Stocks Management System (available for download)

Click on link below to download.

 

Stocks Management System
 

See Installation Guide for more information. Click here!

About

This is a simple inventory system and is suitable for most products in any industries. When properly implemented it can provide you with useful reports to facilitate the smooth running of your warehouse and resulting in time saving, less wastage, a healthy stocks level and a better working environment.

 

In brief, you get fingertip information on the followings:

• Stocks level by batch numbers as well as by product total
• Balance days to product expiry
• Stocks movement trends by month for:
• Product In
• Product Out
• Document the location of where the stocks are kept for easy picking
• Products with low stocks to facilitate reordering

Getting Started

 

In most cases it would be best to enter your stocks into this system as per your selling units. Eg. If you receive your stocks from your supplier as 1 carton of 100 x 60ML bottles but most of the time you sell by bottles to your customers and not by carton then enter into the system stocks quantity received as 100.

 

Steps

 

When you start the system, you will see the interface below. There are 11 buttons and 1 pick-list combo to be used in combination with the [Expiring Products] button. With this combination you will be able to view products that are expiring based on your selection in the “Days to Expiry”.

 

 

1. Use the button [Add Supplier] to add your suppliers. The snapshot below is the working interface. You can scroll to other suppliers with the arrow buttons or selecting them from the datasheet section below the form.

 

 

2. With the [Add Product] button, add all the details.

 

 

• Product Code
• Product Name
• Supplier. If the product is supplied by a few suppliers, select them and click [OK]. When adding stocks using the Supplier’s Interface, only the products that are tagged to a supplier will be listed in the pick list.

• Stock Location
• Reorder level. Enter the reorder quantity so that when this stock level is reached it will be listed in the Low Stocks report.

How to add products received into the system?

After you have completed the above steps 1 and 2, you are ready to add received stocks into your system. To do this, use the “Supplier Interface” discussed above. On the Form you will see a button [Add Stocks Received from this selected Supplier], click on it and a pop-up similar to below will appear. Enter the Document Date and Reference Nos. (DO or Invoice Nos.) then click ok to bring up the “Stocks In” spreadsheet.

 

You will not be able to enter any information into “Sid”, “Doc Date” and “Doc Ref Nos”. These fields are auto-completed. However you must ensure that the following fields “Batch Nos”, “Product”, “Quantity” and “Expiry Date”(if any) are completed to ensure data integrity for your system. For “Total Cost” and “Notes” fields, these are optional and the information you enter here is for your reference purpose only.

Note: In the unlikely case of entering wrong information, you can use the button [View & Edit Stocks for this selected Supplier] to correct the earlier input. Just find the matching “Doc Date” and “Doc Ref Nos.” and do the edit or even delete the entire error row.

Another tool you have to ensure data integrity is the [Cek Duplicate In Product] button. Should there be any duplicate entries the report will list the rows and you can response to it by using the provided link. You can see a sample of such report at the end of this Readme.

How do I issue stocks out?

It is even easier to issue stocks out of the system. From the interface “Stocks Management System”, click the button [Issue Stocks] and enter “Document Date” and “Reference Nos.” in the pop-up “Criteria” box and click [OK].

 

You will not be able to enter any information into “Doc Date”, “Doc Ref Nos.” and “Batch Nos.”. These fields are auto-completed. However you must ensure that the following fields “Product” and “Quantity are completed to ensure data integrity for your system. For “Total Sales” and “Notes” fields, these are optional and the information you enter here is for your reference purpose only.

Note: In the unlikely case of entering wrong information, you can use the [Edit Stocks Issued] button to correct the earlier input. Just find the matching “Doc Date” and “Doc Ref Nos.” and do the edit or even delete the entire error row.

Similar to Adding Stocks, your can also check for duplicate issued products by using the [Cek Duplicate Out Product] button. Should there be any duplicate entries the report will list the rows and you can response to it by using the provided link. You can see a sample of such report at the end of this Readme.

What is Next?

Thus far you had entered data into Suppliers, Products, Added Stocks and Removed Stocks. These are all the information that the system need. Your next steps are just to view the excellent reports that are included with this system.

Snapshots of reports are below: