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Managing Stock

Shinjinee Sarkar
  • Updated

BrightBooks offers the following features on Stock.

Multiple Stock Stores

Based on our user feedback, we have introduced a new option for the Stock Store. You may have warehouses or stores at different locations for your business. This new option will facilitate to keep a track of your inventory while invoicing or transferring your stock from one store to another store.

Setting up a store

To set up a store, complete the following steps.

    1. Log in to BrightBooks and select your business.
    2. On the Customers page, in the left panel, click Settings.
    3. On the Settings page, under the PRODUCTS & STOCK heading, click Stock Setup
    4. On the Stock Setup page, click Use Stock and click [Save]. The Stores option is enabled.

Add / Edit / Delete Stock Store

To manage stock store, complete the following steps.

Add Stock Stores
    1. On the Settings page, click PRODUCTS & STOCK > Stores.
    2. On the Stock Stores window, enter the following details.
    3. To add a stock store, click [Add]. In the Add Stock Store window, enter the code and description.
    4. To modify a stock store, click the store name on the Stock Stores window and click [Edit].
    5. To delete a stock store, click the store name on the Stock Stores window and click [Delete].

Store option in Product Browse

On the “Product Browse” the Store location will appear under the Product code. If you have 5 different store locations all the stores will appear. Depending on the number of stores, you have entered for your business will appear in the product browse.

Order Summary Option

We have introduced a new feature in the stock level report by adding an option "Include Order Summary". 

Showing products for the selected supplier

We have introduced a new feature for the stock-enabled business by adding a tick box "Only show products" in the product look-up window of transaction browse.

Please note, that the business should be stock enabled and the supplier selected in the 'Supplier' field of the transaction should be included in any product.

This is applicable for Purchase Order, detailed purchase Invoices and credit notes.

Enhanced Product Browse

We have enhanced the “Product Browse” in BrightBooks by adding up a couple of new fields in the business where inventory is important for the business. These changes will be reflected in the Stock report.

New Fields in Product Browse

FIELD STEP
Product Location A new field has been added as “Product Location”, just below the “Product Code”. A maximum of 50 characters can be added in this field. The same will be available while you generate a Stock Level Report, Stock Ledger Card Report, and Stock Valuation Report.
Landed Cost and Landed Mark Up % We have added 2 new fields Landed Cost and Landed Mark Up %, which is similar to Markup, just below the Purchase Price and Markup %. The landed Markup calculation is the same as Markup. Landed Markup % = (Sales Price - Landed Cost) /Landed cost*100.
Notify Transaction and Notes We have added a tick box as “Notify Transaction”. If “Notify Transaction” is ticked, you will be allowed to enter the notes in the next column with a maximum of 255 characters. These note fields will be available in the Stock level report, stock ledger card report and stock valuation report.
Supplier Select the ‘Supplier’ by using the lookup button.

Viewing Stock Ledger Card

By selecting the ledger card option the stock ledger card will open. The stock ledger card will display the following information about every product you have recorded.

FIELD STEP
Date The transaction date will appear in the date column.
Doc. No. . The doc no will show the type of transaction. It could be a sales or purchase order, invoice, dispatch, delivery or adjustment transaction for the product
Notes The description is shown in the notes column.
Ordered In This is the numeric amount of stocks recorded in the Purchase order.
Stock In The quantity of incoming stock recorded in the purchase order refers to Stock In.
Ordered Out This is the numeric amount of stocks recorded in the Sales Order.
Stock Out The quantity of outgoing stock recorded in the sales order refers to Stock Out.
Stock in hand The difference between Stock In and Stock Out refers to Stock In hand.

Stock Adjustment

The idea of a stock adjustment is to directly affect the stock levels. This is used for instances such as opening stock figures, breakages, of date items. This adjustment can be carried out in 2 ways.

To carry out stock adjustment select the product from the product browse. By selecting the stock adjustment option a pop-up will appear in the browse as 'New Stock Adjustment'.

Enter the adjustment details here.

FIELD STEP
Adjustment Date Select the adjustment date by using the calendar. By default, the adjustment date appears to be the current date. To change the current date, use the calendar.
Product code This column is uneditable.
Product Description This column is uneditable.
Current Stock The current stock will auto-populate in this column.
Adjustment Quantity Enter the adjustment quantity here.
Adjusted Stock The adjusted stock is the total value of the current stock and the adjustment quantity.

Stock adjustment can also be carried out from the Stock Adjustment Browse. To access stock adjustment from browse select Stock »Stock Adjustment.

FIELD STEP
Adjustment Date Select the adjustment date by using the calendar. By default, the adjustment date appears to be the current date. To change the current date, use the calendar.
Adjustment Type Select the adjustment type from the drop-down. The system-defined types are breakage, opening and stock-in.
Product Code Select the product code for which you want an adjustment by using the look-up button.
Product Description By selecting the product code the product description will auto populated in this column.
Current Stock The current stock is displayed under this column. By selecting the product code the current stock will be displayed.
Adjustment Quantity Enter the quantity of the stock you want to adjust.
Adjusted Stock The adjusted stock is displayed here. The adjusted stock is calculated as (Adjustment Quantity – Current Stock).
Notes Enter the notes for the adjustment of stock.

Reports On Stock Controls

BrightBooks has introduced a dynamic reporting option for stocks. These reports are being classified into the following categories.

  • Stock Levels Report
  • Stock Ledger Cards
  • Stock Transaction Listings

To generate the reports select the Reports tab.

Stock Levels Report

The stock level report will show To generate the stock levels report select Reports» Stock » Stock Levels Report.

Sort the Report

The stock levels report can be sorted by products and by stock levels.

Stock Ledger Cards Report

Stock ledger cards report will show the movement of stocks for the business. To generate the Stock Ledger Cards Report select Reports» Stock » Stock Ledger Cards Report.

Stock Transaction Listing Report

To generate the stock transaction listing report select Reports» Stock » Stock Transaction Listing Report.