Stock Management

Stock Adjustments are used to reduce or add quantities of specific stock items 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.

When using the Stock Adjustment List, the user can adjust the quantities of multiple stock items using the same adjustment reason, for example, Expired Stock. Expired stock will be adjusted once a week to once a month. This saves time so that the user does not have to adjust the different stock items one by one with single adjustments. 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 App with 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 Adjustments (List) 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: It is possible to 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 financial year.

• Click on Cancel to close all screens and return to the Stock Manager screen.

• Click on Ok to continue. 

• The Stock adjustment pop-up will appear.

• Category: To which category the item belongs. 

• Medicine: Items that have been classified as medicine that can be taken to cure, treat, or prevent disease. For example, pills, ointments, etc.
• Materials: Items used to assist the practitioner with procedures and treatments including consumables. For example, webcols, gloves, syringes, needles, drill bits etc.

• Warehouse: Where the specific item is stored. It is possible to choose where the stock adjustments will be made by making a selection from the drop-down menu. This information is pulled through from the Financial period screen and can be changed if the need arises.

• 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 pop-up 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 continuing the pop-up will close and the user will return to the Debtor Manager screen.

• Click on OK to continue with stock adjustment.

• The Stock Batch Adjustment screen will open. 
  

• An explanation of each field will be given: 

• Date: The system will by default add the capture/todays' date. It is recommended that the date be changed to the transaction date if it differs.

Please Note: The financial year and period will be listed next to the date.

• Ref. Nr: This is a free text field that should be used to refer back to any hardcopy documents.

• Comment: Additional information can be added; why a stock adjustment is being done.

• Batch Options: The user will be able to select the correct bin where the items are located as well as add items to the list from the location.

• Bin: This is the posting bin to where all transactions will be posted this is by default the General Bin.
• Add Single Items: Adds an item to the list from the list that was chosen above, in this case, Medicine List. If the code is known, the code can be entered otherwise press the Tab key on the keyboard to access the list. 
• The previously selected stock screen will open, in this case, the Medicine stock screen.

• Search for the correct item that needs to be adjusted.

• Double click on the item that needs to be adjusted.

• The user will be directed back to the Stock Batch Adjustment screen where the selected item's information will now appear in the Batch Options section of the screen.

• Click on the Add To Batch button to add the selected item to the adjustment.

• The item will be added to the batch.

• The information of the added item will be divided into columns: 
• No: The number of the item on the list.
• Inactive: Will indicate whether the item is inactive on the system.
• System Code: The code generated for the item was first added to the system.
• Code: The Manufacturing code that the manufacturer has allocated to the item to identify it. This code will update as soon as a new stock item is listed on Medprax.
• Description: The item name with size, strength, etc. a unique explanation of the item.
• Packsize: Indicates the number of units in the packaging.
• Nappi: Nappi code is a unique identifier for a given ethical, surgical or consumable product that enables an electronic transfer of information throughout the healthcare delivery chain. A Nappi code's last 3 digits will indicate the number of pack sizes.
• Cost Price: The price per unit as it was purchased from the manufacturer/supplier.
• Adj Units: The number of units that needs to be adjusted. 
• Input the number of units that the user would like to adjust into this column. Add a - in front of the value to reduce the number of units or enter a positive value to add to the number of units. 
• Adj Packs: The number of packs that the item will be adjusted by.
• When the Adj. Units are added, the system will automatically adjust the figures of this column. Adj. Pack = Adj. Units x Pack Size.
• Adj Value: The adjusted monetary value of the items that are in stock after the adjustment was made.  Adj Value = Cost Price x Adj. Units.
• Wh Qty: The number of the specific item that is currently in stock in the warehouse. 
• Wh Value: The total monetary value of the specific items currently in the warehouse.

Please Note: The Adj. Packs and Adj. Value will automatically be adjusted once the Adj Units are adjusted.

• Add stock items: Input a positive number in the Adj Units column to add the quantity. 
• Deduct stock items: Input a - in front of the Adj Units quantity if the Item must be reduced and subtracted from the system, for example, -3.

• To add more stock items to be adjusted please follow the steps explained from the Add Single Item section.
• The stock items will be added to the adjustment list.

• Find F9: This allows the user to find an item on the list.

•  Click on Actions for additional options.
  

• Delete Item: Deletes a single selected line off the list. 
• Clear all items: Deletes all the items that have been added to the list.

• Sorting Order (F8): This allows the user to sort the list according to specific criteria.

• Code: The Manufacturing code that the manufacturer has allocated to the item to identify it. This code will update as soon as a new stock item is listed on Medprax. The items will be sorted by the code from smallest to largest.
• Description: The item name with size, strength, etc. a unique explanation of the item. The items will be sorted alphabetically from A to Z.
• Nappi Code: Nappi code is a unique identifier for a given ethical, surgical or consumable product that enables an electronic transfer of information throughout the healthcare delivery chain. A Nappi code's last 3 digits will indicate the number of pack sizes. The items will be sorted from smallest to largest.

• Click on Cancel to exit without saving and posting the adjustment.

• Click on Post or press the F2 key on the keyboard to save and post the stock adjustment.

• 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.

• 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.