Uniconta | Posting in stock journal

Posting in stock journal

Use the navigation panel to go to Inventory/Stock Journal. Select the inventory journal to be posted to.

(Click on the screenshot to enlarge.)

Import from file

Inventory journal lines, created in excel for example, can be imported using the ‘Import from file’ button in the toolbar/ribbon shown in the screenshot above.

Placing opening number of items into the Inventory module

When getting started in the inventory module, it is possible to copy/paste the opening number of items into the inventory module from an Excel or CSV file.

Read about how to import from excel here.

When placing inventory items into the inventory module for the first time, ‘Opening’ should be chosen in the ’Item transaction’ column under Inventory/Stock journal and the ‘Journal lines’ button as described below. When ‘Opening’ is selected here, no transactions are posted in the General Ledger, since they have been posted previously and the user is only placing the number of items into inventory here, as described below.

Delete journal transactions

The ‘Delete journal transactions’ button in the toolbar/ribbon shown above, deletes all transactions in the journal.

Journal lines

To create journal entries, click on the ‘journal lines’ button in the toolbar/ribbon. Click on ‘Add post’ or F2 to create a new journal line as shown in the screenshot below.

(Click on the screenshot to enlarge.)

Item transaction types

The first column allows the user to select ‘Item transaction’ types. The item transaction type selected here will follow the transaction through the system.

NOTE: Not all item transaction types are posted to the general ledger. However, for those types that are posted in the general ledger, the account entered here in the inventory module will override any standard account settings.

Movement	Used to manage inventory WITHOUT entries to the general ledger. Used to move goods from warehouse to warehouse. Requires the ‘location’ to be switched on in the logistics module. NOT for opening inventory balances in a new set of accounts. Use the ‘Opening’ type for opening balance – see description below. Movements from one warehouse to another are recorded with a negative number. So if moving one item from a warehouse, enter a quantity of -1 in the journal.
Sales	Use this type when managing inventory without a sales order. The customer account can be entered in the stock journal. An inventory transaction is created which shows up on the customer’s account. Sales transactions are however, NOT created for the customer or in the general ledger. A sale is recorded with a negative number. So if one item is sold, enter a quantity of -1 in the journal.
Purchase	This type is used to manage inventory without a purchase order. The vendor account can be entered in the stock journal. An inventory transaction is created, which shows up on the vendor account. However, purchase transactions are NOT created for the vendor or in the general ledger. A purchase is recorded with a positive number. So if one item is purchased for the warehouse, enter a quantity of +1 in the journal.
Adjustment	Used for periodic inventory adjustments. This item transaction type is posted to the general ledger with the system account type “Inventory value adjustment”. A post is created in the inventory account with the offset post as “Inventory value adjustment” so both posts affect asset accounts. Do not use for internal warehouse movements.
Counting	Used for counting inventory. Inventory counts can either be entered directly in the inventory journal or under Inventory/Reports/Counting list and are posted to the stock journal. If a counting list is used as described above, then the ‘Counting’ item transaction type will automatically be selected for the journal lines. Counting types are posted to the general ledger with the system account type “Journal for entering profits and losses”. This will be the difference between the recorded and counted inventory items.
Profit/Loss	Used for recording profit/loss. Posted to the general ledger with the system account type “Journal for entering profits and losses”. A loss in inventory is recorded as a negative quantity ‘-1’ in the journal
Obsolete	Used to manage obsolete and discontinued inventory items Posted to the general ledger with the system account type “Journal for entering profits and losses”. An obsolete inventory item is recorded with a negative number as it is a loss, so a quantity of -1 is entered in the journal for an obsolete item.
Report as finished	Used to report the completion of production BOMs. Enter the number of items that are to be reported finished in the quantity field. Open the BOM list and the associated items.
Included in BOM	BOMs shows the items included for this type.
Opening	Used when placing inventory in the warehouse when creating a new set of accounts. This does not generate any accounting entries.