Access to the Depot Stocks module is via the Work Summary icon on the CODAS Desktop.
Within the main Miscellaneous Stocks folder there are a number of sub folders covering a range of depot stock operations:
The Dispatch Depot at the top of the screen should always be set to the depot whose stock is currently being processed.
The number of stock days available in the view is determined by user settings
Daily stock reconciliation
- Processing the stock transactions that have occurred on each day allows the stock to be checked and reconciled correctly to roll forward into the next day.
- The system will identify any discrepancies that occur in real time so that these can be checked and resolved in a timely manner.
- Depot operations (stock movement) that need to be completed may vary each day, these will normally consist of some or all of the following:
- Depot Receipts
- Depot Adjustments
- Deliveries (should be posted, ledger listed and analysed for the day in question)
- Reconciliation (this may include a stock count)
Depot Receipts:
Entering a depot receipt:
• From Work Summary > Miscellaneous Stocks > Depot Receipts folder : Right click and ‘Add New Receipt’
• The ‘New Depot Receipt’ input screen will be displayed to enable entry of the receipt details as shown below
Enter the receipt details as below and click ‘OK‘.
- Enter the receipt details:
- GRN Number, Our Ref and Pricing date
- Enter or select a Batch Number
- Click into the product area and select the product from the product list and enter the details
- Click ‘OK’ to save the receipt.
Once all the receipts have been entered for the day, right click on the Depot Receipts folder and select ‘Prelist’
Posting Receipts
Once Prelisted and checked for errors, right click on the Depot Receipts folder and select ‘Post’ to post the receipts for the day.
Miscellaneous Stock reconciliation
The periods of time between stock finalisation can vary from site to site. For the example below, the option here is to finalise stock on a daily basis.
- Before finalising each day:
- Ensure that all depot receipts have been posted for the day
- Ensure that all adjustments have been enered and marked as posted
- Ensure that all deliveries for the day to be finalised have been: entered; prelisted; posted; ledger listed and analysed.
- From Work Summary go to Miscellaneous Stock > Reconciliation folder:
- Right click on the period to be finalised and select ‘Cut off period’
- Enter the cut off date (this will be for the day to be finalised). CODAS will create a new period for the next date.
- Double click on the date to be finalised and review all stock movement to ensure that they are correct.
- CODAS will create a book stock figure based on the movements for the period, you can accept this figure as accurate and it will be used as the opening stock for the next period when the period is finalised.
- If the stock has been counted at this stage a flag can be set to indicate that this has occurred.
- To finalise the period, select: Actions > Finalise
