The objective of this application software are :

• To provide comprehensive and flexible facilities to enable the user to easily manage record and analyses stock level, related cost.
   

• To maintain complete details of stock status, including price and cost, reorder information and cost of goods.
   

• To simplify and reduce duplicate clerical work with eventual labour saving such as manipulate the quantity and cost in the stock ledger transactions.
   

• To provide more management information reports, like stock status, yearly sales analysis, stock valuation, reorder advice, inactive stock, etc.,
  
   

System function include:

1.Stock master file

1. Stock master file
2. Purchase order
3. Stock Receipt
4. Delivery Note
5. Stock Transfer
6. Stock Adjustment
7. Physical take
8. Reports
9. Month End Process


FIELD LENGTH SPECIFICATION

The stock master file plays an important role of the  whole system. It provides the details of stock information such as category, brand, stock item  number,  bi-lingual  stock  description,  lot no.,  serial  no.,  origin,  stock unit,  packing,  invoice unit, quantity of goods available to sell, current stock locations, stock  reserved, purchase ordered quantity, minimum stock level, outstanding lot of goods, the latest cost,  the  average moving  cost of  goods,  photo  and  bar code,  handling stock item's care with parts or accessories, etc.,  During daily process, stock ordered, stock received, stock dispatched, inter- locations stock  transfer,  stock adjustment  or  periodic  physical  take, these  transactions  are  automatically  update to  the stock records,  so as user can  on-line obtain the  current,  historical  inventory transactions  and  future stock status. 

 

2.Purchase order

Every purchase must be a necessity for the proper conduct of the business operation. So, this module supports ordering and trading items from initial purchase requirements through receipt of goods to warehouse. The purchase order form must be completed with the header, transaction detail, footer before issuing and submitting for approval. Purchase order status and outstanding purchase order list will be provided for governing the shipment to meet the customer needs.  

 

3.Stock Receipt

After the goods are received at the dockyard,  goods will be stored to warehouse. User should input  these transactions  into  the  computer.  Stock receipt of goods must be matched against  the purchase order,  the  costs  and  quantity  of  goods  will  be  updated  accurately. The costing method of the items are  using  the FIFO method and  moving average cost. 

 

4.Delivery Note

Input the information of  the delivery note  into the computer  so that  the outstanding quantity of the stock will be deducted from the stock master file and stock receipt file.

 

5.Stock Transfer

Sometimes goods has to be transferred from one location to another location and ready for the official delivery note.

 

6.Stock Adjustment

Stock adjustment has to be made when data entries errors occur or wrong delivery of stock item, user has to input the reason and quantity difference from the actual inventory.

 

7.Physical Take

Produce a stock take worksheet by location. Input the physical stock counts and the system will automatically make an adjustment from the actual inventory. 

 

8. Reports

Reports have several options such as by category, brand, stock item no., lot no., location, supplier no., customer no., etc.,

Reports can be shown in a period, in the form of twelve months, amount, cost value, quantity, percentage comparison or charts presentation.

Some of these reports are :
Stock transaction lists
Re-order advice report
Slow stock items moving report
Monthly stock movement report
Total stock valuation report
Yearly stock purchase analysis report
Yearly stock sales analysis report
Sales turnover ranking analysis report
Price list with item photo
Stock bar code printing
User defined reports

 

9. Month  End process

Once  the month end process function  is  being  executed,  stock in, stock out transactions are denied by the system in that specific month and the  previous months.  Closing stock is generated and posted to the closing stock handling file of the general ledger system.

 

FIELDS LENGTH SPECIFICATION 

Customer  code. : 10 characters
Area code  : 20 characters
Salesman code : 10 characters
Documents no. : 16 characters (Quotation, Contract, Delivery Note,
                                                       Sales invoice, Credit Note, Receipt etc.,)
Price : 99,999,999.99 (up to 4 decimal point)
Documents amount : 999,999,999.99 (up to 3 decimal point  )
Heading, Remarks, Footer : Unlimited lines and characters.
Exchange rate : 99,999.9999 (up to 6 decimal point )