Stock Board

The Stock Board answers “how much of each item do I have?” on any date. It lists every item that has stock, with the quantity in units and in litres or kilograms, and it can group the items under their manufacturers or technical names. It is the report to print when you count the shelves.

Open the report

Press Alt+5 for Stock Reports, then B. The board opens as on today (the working date), alphabetical, for all categories.

The status line counts the items and the items below zero. The total line adds up the stock in units and in litres or kilograms.

What it lists

One line for each item that has stock on the date you choose. Items with no stock are left out unless you tick Zero balances; items with a negative stock are listed and shown in red.

The stock shown is the stock at the start of the As on date, before that day’s bills. A bill, goods entry or damage entry posted on the As on date is not counted yet. To see the stock at the end of a day, set As on to the next day.

Each item’s stock is its opening stock (Setup Stock, Opening Stock, 3 G) plus every movement posted before the As on date: purchase bills, sales returns and goods received, less sale bills, purchase returns, goods delivered and damage entries. These are the same movements the Stock Ledger lists, so the Closing figure of an item’s ledger up to the day before, rounded to a whole unit, is the figure shown here.

Columns

A heading line (Company wise and Technical wise) shows the number of items under it, how many of them are below zero, and their total stock. The line under the grid adds up Opening and Lt / kg for the items listed and counts them.

Choices

Click a column title to sort the items by it, and click again to reverse. In the grouped orders the items are sorted within each heading. Every choice is kept in the page address, so Copy link gives a link that opens the same board.

The choices above the grid.

Company wise

With Order set to Company wise every manufacturer is a heading, in name order, with its items under it. Items with no manufacturer come last under (No manufacturer).

Each heading gives the number of items, their stock in units and their stock in litres or kilograms: Deccan Agrotech has 4 items, 87 units and 34.150 litres or kilograms.

Technical wise

With Order set to Technical wise the headings are technical names, in name order. Items with no technical name are listed under * (Undefined Group), which comes last.

Items that share a technical name, such as the two Chlorpyrifos packings, are added up under one heading.

Tick Summary to see one line for each technical name and nothing else.

The summary adds up litres or kilograms, so packings of different sizes can be compared. The total is 35,684.650.

How the figures are worked out

• Opening for an item = its opening stock + purchases + sales returns − sales − purchase returns − damage, counting only movements posted before the As on date. A sale bill or purchase return counts on its own date. A purchase bill or sales return counts on the day the goods were received, the Recd. date on the bill. Goods received or delivered on a challan (1 P) count on the date of the entry, and when their bill arrives only the units not already counted are added.
• The result is rounded to a whole unit before it is shown.
• Lt / kg = the rounded units × the item’s pack size in litres or kilograms. In Company wise the pack size is multiplied by the stock before it is rounded to a whole unit, so a fractional stock is carried into this column.
• A heading’s figures are the sums of the items under it that the choices leave on the board. The total line is the sum of all of them.
• In the Summary, each technical name’s figure is the sum of the Lt / kg of its items. Items with no technical name are added together under * (Undefined Group). Their total mixes litres and kilograms.
• Below zero counts items whose stock is less than nil.

The quantities in this report are in units, not cases. The Stock Board does not use costs or prices, except to show each item’s MRP.

Open, mark, print and export

• Enter on an item opens its Stock Ledger from the first day of the financial year to the day before the As on date (for the day itself when As on is the first day of the year). In the Summary, Enter on a technical name lists the items under it.
• F2 marks an item and F8 marks them all. F10 then prints only the marked items, with their headings and totals. Marking is not offered in the Summary.
• F10 prints the board as it is on the screen. The heading reads STOCK - BOARD, with the category’s name in brackets when you choose one category. Under it come the licence number of that category, or all the shop’s licence numbers when you choose none or several, from Company Details, then the As on date and your choices. The columns are headed S.No, Item Name, Company, Opening Stock, Lts/Kgs, M.R.P. and Technical Name; the summary prints S.No, Technical Name and Lts/Kgs.
• F12 saves it as an Excel workbook.
• Type letters in the list to jump to the next item that begins with them.
• Alt+Enter gives the whole window to the list.