Knowledge Center

Stock entry system

The stock entry system in RamBase consist of the Stock (STOCK), Stock items (STI) and Stock entries (INV) applications. They give the user an opportunity to gain full control over the stock value, both current and historical, on different levels.

  • The STOCK application shows the total value of goods in stock, and goods picked to productions at the accumulated level.

  • The STI application shows the total value of goods in stock and goods picked to productions grouped per product.

  • The INV application shows the total value of each goods reception and provides a detailed list of all transactions related to that specific reception, from the first reception to the picking/shipping of the last related item.

Stock transaction types

Each type of transaction that affect the stock will get tagged with a transaction type. We currently operate with the following transaction types in RamBase:

Goods received in stock

These transactions occur when a Goods reception (SSA) is registered to a status greater than 2. When a Goods reception (SSA) is registered, the Stock entry (INV) is created. At the same time, a transaction is added to the cost change log. Finally, it adds a transaction to the transactions log stating the quantity and cost.

The transaction types from 1 – 14 is goods received from outside the company, while transaction types from 21 – 32 is goods received from another location within same company (database). In addition, we have transaction type 65 which happens after a manual correction of stock.

1 – Goods reception

This is a standard Goods reception (SSA) document that is registered when goods are received to stock.

2 - Produced goods

This is when you register a Goods reception (SSA) document with type: Production. Meaning you have produced goods that are now placed to stock.

3 – Service

This is when you register an SSA document of type: Service.

4 – Customer owned product

When you receive a product that is owned by your customer. This will not affect the value of STOCK (Since this is base for your accounts), but it will be registered as a transaction and affect the count so it will be possible to keep track of the movement of these products.

5 – Return of goods

When you register an SSA that is a return from customer.

6 – Return for repair or service

Goods received for repair or service are registered as customer owned.

7 - Supplier owned product

If you receive something to stock that is owned by your supplier. Mostly used by auction companies.

8 - Replacement from supplier

If you receive something to stock from your supplier that is replacing another product.

9 - Repaired by supplier

Goods reception with type REPAIRSUPRETURN registered.

10 - By-product of production

Goods reception with type BYPRODUCT registered from a production.

11 - Part changed during production

Goods reception with type PARTCHGPROD registered from a production.

12 - Part from dismantle

Goods reception with type DISMANTLE registered.

13 – Return of unknown shipment

Goods reception document registered, and shipment/origin is unknown.

14 – Return of materials inserted in produced products

Goods reception from production when a material inserted in a produced production is returned.

21 - Transfer of regular goods

Goods reception received from another location within same company.

22 - Transfer of produced goods

Goods reception of products that are produced in the same company but at a different location.

23 - Transfer of serviced goods

Goods reception from another location within same company and the document type is Service.

24 - Transfer of Customer owned product

Goods reception from another location within same company. Product is owned by the customer.

25 - Transfer of returned goods

Goods reception from another location within same company. Product is returned by the customer.

26 - Transfer of repair or service

Goods reception from another location within same company. Product is owned and returned by the customer.

27 - Transfer of supplier owned product

Goods reception from another location within same company. Product is owned by the supplier.

28 - Transfer of replacement from supplier

Goods reception from another location within same company. Product is sent from supplier to replace another product.

29 - Transfer of repaired by supplier

Goods reception from another location within same company. Product is returned from supplier after repair.

30 - Transfer of by-product

Goods reception from another location within same company. Product is a by-product from production.

31 - Transfer of part changed during production

Goods reception from another location within same company. Product is a part that is changed from a previous production at another location.

32 - Transfer of part from dismantle.

Goods reception from another location within same company. Product is a part that is dismantled from a previous production at another location.

65 - Stock correction, increase

On a Goods reception item it is possible to correct the quantity of the product if it proves that it is not correct. If you correct the quantity up this transaction will occur in STOCK to log that.

Goods out of stock

There are several ways the system will consume goods from stock and by that reducing the value of your stock. The different types of transactions that will reduce the stock quantity are listed below:

100 - Shipping advice

This is a transaction based on a standard shipping advice when goods are shipped to the customer.

110 - Pick to production work order

Transaction occurs when products are picked from stock into a production work order. These products will be part of work in progress.

120 - Supplier return

Transaction occurs when shipping products that are going to be returned to the supplier.

130 - Stock correction, decrease

On a goods reception item it is possible to correct the quantity of the product if it proves that it is not correct. If you correct the quantity down this transaction will occur in STOCK to log that.

140 - Service order

Transaction occurs then sending out goods on a service order.

150 - Goods transfer

Transaction will occur when transferring goods from one location to another location within same company (database).

Other transactions

60 - Undo shipping of shipping advice

Transaction will occur when undo shipping is done on a shipping advice. This will place the product back into stock and increase the stock value.

70 - Undo shipping of supplier return

Transaction will occur when undo shipping is done on a shipping advice of type: Supplier return. This will place the product back into stock and increase the stock value.

81 - Undo pick in production

Transaction will occur when a picked product is unpicked. This will place the product back into stock and increase the stock value.

250 - Change of price

Transaction will occur when price is changed on a Goods reception document. Change of price can be caused by:

  1. Invoice is registered against the Purchase order with a different price, and price updates automatically if it complies with company setting.

  2. Price change is done directly on the goods reception item manually by the user.

Change in price will either increase of decrease the value of the goods remaining in stock. If the goods have been taken out of stock, a price change will not affect the stock value back in time. It will only affect the cost of the given goods:

  1. If the goods have been sold before the price change, it will affect the cost and Gross Margin of that sale.

  2. If the goods have been picked and used in a production, it will affect the cost of that finished product.

  3. If the goods have been picked for production and production is ongoing, the Work in Progress will be affected by the price change.

350 - Change in exchange rate, when running GM-model C (Current)

Some companies run on GM-model Current, meaning stock in foreign currency will get recalculated every day, via an automatic nightly batch job, because of new currency rates. These updates will get logged with a separate transaction.

The Stock (STOCK) application

The STOCK application shows the total value of goods in stock, and goods picked to productions at the accumulated level.

STOCK_1.jpg

In the first view when entering the STOCK application, you will get the total stock value, continuously updated in addition to the total work in progress (WIP) value. Note that the Total WIP value field shows you the material value of work in progress, and does not included labor cost, machine cost etc. To see the total work in progress value, go to the Production work order balances (PWBAL) application.

By default, the numbers are displayed based on all locations, but it is possible to check only one by selecting the location in the top left corner. It is also possible to choose if you want to see all the values based on the products costing method, or by specific identification in the Present with field.

There are five different tabs in the STOCK application. They will give the user different details and insight into the stock values:

Stock value history

This gives an overview over total stock value over time and changes in stock value from period to period. It is possible to view the numbers in a chart or in a list view.

You can choose to see the numbers grouped by Date, Week, Month, Quarter or Year. It is also possible to filter on Department (DEP) or Project (PRJ).

Stock items

Stock items presents a list over all products registered that can have an affect on stock value, which is Products (ART) with class c, p, m and K*. It gives you the quantity currently in stock and total stock value. Highlight a product and pressing ENTER will take you to the Stock items (STI) application.

Stock entries

Stock entries shows a list over all entries to stock registered on goods reception documents. Highlight an entry and pressing ENTER will take you to the Stock entries (INV) application.

Stock transaction types

This view can give a good overview over how much the different transaction types affect your stock over a given period. Add a from date, or from and to date in the From date and To date fields, to define which time period you want to take a look at.

This will display all transactions and how much they have affected the stock value. Click the arrow icon next to the stock transaction type name to open the Stock transactions tab, with predefined filter to show you all underlying transactions that forms a base for the value change.

Stock transactions

List over all stock transactions with possibility to enter the underlying transaction document in the Item column or the related Stock entry (INV) document in the Stock entry column.

The Stock items (STI) application

The Stock items (STI) is the mid-level application where it is possible to get an overview over stock value and transactions grouped by product. By default, the numbers are displayed based on all locations, but it is possible to check only one by selecting the location in the top left corner. It is also possible to choose if you want to see all the values based on the products costing method, or by specific identification in Present with field.

STI_1.jpg

The application consists of a list on the left side where all products on stock, or with a stock history, is listed with quantity and stock value. It is also possible to add a column which shows the products costing method. To add the Costing method column, click the cogwheel and select it in the Columns list.

The right side of the application gives a summary of the product in the top, with name and description of the product, costing method and type of product. It also displays the quantity and value of goods in stock and quantity and value of work in progress (WIP). Note that the Total WIP value field shows you the material value of work in progress, and does not included labor cost, machine cost etc. To see the total work in progress value, go to the Production work order balances (PWBAL) application.

There are five different tabs in the STI application:

Stock entries

Shows all goods receptions done on this product with remaining quantity and value. Highlight an entry and pressing ENTER will take you to the Stock entries (INV) application.

Stock transactions

List all transactions related to the specific product with details on how it has affected the quantity and value of stock. Click the arrow icon in the Stock entry column to open the related Stock entry (INV) document.

Stock transaction types

This view can give a good overview over how much the different transaction types affect your stock over a given period. Add a from date, or from and to date in the From date and To date fields, to define which time period you want to take a look at.

This will display all transactions and how much they have affected the stock value of this product. Click the arrow icon next to the stock transaction type name to open the Stock transactions tab, with predefined filter to show you all underlying transactions that forms a base for the value change.

Goods transfer

This tab list all goods transfers that are done on this product from one location to another. It shows from where and to where it was transferred and provided a link directly to the Goods transfer (STW) document. Click the arrow icon in the Id column to open the STW document.

Stock adjustments

This tab list all stock adjustments that are made to this product. It provides a link directly to the Stock correction (SAW) document and to the related Goods reception (SSA) document. It will also show the note that is set on the SAW document and how the quantity is affected.

The Stock entries (INV) application

The INV application is where you can get control over the stock transactions on the lowest level.

INV_1.jpg

The INV application shows a list over all goods reception items that are still in stock or a part of work in progress. By default, the numbers are displayed based on all locations, but it is possible to check only one by selecting the location in the top left corner. It is also possible to choose if you want to see all the values based on the products costing method, or by specific identification in the Present with field.

On the right side of the application you will find information about selected product, at what date it is received to stock, link to goods reception item document etc. The Cost / XXX field shows the price per unit of the product on the given goods reception.

There are two different tabs in the INV application:

Stock transactions

This list all transaction related to this specific goods reception document.

Cost change log

This will list all transactions that will affect the cost of the product on the given goods reception document. One example could be if a user choose to change price manually on the goods reception document.

The cost change log will always be updated, regardless if the product is still in stock or not. This is to track all changes in gross margin on sales, or updated cost in production if the product is used in productions.

Special transactions
Customer return

Return from customer is done through a Customer deviation (CDV). A return from the customer will create a stock entry with the same cost as the original goods reception document had when the goods were shipped to the customer. If there have been any price changes on the original goods reception after the goods were shipped to the customer, these price changes will be copied from the original stock entry to the new stock entry. In this way, RamBase ensures that the cost of the returned goods will be up to date.

Undo pick in production

The quantity that is undone, is returned to the stock entry it was picked from. The parts get the current value/cost of the stock entry at the time they are put back.

Goods transfer

When a Goods transfer (STW) process is initiated, when you ship a STW, the STW does not immediately consuming stock on the location you are transferring goods from. This is different compared to shipment of for example Shipping advices (CSA), which consumes the stock immediately. The stock will be consumed on the source location at the time it is registered into stock at the destination location. This is because you should not get any changes in stock value due to a goods transfer process, as this often takes several days.

A Goods transfer (STW) can only be done for a single Goods reception (SSA) item, so the STW will only be linked to one SSA in the Stock assignment register (SAR), or in the stock entry.