The Change

We have completed development to allow the export of Closing Stock Data. The export can process multiple stock period data for multiple sites.

This export processes approved stock periods only.

Release Date: 25-Feb-2015
 

Reason for the Change

This development was carried out as part of our product road map.
 

Customers Affected

The export is available to all customers with the Stock module enabled. However, the export requires a bespoke configuration for each customer’s accounts package so will require engagement with the relationship management team.
 

Release Notes

• To add stock periods to the export follow the path: Export Tab > ‘Closing Stock Export’ link.

 

• If a Closing Stock Export has not been set up for the organisation then the following error message will appear instead “This report has not been configured for your organisation”.

 

Search Criteria

• One, multiple or all sites may be selected. (to select multiple units hold the Ctrl and click the desired units).
• Enter a date range. The date range searches for approved stock periods that fall between the date ranges provided.
• Click the green ‘Search’ button.

 

• The system will return all matching records as shown in Fig 4 above.
• Check the ‘Select’ checkbox next to each stock period that should be included in the export.
• Click the ‘Add to Export’ button to include them.

 

• This action enables the ‘Export’ button and shows how many stock periods will be included in the export.
• Click the grey ‘Export’ button to proceed.

 

• The system then shows the pop-up window shown in Fig 6 above. It shows the Unit and the stock period information.
• At this point one or more stocks may be removed from the list by clicking on the red icon [].
• Click the green ‘Send’ button to start the process of exporting the data.

Note: The manner in which the data is exported will differ for each client as it is configured to the specific customer requirements.

Journal Data

The tables below show the standard data that is exported from the stock system. This data is formatted and delivered based on each customer’s needs.

Header

One header per export.
 

Position	Description	Format	Example
1	Line Type Identifier		H
2	Organisation Code		FRTH
3	Source System Export ID		-16
4	Mapper ID		1
5	Source System Org ID		10000001
6	Organisation Name		Fourth
7	Export Run Date	YYYYMMDD	20140825

 

Site/Period Header

Zero to many period headers per export.
 

Position	Description	Format	Example
1	Line Type Identifier		P
2	Unit Code		18
3	Site Code		18
4	Unit Site		Fourth Site 1
5	Stock Financial Year	YYYY	2014
6	Stock Financial Period		1
7	Stock Period Start Date	YYYYMMDD	20140818
8	Stock Period End Date	YYYYMMDD	20140824
9	Approved Date Time	YYYYMMDDT00:00:00
10	Approved By		Name of approver
11	Currency Code		GBP
12	Opening Stock Value	##.##
13	Total Purchases	##.##
14	Total Supplier Returns	##.##	= approved credit requests + supplier returns
15	Total Site Transfers Received	##.##
16	Total Site Transfers Sent	##.##
17	Total Account Transfers IN	##.##	Included in COS
18	Total Account Transfers OUT	##.##	Excluded from COS
19	Closing Stock Value	##.##
20	Actual COS	##.##
21	Actual POS Sales	##.##
22	Actual Profit	##.##
23	Actual COS %	###.##
24	Theoretical COS	##.##
25	Theoretical Profit	##.##
26	Theoretical COS %	###.##
27	Cost Variance	##.##
28	COS Variance %	###.##

 

Site Nominal Breakdown

One to many detail lines per period header; grouped by nominal code.
 

Position	Description	Format	Example/Note
1	Line Type Identifier		D
2	Nominal Code		5000
3	Nominal Category Description		DRINK
4	Opening Total Value	##.##	50
5	Delivered Value	##.##	Sum of approved deliveries for nominal
6	Supplier Returns	##.##	Sum of supplier return value for nominal
7	Transfers Received	##.##	Sum of transfers received value for nominal
8	Transfers Sent	##.##	Sum of transfers sent value for nominal
9	Account Transfers In	##.##	Sum of transfers received value for nominal
10	Account Transfers Out	##.##	Sum of transfers out value for nominal
11	Wastage Value	##.##	Sum of wastage for nominal
12	Closing Total Value	#.##	72