Configure stock in multiple stock administrations
When configuring stock in multiple administrations, you activate the functionality, you add an integration type or types and link the administrations to the new warehouses. It may also be necessary to transfer goods to the new warehouses.
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Description
You can track stock in multiple administrations within a single environment whereby the stock value per administration is shown on the balance sheet.
In Profit you normally start with a single environment with just one administration in which you journalise stock and invoicing. With Profit you can manage multiple administrations within one environment.
For journalising the purchase and sales invoices you can set a specific administration per transaction by default (without any extra activation in the environment properties). For the breakdown of stock journal entries you must first perform an activation to ensure that not all journal entries in the records are processed in a single administration. This activation is Stock in multiple administrations.
At warehouse level you set the administration to which the warehouse belongs. The stock will be transferred from the current account between the various administrations.
The first step in configuring stock in multiple administrations for the first time is to activate the functionality. You can then add the integration types per administration. Next you add article groups, in which you indicate whether or not stock articles may be present in the article group concerned. You also specify whether the stock articles may be included in stocktaking and/or reconciliation. You then select the ledger accounts that are to be used for the stock journal entries that are carried forward to Profit Financieel.
Note:
Anyone who is authorised to add new warehouses can use this functionality.
Procedure
- Activate stock in multiple administrations and other relevant functions
Before you can work with Stock in multiple administrations you must first activate the functionality from the environment properties.
- Configure integration types
If you have activated the Stock in multiple administrations functionality and you have linked warehouses to different administrations, you usually configure two integration types.
- Link warehouses to the correct administration
To work with multiple stock administrations your warehouses must be linked to the correct stock administration.
- Journalise stock entries
When journalising the stock, the administration is retrieved via the warehouse stated in the entry table. The entry table is the table where all logistics entries are tracked, for example for sales orders, packing slips, invoices and goods receipts. The stock entries are now also compressed (in addition to the usual compression) per administration. When journalising, the integration type Voorraad (07) is shown in the first window for each administration for which this is configured. Using multiselect you can indicate for which administrations the stock is to be journalised.
- Example of journal entries in purchasing
In the example below you can see the journal entries that are generated, first for purchasing with Stock in multiple administrations and below that, for comparison, for purchasing without Stock in multiple administrations.
- Example of journal entries in sales
In the example below you can see the journal entries that are generated for sales, first for sales with Stock in multiple administrations and below that, for comparison, for sales withoutStock in multiple administrations.
- Example of journal entries for manual transfers
If you work with multiple stock administrations, the warehouse transfers between administrations must also be journalised. When you add a stock entry for Warehouse entry (order type 31) and Warehouse write off (order type 32) you must indicate whether or not this should be journalised. You do this by selecting the Journalise check box. If it concerns a transfer between two warehouses in the same administration, a journal entry is not required and the field does not have to be enabled.