Stock on hand, goods in and out, and stock counts
Stock moves by itself when you bill, return, receive or dispatch, so the stock on hand is the real figure. Storekeepers receive and dispatch goods by scanning on the phone, and a count started on the floor is applied by a manager.
PLANSEvery plan
The problem it solves
- The stock register is updated at the end of the week, so nobody trusts it.
- Goods arrive and are put away before anyone checks what came against what was ordered.
- A yearly count is done on paper, typed in later, and the difference is never explained.
- The counter promises goods that left the shop yesterday.
How it works
- Stock on Hand under Trade > Stock > Stock shows each item's quantity in each shop or godown, at its cost. Bills, returns, receipts and dispatches move it as they are posted.
- Goods In lists what is waiting to be received; Goods Out lists what is waiting to be sent. Open one, check the quantities and validate.
- On the phone, the storekeeper opens Goods In or Goods Out and scans each item (each scan adds one) or types the count. They note the supplier's bill number on goods in, and press done. What is short stays on a backorder.
- For a count, the storekeeper scans or searches items in Stock Count on the phone and sends the count. The system figure is shown beside each item.
- A Trade Manager opens Stock Count on the web, checks the differences and applies them. The stock is set to what was counted.
Everything it does
Stock screens (Trade > Stock)
- Stock on Hand: quantity by item and place, with value at cost
- Goods In: receipts waiting or done
- Goods Out: deliveries waiting or done
- All Transfers: every receipt, delivery and move
- Stock Count: counted quantity against the system, applied by a manager
- Move History: every stock movement with date, from, to, quantity and reference
What moves stock by itself
- A posted bill: the shop's stock goes out
- A posted return: the stock comes back into the shop
- Batch or serial items wait for the storekeeper to pick or place the batches
- From Growth: purchase receipts, sales order deliveries, shop transfers and approved write-offs
On the phone
- Stock on Hand: an item's stock in every shop, by search
- Goods In and Goods Out (storekeepers): the waiting list with counts, scan to count, done; short goes to a backorder
- Supplier's bill number and date on goods in (Growth, with purchase)
- Batch or serial items are finished on the web
- Stock Count (storekeepers): scan or search, type the count, Send count; a manager applies it
Low stock
- Items below the minimum of their reorder rule are counted as Items low on the owner's Today screen
- Reorder rules and buying from shortage come with Growth
Who uses it
StorekeeperReceives and dispatches goods, counts stock and sends counts from the phone.
Trade ManagerApplies stock counts and checks the differences.
Billing ClerkSees the stock in the shop while billing.
OwnerSees items low on the Today screen.
Where you use it
- Web: Trade > Stock > Stock (Stock on Hand, Stock Count, Move History) and Trade > Stock > Moving Goods (Goods In, Goods Out, All Transfers)
- The SmartMy Trade app: Stock on Hand, Goods In, Goods Out and Stock Count under Stock in the Menu. Storekeepers open the app on Stock on Hand. It is built and in testing, not in the app stores yet
- Not on the phone: applying a count, which a manager does on the web
What you control
Settings
- Stock Count on the web: shown to Trade Managers
- Goods In, Goods Out and Stock Count in the app: shown to Storekeepers
- Reorder rules on items (minimum and maximum): none until you set them
Questions
Can we count while we keep selling?
Yes. The count records what was counted; the stock changes only when a manager applies it. Count a section at a time and apply it before it moves again.How do we enter our opening stock?
Count it with Stock Count and apply it. That sets each item's quantity in the shop.Is stock valued?
Yes. Stock on Hand shows each item's value at cost. Stock value by location and as on a date are Trade reports (Growth).What if fewer goods arrive than expected?
Validate what arrived. The rest stays on a backorder to receive later, or you cancel it.Can we print barcode labels?
Not yet. Label printing is held until a printer model is tested with us.Related features
BILLING AND STOCKSeveral godowns, racks and transfers between shopsKeep stock in as many shops and godowns as you have, down to the rack and bin. Stock sent from one place to another leaves on a delivery, stays in transit at its value, and arrives on a receipt. What never arrives is written off as short on the transfer.BILLING AND STOCKBatches and expiry with batch MRPTrack items by batch or serial number, with the expiry date and the MRP printed on each batch. See what expires in the next 30 days and what has expired, and pick the earliest expiry first when goods go out.BILLING AND STOCKStock write-offs with a reason and a photoDamaged, expired, lost or sample stock is written off on a slip with the item, place, batch, quantity, the reason and a photo. Every write-off waits for a manager's approval, and only then does the stock leave the books at its cost.ORDERS, PURCHASE AND CREDITReorder from what is shortGive each item a minimum and a maximum per shop or godown. The Reorder list shows what has fallen below its minimum and how much to buy. A purchase order pulls in a supplier's short items in one step.BILLING AND STOCKThe SmartMy Trade appOne phone app for the whole shop. The owner sees today's figures, billing staff make and share bills, and anyone with credit work sees a party's ledger and takes payments. Storekeepers receive, dispatch and count by scanning, and managers approve held bills. Each person opens on the screen their work starts from.CUSTOMERS, BROKERS AND REPORTSAccounting reports, stock value by location and pending listsTrial balance, profit and loss, balance sheet, day book, cash and bank books and ageing. Stock value per shop and godown, and a summary of each shop's sales, margin and net. And the lists of what is still to deliver and receive.
See your shop on it.
Tell us what you sell, how many shops and godowns you run and how you bill today. We will set up your items and parties with you and print your first bill.