Inventory: Stock Control Activities

Contents

OVERVIEW

Most Stock Control functions are automatically processed within the system when actions are carried out on Sales, Jobs, Purchase or Work Orders. The system records the stock transactions, if Record inventory movements history is checked in the System Preferences window.

TIP: Inventory Transactions can cause part Physical quantity to go negative. This can be a useful feature. However, you may wish to have the user receive a warning when physical goes negative during a transaction. Option optStockNegativeWarn, if set to 1 or YES, will cause a message to be displayed.

TIP: You can add a Scrap and Rework processing tab pane to the window using the option optStockScrapRework. This is only useful for parts that are set to multi-location only and not batch tracked. See below for details.

TIP: You can add a warning to users of excessive adjustment using the option optStockCtrlVarWarn. Set to a non-zero % of physical for which a stock control activity and stocktake result triggers a user warning. If physical is 1 or less any quantity will trigger the warning.

CUSTOM CAPABILITY: The Negative Stock warning message text is held in string number s1860.

CUSTOM CAPABILITY: Every stock movement is processed in a common routine. For special needs the $ctask.tCustom1.$StockTransaction(pQtyIntoPhysical,pQtyIntoStockLoc,pMoveType) can be used for post-processing.

The Stock Control Activities window accessible from Process — Inventory — Stock Control is used for making General Issues from inventory, Returns to inventory and inventory physical stock Adjustments. You also use this window to create locations for multi-location parts and move quantities in and out of them. Finally, there is an Advanced section that enables you to adjust maintained quantities.

Typically, you can enter a part number partially or in full, use the navigation buttons, use the Keyword system, click on a Parts Scratchpad line or use drag and drop from the Scratchpad or BoM Listing.

File Path

Process > Inventory > Stock Control…

This file path takes you to the Stock Control Activities window. This window has six tabs.

The following fields are common to all tab pane functions.

Graphical user interface, table

Description automatically generated

Part number

Part number unique identifier.

Up and down arrows

Use these arrows to scroll to the next or previous sequential part number.

Part Type

Part type (A,B,M,N,O,P).

Stock UoM

Standard stock unit of measure.

Single location

Stores single or preferred location.

Description

Description of the part

Primary Supplier

Preferred supplier code.

Minimum stock level

Minimum stock level for this part.

Re-order level

The re-order level for this part.

Minimum order qty

Minimum quantity for order of this part.

Lot size

Lot size when ordered.

For more information on re-order levels and lot size see MRP Menu

Float stock

Float stock is the difference between physical stock and non-quarantined multi-location stock and should always be zero for tracked parts.

With multi-location parts it is necessary that you understand the concept of FLOAT stock. Float stock is that stock in the physical quantity that is not included in specific non-quarantine multi-location quantities. For example, if:

Physical quantity = 10

Location ABC111 = 2

Location ABC222 = 3

Location ABCQQQ = 6 Quarantined

Therefore, Float Stock = 10 – 2 – 3 = 5 (the quarantined 6 are not included in the Physical quantity of 10)

Multi-location

The total quantity of multi-location stock.

Quarantined

Total quantity of quarantined stock.

Bonded

Bonded quantity in sales UoM.

Multi-location tick box

Multi stock location indicator.

Batch-tracked tick box

Tracked (this part tracked with batch tracking).

Bulk issue when kitting tick box

Bulk issue flag.

Quality assurance tested tick box

Quality assurance tested (requires entries in QA system).

Current Quantities

Physical quantity

This is the part’s current inventory physical quantity. This does not include any quarantined stock, sales order bonded quantity or parts issued to Jobs. It is the quantity available in stock.

Alloc. to WO’s

The quantity allocated to works orders. This does not include quantity that is to be used on backflushed work orders.

Due to SOs/Jobs

The quantity subject to confirmed Sales Orders and Jobs. Phantom type parts are not shown but kit items are.

Due from W/POs

The quantity due from work and purchase orders.

Projected stock

The projected stock quantity based on the physical, less allocated to WOs, less due to SOs and Jobs, plus any due from WOs or POs.

Kitted in WIP

The quantity kitted to incomplete Work Orders. This does not include backflushed order kits and indicates only what is in normal work order WIP.

Last changes

This is the last modified date and time of quantity values for the part.

MRP Results button

Click to open the MRP Results listing for the part.

Link Icon

Click to view any linked external files. Hold the shift key down and click to create a new file link for the record.

Drill down Icon

Double click on data to drill-down for details.

Parts Scratchpad icon

Click to open the parts scratchpad with the current part selected.

Part Maintenance button

To open the parts maintenance window with the current part number pre-loaded.

Show History List button

To obtain a listing of movement history for the selected part.

Multi-location list

List of all the multi-locations for the selected part.

Show Log List button

To show a list of transactions you have made so far in this window session.

Cancel button

Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.

OK button

The OK button updates the data you have entered or confirms the selection and/or processes the function you have called.

Issue Tab

Graphical user interface

Description automatically generated with medium confidence

OVERVIEW

To process a general stock issue.

With this option you can issue a quantity of the part for any non-specific purpose. Directly enter the Quantity and then, if you wish, a Movement reference and comment. Confirm with an Ok or press the enter key. If you want to cancel the movement, simply change the part, or click on the Cancel button. The latter will close the window.

If the part is a multi-location part and there are locations listed, you can issue from a particular location by first selecting it in the location list. If you want to issue from float stock, do not click on the list after selecting the part.

If the part is a Tracked part, you must identify in advance of entering the quantity which Location/Batch it is being Issued from. In this case you cannot Issue from float stock. On confirmation you will be asked to enter a tracking reference, which may be helpful in the future when you are looking at the destinations of tracked materials. See the Batch Identification window for details.

You cannot Issue from a Quarantine location.

With an Issue, you can add a Movement Reference and Comment which will be included in the Stock History record.

NOTE: “SO-“, “JB-“, “PO-“, WO-“, “IN-“, “CN-” are standard system prefixes for Sales, Jobs, Purchase and Work Orders, Invoices and Credit Notes respectively.

General Issue

Quantity issued from stock

The movement quantity of inventory in stock unit of measure. Negative values are only permitted during adjustments and they imply a reduction of inventory.

Movement reference

Stock Movement History. Reference for the stock transaction.

Movement comment

Comment on the movement.

Multi-location

The location identifier here.

Batch

Batch identifier.

Quarantined

Quarantine flag (qty not in PTMPHYQ).

Return Tab

Graphical user interface, application

Description automatically generated

OVERVIEW

To process a general stock return.

A Return operates in a similar way to an Issue. The direction of movement, of course, is into the stores to increase the physical quantity.

If you want to Return into a Multi-location, select the location first. Then carry out the return in the normal way.

For a Tracked part you will be offered the opportunity of adding a Tracking reference in the same way as an Issue.

You cannot Return to a Quarantine location.

With a Return, you can add a Movement Reference and Comment which will be included in the Stock History record.

Quantity returned stock

The movement quantity of inventory in stock units of measure.

Movement reference

Reference for the stock transaction.

Movement comment

Comment on stock movement.

Multi Location

Location identifier.

Batch

Unique batch identifier.

Quarantined

Quarantine flag (qty not in PTMPHYQ).

Issue Tab

OVERVIEW

To process a stock issue quantity adjustment.

An Adjustment operates in a similar way to an Issue or a Return. The direction of movement is determined by the sign of the quantity you enter. A positive quantity will increase the physical quantity like a Return. Whereas a negative quantity will reduce physical quantity in the same way as an Issue.

The treatment of Multi-location and Tracked parts is the same as in an Issue or Return.

You cannot Adjust a Quarantine location’s quantity.

With an Adjustment, you can add a Movement Reference and Comment which will be included in the Stock History record.

Quantity of adjustment

The movement quantity of inventory in stock units of measure. Negative reduces stock.

Movement reference

Reference for the stock transaction.

Movement comment

Comment on stock movement.

Multi-Location

Location identifier.

Batch

Unique batch identifier.

Quarantined

Quarantine flag (qty not in PTMPHYQ).

New Location Tab

OVERVIEW

To set up a new stock multi-location.

This option is only available for parts flagged as multi-location parts. You use it to set up locations for inventory that you have not received into a particular location during another stock control process such as receiving from a Purchase or Work Order.

Having selected the part and this option, enter a quantity in the quantity field box. Then tab to the Location field and enter a location. If you then confirm the new location with an Ok the quantity will be transferred from float stock into the new location. The Part’s physical quantity will not change, and no Stock History record is created for the transaction.

If you decide to make it a Quarantine location, you must check the Quarantine checkbox. Having done that, you will be able to add a Movement Reference and Comment.

When you create a Quarantine location, you will move the quantity out of float stock, or another location if you have one selected, into the new location. This will reduce the part’s physical quantity and create a Stock History record. The Non-Conformance Report Details window will open in which you can report the quarantine reasons.

For a Tracked part you will be offered the opportunity of adding a Tracking reference in the same way as an Issue or Return. You can only create a new location for a Tracked part if there is sufficient float stock for the quantity.

Quantity in new location

The movement quantity of inventory in stock units of measure.

Movement reference

Reference for the stock transaction.

Movement comment

Comments on stock movement.

Multi-Location

Location identifier.

Batch

Unique batch identifier.

Quarantined

Quarantine flag (qty not in PTMPHYQ).

Change Location Quantity Tab

OVERVIEW

To change a stock multi-location quantity.

This option is only available for parts flagged as multi-location parts. This is used to change the quantity held in multi-locations. You can also use it to change the Location code for multi-location entries. It is like an Adjustment acting specifically on locations.

If the part is not a Tracked part, through this option you can move a quantity from and to float stock.

If it is a Tracked part, you will normally not have float stock. However, you can move a quantity from a selected location by entering a negative quantity.

On confirmation, you will need to identify where you are moving the quantity to using the Batch Identification window. Select a destination from the pop-up list. The FREE destination will place the quantity into Float stock. You can then add a Tracking Reference.

Quantity into selected location

The movement quantity of inventory in stock units of measure.

Movement reference

Reference for the stock transaction.

Movement comment

Comments on stock movement.

Multi-Location

Stock location identifier.

Batch

Unique batch identifier.

Quarantined

Quarantine flag (qty not in PTMPHYQ).

Advanced Tab

OVERVIEW

To manually adjust process quantities such as allocation, due to SOs, due from P/WOs and kitted.

This is a System Manager function that gives access to otherwise automatic data values in the parts master files. The user can change the stored Allocated, Due out to Sales Orders, Due in from Purchase Orders and Work Orders and Kitted to Work Orders quantities for parts.

Although these quantities are maintained automatically by the system errors can occur either due to system malfunctions, interruption of terminal processing or changes in BoM structure while an assembly is on order.

This pane is available for manual changes. It is recommended that you use the Re-set Part Process Quantities function in the Datafile Integrity Maintenance window to globally reset part process quantities.

Select Quantity Change Option

Allocation

To adjust the allocation quantity held for a part.

Due out to SO

To adjust the due on SO quantity for a part.

Due in from PO or WO

Make this selection to change the value of ‘Due from POs and WOs’ quantity held for the part.

Kitted to WO

To change the kitted to WOs quantity.

Allocation

Change quantity by

The change quantity of value in stock units of measure.

Movement reference

Reference for the stock transaction.

Movement comment

Comment on movement.

Scrap and Rework Tab

Overview

This tab pane is only visible then the option optStockScrapRework has been set up. This is only useful for parts that are set to multi-location only and not batch tracked.

This option is useful for users that wish to record in a standard way the movement of stock into and out of a quarantined multi-location, typically for re-working. It further provides for stock to be removed and recorded as scrap.

The option is set with three text values of your choosing separated by commas. All three are case-sensitive. For example:

optStockScrapRework=MAIN,SCRAP,REWORK

The first parameter (MAIN) is the multi-location to which stock is returned from quarantined rework. This is optional and if left blank stock is returned from rework to float stock.

The second parameter (SCRAP) is the movement reference applied to an adjustment (N) out of stock. This can be from float stock if no location is selected in the list, or any location selected. If the location is a quarantine location the adjustment movement (N) will be preceded by a release movement (T). If you use this for scrapping sub-quality parts, you can report this with a suitable selection in Inventory History reports.

The third parameter (REWORK) is the quarantine multi-location into which stock is moved for rework.

Having set up the option, opening the Stock Controls Activity window will show the tab pane. The title text above the Quantity (+ rework – scrap) will show differently depending on the part characteristics, the quantity entered, and location selected in the Multi-Location List. The following table lists the alternative activities you can achieve:

Activity	How To	Mechanism
Send to Return	Select a non-quarantine location or no location if from float stock and enter a +ve quantity	If there is no RETURN quarantine location, one will be created. The quantity is removed from the selected location (or float stock) and the quarantined (type S movement) in the RETURN location
Return from REWORK to MAIN	Select the REWORK location in the multi-Location list and enter a +ve quantity	The quantity is released (type T movement) from the REWORK quarantine location. If there is a MAIN first option parameter, the quantity will be moved to that location (a MAIN location will be created if not present). If there is no MAIN option parameter, the released stock will go to float stock.
Scrap from Float Stock	Enter a -ve quantity without selecting a multi-location list line.	The quantity will be adjusted (type N movement) out of stock but not affect any locations. The document reference will be the second option parameter.
Scrap from Location	Enter a -ve quantity with a multi-location list line selected	If the location is a quarantine location, the quantity will first be released (type T movement). The quantity will be adjusted (type N movement) out of stock but from the location. the document reference will be the second option parameter.