Example of a stock value difference in the Stock overview

There can be a difference between stock overviews based on the same reference date, because one is based on the entry date and the other one on the activity date (from the entry layout header).

A difference in the two types of overviews that are based on the same date is caused by the different calculation methods. The date in the header of the goods receipt and/or packing slip does not always match the system date on which they are actually entered, for example because you only entered the shipment that arrived yesterday afternoon (goods receipt date) this morning (entry date).

In this example you generate a stock overview today for the new article 4050. You do not have any stock yet, so you cannot see the stock or stock value from the overview by entry date or from the overview by goods receipt date.

To add an article:

1. Go to: Order Management / Item / Article.
2. Select the article.
3. Click on the action: Copy article.
4. Enter New item code and suchlike. For example, '4050' with the description 'TFT monitor 32 inch BENQ Standard'.
5. Click on: Finish. 

   You will then see the properties of the new article.

6. Go to the tab: Stock/article type.

   

7. Change Article type to Default article.
8. Go to the tab: Stock overview.
9. If you do not see any stock data, click on the (Virtual) stock per item view.

   

10. You see that the stock for this article is 0.
11. Save the changes.

To add a goods receipt:

Today you enter two goods receipts for article 4050. You received the first goods receipt for two items today and you enter this today. For the second goods receipt of three units, use yesterday’s date because they arrived yesterday afternoon. You did not have time to make the entry but naturally you want the correct date in the goods receipt header.

1. Go to: Order Management / Purchase process / Receipt.
2. Click on: New. 
3. Select Receipt (Profit).
4. Click on: OK. 

   

5. Complete the fields as in the image above. Use today’s date as the Receipt date.
6. Complete the goods receipt.
7. Add another goods receipt for three items but now with yesterday’s date as the Receipt date.

   

8. Complete the fields as in the image above.
9. Complete the goods receipt.

Stock overview using stock journalising in Profit Financial:

View the stock overview with yesterday as the reference date, using both calculation methods.

1. Go to: Order Management / Stock / Overview / Stock.

   

2. Enter yesterday's date for the Reference date.
3. Select Based on transaction date in Calculation method.
4. Filter on item 4050.
5. Click on: Finish. 

   

   In the first place, you will see the stock overview expressed in quantities.

6. Select the Stock overview (stock value) view to see the value of the stock. You now see the value of the stock based on the transfer price which was valid on the reference date entered.
7. Close the stock overview.

   

8. Now view the stock overview Based on receipt/packing slip date, again with the reference date of yesterday.
9. Click on: Finish. 

   

The above stock overview is then displayed.

View the total stock overview:

Next, view the stock overview 'based on goods receipt/packing slip date' for 'today'.

1. Go to: Order Management / Stock / Overview / Stock.

   

2. Enter the filter.
3. Click on: Finish.

   

You now see the total stock.

The conclusions here are:

If stock entries are always entered on the date of the activity, the stock on the entry date is the same as the stock on the goods receipt date.

If stock entries are entered on a date other than the date of the activity, the overviews will differ for the entry date and the goods receipt date. Only the overview based on entry date will match Profit Financieel because the activity is journalised by entry/system date.

If you use Profit Financieel, you always generate reports based on the stock overview on the entry date. If you do not use Profit Financieel, you can use both calculation methods. However, you will generally use the overview based on goods receipt/packing slip date.