Use the navigation panel to go to Inventory/Stock Journal.
The inventory journal is used to manage inventory levels (including creating opening inventory balances), record gains and losses, record inter-warehouse movements and the completion of bills of materials (henceforth BOMs).
Note: Movements in the stock journal will only be posted to the general ledger if an account has been set up under ‘item groups’ and a ‘system account’ has been set up in the chart of accounts.
(Click on the screenshot to enlarge).
Setting up the Stock journal
Create a new stock journal under Inventory/Stock journal, by clicking on the ‘Add journal’ button in the toolbar/ribbon or by using F2 and filling in the available fields, as shown in the screenshot below.
For example, to set up a stock journal to declare the completion of production BOMs the user wouldfirst use the ‘Add’ button in the toolbar/ribbon to add a new journal. The user would then fill in the journal name as ‘Production BOM completion’ or similar, and fill in the other fields provided, as described below.
If the journal requires its own sequence number series, this can be set up under Inventory/Maintenance/Variants/Number sequences and by using F6 and then the ‘Add’ button or F2. Once the correct sequence number series has been set up and selected in this form, save the new stock journal by clicking on the ‘Save’ button in the toolbar/ribbon.
(Click on the screenshot to enlarge).
| Description of Stock journal fields:
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| Journal: Journal name. This can be entered and updated manually. If this field is edited after transactions have been posted to this journal, then the journal and those transactions will be changed accordingly in the rest of the system. In other words, retrospective changes to the journal name will not cause an issue thoughout the system.
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| Enumerated text: Select an enumerated text here to give all transactions a set text in the journal.
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| ”Ledger” and ”Offset” accounts: Select the ledger and offset accounts here. All transactions will then automatically be posted to these two selected accounts.“
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| Sequence number series: The sequence number series is an allocation of voucher numbers to the journal. A number series must to be selected. Number series can be set up under General Ledger/Maintenance/Voucher number series. Number series can be used by several journals. Note however, that if several journals use the same number series and two journals remain unposted at the same time, then it is possible that two transactions created in two different journals will be given the same number. If, for example, general ledger postings are carried out in several different journals, such as, by type or by user, they can share a voucher number series. Order and purchase voucher series should, however, not be used for these journals. A journal’s number series name should not be changed once the journal is in use either.
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| Voucher number allocation at posting: Voucher number series are automatically allocated by voucher upon posting the journal, beginning with the ’Next number’ in the selected voucher number series. Each voucher will be allocated a number automatically when the journal is posted.
Users can also choose to enter numbers manually for each voucher. This method ensures that there are no gaps in the voucher number series. In this case the voucher number field will not appear in the journal.
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| Post all transactions to ledger on the same voucher number: This selection is similar to the field above, but all vouchers receive the same voucher number upon posting.
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| Compress transactions: If this box is checked, then the transactions generated in the stock journals will be compressed.
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| Blocked: This blocks the journal for posting and can be used for journals that should no longer be used. Since it is not possible to delete a journal that has been posted to, it can be blocked here instead.
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| Auto-save: Selecting this option will automatically save the journal on a continuous basis.
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| Delete lines after posting: If selected, all lines will be deleted after posting. If this box is not checked, then the lines will remain in the journal as a ‘standing journal’ that allows the same posts to be made again and again (with a new date and voucher number). This is useful for regularly recurring transactions, such as a salary postings.
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Other Stock Journal functions
Posted journals
The ’Posted journals’ button under Inventory/Stock Journal allows the user to view all posted journals and delete them if necessary. The period must be ‘open’ in order to do so.
Reference numbers
Reference numbers can be used in the stock journals. Read more here. English translation coming soon.