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Required Stock

A Required Stock transaction allows you to create a single transaction that says these are the items that are needed for a location and how many units are required. When the transaction is accepted, the system will create the required purchase order and transfer requests. This saves you from having to create separate transactions. See Ordering and Receiving for further details. The 'Order Audit' tab shows a limited number of columns to assist with the ordering process.

Figure: Example Required Stock Screen

Location

The location that the stock is required for.

Required Date

The date that the stock is required.

Status

The status of the current transaction. The system will update the status automatically as you create, and prepare the transaction. The status codes are:

New

Indicates a transaction has been created but not yet accepted.

Accepted

The purchase order has been printed but not sent.

Created

The date when the transaction was created. This is set automatically by the system.

Created By

The user who created the transaction.

Required Items

These are the item that are required for the location. Most of the information shown here is simply for information only.

IPN

The number of the item that is required. If the user raising the Required Stock transaction is assigned to a Buyer Code and that code has the Own Items Only option checked on, only items belonging to that buyer code can be added to the transaction.

Order Code

The order code the item that is required.

Description

The description of the item that is required.

Suggested Units

If the transaction was generated as part of suggested ordering, this column will show the units originally suggested by the system.

Suggested Cartons

If the transaction was generated as part of suggested ordering, this column will show the cartons originally suggested by the system.

Units To Order

This is the actual number of units that the system will order. When you enter the item number, the system will check the Order Method of the item. If the item should be ordered based on Min/Max, the system will automatically calculate the Units To Order, using the same method used by the Suggested Ordering process.

Cartons To Order

This is the actual number of cartons that the system will order.

Minimum Units

This is the number of units that would be required to get stock back to the minimum stock level. This is set when the transaction was created from suggested ordering.

Required Units

This is the number of units that would be required to get stock back to the maximum stock level. This is set when the transaction was created from suggested ordering.

Supplier

The expected supplier for this item.

Stock On Hand

The stock on hand at the time the transaction was created.

On Order

The on order quantity at the time the transaction was created.

Rate Of Sale

The rate of sale used to calculate the Minimum and Maximum stock levels. This value is recorded against an item when the Suggest Stock Levels process is run and the Minimum/Maximum quantities are updated. It is shown for audit purposes only. The rate of  sale includes any use of the item. If you have an ingredient item that is used in multiple recipes, this number will include the usage of the item in sales of those recipes. If the item is sold in one location but stocked in another, the stocked location will show the usage of the item, regardless of where it was sold.

Min Stock Qty

The minimum stock quantity at the time the transaction was created. It is shown for audit purposes only.

Max Stock Qty

The maximum stock quantity at the time the transaction was created. It is shown for audit purposes only.

Min Stock Cover

The stock cover used to calculate the Min Stock Qty. This value is recorded against an item when the Suggest Stock Levels process is run and the Minimum/Maximum quantities are updated. It is shown for audit purposes only.

Max Stock Cover

The stock cover used to calculate the Max Stock Qty. This value is recorded against an item when the Suggest Stock Levels process is run and the Minimum/Maximum quantities are updated. It is shown for audit purposes only.

Ctn Size

The carton size of the item at the time the transaction was created.

Min Order

The minimum order size of the item at the time the transaction was created.

Allocated

The allocated quantity at the time the transaction was created.

Returned Qty

The quantity to be returned to the supplier at the time the transaction was created.

In Transit Qty

The in transit quantity at the time the transaction was created.

Dept

The department of the item.

Category

The category of the item.

Group

The group of the item.

Subgroup

The subgroup of the item.

Type

Indicates how the item show be obtained - by a purchase order or a transfer request.

Order Method

This is the order method that the item uses. It is used by the system to determine how the item is processed in suggested ordering.

Source

When the transaction is accepted, this will contain a code which indicates whether the system created a purchase order (PO) or a transfer request (TFRI) for this item.

Reference

When the transaction is accepted, this will contain the number of the transaction that this item was placed on.

 

When the transaction is ready to be process, this button is pressed. The system will popup a new window which will ask for the Required By Date, Expected Delivery Window, PO Comment and Special Instructions. These are the same fields as available on purchase orders. In actual fact they will be used when creating new purchase orders.

The system will then create all the purchase orders and transfer requests required for the items in this Required Stock transaction. It will then display the Review Orders/Transfers window to allow you to check the newly created transactions.

Press this button to import a set of items using a PDA or CSV file.

This allows you to walk the shop floor with a PDA, working out which items you specifically want to order. You can then easily add those items to a Required Stock transaction.

Press this button to display the Available Items window which will show the items available to order for the current supplier.

When you press this button, the system will get the last ten weeks of statistics for all items listed in the transaction. This may assist the user in determining the quantity of units to order.

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