respective quantities of all the items.
2	Alternatively, he can click the Confirm Quantity Button and then enter the specific quantity he has picked of the highlighted item. Click save and Close

You will notice that the different Quantities displayed on the grid will change accordingly as you confirm the quantities picked.

The Storeman will then click the Collection Ready Button

Take note of the pop up Message

You can double click the line items to ensure that all lines have the Job number linked.

Once you satisfied that all is correct, Click Yes

The below reservation screen will then be displayed

Click the Reserve Items Button

This will then move the stock on the system from On Shelf to WIP.

The item will also be removed from this grid.

Should you wish to view the items reserved you can select “Show all Lines” and all item lines will be displayed including those items reserved.

If you mistakenly reserved the incorrect item, you can highlight the item by clicking once on the item line and then click the “Unreserve Items” button

Click Close

Click the “Process To…” button to complete the Stock Request

The following Screen will be displayed

If you have picked all the stock and no items or quantities are outstanding, then tick the “Close Stock Request” box and click continue.

This will automatically close the stock request.

If however, you still have items outstanding to be picked, but wish the item picked so far to be collected and taken to the Job, then you will not tick the Close Stock Request Box.

Once you click continue, then an email is sent to the Requester to come and collect the stock and the items picked, confirmed, and Reserved will then be Managed on the Job.

Click Ok

The stock Request will then be closed (if the box was ticked).

Click Close

Note: if a stock request or any other document linked to a job has been closed, the the Job will not be able to be closed

Therefore, if you have picked ALL the stock on a particular stock request and completed the picking process, it is advisable to tick the “Close Stock Request” box when completing the stock request. Alternatively, this would result in you first having to search for the stock request and closing it in a separate step before the job can be closed upon completion.

Print Picking Slip

Confirm Quantity

Confirm Scan

Stock Requests - Store Menu

Stock Request Help

Job Costing Assign Job Line manage Rule

Below are some examples of how the stock should be handle when trying to manage (WIP Allocation) them onto the job

There are two conditions before promoting a quote to a job

1	Allow to Exceed Value
2	Allow to Exceed Quantity

Allow to Exceed Value

There is no current rule to handle this when adding stock to a job to be managed

Allow to Exceed Quantity

This rule applies when managing more stock onto a line that exceeds more on its budget quantity.

We will leave this rule in place to handle manual job manage to allow to exceed or not exceed budgeted quantity.

Stock Lines

There are three basic rules for assigning stock lines to a job

1	Quote
2	SC – Scope Creep
3	CTC – Cost to Company

Documents that allow lines to be added to a job are as follows:

1	Manual Job Manage
2	Stock Request
3	Purchase Orders
4	Time Logs
5	Cashbooks

In each of these cases the users should select what he wants to happen to the stock line to be added to a job.

1	Add and manage quantities to an existing line
2	Create a new stock line
3	Fill up current lines and create new ones
4	Force a new stock line to be created based on either
a.	CTC
b.	SC

Stock Request Selection Actions

The rule for Allow to exceed quantity or NOT does not apply in this section

There will be two sections in the selection

Actual (Quote lines)

CTC or SC lines

By default, the Actual to be Selected with a tick box and the CTC selection selected

Rules as follows:

1	Actual tick on with CTC
2	Actual tick on with SC
3	Actual tick off with CTC
4	Actual tick off with SC

We start off with the simple ones first

Actual tick off with CTC

Force a new line on the job as CTC

Put the system cost and make the selling price ZERO

Actual tick off with SC

Force a new line on the job as SC

Put the system cost and default selling price on the job

Actual Tick on with CTC

Find the stock line on the job

Check the budgeted quantity versus the managed quantity and check the difference.

Manage as much of the stock on the job line marked as quote (do not exceed the budgeted quantity less the managed), Fulfil the line.

If there is more quantity move onto the next stock line of the same item marked as quote and add more quantity.

If there is still more to add, BUT there are no more quote lines, check on Scope creep lines that have not been managed fully.

Managed as much as possible, but do not exceed.

Once all the above is exhausted but there is still quantity, add a new line as a CTC line and put this in the job

Actual Tick on with SC

Find the stock line on the job

Check the budgeted quantity versus the managed quantity and check the difference.

Manage as much of the stock on the job line marked as quote (do not exceed the budgeted quantity less the managed), Fulfil the line.

If there is more quantity move onto the next stock line of the same item marked as quote and add more quantity.

If there is still more to add, BUT there are no more quote lines, check on Scope creep lines that have not been managed fully.

Managed as much as possible, but do not exceed.

Once all the above is exhausted but there is still quantity, add a new line as a SC line and put this in the job

Actual Tick is on, BUT NO stock lines exist

If the Actual tick is on but there are no lines on the job for that stock line, apply the first rules where you force

CTC or SC

Stock request creation from Template Task of Job

Stock request lines created from a template task will remember which lines they were created from. When

lines from a stock request are managed onto the job, the corresponding lines created from the template task will be updated first.

If the corresponding lines are fully managed by other means, then the general rule above will take place

Job Costing MANUAL manage

Rules for Allow to Exceed QUANTITY or NOT will apply here

As it currently stands

Admin Process

Stock Requests - Store Menu

Stock Return to Job

Use this option to return stock back onto the job.

This will check the job and where possible it will unmanage the stock or custom items on the job.

Custom item

If the custom item is unable to be taken off the job, it will create a new line with positive quantity and negative value

When stock is unable to be taken off a job, then a Job recovered cost option will be applied.

For custom items it works as follows:

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. (Unmanaged item)

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.

Lines cannot be touched.

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

Stock will do the following

1	Create a stock level adjustment to bring the stock back into on shelf
2	Link the stock level adjustment to the job
3	Create 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	Stock level adjustments can be seen on the manage job via the stock level adjustment tab.

Stock Level Adjustment Menu

Stock Level Adjustment

Inventory >Activity>Stock Level Adjustment

To create a stock level item click on the Add button

fill in the header information of the stock level adjustment and then click on Save.

Click on Add to insert lines.

In this window search for the stock item and select it, select your warehouse that you want to increase / decrease the stock in. Put in the quantity that you want the increase to go to and put in a reason. Click on Save and close to save changes.

Insert all the items that need a stock adjustment. Click on save and then close to take you back to the stock level adjustment screen.

Remember that we can also import stock level adjustments from an Excel Sheet.

Once you are back to the window you will notice your stock level adjustment journal waiting to be processed.

Note that Stock Level Adjustments will only process on current dates, they will not be able to be back dated or forward dated.

We allow only one time where you can back date the stock level adjustment and that is when one is doing the take on balances of stock.

The rule is that it has to be the VERY first transaction to be processed.

Now go to the tab below where it says process and click on the process button.

The stock level adjustment will process the stock and update your stock quantities.

Stock Level Adjustment Menu

Stock level Adjustment Import

Please keep the following in mind:

1	Once you begin with this procedure no source documents can be processed. Only a Stock Take freezes the inventory module.
2	Do a backup.

Print an Inventory Valuation Report before starting a Stock Take

IM – Report – Inventory Valuation

If you don’t use any of the add on modules or Sales Orders then run a consolidated Valuation report per warehouse. However if you have the Bill of Materials add on module you will need to run a minimum of two reports.

Example: A company is using Huge ERP and the Bill of Materials add on module.

This will give you a complete overview of all stock on hand and value

This report will give you all the stock that will appear in your BOM WIP account. Remember you can not affect this stock.

This is the stock that is to be counted.

GL – Reports - Trial Balance

Print a Trial Balance

Inventory – Reports – Inventory Count

Print an Inventory Count Report

Print and export to excel

Proceed with a manual stock take – See attachment ‘Counted Qty.csv’

Sort by Column Variance

Now copy and paste the negative values onto a new excel worksheet and do the same for the positive. See attachments ‘Positive Stock’ and ‘Negative Stock’.

Remember that if the System Qty and Counted Qty are identical there is no reason to do a Stock Journal for these items.

On the both import files create a new column called ‘Increase / Decrease’. This will allow the system to know whether the amount being import should increase or decrease the quantity on hand. To ‘Increase’ use a 1 and to ‘Decrease’ use a 0.

Things to remember:

1	You cannot import a negative figure, so re-evaluate the equation that you were using.
2	The Variance column cannot have a 1000 comma separator.

IM - Activity – Stock Level Adjustment

Click on the Upload button

Browse button

Browse for the first import file and click on ‘Open’

Upload’

Stock Level Adjustment Menu

Stock Level Adjustment Journal

Please keep the following in mind:

1	Once you begin with this procedure no source documents can be processed. Only a Stock Take freezes the inventory module.
2	Do a backup.

Print an Inventory Valuation Report before starting a Stock Take

IM – Report – Inventory Valuation

Example: A company is using Huge ERP and the Bill of Materials add on module.

Stock Level Adjustment Menu

Stock level Adjustment In And Out

After working through this manual you should be able to do a stock level adjustment to convert paper reams into paper sheets.

Open the Inventory module.

Click on activity and then stock level adjustment.

This will open up the stock level adjustment screen. From here you can search for all existing stock level adjustments or create a new one. To create a new stock level adjustment click on Add.

Description	A description for the specific stock level adjustment.
Reference	A reference for this specific stock level adjustment. An example could be “Convert paper reams to paper sheets”
Date	This should be the date on which the stock level adjustment is done.
Long Description	This is an optional field and does not have to be completed.
Job No	Search for the job number if this stock level adjustment is for a specific job.

Once all the fields have been completed click on save.

Notice that the greyed-out buttons (Add, Edit, Delete) in the middle of the screen now opens up. To add an item

This will take you to the stock level adjustment click on Add.

This will open the stock level adjustment.

Item Code	Search for the item by description or code. In this case we want to decrease the paper reams and increase the paper sheets so for the first one selects paper reams.
Warehouse	Select Master Warehouse.
Increase/Decrease	Select decrease for paper reams.
Quantity	Type the number of paper reams to be decreased.
Reason	Convert paper reams into paper sheets.

Here you can adjustment one or more items at the same time.

Click save and close or close when you are done.

This will take you back to the stock level adjustment screen will be able to see all your adjustments on individual itema.

When you are happy with your list, click process at the top of your page.

A processing screen will pop up, click Refresh status and then close.

This completes your stock level adjustment

Import

Import S/N

Upload & Import Serial Numbers Help

Click on Browse to navigate to the CSV source document to import the serial numbers.

Click Upload to upload the CSV file into the system.

Once the Upload has been completed successfully click on Import S/N.

A report stating any errors encountered while importing will be automatically generated.

All errors encountered will need to be corrected before the import will be completed successfully.

CSV File format

Stock Level Adjustment Line level (i.e. Stock Item)

Bulk Serial Numbers

Stock Level Adjustment Header Level

NB : Please remember to delete Line 1 from the file.

Stock Level Adjustment Menu

Import Adjustment

Search
View
Import
Stock Journal No.
Description
Reference
Date From and To
Swap Increase / Decrease Around Tick

View Button

Clicking on the View button will bring up this screen

Stock Journal Number
Description
Reference
Division
Region
Date
Long Description

Adding Line

Stock Value Adjustment Menu

Stock Value Adjustment

Stock Value Adjustment capture

The stock Value Adjustment function is used to amend the current cost price of an item.

Inventory Module> Activity> Stock Value Adjustment

Click Add to create a new value adjustment

Date – The date will pre-populate to current date. Since stock entries are live, one cannot back date or forward date adjustments

Description – to enter brief description for stock value adjustment

Reference – to enter the reference for stock value adjustment

Division – to select the division from the drop down if applicable

Long Description – to enter detailed description for stock value adjustment

Religion – to select – to select religion from the drop down arrow if applicable

Save button – saves the details added

Click Add in the centre of the window to begin adding items

Item Code – select an item code you wish to adjust the price of.

Description - Will auto populate once code is selected

New Value – Enter the new or correct unit cost price

Reason – Enter reason for changing the price

Save And New button – to select another item you wish to change the price off

Save And Close button – Saves and closes the form

Select the stock Value you created and Click on Process

Once the adjustment has been successfully processed, you will note the unit cost price of the item has changed to the new price you entered.

This new cost price will now be used on all new documents created going forward.

Stock Value Adjustment Menu

Import/Print Button

Print Stock Value Adjustment

Allows the user to generate a stock value adjustment report

Import

allows the user to upload and import a stock value adjustment CSV File

Stock Take Menu

Stock Take Excel Import

Stock take count import file

The file must be a semi-colon ; separated file.

The heading can be left in the import file.

The fields are as follows,

StockCode	Description	Quantity
Code1	Stock Item 1	20
Code2	Stock Item 2	3

Please Note : The import file must be for the applicable warehouse.

Stock Take Menu

Barcode Count Import

Stock take count import file

The file must be a semi-colon ; separated file.

The heading can be left in the import file.

The fields are as follows,

Description column must exist but does not need to have a value

Bar Code	Description (Not required)	Quantity
6009802069776	Stock Item 1 description	20
6009802069813	Stock Item 2 description	3

Please Note : The import file must be for the applicable warehouse.

Once you have scanned your products using a scanner, and have the export file.

You will need to take the file to Excel and configure it in columns

Then add in a header and a column between the Barcode and quantity

Check that the file in Excel is correct, correct any problems

It may be easier to delete the line that is giving a problem as Excel looks at this as a large number

Format the Excel sheet so that it looks like this

1.Using text to columns to separate fields

2.Format Barcode field to be a number field without decimals and comma separator

3.Insert column for Description

4.Insert Header

5.Save your file as a Excel sheet

Now to create the CSV file

1.Rename your file with a _1 to show first attempt

2.Click on save as to save as CSV file

3.Close the Excel sheet

There will be three files now

Open the csv file in notepad to check that the seperator is semi colon ( ; )

If the file is separated with a comma then replace all with semi colon

Once the file is with semi colon separated then it is ready for import

Save and close file

Go back to your stock take and open up

1.Click on Import stock count

2.Make sure you tick By Barcode

3.Select the csv file

4.Click on Upload

5.Click on import

After import the file will show any errors

You can do some random checks

Save your stock take and then continue to complete

Stock Take Menu

Stock Take Process

When doing stock takes the user must always remember that you cannot process stock in or out of the system while doing a stock take.

Some checks to consider when doing a stock take.

To do

Inform all staff that a stock take will take place on a set date

create a backup of your company before starting a stock take9see manual under backups on how this is done)

run the inventory valuation recalculation report

create a stock take

print out a stock count sheet

count the stock

input the stock count or import the count

print variance report and verify variances

complete the stock take

Post transactions as of the creation date of stock take

Post transactions as of today's date

Print out the stock variance report and export to excel

Print out the new Inventory evaluation report

Create another backup after stock take is complete

Things to remember

Create the stock take procedure prior to the month end or year end

Ensure no stock is invoiced or GRVed while doing the stock take

If the stock takes overlaps the month end or year-end make sure no transactions are posted for the new month until you have completed the stock take prior month end or financial year end.

Make sure you Activate the stock take prior to the month end to freeze stock

The Inventory count sheet which is printed out is given to staff to manually write on while stock counting

It is easier to export a file to Excel from the activated stock take and capture the stock values in this file and then import back into the stock take batch then capturing manually on the stock take batch

Remember that the exported file is NOT sorting by stock code or description, it is easier to sort by stock code and then once capturing has completed to sort BACK by ID code, as this is what the import file will look at

Stock Take Menu

Create Stock Take Batch

Create the stock take

Inventory Module > Activity > Stock Take

Click on the Insert button and then fill in the information needed. In this case we are doing all items in warehouse. Then click on the save button.

Note: Stock Takes are done per Warehouse, you will have create stock take batches per warehouse. Make sure that the stock take is activated before month end.

Stock Take Menu

Activate Stock Take

Inventory Module > Activity > Stock Take

High light the stock take line and then click on the Functions tab and click on Activate. This ensures that the system now locks down the quantities of the stock take.

Note:

Stock Takes are done per warehouse, you will have create stock take batches per warehouse.

Make sure that the stock take is activated before month end.

Stock Take Menu

Print out stock count sheet

Go to Inventory Module > Reports > Report List > Inventory Count.

Print out the report for Stock Take quantities.

The Inventory count sheet that is printed out is given to staff to manually write on while stock counting.

Stock Take Menu

Count the Stock

Count the Stock (Manual Stock Count )

Stock Take Menu

Capturing the quantities of the stock take

High light the stock take line and click on the Variance button.

Details Tab

There are various ways of inputting the stock variance

Find the item and click on the variance button and enter the amount.
1. Multiple people can capture in one stock take batch

If the person overrides the same stock code with a new value, this means the quantity entered by the last person who made the change on that stock code will be kept.

Go to the Quick Capture tab, enter the matching stock code (must be the exact number not part) and enter the amount.
Export the stock take batch to Excel using the export button, capture in Excel and Import the variance changes. (important note to take into account is that the export file is only relevant to the stock take batch you exported from) Should you cancel the stock take and create a new one you will have to export a new Excel file.

Quick Capture Tab

Enter the stock code and click on Search and Edit button to find the item and edit.

Otherwise click on the search button to find the item and double click to open the item to edit the stock line.

Scan Tab

Scanning the barcode of the item will find the item and count.

The more you scan the item, the quantity will increase

Variance Button

Highlighting the line and then clicking on variance will do the same as double clicking on the item.

This is where one changes the count.

Once the item is found, change the quantity in the actual field

Click save and close to update

Print Button

Printing the variance report to check count

Select options before printing

Import Stock Count

Importing a stock count from Webatar stock count

When the format is correct, import the count

Stock Take Menu

Export file

Video manual 2020 - Click Here

When exporting, keep file format the same but save as a CSV format with comma seperator.

Only make changes on the Stock Take Quantity.

Then import the file and do a spot check on the quantities changed.

Note:

Warehouse Transfer Menu

Warehouse Transfers

Warehouse transfer is used to transfer items from one warehouse to another.

You have to have taken multi- warehouse add on module in Huge ERP and working in more than one warehouse.

To access warehouse transfers

Inventory Module>Activity>Warehouse Transfers

Warehouse Transfer

$image.png$

Short Description	The Short description regarding stock
Sending Warehouse	Is the company warehouse that you are transferring stock from
Date Sending	is the date the stock is sent out
Reference
Receiving Warehouse	is the warehouse receiving the stock.
Date Receiving	is the date stock was received
Long Description

Import Items

Add Stock Item

Once completed filling the information above click save so you can be able to add items

After clicking safe add click on Add

When selecting the inventory item make sure that there is stock available to avoid processing errors.

$image.png$

The screen below will appear.

Complete all the information related to an item that you are transferring from one warehouse to another.

Sending
Qty
Receiving
Item
Item Description
Customer
Transfer Qty

Transfer

Search for the created list of inventory to be transferred and select it.

This is useful because you need to have items available on hand to effect the warehouse transfer.

NB Adding items onto a transfer does not allocate it or prevent it from being sold to a client

Click Process tab at the bottom of the window and Select Transfer button to start the process of transferring the stock.

When you click transfer the items are allocated to the in transit status and removed from on hand inventory, this means that they are no longer available for selling.

The Following window will pop up.

From here on the stock can now be received into the warehouse. A printout report of the stock being transferred can be generated and emailed to the receiving clerk of the other warehouse.

Click receive button, once the inventory items are received at the destination warehouse the transfer is complete and will increase the stock in that warehouse.

Once done proceed as shown on page 4- 7

Common errors that may prevent the transfer not to be processed is “the availability of stock from the sending warehouse.”

And the warehouse not being linked to stock items being transferred.

Print Button

Warehouse Transfer Menu

Warehouse Import and Export

Inventory Module>Activity>Warehouse Transfers

Warehouse transfer data can be exported to Excel.

Warehouse transfer data can be imported into the document

Warehouse Transfer Menu

Warehouse Removal from Items

Inventory Module> Configuration > Inventory setup

Search for your stock items

Highlight the item you want to fix on the warehouses and double click or amend the item

Click on the warehouse button

Highlight the warehouse which you want to remove and click on Delete button, this will remove the warehouse from the item.

Click on Yes to remove warehouse

Successfully removed

Once you are complete, the warehouses will be removed

Warehouse Receive Menu

Warehouse Receive Search

Search
Receive
Cancel
Post Status
Print
Transfer No.
Warehouse Sending
Transfer Status
Date From and To
Warehouse Receiving
Reference

Receive Button

Basic Tab

Scan Tab

Location Transfer Menu

Location Transfer Search

Search
Add
Edit
Delete
Transfer
Cancel
Post Status
Print
Transfer Number
Doc Type
Doc No.
Transfer Reference
Description
Date From and To

Add or Edit

Add Line

Process Actions Button

Bill Of Materials Menu

Bill Of Material 2010 Manual

bill of materials process

Inventory Activity Bill of Materials

To create a Bill of Materials stock for manufacturing, go to the activity menu group.

To insert a new Bill of Material manufacturing click on the insert button. Fill in the information for the BOM and then click on Save and Close.

Resulting Item – This is the end result or manufactured item. Also is the item which was flagged a BOM item.

Description – This comes from the BOM setup and gives the description of the end result item.

Sourced from BOM – One needs to select a recipe for manufacture, there could be multiple recipes to one end result item.

Quantity – The quantity one wants to manufacture of this item.

End Date – When do you expect this BOM to be completed

Resident Warehouse – when manufacturing is complete where do you want the quantities to update which warehouse.

Job No Link – Link this BOM to a Job costing job number. This means you will be able to see how many BOMs are been manufactured on a Job Costing.

The line of the BOM window will be updated but no BOM number has been allocated, this will only allocate when one clicks on the Activate Button.

Activating the BOM

Highlight the BOM which needs to be activated and click on the button called activate.

Click on OK to Active the BOM

To active the BOM you will have to click on the Insert button.

One will have also noticed that the BOM has been allocated a BOM number.

At this stage no raw materials stock items have been moved to Work In Progress (WIP).

Click on insert to start the BOM manufacture

The reason there are two screens to go into is that you can part manufacture a BOM run. This means if you are manufacturing 50 items and 10 are complete you can complete the sub BOM of 10 and put it into stock for resale.

If you want to change the manufacturing quantity make the change and click on Refresh. But for this example we will manufacture all stock items.

Click on Verify button to check that there is enough stock to complete this BOM.

If you are working with serial number the buttons with the 3 dots … will allow you to allocate serial numbers to be used.

After the verify button click on Save OR Save and Close to save your changes.

Under the Print Tab and Edit BOM Lines there are other buttons

Print Tab

Print – Print the BOM information of stock required

Print Detail – A Detail print out of the BOM including Custom type items and service type items

Edit BOM Lines

This allows one to on the fly edit BOM items where the recipe has changed slightly from the original. The original recipe stays the same but you might have used more items, different items etc to manufacture this batch.

Insert – Inserts new inventory items to a BOM

Amend – Allows one to change current inventory items in the BOM

Delete - Allows one to delete current inventory items in the BOM

Saving changes to BOM

After clicking on Save and Close lines are updated

This updates the BOM recipe and allocates a number to the BOM to be manufactured. Ie BOM1.1

This means it is for BOM1 batch

Dot 1 means it is the first manufacture process of this batch.

Still at this stage no stock has moved off to Work in Progress.

To activate the BOM and move raw materials into Work in Progress click on the Activate button on the Process tab.

At this stage stock is now moved to Work in Progress and the BOM is waiting completion.

When BOM is complete click on the Complete button.

Now the Bill of Materials for the Cake is complete. Raw materials have been taken out of the Work in Progress and taken out of the system. The finished goods have been replaced with the total raw material value in stock.

Check up on the BOM.

Go to Inventory Analysis BOM History

After clicking on search you will see your BOM complete

At the bottom of this page you will see some buttons.

View – allows one to view the original BOM without making any changes.

Print – Prints out the Bill of Materials that was manufactured.

Picking Slip – Allows one to print out the picking slip from the manufactured BOM

Reports

There are a number of BOM reports one can print, see these under

Inventory Reports Report List – Select inventory category.

BOM - Distribution of inventory items in BOMS - Distribution of inventory items in BOMS Report

BOM Forecast - Shows the BOM created on all status on the quantity requested versus what was created, activated, posted and the balances left.

BOM Report - A detailed report showing each BOM created with recipe of the quantity and cost price created.

BOM Usage - A summary report showing each BOM created with it's recipe of the quantity and cost price created.

BOM Value Report - Summary report showing the stock, service and custom type items values for each BOM and total value of the BOM.

Bill Of Materials Menu

Bill Of Material 2014 Manual

bill of materials process

Inventory Activity Bill of Materials

To create a Bill of Materials stock for manufacturing, go to the activity menu group.

To insert a new Bill of Material manufacturing click on the insert button. Fill in the information for the BOM and then click on Save and Close.

Resulting Item – This is the end result or manufactured item. Also is the item which was flagged a BOM item.

Description – This comes from the BOM setup and gives the description of the end result item.

Sourced from BOM – One needs to select a recipe for manufacture, there could be multiple recipes to one end result item.

Quantity – The quantity one wants to manufacture of this item.

End Date – When do you expect this BOM to be completed

Resident Warehouse – when manufacturing is complete where do you want the quantities to update which warehouse.

Job No Link – Link this BOM to a Job costing job number. This means you will be able to see how many BOMs are been manufactured on a Job Costing.

The line of the BOM window will be updated but no BOM number has been allocated, this will only allocate when one clicks on the Activate Button.

Activating the BOM

Highlight the BOM which needs to be activated and click on the button called activate.

Click on OK to Active the BOM

To active the BOM you will have to click on the Insert button.

One will have also noticed that the BOM has been allocated a BOM number.

At this stage no raw materials stock items have been moved to Work In Progress (WIP).

Click on insert to start the BOM manufacture

If you want to change the manufacturing quantity make the change and click on Refresh. But for this example we will manufacture all stock items.

Click on Verify button to check that there is enough stock to complete this BOM.

If you are working with serial number the buttons with the 3 dots … will allow you to allocate serial numbers to be used.

After the verify button click on Save OR Save and Close to save your changes.

Under the Print Tab and Edit BOM Lines there are other buttons

Print Tab

Print – Print the BOM information of stock required

Print Detail – A Detail print out of the BOM including Custom type items and service type items

Edit BOM Lines

Insert – Inserts new inventory items to a BOM

Amend – Allows one to change current inventory items in the BOM

Delete - Allows one to delete current inventory items in the BOM

Saving changes to BOM

After clicking on Save and Close lines are updated

This updates the BOM recipe and allocates a number to the BOM to be manufactured. Ie BOM1.1

This means it is for BOM1 batch

Dot 1 means it is the first manufacture process of this batch.

Still at this stage no stock has moved off to Work in Progress.

To activate the BOM and move raw materials into Work in Progress click on the Activate button on the Process tab.

At this stage stock is now moved to Work in Progress and the BOM is waiting completion.

When BOM is complete click on the Complete button.

Check up on the BOM.

Go to Inventory Analysis BOM History

After clicking on search you will see your BOM complete

At the bottom of this page you will see some buttons.

View – allows one to view the original BOM without making any changes.

Print – Prints out the Bill of Materials that was manufactured.

Picking Slip – Allows one to print out the picking slip from the manufactured BOM

Reports

There are a number of BOM reports one can print, see these under

Inventory Reports Report List – Select inventory category.

BOM - Distribution of inventory items in BOMS - Distribution of inventory items in BOMS Report

BOM Forecast - Shows the BOM created on all status on the quantity requested versus what was created, activated, posted and the balances left.

BOM Report - A detailed report showing each BOM created with recipe of the quantity and cost price created.

BOM Usage - A summary report showing each BOM created with it's recipe of the quantity and cost price created.

BOM Value Report - Summary report showing the stock, service and custom type items values for each BOM and total value of the BOM.

Bill Of Materials Menu

Creating Resultant Item

CREATE THE RESULTANT(End-Product) ITEM

Go to Inventory Module > Configuration> Inventory Set up

2.Click Add

3: Enter an Item Code

4: Enter the required item descriptions

Enter the cost price

Click Save

Click the Bill of material Tab

Tick “Activate Bill of Material” Box

Click Save and Close

Enter any other details required by clicking on the Tabs and completing the information

Click Save

Bill Of Materials Menu

CREATING THE BILL OF MATERIAL (BOM) RECIPE

Go to inventory module> Configuration> Bill of Material Setup

1 Click Add, a window will open.

2: Enter a BOM Code

3: Enter the BOM Description

4: Select the resultant item (This is the item code you created above)

Click Save

5: Click Add

This Is where you Select the list item(s) required to make up the resultant item(End-Product)

Enter the quantity required

Select Warehouse this BOM will be available on.

Click Save and New to continue adding more items on your list

Click Save and Close when the last item has been selected

Bill Of Materials Menu

CREATING THE BOM ITEM

Go to inventory module> Activity>Bill of Materials

1.Select the resultant Item

2.Select the BOM source (This is the Recipe you created above)

3.Select form Drop Down

4.Enter the required quantity of the resultant item

5.Select the Warehouse you wish this item to be stored in

Click Save and close/new

Click Search

Highlight the required BOM

Click Manage BOM

Click OK

Click Insert

Complete Button

Add or Edit Line

Create Stock Request

Change Control Menu

Change Control Add

Stages	% Complete	Action
Stage 1	0%	Creation of Change Request
Stage 2	10%	Supervisor Approval
Stage 3	20%	Manager Approval
Stage 4	30%	Without any of the board members approving the request
Stage 5	40%	Only when ALL board members have approved the request
Stage 6	50%	Meeting request has been actioned
Stage 7	60%	Update documentation
Stage 8	70%	Authorisation of request
Stage 9	80%	Authorisation and Close request
Stage 10	90%	Processing of tasks / support logs
Stage 11	100%	Once all tasks / support logs have been finalised and the manager has completed the change request

Change Control Menu

Change Control Management Search

Main Tab

Approval Board Tab

Clicking Add

After adding in your code and description you can click add.

after clicking add you can add a Member

Change Control Defaults Tab

Selling Price Update Menu

Selling Price Update Search

Search
Add
Edit
Cancel
Process
Print
SPU Number
Status
Description
Date From and To

Adding or Editing

Search Lines Tab

Update Lines Tab

Update Price Type Tab

Fixed Asset Audit Menu

Fixed Audit Trail

Fixed assets represent all tangible assets owned or held under finance that are used

Search Tab allows the user to search by selecting from the following:

Fixed Asset Audit No – search by entering asses audit number

Debtor – search by selecting the debtor

Operator/Employee – search by selecting operator from the drop down arrow

Date From – search by selecting the date from which the audit search will run from

Warehouse – search by selecting the warehouse

Audit Status – search by selecting an audit status

Date To – search by selecting the date to, in order to limit the

Standard Tab

Audit Assets button –

Cancel –

Manual Import FAA Files –

Extras Tab

Upload – Upload a fixed asset of your choice.

Import – Import an already created Fixed Asset.

Print Tab

Print – The print button will print the currently selected Fixed Asset.

Fixed Asset Audit Menu

Upload Fixed Audit asset

Fixed Asset Audit Import

It allows the user to import fixed asset audit.

Browse button – browse through the documents to find a file in a csv format to be uploaded

Upload button – to upload the file

Close button – to close the form

Batch Serial Number

Batch Serial numbers

Batch Serial Number

Batch Serial numbers

Batch serial numbers allows one to create multiple serial numbers on the fly for stock items.

Search	Search for Batch Serial number batches
Add	Add a new batch with created serial numbers
Edit	Edit batch
Cancel	Cancel a batch
Process	Process a batch to stock level adjustment Process action will determine whether it just creates the stock level or Creates and processes
Print	Print a batch to show the serial numbers created for a items
Barcode setup	Setup the default parameters for the barcode criteria
Process setup	Sets whether process will create stock level adjustment or creates and processes

Status	Preparation, Completed and Cancelled
Created	Batch serial number keeps the date and time and user who created the batch
Processed	Batch serial number keeps the date and time and user who processed the batch

Reference value setup for Batch Serial number

Hotfix will be created to setup the Default values for Batch serial number

Serial number search

Serial numbers contain new columns and information from created barcodes (serial numbers)

Information is shown on the serial number detail

Process setup

Process Option is set to Create by default

Counter Start gives the first number that will start the counter number

Once the first Serial number is created, then the counter start will be disabled

Barcode setup

Barcode setup, sets the parameter and sequence the barcode is setup

A to E fields	Sets parameters to set for Barcode serial number
1 to 5	Sets the sequence of values to enter
Barcode	Picks up from Item barcode
Weight	Picks up from Item weight
BB4 Date	Best Before Date picks up from item number of days of Shelf life from production date
Production Code	Open text field
Counter	Field that automatically increments

Adding Serial numbers from Batch

Batch Serial Number

Printing Batch Numbers from a Stock Level Adjustment

Printing a label for an item that is tracked using batch numbers is different from printing a label for a standard inventory item.

In order to print a label where the barcode will have the batch number you will need to print this label from the Stock Journal History.

Inventory Module > Analysis > Stock Journal Batches

As shown below these were 2 separate bulk stock level adjustments that brought in stock with batch numbers.