Stock Management

Stock Adjustments are used to reduce or add quantities of a specific stock item from/to the system. 
Stock Adjustments are done for only three main reasons:

• Lost Stock: Items that have gone missing.
• Broken Stock: Broken items or items which packaging is badly damaged that they can no longer be used. 
• Expired Stock: Items that have passed the used by date.

A single Stock Adjustment will allow the user to adjust the quantities of one item at a time, for example, broken stock. When an item is dropped and breaks the user is able to adjust the quantities of just that one specific item.  When a user makes stock adjustments, the stock will no longer appear as stock on hand in the system.

• Log in to the GoodX Desktop using your GoodX username and password.
  
• From the Navigator Double Click on the Stock Module.

• The Stock Manager screen will open.

• Click on Corrections on the Menubar.

• Click on Stock adjustment (Single) on the sub-menu.

• The Specify financial period screen will appear. 
• Select the financial period that applies to the stock adjustment that is going to be made.

• Warehouse: Where the specific item is stored. Choose where the stock adjustments will be made by making a selection from the drop-down menu. 

Please Note: That when a practice has multiple warehouses, all those warehouses will be listed on the drop-down menu for the user to make the correct selection, if the user does not make a selection the adjustments will post to the first warehouse on the list. When the practice only has a single warehouse setup this option will not be available. 

• Post in previous financial year: The user is able to adjust stock in the previous financial year. User Access will determine which users will have access to post in the previous financial year. 

Please Note: The Post in the previous financial year will have an impact on the reports of the previous year-end.

• Click on Ok to continue to the Stock adjustment screen.

• The Stock adjustment screen will open.

• The following information is required:

• Date: This is the transaction date when the adjustment took place. Today's date will be filled in by default, the user is able to change the date.
• Stock Code: Enter the specific stock code or,
• Click on the ellipse(...) to open the Category list.

• The Category screen will open.

• Double Click on the desired category where the item will be listed, for example, Medicine or Materials.
• The Stock List screen of the chosen category will open.

• The Medicine Stock List screen will be used for this explanation.
• For an extensive explanation of the Stocklist screen please refer to the user manual:  Stock List Overview.

• Search for and select the item's code that needs to be changed.

• Double Click on the desired item that needs to be adjusted.

• The user will be directed back to the Stock adjustment screen.

• The following information will display:

• Pack Size: Indicates the number of units in the packaging. 

• The system will automatically pull through the pack size information from the stock list.

• Cost/Unit: The price that each unit costs.

• The cost per unit will automatically be pulled through by the system. The user is able to change the cost per unit.

• Item linked to Bin(s): Indicates to which bin the item is linked. 

• This will be filled in automatically once the item code has been entered or selected.

• Add stock (+) / Remove stock (-): Input the relevant symbol in the text box, + to add to the quantity or value of the stock and - to remove or lessen the stock quantity or the value of the item.

• Unit, Packs and Value fields: An overall explanation of each of the fields.

• Units: A unit is a single measurable item. The pack will be 20 QTY but the unit will only be 1 single item.
• Packs: Purchased items often come in bulk containers, so the whole container is called a pack. For example, Panado tablets can be bought in packs of 12, 24, 36, or 1000 and 5000 tablets in one container. The pack size will be 12, 24, 36, or 1000 and 5000.
• Value: The total monetary value of the items that are in stock. Value = Unit Price x Units.

• Old Closing Balance: The number of items/stock that is on hand before the stock adjustment is done.

• Quantity to adjust: Enter the quantity that the items will be adjusted by. The pack's field will update automatically to adjust the pack size to the number of units in that pack.

• Units: The number of units that the user would like to adjust the quantity by.
• Packs: The number of packs that the user would like to adjust the quantity by.

• Cost value of the quantity to adjust: Will be populated by default with the Cost Value of the quantity on the Pricelist. This can be left unchanged or the user can enter their own amount. Cost/Unit x Quantity to adjust = Cost value of the quantity to adjust.

• (per unit: 1.02): Price calculated per unit. Pack value divided by the number of units.

• New Closing Balance: The new values after the adjustment has been posted.

• Units: The new amount of Units after the adjustment is posted.
• Value: The new total monetary value of the items that are in stock after the adjustment is posted. Value = Unit Price x Units.
• Set target values: The system will allow the user to edit the new closing balance. 
• Click on the Set Target value button.

• The New Closing Balance will become editable. 
• Input the New Closing Balance. 

• The system will then only take the new closing balance into consideration and calculate all the other fields accordingly.
• The Quantity to Adjust will need to be 0.00 for the system to calculate correctly. 

• Click on Calculate for the system to re-calculate all the other fields.
  

• New cost/unit: The system will automatically give the new cost per unit. The user cannot change the cost. The cost is calculated by the units per pack and the value per pack. New Cost per unit = Value New Closing Balance ÷ New Closing Balance Units.
  

• Adjustment Code: The pre set up code that classifies the type of adjustment that will be made. Input the adjustment code, if known, or press the Tab key on the keyboard.

• The Stock Adjustment screen will open where the adjustment code can be selected. 

• Double Click on the desired stock adjustment code.

• The user will be reverted back to the Stock Adjustment screen and the selected preset up Adjustment Code, Ledger Account and the Reference linked to the Adjustment Code that has been chosen will be added to their respective fields automatically.
  

• Click on Cancel to exit without posting the adjustment. 

• Click on Post or press the F2 key on the keyboard to post and save the stock adjustment that has just been made. 

• A Confirm pop-up will appear to ask whether the user would like to post the adjustment.

• Click on No to close the Stock Adjustment screen and return to the main Stock Manager screen. The adjustments that have been made will not be saved.

• Click on Yes to go ahead with posting the Adjustment.

• When the Adjustment batch has been posted successfully, an Information pop-up will appear to advise the user of this and ask the user if they want to print the Adjustment.

• When Yes is selected, the report of the Stock Adjustment will print to the screen.

• The user will have printing options for the report, for an extensive explanation of the printing options please refer to the user manual: Options to Print

• Click on Close to exit the Stock Adjustment print screen and return to the main Stock Manager screen.