Further information

You will find further functions in the menu ribbon under the Beschaffung tab, which are briefly described below.

Stock overview

The stock overview gives you an overview of the stock per product and storage location. As usual, you can call up the product details by double-clicking. These are described in more detail above under Products .

Posting runs

Click on Posting runs to see your postings in the context of procurement. Enter a period for the posting run and select Create posting run.

Posting runs must be included in the closing routines.

Here we transfer all stock movements on the basis of the accounts stored for the products and at the prices of the corresponding delivery of the supplier (delivery price) to financial accounting, in the date frame and taking into account the 3 dimensions: Cost center, project, cost unit.

You can view a selected posting run to get an overview of the assigned goods movements and the postings calculated from the procurement.

And you can also post the selected posting run directly to enter the pre-assigned movements in your financial accounting.

Another action button gives you the option of deleting or canceling a posting run.

Picking lists

1. Select Picking lists in the ribbon.

   1. The picking lists that were automatically created when picking orders from order control are displayed.

2. Double-click on one of the lists to call up details, i.e. the individual items.

3. In the picking list form that then appears, you can print the picking list with one click.

Picking lists are currently generated as lists from order control and can either be printed directly or forwarded by e-mail pdf.

Locations and warehouse

1. Select the Warehouse entry from the ribbon.

   1. A form opens in which you can create locations, warehouses and storage bins.

   2. Classification: A location is typically defined by a postal address. There can be several warehouses at this address. The warehouses can in turn be divided into floors, aisles, shelves and rack spaces. Minimum, reorder and maximum stock levels are generally managed at warehouse level, in short warehouse .

Our system is based on the principle that what is available or required at a location is always allocated to that location in total. Accordingly, requirements and order proposals are always calculated for the entire location.

The lowest level is the storage bin, where the product in question is physically located and can be quickly identified if we can display a 1:1 allocation of product to storage bin.

In the system, you must first define the warehouse/location and the storage bins below it. This is done under the heading: Warehouse.

Here you can assign further areas or bins via plus. Storage areas can be arranged hierarchically and are displayed normally. The lowest area of the matrix, the storage bin, appears in italics and can be assigned to a product as a storage bin via the product.

The default warehouse is: My warehouse, which is equivalent to a main warehouse. If you only need one warehouse, you can overwrite the description with a name that suits you.

If several locations or warehouses are managed, one of them can be declared the standard location. There is always only one standard location, which is then given priority for all documents.

The postal address of the location is also the delivery address that we show on an order to the supplier. We do not offer consolidation or a transit logic for locations or warehouses.

Transfer postings to financial accounting

All stock movements, i.e. all receipts and issues, are recorded in the stock journal with a posting date. This posting date helps to define which postings are to be transferred to financial accounting and when. It is generally advisable to transfer all movements from the stock journal to financial accounting by the month-end closing at the latest.

Other periods are possible.

The delimitation must be set correctly and should be used over the period to ensure that we transfer data to financial accounting in a clean and orderly cumulative manner.

Limit posting date from... to, create posting run click creates a posting run for the corresponding period:

With Post we transfer the data record to financial accounting

Posting record contains the following information.

In this way, we ensure that all postings are always transferred, neatly summarized according to the accounts stored for the individual products or product groups.

Note: We recommend including this routine in your current month-end or quarter-end closing process. This ensures that the postings are transferred to your financial accounting in the appropriate consolidation. Please define the appropriate key date carefully.

Posting and derecognizing product stocks, manually

The product types goods and material can have stocks that we change through transactions defined in the process. With each picking and delivery to the customer, stocks are minimized, and with each posting of a goods receipt, stocks are increased. However, operational practice is always characterized by the fact that events occur that affect the stock level without having triggered the above-mentioned transactions. For example, a product that is broken in the warehouse and thus becomes unusable does not trigger any of the above-mentioned transactions. In order to be able to maintain the stock correctly at all times, we have created a way of posting stock manually. This stock posting is logged in the same way as all other postings, and a relation to dimensions can be set.

This is done centrally under the menu item Bookings, Book stocks/ Batch booking.

We have assigned the right to make manual stock changes to the role profile of the warehouse manager.

This function is not intended to replace stock changes due to the delivery of orders to customers or the delivery of orders by the supplier.

Postings, journal

In procurement, we keep our own journal, which is to be seen as an independent journal alongside the financial accounting journal. The journal shows all movements of products from orders and purchase orders that have resulted in a stock movement.

For all products that are coded as goods or materials and have a base unit, all stock movements are automatically recorded via the corresponding processes. The journal provides the transparency and basis for any ad hoc reporting.

Picking lists, pick lists

Our system generates a picking list with the product, the quantity, the storage location and the unit, so that we can control which products have to be put together in quantity to fulfill an order.

In principle, the corresponding stock movement takes place at the moment the list is created (this can be generated for printing, in the process of transferring an order to a delivery bill or forwarded by e-mail), so that we can always ensure that the stocks cannot be distorted by the status of an order.

All generated picking lists are archived in the system so that we can access them

In the unlikely event that a picking list has not been executed, is not to be executed or the order is not (or no longer) to be executed, it is possible to delete the picking list. The stock is then posted back and you can freely dispose of it.