There are many features in Retailer that can alter the quantity on hand of an item. If you have an item whose quantity you think is incorrect, there are a few areas and reports you can check for possible explanations.
Arrivals, Sales & Returns
The most common causes of quantities changing are Invoice Arrivals & Sales. Stock may also have been returned to its supplier via the Returns Screen, which is recorded against the arrival record. To view the arrivals and sales history of an item:
- Open the Stock Screen and use the magnifying glass to search for the desired item.
- Click the Arrivals & Sales tab, then click Show Arrivals & Sales.
- Enter a date range. You will be shown all sales in that date range, along with a complete arrival history.
This should allow you to determine if the quantity was affected by a duplicate sale, or incorrect invoice arrival, for example. Any returns will be lodged against its matching arrival record, so be sure to check the returns column.
Quantity Manually Adjusted
Retailer allows you to manually set a stock items quantity via the stock screen. These changes are tracked via the Audit Log. To see if an item has been manually adjusted:
- In the drop-down menu, go to Utilities -> Audit Log (It's near the top).
- Enter a date range.
- Under 'Audit Types to Include', click 'Selected Audit Types', then scroll down the list and select 'Stock QOH Adjustments'.
- Click 'Search Now'. You can then 'Print' or 'Preview' to get the results in the form of a report.
The Audit Log will show all manual quantity adjustments made in the date range given. You will need to search through the list for the barcode that matches your item.
Stocktakes
If you have performed a stocktake recently, your item's quantity on hand may have been adjusted by that. You can check this using the Stocktake Report:
- In the drop-down menu, go to Reports->Stock Reports->Stock Listing Reports->Stocktake Report.
- Select the stocktake from the drop-down box. They are ordered by date completed.
- On the right-hand side click 'Select Department', then 'Selected' and choose the department your stock item belongs to.
- Make sure 'Stock Items Stocktaked' is selected near the bottom-left.
- Print or Preview the report.
The report will list all items stocktaked in that department as part of the selected stocktake. Search through for your item to see if its quantity was altered.
Proformas are an intermediate stage between a Quote and an Invoice. They allow you to set aside stock for a customer, removing it from your quantity on hand but not yet recording it as a sale. To check if a stock item has been reserved for a customer:
- Open the Stock Screen and use the magnifying glass to search for the desired item.
- In the top-right corner you should be able to see the Reserved Quantity next to the Quantity on Hand.
- Click the '...' button next to the reserved quantity to see which Proforma it is reserved for. You can double-click the proforma to open it in Quote and Invoice Management.
Write-Offs
Write offs are a feature that allow you to write off stock that has been damaged, returned, lost or donated. To check to see if an item has been written off:
- In the drop-down menu, go to Reports->Stock Reports->Write Off Report.
- Enter a date range, and on the right-hand side click 'Selected' and choose the department your stock item belongs to.
- Print or Preview the report.
The report will list all write-offs for that department; you should be able to see if your item's quantity has been reduced by a write-off.
Manufactured Goods (MFGs) or Packs
MFGs and Packs are two methods of linking stock items together, where one item is made up of another. Depending on options set, both can automatically adjust stock quantities.
To check if an item is an MFG itself, open the item in the stock screen. If the item is an MFG, the MFG button will be Red.
To see if an item is a component of an MFG:
- Click the MFG button. If prompted to turn the current item into an MFG, select No.
- Click Cancel, then 'MFG Report'.
- Look through the MFG report and see if the item appears on it as a component.
If the item is an MFG or part of one, check the MFG's make settings. If set to 'Auto-make', then each time you sell the MFG, the quantities of the components will be reduced.
If you need to know specifics of when an MFG was made, contact Tower Support.
To see if an item is part of a Pack, open the item in the stock screen and click the Packs tab. If the 'Create Pack' button is visible, then the item is NOT currently part of a pack.
If pack item's description and pricing details are visible, then check the quantity of the pack item. The quantity of the pack and the individual item are linked - if a pack's quantity has decreased, then the individual items quantity may have increased to offset this.