5.4 Stock Out

Overview

This module is used if you want to remove a quantity of an item e.g., damaged or expired item(s). In addition, if you want to return an item purchased to your Supplier e.g., an item is damaged, this module also helps manage those Supplier Returns as well. Moreover, we’ve improved the way you see Stock Out details so that you don’t have to wait too long to view them.

Stock Out List

• List of all the OT(Stock Out) and will also show the overview of the transaction.
• Here, the user also has the filter functionality and the button to add a new OT.

Stock Out Detail

1. To add a new Stock Out detail,go to Extra-ordinary Activities then click Stock Out. After that, click the Add that can be seen in the Stock Out list.

2. Fill out all the needed information for the Stock Out Detail like,

• OT Date
• Document Reference
• Account

3. To add Stock Out line item(s), you can:

• Manual add a line item

1. Click the Add button under the Items tab.

2. Click the Pick button that you want to add an Item for Stock Out.

3. Fill up the necessary field for adding the item for Stock Out Item such as Quantity and its Cost.

4. Click Save button to Save the item as a Stock Out line item.

5. If you wish to add another item, just repeat Steps 2 to 4.
6. Click the Close button to close the popup and review your Stock Out detail.

Bulk Upload Line item(s)

1. Click on the Functions button then click on the Download File Format to download the template for bulk uploading Stock Out line item(s).

2. Open the downloaded file then provide correct data. File name of the downloaded file is Stock Out Item Format. Please see sample:

3. Save the file.
4. Go back to the system, then click again the Functions button then click the Upload Items.

5. Locate the file then you can double click the file to upload.
6. Once bulk uploading is successful, you will see a success toast message and the Stock Out line item will automatically be supplied with data from the template.

4. Review the details and if everything is okay, Save and lock the record. The Save button allows you to save the Stock In detail you created and it does not affect the inventory yet. If you want to have an effect in your inventory (increase the item’s quantity), click the Lock button.

Supplier Return via Stock Out

Diagram:

Diagram:

Steps on how to do Supplier Return via Stock Out:

1. Go to Dashboard, then select the Inventory tab.

2. Scroll down and look for the Stock Out menu.

3. Click the menu, you will be redirected to the Stock Out list.

4. From the Stock Out list, click the Add button to add new Stock Out details to be used for Supplier Return.

5. After clicking the Add button, you will be redirected to the Stock Out  detail page. There’s no need to input for the Stock Out headers, just simply click the Functions button, then select the Supplier Return menu.

6. After clicking the Supplier Return, a Pick Receiving Receipt popup will display.

7. To quickly find the Receiving Receipt number based on the Supplier, look for the Supplier column.

8. Select the filter icon, and input the Supplier name.

9. Once the Supplier name is found, click the Apply button.

10. It will now display the list of Receiving Receipts  based on the selected Supplier.
11. Now, look for the Receiving Receipt  number then click the Pick button. Take note: Once Receiving Receipt is already picked, you already executed the Supplier Return. Meaning, you cannot do another Supplier return. If you wish to add another Supplier Return, add new Stock Out detail.

12. Once picked, the Stock Out header is automatically populated like:

1. Document Reference → Receiving Receipt’s Number
2. Account → default Account for Supplier Return (Example: Purchase Return)
3. Article → Supplier Name

13. Under the Stock Out line items, delete the item  that is not included on the return.

14. For the remaining item (item that is returned to the Supplier), click the Edit button to edit the quantity being returned. Make sure, it will not exceed the quantity being purchased from the Supplier.

15. Once okay, click the Save button to save the changes for the quantity.

16. Once everything is okay, click the Save and Lock button to save and lock the Stock Out detail.

17. After that, click again the Functions button, then select the Create Debit Memo.

18. You will be redirected to the Debit Memo Detail page. This will make adjustments to the Accounts Payable.

19. Review everything especially the Supplier tagged and the Total Amount.
    Take note: If you have a currency that is not equal to Php, please double check the Base Amount if the conversion is correct.

20. Once everything is okay, click the Save button.
21. After clicking the Save button, click the Lock button to make some changes on the system.