C5.0 Manager Functions. (Stock control)

(Stock control, lay-bye, in CMS_Sales.exe., Man.htm)

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C5.1 Security

Each user is given access to only part of the system. See the section on User (or operators). User of the system that do not have access rights are blocked.
The computer files are not encrypted to hide the information and can be read or copied by a knowledgeable person. So physical security of the computer and the back-up disks are also important. Lock them up when they are unattended.

C5.2 File Management

The Stock and Customer databases are maintained on various screens (windows) They have some common operations. The record has to be found and selected. The edit screens have some common buttons.

OK/Close saves the screen contents to file and closes the screen (window).

Save save the screen (window) to file but allows you to make further changes

UnDo changes back to the original data or to the last time the save button was clicked.

C5.2.1 Finding Records

The database file contains a record for each stock item. These can be deleted or removed from the file by the following operation.:

On the 'Stock Control' window , find a record (ie a stock item) you want to view or change. Use the search (Find by:) to locate the required item. Type in all or part of the bar-code (for stock database) to find the required record. The search may be changed the bar-code (default) to the item description by clicking on the 'Item Name' button. It should be highlighted, if not click on it. You can click any of the button at the bottom of the screen to do the required operations. A list is given in section C6.4.

C5.2.2 Deleting Records

To delete a record (ie a stock item) from your database requires a two (2) step operation to prevent accidental removal form the file. First find or move to a record (stock item) as indicated in C5.2.1. Click on the 'Delete' button and the record is hidden. (Recovering deleted records not yet available)

To permanently remove the record requires “packing”. Menu select 'Stock', Stock Pack'. The stock files are now smaller.

<Ignore:> (from the DOS version not yet. mark it for deletion using the Delete ('Delete' - 'Delete'). If you change your mind use Recall ('Delete' - 'Recall'). When you have deleted one or more records, then select Pack ('Delete' - 'Pack') The records are now permanently remove from the file. Hidden

Clean is a semi-automatic process for finding records that are no longer used. When the record is found you need to select 'Delete' or 'Keep'. You still need to 'Pack' the file



C6.0 Stock Control

C6.1 Adding New Products to the Computer File.

Menu select 'Stock', 'New Stock' this brings up the 'New Stock:Bar-code' window. Select the type of stock (see below) and type or scan the bar-code and click Ok button. This brings up the 'New Stock' window. Click on the 'Proceed' buttons which allows information to be entered into the boxes. Note the second one on the box. Fill in the require information as required:

Stock Type

P Physical stock. Stock number are maintained by the program. The can be sold as single items (Each) or with decimal fraction for bulk items. See Fractions below.

X Non-physical stock. Number of stock items are not maintained, but only sale numbers are. This is used for items like labour charges, post and pack, where a service is provided and not a physical goods. It can also be used for low cost items where the effort required to maintain stock number is not justified, such as loose lollies. Another example could be stock where other independent means are used for stock control.

M Make Stock. (New for window version). An item sold is made from one or more stock items. The selling item is made from one or more other stock items with a maximum of up to five different stock items.

Example

Code

Item

Number

X001

Bearing (Inner)

1

X002

Bearing (Outer)

1

X003

Seal

1

X010

Bearing Kit

Selling Item





B010

Beer 375ml

Source Item

93…01

Beer 375ml

1 (single bottle)

93…06

Beer 6 x 375ml

6 (6 pack)

93…24

Beer 24 x 375ml

24 (slab)


Bearing kit made from two different bearings and a seal, each individual item can be sold separately or as a kit

The beer can be sold as individual bottles or as a six pack or as a slab, each with a different selling price. A source beer for each individual bottle is used to keep individual sale items.

Note.



Bar-code

The bar-code can be any 14 keyboard characters including letters and numbers. However upper case and lower case letters are different. You may use your own part code, catalogue codes, etc. It is recommended that your catalogue codes start with a letter as these are not shortened when using universal bar-codes. The code that is used for sales in the cash register mode is displayed after the arrow. (See section 17, not yet) The program should prevent you from using the same bar-code more than once.

Tax (GST)

The program allows for goods that are subject to the GST and goods that are exempt. Consult the ATO/TA for details. The program has 2 tax levels:

0 = No GST or exempt

1 = GST at the required rate

For more detail see GST

Item

Is 15 characters plus an extra 17 characters to be printed on the sales docket to describe the item. It is split over two fields so that the description can be printed on two lines in some print outs. If possible use only 15 characters. No space is required between the fields in the description.

Unit

Items sold by length (i.e. Rope, bulk liquids etc) include a unit m = metre, mm = millimetre, L = litre, kg = kilogram etc.

Fraction

Allow bulk items to be sold by decimal fractions, i.e. 2.5m, 0.55L

Department

Uses a letter A to Z giving a total of 26 department codes. Some reports on sales is grouped together by sales department codes. Lower case are converted to upper case. Suggest use different department codes for similar items with and without cost prices. This is because the profit is calculated for stock with cost prices.

Examples

 

A

Groceries without cost prices.

N

Groceries with cost prices.

B

Fresh Fruit without cost prices.

O

Fresh Fruit with cost prices.

If you sell bulk items like petrol it is recommended that you use a separate department for each type of product i.e. F for unleaded, G for premium unleaded petrol and make the stock type 'X' (Non physical as the petrol pumps determine the quality sold. You can calculate the quality sold at the end of the day by:

You sell $500.00 of unleaded petrol at 70.9 c/L (.709 dollars/litre)

Total Sales 

                Total Sale
Quality Sold = --------------
                Cost per Unit

                  500
             =   ------
                 0.709

             =   705.2L

Give some planning to the allocation of department codes

 

Min. Stock

This is set by you to indicate when stock is low and to produce reorder list. See appendix C for notes on stock control.

Max. Stock

Again set by you to calculate the suggested reorder quantities.

Supplier and Supplier 2 (Optional)

Used with the reorder operation. Type a four (4) character code for your main supplier and the alternative supplier or just leave blank.

Supplier Code (Optional)

If your supplier users a different code to your code, then fill this one in or duplicate your bar-code. It is used with the reorder function.

Location (Optional)

A code for the shelf location in shop or store room.

Comment (Optional)

Any message can be typed in here for your use. It is not used by the program.

Selling Prices

If this is zero (0) then the operator has to enter the price, otherwise this price is used.

Make Stock Barcode and Number

see make stock

New Stock

New stock requires four bits of information. (They may be left blank but the more information you put in the more information you get back)
They are
Date of order, The Supplier Code from who you purchased the goods. This is handy if you have two supplier of the same item. The Cost price to you and may include GST if applicable. The Number of items supplied. This information is supplied on your supplier Tax Invoice. The system keeps record of your last five purchases.

More on Cost Price

It is probably best to include GST in the cost price.

1. The cost price is used to calculate the profit. If it is zero no profit is calculated.
Profit = Selling Price - Cost Price
2. The average cost price is used for the value of stock on a stock take.
3. The last cost price is used with the reorder operation to calculate the value of the order.
4. When new stock arrives and has a different cost price to existing stock then the following formula to calculate the new Average Cost Price:

                   OldCostPrice X OldStock + NewCostPrice X NewStock
AverageCostPrice = -------------------------------------------------
                              OldStock + NewStock

Remove any old or damaged stock before adding new stock. The average cost price is used to calculate the value of your stock.

C6.2 Adjusting Stock/Prices

Menu select 'Stock', 'Control' find and select the required stock item and click on the 'Price Adjust' button. On the 'Price Adjust' screen type the new prices and click on OK button. This creates an audit trial.

C6.3 Adding more stock to existing stock.

Menu select 'Stock', 'Control' find and select the required stock item and click on the 'Add/Remove' button. On the 'Add/Remove Stock' screen click on 'Add Stock' button and fill in or adjust the four stock information. Finally click the 'Add Stock' button.

C6.4 Stock Control Window

The following button are used for stock control

Detail/Edit: view and change stock information. Need to click the 'Edit' button to make changes.

Delete: Remove a stock item from the computer.

Edit Barcode: Changes the barcode to a new code.

Stock Type: Changes the type of stock. See stock type in section C6.1.

Show Sales: Shows monthly sales.

Add/Remove: see C6.3.

Price Adjust: see C6.2

C6.5 Stock Menu

Control: Stock control window for changes to stock.

New Stock: Add a new stock item to the to the data file.

ReOrder Do the following operation in order. (see C6.7)

+ Low Stock: Find supplier codes for the reorder operation.

+ Reorder: Using a supplier code found in above select number of items to buy

+ Show Order: Show/print order

Price List: Print out price list for stock when computer not running. (see C6.6)

Stock Warnings: Shows items sold where no stock was held. A problem with stock numbers?

Stock Take: Not yet see C10.0

Stock Pack: See section C5.2.2

C6.6 Price List

Lists all the bar-codes with prices. Print this off so that you can continue to operate if the power fails etc. Mark number on sheet and process later.

6.7 Reorder

6.7.1 Low Stock

Lists all items that are less than the minimum stock. Used to determine which suppliers you need to place an order with.

6.7.2 Reorder

For a given supplier (Main or alternative) it lists all the items below the selected (usually maximum) stock level. It calculates the number required to bring stock up to the maximum stock level. The details of the stock are displayed on the screen as a guide in helping you determining the order size. No allowance is made for buying stock in boxes or lots.

Discontinued items set both the Max./Min. stock to zero (0)

Try this with the training program with 'xyz' supplier.

10.0 Stock Take

Now in window version (V4.01).

This can be done in several steps as indicated. Stock take in in CMS.Sales under the Stock menu, ie menu select “Stock”, “Stock Take”....

10.1 Initial List

Print this out the stock lists. Menu select “Stock”, “Stock Take”, “Stock List” and print. Now physical check your stock and write the current stock on this sheet.

10.2 Zero Adjustment File

Before starting the adjustment need to be cleared. Menu select Menu select “Stock”, “Stock Take”, “Adjustment”, “Clear”.

10.3 Adjust Stock Numbers

After completing the above the new stock numbers need to added to the computer. Menu select “Stock”, “Control”, and click on the “Add/Remove” button. On the Add/Remove window click on the “Adjust” button. This automatically put the information in the correct boxes. Adjust the stock numbers in the stock numbers. (Not the adjustments). A record of all changes is kept which can be printed out in 10.3.

10.4 Value of Losses/ Value of Gains

This will print out the adjustments to your stock. Menu select Menu select “Stock”, “Stock Take”, “Adjustment”, “View or Print”.

10.5 Value of Stock

Reprint 10.1 to give the current stock list and value.

11.0 Lay-bye

11.1 All Lay-byes

List all current lay-byes with balances to be paid.

11.2 Finished

List all completed lay-byes. When a lay-bye is completed it is transferred to the completed lay-bye database file. At regular intervals these may be transferred to a floppy disk (Copy to A:) or just printed and the completed lay-bye file 'Reset'. (Records removed). Not Yet: Use the following: copy the file laybye3.dbf over the top of the existing file (replace it) from a new installation of the program.