ALTUM

Inventory document

An inventory document is composed of the inventory header and the list of inventory sheets including the particular items, quantities resulting from the issued documents and the value of a stocked item in the purchase price.

Inventory always refers to one, selected warehouse. This means that the resources (items) included on one inventory sheet should derive from the same warehouse. It is, however, possible to prepare several inventories for given warehouse. To make an inventory of all warehouses, you need to repeat a series of operations which can be, of course, performed simultaneously for different warehouses. The inventory form is composed of several tabs, but in order to issue the document, the data needs to be provided only in tab General and an inventory sheet needs to be added.

A new inventory is added by clicking [Add]in the List button group which opens a new list of inventory sheets.

Tab General

This tab contains the basic data which must be provided in order to create an inventory.

Figure 228 Tab General on the form of inventory sheet.

The tab is composed of two panels:

1.     header where such information as warehouse, collector, center, and inventory date is determined

2.     list of inventory sheets which contains the basic information about the inventory sheets added to the inventory: number, name, status

Header

The header contains general information about the document:

Number – information displayed in this field depends on the selected type of document (that is on the selected scheme of the numerator – see: Configuration -> Numerators). Depending on the numeration scheme, the number is composed of three to eight sections arranged in the order specified by the user.  If the defined numeration scheme contains the Warehouse section (a company has several warehouses), clicking on the arrow next to this section displays a list of all warehouses allowing the selection of the appropriate one. A warehouse can be selected by indicating it on the list (by hovering the left mouse button over it) and then clicking the left mouse button. The symbol of the selected warehouse (entered when adding the warehouse) specified for the numerator will appear in the number.

Warehouse – warehouse of which an inventory is made

Center – name of the center in which the user currently works

Document Status – determines the current status of an opened document. The document may have one of the following statuses:

 Initiated – document is being issued and it is not saved in the database yet

Unconfirmed – document is saved as unconfirmed and can be edited

Confirmed – a document is approved and cannot be modified

Canceled – a document is canceled and is not editable

Closed – a document is closed and is not editable

Inventory Date – date of issue of the inventory sheet

List of inventory sheets

One inventory may contain many different inventory sheets. List of inventory sheets is maintained by standard buttons: [Add], [Edit], [Delete], [Confirm], [Cancel], and [Refresh]. Detailed description of these buttons can be found in the manual Getting started with Comarch ALTUM -> Buttons.

List of INV documents contains following data:

Number – inventory sheet number

Name – inventory sheet name

Status – current status of a document

Generating of IR-/IR+ documents

Upon the addition of all inventory sheets, we may notice the discrepancies with the actual warehouse stock. To remove these discrepancies and make closing of the inventory possible, the user may generate internal release and internal receipt documents.

The documents can be generated only from a closed inventory and they are generated as unconfirmed. In case if the quantity on the inventory sheet differs from that which is actually in stock, an internal release document should be generated. The quantity of items on the generated document will equal to the difference between the system quantity and the actual quantity.

An internal receipt document should be generated in case if the system quantity on an inventory sheet is lower than the actual quantity. The quantity of items on the generated document will equal to the difference between the system quantity and the actual quantity.

IR- or IR+ are generated by clicking on the button [IR-]or [IR+]available in the Generation button group.