Introduction to the Stock Movement Register

This register allows you to move stock between Locations. If so determined in the Sub Systems setting in the Nominal Ledger, Stock Movements, when approved, will create Nominal Ledger Transactions with full control over Accounts, Objects etc. Any cost incurred in the moving of an Item will be included in that Transaction. If you are using the FIFO per Location option in the Cost Accounting setting, that extra cost will also be added to the FIFO value of the moved Item.

Entering a Stock Movement

To open the Stock Movement register, first make sure you are in the Stock module, and then click the [Stock Movements] button in the Master Control panel. The 'Stock Movements: Browse' window is opened, showing Stock Movements already entered. These are normally listed in transaction number order. The OK column contains a check mark for the Stock Movements that have been approved.

To enter a new Stock Movement, click the [New] button in the Button Bar. Alternatively, if one already exists that is similar to the one you are about to enter, find it in the list, highlight it and click [Duplicate].

The 'Stock Movement: New' window is opened, empty if you clicked [New] or containing a duplicate of the highlighted Stock Movement.

Entering a Stock Movement - Header

No.
Paste Special    Select from another Number Series
The number of the Stock Movement: FirstOffice will enter the next unused number from the first number sequence entered in the Number Series - Stock Movements setting. You may change this number, but not to one that has already been used.

Trans Date
Paste Special    Choose date
The Transaction Date: FirstOffice enters the current date as a default.

From Location
Paste Special    Location register, Stock module
The stock Location from where the Items are to be moved. You must enter a From Location, even if you have specified a Main Location in the Stock Settings setting.

To Location
Paste Special    Location register Stock module
The stock Location to where the Items are to be moved. You must enter a To Location, even if you have specified a Main Location in the Stock Settings setting.

Entering a Stock Movement - Objects Card

Text
A text message for the Stock Movement, such as the circumstances surrounding its entry.

Objects
Paste Special    Object register, Nominal Ledger
Specify one or more Objects for the transaction, separated by commas. In the Nominal Ledger Transaction generated from this Stock Movement, any Objects specified here will be assigned to the credit and debit postings to the Stock Accounts of the From and To Locations, and to any posting to the Stock Gain Account.

Entering a Stock Movement - Items Card

Use the grid on the 'Items' card to list the Items that are to be subject to the Stock Movement.
Item
Paste Special    Item register
Enter the Item Number or Bar Code of the Item to be moved.

If you choose an Item of which there is no stock in the selected From Location, it will still be included in the resulting Nominal Ledger Transaction. The stock balance of the Item in the From Location will be reduced (i.e. negative stock will be created) unless you are using the Do Not Allow Over Delivery option in the Stock Settings setting.

If you choose a Plain Item, no check for negative stock will be carried out, whatever the setting of the Do Not Allow Over Delivery option. The quantity of the Item in each Location will be adjusted accordingly. The resulting Nominal Ledger Transaction will only contain a value for this row if you entered a figure manually to the New Unit Price field, but this will not become the FIFO value of the Item. Stock values are not stored for Plain Items.

Qty
Quantity of the Item to be moved. If you are using the Do Not Allow Over Delivery option in the Stock Settings setting, you will not be able to enter a greater figure than the stock quantity in the From Location.

Description
The Item Name is brought in from the Item register.

Old Unit Pr.
The Item's unit FIFO or Weighted Average value will be placed in this field when you save the Stock Movement, if you are using the FIFO Calculated Automatically option in the Stock Settings setting. This figure will be used in the Nominal Ledger Transaction generated. If the Quantity is greater than one, this field will show the average unit FIFO cost. If you are not using the FIFO Calculated Automatically option, this field will remain blank.

If you change the Item Number, the Old Unit Price is not always updated immediately. The figure is always updated when the Stock Movement is saved or approved, providing you are using the FIFO Calculated Automatically option.

If the Item belongs to an Item Group and you are using the Use Item Groups For Cost Model option in the Cost Accounting setting, the figure in this field will be calculated using the Cost Model specified in the Item Group. Otherwise, it will be calculated using the Cost Model, Invoice in the Cost Model setting in the Sales Ledger. If the Cost Model is % of Base Price or Cost from Invoice, FIFO values will be used.

Extra Cost
Sometimes the value of an Item can change when it is transferred to another Location. In this field you can enter a positive or negative figure by which the cost price is to be adjusted: the figure entered should be per unit.

This field can be used in the following ways:

Old PriceExtra CostNew Price
501060
50-1040
5010%55
50-10%45

In the subsequent Nominal Ledger Transaction, the adjustment will be posted to the Stock Gain Account specified in the Account Usage Stock setting. If you are using the FIFO per Location option in the Cost Accounting setting, the FIFO value of the Item will be adjusted to include the Extra Cost.

If the FIFO per Location option is in use and if the Item in question is one that has its Cost Price updated on Purchase using the Weighted Average option (set on the 'Costs' card of the Item record), any Extra Cost entered here will be fed back to that Cost Price automatically.

New Unit Pr.
The new unit cost price including the cost of the stock transfer to the new Location. If you are using the FIFO per Location option in the Cost Accounting setting, this will become the new FIFO value of the Item(s) moved.

The figure will be recalculated when the Stock Movement is approved, providing you are using the FIFO Calculated Automatically option.
Footer
OK
Check this box to approve the Stock Movement. After approval, it may not be changed.

If you have so determined in the Sub Systems setting in the Nominal Ledger, a Nominal Ledger Transaction will be created in the Transaction register. The nature of this Transaction is described on the Nominal Ledger Transactions from Stock Movements page.

You can use Access Groups to control who can approve Stock Movements. To do this, deny access to the 'OKing Stock Depreciation' Action.

References in these web pages to approved Stock Movements are to those whose OK check box is on.

Entering a Stock Movement - Currency Card

If you have the Dual Base Currency or the Currencies, Languages and Advanced Pricing Value Packs, the Stock Movement will have a 'Currency' Card where you will be able to specify a Currency and Base or Exchange Rates.

Nominal Ledger Transactions from Stock Movements

When you approve and save a Stock Movement record, a Nominal Ledger Transaction will be generated automatically if you have so determined in the Sub Systems setting in the Nominal Ledger. In normal circumstances, this Transaction will credit the Stock Account of the From Location with a figure based on the Old Unit Price and debit that of the To Location with a figure based on the New Unit Price. If either Stock Account is blank, FirstOffice will use the Stock Account from the Item Group (if you are using the Use Item Groups for Cost Accounts option in the Cost Accounting setting) or that in the Account Usage Stock setting. Any difference will be sent to the Stock Gain Account, also as specified in the Account Usage Stock setting.

Once the Transaction has been generated, you can look at it straight away using the 'Open NL Transaction' function on the Operations menu.

Operations Menu

The Operations menu for the 'Stock Movement: New' and 'Stock Movement: Inspect' windows is shown above. There is no Operations menu for the 'Stock Movements: Browse' window.

Operations Menu - Open NL Transaction

Once you have approved and saved a Stock Movement, if so defined in the Sub Systems setting in the Nominal Ledger, a Nominal Ledger Transaction will be created. This function allows you to view that Transaction.

On selecting the function, the Transaction will be opened in a new window.