Deviating entry date and Deviating stocktaking time
Normally, the journal entries from stocktaking (stock entry) take the system date as their entry date, but you can also deviate from this.
There are two fields involved with setting the time for the stocktaking entry. These are:
- Deviating entry date
You use this field to journalise the stock differences on a different date than the date on which they are identified (for example stocktaking in January, journal entries posted in December of the previous year). During stocktaking, stock entries are tracked by Profit. This field is already included in the default Inventarisatie (Profit) entry layout.
- Deviating stocktaking time (Dev. stocktaking time)
You use this field to specify that the stock differences are entered after another process has been completed (e.g. processing of stock entries from a third party application in Profit). This is often a day during stocktaking itself, but at a specific time. One reason for this may be that during stocktaking Profit is not tracking the stock entries. For example:
- During the day sales are made and recorded in the POS system (stock decreases, but Profit has not yet been updated).
- In the evening stocktaking takes place (Profit still assumes that the stock is the same as in the morning)
- At night, the data from the POS system is fed into Profit (stock entries).
By adjusting the time of the stocktaking to after the moment the POS interface is run (this is often around 02:00 the next morning), the stock tallies at that point in time and so does the stock counted during stocktaking.
Stock this morning in Profit: |
50 |
Today’s sales, entering stock entries in Profit from third party application around 23:00: |
2 |
Stock should be: |
48 |
“Moved" stocktaking this evening, entered in Profit at 02:00 the following morning: |
47 |
Stock difference: |
-1 |
If you have specified a Deviating stocktaking time, the actual difference from the entries is calculated when you open the stocktaking. Only when the entered deviating stocktaking time has passed, can you approve the stocktaking.
You have to add the field with the deviating stocktaking time (Dev. stocktaking time) to the entry layout yourself.
To add a field to an entry layout:
- Go to: General / Management / Entry layout.
- Filter by 'stocktaking'.
- Open your own entry layout which you use for stocktaking or add a new one based on the Profit entry layout.
- Add the field to the entry layout header using the regular procedure.
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