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12. Product/Stock Management
1) Available Products
2) Product Availability by Date
3) Moving Average Analysis
4) Product Movements
5) Product Assembly
6) Product Finder
7) Product Adjustment
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Products are created under Setup|Accounts.
To denote stock location Acceptum uses the Analysis 3 attribute. So create Analysis 3 codes to denote warehouses, warehouse locations, salesmen and customers via the menu option Setup|Analysis 3.
12.1 Available Products
To review the level of product/stock held at any time, use menu option Sources|Products|Available Products to open the 'Available Products' window.
This is a view of all posted Ledger documents showing the quantity and value of all 'Product' and 'Sales or Return' products. It also shows any quantity that has been delivered on a Customer Order, but not yet invoiced. Such quantities will not be 'on-hand' and therefore an overall net quantity is shown. This is the 'on-hand' stock quantity.
The 'Analysis 3/Location' column shows the warehouse stock location; for Sales and Return stock, it shows the Customer holding such items.
You can 'Drag and Drop' a product into a Sales or Purchase Order.
Opens SOs and Open POs show unfullfilled Customer orders and Purchase Orders with suppliers.
Whilst In Prodn shows open Production Orders for item currently being made.
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12.2 Product Availability by Date
On the Available Products window opened via menu option Sources|Products|Available Products, select a product and click 'Availability by Date' to show the 'Product Availability by Date' window.
Use this window to track predicted stock quantity levels over the coming days as Sales Orders, Purchase Orders and Production Orders are fulfilled.
On Sales Orders the 'Delivery Date' is used to obtain the date of the movement.
On Purchase Orders the expected 'Delivery Date' is used to obtain the date of the movement.
On Production Orders the 'End Date' is used to obtain the date of the movement for 'In Prodn', whilst the 'Start Date' is used to obtain the date of the movement 'For Prodn' - issues to production.
Various F3 drill-down windows are available, depending on the selected column:
- Units, Date, Stock Qty, Net Qty: Ledger Postings window, filtered on the selected product.
- Uninv Delv Qty, Open SOs: View Sales Orders window, filtered on the selected product.
- Open POs: View Purchase Orders window, filtered on the selected product.
- In Prodn: View Production Orders window, filtered on the selected product.
- For Prodn: View Production Orders window, filtered on the selected product as a component.
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12.3 Moving Average Analysis
When drilling down on the Available products window, place a tick against Drill down to Moving Average Analysis
to open a window showing the build up of movements in Moving Average price.
Various F3 drill-down windows are available, depending on the selected column:
- Doc Ref and Type: View Sales Orders or View Supplier Invoices or View Purchuse Orders or View Production Orders dependent upon the document type, filtered on the selected document.
- Journal Number: Posted Journal window, filtered on the selected journal.
- otherwise: Ledger Postings window, filtered on the selected product.
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12.4 Product Movements
Use this function to record product movements from one location to another. Such movement might be between warehouses; different storage locations within a warehouse; or products transferred to a customer site.
You can also use this function to reduce/increase the level of stock following a stocktaking exercise, or to write items off when damaged.
The data grid shows the current product stock levels and stock location.
Using the drop-down list, select the 'Product Moved'. Then select a 'From Location' and a 'To Location' for the stock movement.
Now enter the quantity moved, the Date of the movement and any reference narrative.
Click  to update the Ledger with the stock movement.
Immediately after posting the document, the revised stock levels per location are displayed in the data grid area.
For stock write-offs place a tick against "Stock Write-off" and complete the account to be used to bear the cost before clicking . For a stock write-back, use a negative quantity.
As the In and Out quantity/values are the same, there is no change in unit price.
The ledger entries for Product Movements can be viewed and changed via menu option Ledger|Posted Journal Edit.
The journal can be edited.
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12.5 Product Assembly
Use this facility to record the manufacture of semi-finished and finished products.
The 'Cost' of the assembled product is determined from the quantity and moving average cost of consumed products. Plus, the cost of Labour operations.
Select the menu option Sources|Products|Product Assembly to open the Product Assembly window.
Select from the drop-down list the 'Product Assembled'.
On selection of the manufactured product, its default 'Bill of Materials' is displayed in the data grid area. This default B.O.M. is set under menu option Setup|Accounts - 'F3' (Details window) 'B.O.M.s' tab.
Set the 'Location', 'Quantity Produced', 'Production Date' and any document reference.
Now change the default B.O.M. (Products or Labour) to the actual quantities/hours used. You can 'Delete' default consumed products/operations and 'Add' new consumed products/operations with the respective button.
When the consumed products/labour are correct, click to update the Ledger with the Product Assembly.
Note: No overhead costs are added to the cost of the assembled product.
The ledger entries for Product Assembly can be viewed and changed via menu option Ledger|Posted Journal Edit. The journal can be edited.
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12.6 Product Finder
When entering a Sales Order or Purchase Order you can use the Product Finder window to find the appropriate product to place in the order using 'Drag and Drop'.
The column layout is similiar to that seen on the Available Products window.
To narrow down the products listed, use the drop-down lists to set one or more search conditions in the top area of the window. Click 'Clear' to remove all search conditions and return to a full list of products.
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12.7 Product Adjustment
Use this function to record product adjustment, either for quantity or value.
Such adjustments might for stock write-offs, damaged stock, correction of values due to incorrect Moving Averages being used; or to reduce/increase the level of stock following a stocktaking exercise.
Select the menu option Sources|Products|Product Adjustments and click Yes to the prompt 'Do you wish to re-create the Product Adjustment list?'.
Data is now extracted and the Product Adjustments window opens.
Enter a Docu Ref, Description, Date and Write-Off Account to be used on posting the stock adjustment to the Ledger. The Write-Off Account can be left blank, when the Cost of Goods account set for each product under Setup|Accounts will be used for the offsetting entry.
Against each product enter the 'Adjustment' quantity and/or amount. When a quantity is entered it can be automatically valued at the current Moving Average by double clicking the Adjust Amount By column for a product, when it contains zero.
An entered quantity can also be automatically valued at Last Price, by double clicking this column.
Double clicking the Adjust Amount By column when it contains a value will put zero into the column.
When all the adjustments have been entered, click to create a single journal for all the adjustments in the Ledger.
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