Entering a Stock Depreciation record - Header
This page describes the fields in the header of the Stock Depreciation window. Please refer here for a description of the matrix.
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- No.
- Paste Special
Select from another Number Series
- The number of the Stock Depreciation record. The default will be chosen as follows:
- It will be taken from the first valid row in the Number Series - Stock Depreciations setting.
- It will be the next number following on from the last Stock Depreciation record entered.
- You may change the default, but not to a number that has already been used. If you have defined at least one number sequence in the Number Series - Stock Depreciations setting, the number you change to must be inside a valid number sequence.
- You will not be able to save a Stock Depreciation record if the No. does not belong to a valid number sequence. A valid number sequence is one for the period in which the Transaction Date of the Stock Depreciation record falls and with unused numbers, so this problem will most usually occur at the beginning of a new calendar or financial year.
- If you are working in a multi-user environment, the Stock Depreciation Number will be assigned when you save the Stock Depreciation record for the first time.
- Cost A/C
- Paste Special
Account register, Nominal Ledger/System module
- Default taken from Account Usage Stock (Stock Loss Account)
- When you mark the Stock Depreciation record as OK and save, a Nominal Ledger Transaction will be generated to record the change in stock value in the Nominal Ledger (subject to the Sub Systems setting in the Nominal Ledger and the Number Series - Stock Depreciations setting). In this Transaction, the value of the Items in the Stock Depreciation will be credited to the relevant Stock Account and debited to the Cost Account specified here.
- You can specify a Cost Account in any of the Stock Depreciation rows (on flip B), to override the one entered here.
- You must specify an Account here or in each row, otherwise you will not be able to save the Stock Depreciation record after marking it as OK.
- You can bring in a Cost Account by specifying an Account Short Code in the Short Code field to the right.
- Location
- Paste Special
Locations setting, Stock module
- The stock Location from where the Items in the Stock Depreciation record are to be removed.
- The Stock Account of this Location will be credited by the Nominal Ledger Transaction that results from this Stock Depreciation record. If this is blank, or if you do not specify a Location, the Stock Account for the Item Group to which the individual Items belong (if you are using the Use Item Groups for Cost Accounts option in the Cost Accounting setting) or the Stock Account in the Account Usage Stock setting will be credited.
- If you have specified a Main Location in the Stock Settings setting, you can leave this field blank if the Items are to be removed from that Location. However, if you are using the Require Location option in the same setting, you must enter a Location (even if it is the Main Location) before you can save the Stock Depreciation record.
- A default Location can be brought in from the 'Sales' card of the current user's Person record or from the Local Machine setting in the User Settings module. The Local Machine setting is specific to the client machine you are working on.
- You can specify a Location in any of the Stock Depreciation rows (on flip A), to override the one entered here.
- You can prevent the current user from using a particular Location (i.e. from withdrawing stock from a particular Location), using the Order Reserv. Access field in their Person record. If the current user specifies a Location that they should not use, the message "You are not allowed to withdraw any items from this location." will appear when they try to save the Stock Depreciation. Please refer here for more details about this feature.
- If the 'Item Status' window is open, the quantities it shows will refer to the Location specified here if the Location field on flip A is empty. If you have not specified a Location here or on flip A, the quantities will refer to all Locations. This will be the case even if you have specified a Main Location in the Stock Settings setting.
- You can prevent the current user from using a particular Location, using the Order Reserv. Access field in their Person record. If the current user specifies a Location that they should not use, the message "You are not allowed to withdraw any items from this location." will appear when they try to save the Stock Depreciation. Please refer here for more details about this feature.
- Appr. Status
- You can use the Approval Rules register in the Business Alerts module to configure an approval process that Stock Depreciation records must pass through. For example, particular managers may need to check and approve every Stock Depreciation record in which the TOTAL is greater than a certain value. If you are using such an approval process, this field will display the stage in the process that a particular Stock Depreciation record has reached.
- If a Stock Depreciation record needs to pass through an approval process, the following functions will be disabled until the approval process has been completed:
- Printing the Stock Depreciation record.
- Marking the Stock Depreciation record as OK.
- In brief, the Approval Status of a Stock Depreciation record can be any of the following :
- Not Required
- The Stock Depreciation record does not need to pass through an approval process, so the functions listed above will be available immediately.
- Not Requested
- The Stock Depreciation record does need to pass through an approval process, and you have not yet started that process. To start the process, save any changes and then choose 'Request Approval' from the Operations menu (Windows/macOS) or Tools menu (iOS/Android).
- Pending
- The Stock Depreciation record has been entered into the approval process, and is waiting to be approved or rejected. If you need to check the progress of the approval process, select 'Stock Depreciation Status' from the Operations or Tools menu.
- If the Status of the Stock Depreciation record is Pending, you will usually not be able to modify it. If you need certain users to be able to modify Pending records, use Access Groups to grant them Full access to the 'Change Record Header when Approval Status is Pending' and/or 'Change Record Matrix when Approval Status is Pending' Actions.
- Approved
- The approval process has been completed and the Stock Depreciation record has been approved. You will be able to mark the Stock Depreciation record as OK.
- Rejected
- The approval process has been completed and the Stock Depreciation record has been rejected.
- Please refer here for full details.
- Trans Date
- Paste Special
Choose date
- The date when the Items listed in the Stock Depreciation record were removed from stock. The default value is the current date.
- If you are using the Queued Cost Model, you must make certain that you enter all stock transactions in strict chronological order. Failure to do this may cause your FIFO/LIFO queue to become incorrect. You should not, for example, enter a Stock Depreciation with yesterday's date if you have already entered an outgoing stock transaction of any kind (e.g. Delivery, Stock Depreciation) with today's. It is also recommended that you always mark Stock Depreciations as OK when you save them for the first time. Do not go back to an earlier Stock Depreciation and mark it as OK if there are later Stock Depreciations that you have already marked as OK, unless you change the date as well.
- Order Class
- Paste Special
Order Classes setting, Sales Orders module
- Enter the Order Class for the Stock Depreciation (if any). This is for information only.
- Short Code
- Paste Special
Account Short Codes setting, Nominal Ledger
- You can use Short Codes to help reduce errors when selecting Cost Accounts and Tags/Objects. You can also use them if you do not want the members of staff who work with Stock Depreciations to have any access to the Account and Tag/Object registers (which means that they will not be able to use 'Paste Special' to choose Accounts and Tags/Objects). Enter a Short Code here to bring the appropriate Account and Tag(s)/Object(s) into the header fields.
- Tags/Objects
- Paste Special
Tag/Object register, Nominal Ledger/System module
- You can assign up to 20 Tags/Objects, separated by commas, to a Stock Depreciation record, to be transferred to the consequent Nominal Ledger Transaction. You might define separate Tags/Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that you can use in Nominal Ledger reports.
- In a the Stock Depreciation that you created using the 'Stocktaking Comparison' Maintenance function, the Tags/Objects will be brought in from the Location.
- In the Nominal Ledger Transaction generated from a Stock Depreciation record, any Tags/Objects specified here will be assigned to all debit postings to the Cost (Stock Loss) Account(s), in addition to any Tag/Object specified in each row. If you are using the Tag/Object on Stock Account option in the Cost Accounting setting, these Tags/Objects will also be assigned to all credit postings to the Stock Account, again in addition to any Tag/Object specified in each row.
- You can bring a Tag/Object in to this field by specifying an Account Short Code in the Short Code field above.
- You can also specify Tags/Objects in each row (on flip B). Usually these Tags/Objects will represent the Item. By default, you will not be able to specify Tags/Objects belonging to the same Tag/Object Type in this field and in any of the rows. If you need to be able to do this, select the Allow Tag/Objects of same type on Header and Rows option in the Account Usage Stock setting.
- Reason
- Paste Special
Standard Problems setting, Sales Ledger/Service Orders module
- Specify a Standard Problem here to describe the reason why you needed to enter the Stock Depreciation record. The Short Desc. from the relevant Standard Problem record will be copied to the Comment field in the footer.
- If you need it to be mandatory that a Reason is specified in every Stock Depreciation record, select the Force Reason option in the Stock Settings setting.
- Reference
- This field allows you to assign a reference or identifier to a Stock Depreciation record. This is for information only.
- Project
- Paste Special
Project register, Job Costing module
- You can link a Stock Depreciation to a Project by entering a Project Number here. When you save the Stock Depreciation after marking it as OK, a separate record will be created in the Project Transaction register in the Job Costing module for each Stock Depreciation row. These Project Transactions will be used by the 'Create Project Invoices' Maintenance function to charge the Customer for the depreciated Item(s). In some circumstances it can be useful to use this method instead of raising an Order and Delivery when supplying consumables as part of a Project.
- If the Project has been assigned any Tags/Objects, they will not be copied to the Tags/Objects field above, but they will appear in the resulting Project Transaction(s).
- You can specify a Project in any of the Stock Depreciation rows (on flip D), to override the one entered here. Alternatively you can leave this field empty and specify different Projects in any or all of the Stock Depreciation rows as appropriate.
- OK
- When you have checked that the Stock Depreciation record is complete and correct, you should mark it as OK and save. After saving, no further changes will be possible (except to the Comment field).
- Stock levels of the Items in the Stock Depreciation record will be updated and, if you have so determined in the Sub Systems setting in the Nominal Ledger and in the Number Series - Stock Depreciations setting, a Nominal Ledger Transaction will be created in the Transaction register. Please refer to the Nominal Ledger Transactions from Stock Depreciation transactions page for details about this Transaction.
- You can use Access Groups to prevent particular users from marking Stock Depreciations as OK. To do this, deny them access to the 'OK Stock Depreciation' Action.
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The Stock Depreciation register in Standard ERP:
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