Booking in stock

How to book in stock, including information on stock movements, linking purchase orders, allocation to sales order, and bulk booking.

Written by Raymond Carrel
Updated over a week ago

The Stock module allows users to book in stock to or out of the system. This is done via Stock Movements. These can optionally be carried out against a Layer purchase order.

Creating a stock movement

Stock movements can be accessed from either the Stock module's home screen, or from within a purchase order.

From the left-side bar, click Stock Movements

To create a new session (movement) click on New Session button at the top of the table.

If you were distracted before you managed to complete a booking session you can resume an existing session, click on the session type listed in the table. You can use search options to find the relevant session which has not been completed yet.

When creating a new session, the following view is displayed:

Movement Type: Determines whether stock is being booked in or out.

Delivery Note Reference: Populate this with any supplier reference you have.

Warehouse: Select which warehouse is receiving or sending the stock.

PO Related: Check this if your delivery is related to a specific Layer purchase order

Purchase order: This displays a list of Layer purchase orders, newest first, for selection.

Supplier: This will auto-populate if a purchase order has been selected. Either way, you can change this value if needed.

Items Summary: If PO-related, this line will summarise items that are awaiting stock.

Notes: A free-text field for your own purposes.

Booking in the stock

After clicking Next Step, you'll be able to select items to book in. You can choose to scan a barcode or select items manually.

If you selected a PO for this session, the items required for that purchase order will be shown in the drop-down list.

Otherwise, you will be able to choose from all products. Start typing a product name to filter.

You will now be able to enter the IMEI number in the serial field. If you are using a scanner click into the serial number line and scan in the IMEI number.

An Internal Code can be entered if you have an operational code that you use for specific handsets.

Hardware grade can also be selected in the Condition field, based on configured statuses.

You will need to manually enter the warranty associate to the hardware, along with the colour and refurbishment status.

You can choose to override the Cost if this differs from the value in the original PO. If Authoritative Value is checked, this price will be used to calculate sales order profitability instead of the inventory price.

Process (Add Same) will book in the item, and leave all fields except for Serial populated with the same values, so that you can quickly add another item of the same type / condition etc. These values can be overridden individually.

Process (Add New) will let you add a new item without populating any of the fields, and will require you to select a product again from the drop-down. This is the option you should use if you are going to book in a different type of product.

Booking in bulk

You can book in stock in bulk using the Import button. This will allow you to select a CSV file with the details of each item.

You can also generate a blank template, or one based on the PO items (if a PO was linked).

Finalising and allocating stock

The menu on the left-side will let you finalise the stock movement. You have several options.

  • Book in Only - Usually used when general stock is being booked in that is not intended for a specific existing order.

  • Book in/ Allocate (All) - This function will book your stock in and allocate it to the oldest outstanding order(s) This operates on a first-in-first-out basis - FIFO). This is useful, for example, when Please note your items on the order must be reserved for the allocation to work.

  • Book in / Allocate (By Order) - This function will allow you to book in your stock and allocate it to a specific order. Choose the order from the list. Be aware that this may not be the oldest order awaiting stock. Again, stock must have been reserved from the sales order for this to work.

Reserving stock from a sales order

Stock can be reserved using the Reserve All button on a sales order, if not already done.

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