Lets start by manually adjusting some stock levels so the concepts are understood, and after we will walk through updating via excel.
1. Manually Increasing stock levels - Purchase
From the Spares function select the Stock Movements
You will now see page that shows all movements, and allows you to select:-
Purchase - Add new items
Stock to Stock - If you have more than 1 stock location you can move stock from one to another location
Write off - Write off stock or reduce stock levels
We will do a Purchasein this case, but a write off is identical except reducing
A supplier, document number and date are all required to track the purchase, complete these fields
Find the part you want to purchase, I can use EAN, Code or Name to find the part, then select it
Once the part or parts are selected, which stock are we purchasing to? I will use main stock in this case. I can also update how many I purchase, and the cost.
The complete the purchase.
Checking the spares view I can see now the Instock has changed to 1
There are move columns displayed to the right and if I move right I can see the individual stocks
Note to change the columns visible -
Hover over the column title so the down arrow appears on the right of the column, select the down arrow, and columns, choose what you want to see.
Write off is identical but reduces qty.
2. Stock to stock movements
We will use the same part and move the 1 item from Main to Other
So select Stock Movements, and Stock to Stock - In below I have selected the part using the code, and as we have only 1 in Main then this is defaulted, the only option is to move to the one other stock I have called Other, if you have more stock locations you need to choose where from and to.
Select the Move Products to complete
Below shows the overall stock of 1 available and now its located in Other.
I have also reduced the columns here in the view to make a simpler overview of spares.
3. Adjusting Stock Levels via Excel (Purchase or Write off)
If you are using a single wearhouse you can use one spares update file where the "In stock_PIS" column can have + values for purchase, 0 for no action, and - numbers for write off, then importing to purchase where the + numbers add , and then importing again to write off and the negative numbers write off.
In the cases where you would like to Purchase to different warhorses, or write of differing values per wearhouse we will cover below as this is the slightly more complex case.
First export the Spares to excel - as per above
Update the changes needed - in this case we will purchase (Positive number) 2 spares so we add 10 to the "In stock_PIS"
Then we need to walk through the purchase process:-
From the spares function select Stock movements
The select purchase
On the purchase page complete the Supplier, Document number and Date, and also make sure the stock to import to is selected - In this case we are importing to Main stock, to purchase to other stocks select and upload a file with the correct parts and quantity. The select import, and the file for importing.
Once the file is selected the data is shown as per below, when you are sure correct then click the confirm purchase.
Now when we check the spares view, we will see no red on any line as all are above minimum quantity, we also see that we have 10 in Main Stock as we imported / purchased. The Other Stock is unaffected.
Write off - Generally very similar but we need to have - number in the sheet to write off
So we have -5 for Part 33333, and I have left +2 for the 11111 just to show what happens
So identically to above select spares, stock movement and then write off, import the file - Note for Write offs you need to add a comment, in this case we added Stock Check.
The import will ONLY take the negative numbers and show all ready for write off
Click Complete write off
Now when we check the spares quantities we see 5 in Main stock for part 33333
I could repeat the process for other stocks with the adjustments needed importing to the correct stock each time.
Other articles