Inventory operations, like the receipt of goods, write-off, item preparation, inventory reconciliation, etc., are registered in the system by means of related documents. Same-type documents are given in one window which opens when you click an item in the Documents section of the Inventory management.
This article covers the handling of documents and lists of documents: sorting, filtering, creation, printing, etc. Specific functions are described separately for each document type.
User ability to handle inventory documents is defined by permissions he or she has. A user, for instance, may create various documents if he or she is allowed to do so.
To avoid mistakes or misuse, limit employees’ permissions according to the role they hold in your company. For details, see the Separation of Permissions
List of Documents
By default, the list shows the documents created during the last month. To view the documents for another period, select it in the For period field using the calendar.
If you delete a document by mistake, check Show deleted to see it.
A list of documents can be filtered by one or more parameters. For this, enter the required value in the row marked with . The list will show only those documents that contain the information you need. Suppose you want to filter documents by a specific storage. For this, enter its name (or part of it) in the Storage field. The list will show only those documents that belong to the storage you are interested in.
Searching for documents by storage name
You can group documents by nearly all fields. For this, drag and drop the required column header to a special area over the list. The grouping may have more than one level. Use the and keys to expand or collapse a grouped list.
Grouping documents by storages
You can use any parameter to sort the list of documents. For this, click on the column header, and the data will be arranged in the ascending order. The icon appears. If you click it again, the sort direction would change to the opposite ().
To filter the data using a filter builder, hover over the column name and click . Select the Condition item in the drop-down list, specify filter conditions, and click OK.
Searching for documents using the filter builder: excluding delivery documents from the list
Use this feature to handle several documents at a time. For this, select them on the list while holding the Ctrl or Shift key and choose the required shortcut menu item.
The system would show you notifications on the group editing actions you take.
If any errors or warnings occur when posting several invoices or shipping goods based on them, the group editing window will pop up. Here you can check for details and view the operation status. To continue editing, check the required documents and click Post selected. To select all the documents, right-click on any of them and choose Select all.
Group posting of documents
By default, document numbers are assigned automatically according to the preset template. For details, see Document Numbering
You can create a new document based on the existing one. For this, click Copy in the shortcut menu or the Copy button.
If you create documents manually, the cost of stock list items and their stock balance will be displayed only after you click the Update button.
In inventory documents, different types of stock list items are given on different tabs. The type of available items is defined by the tab selected above the list you are working on: “All” (by default), “Goods”, “Items” “Semi-finished products”, “Services”, or “Modifiers.”
You can use barcodes to add goods to the documents. For this, check the Use barcodes when creating documents parameter in the outlet settings. The Barcode column will appear in the documents. Whenever a product barcode is entered, the packing unit bound to that product will be automatically used in the document.
In iiko, you can register inventory documents for the write-off that generates the negative stock balance, as well as for the book in of goods the stock balance of which is negative. This option can be configured on the Accounting settings tab of the system settings and is available if you have sufficient permissions. But if you use the FIFO method, you are not allowed to book in goods with negative stock balance. A warning pops up if you try to register such operation.
When creating inventory documents you can specify the posting time. For this, you have to have the “Edit document time” (B_CEDT) permission. If a user does not have such permission, the document will be created as of the date and time set in the outlet settings on the Accounting settings tab.
To learn about the document transactions and related accounts, click Actions > Show transactions. The system will show the data of all the accounts that take part in the transaction. This item is only available to the employees with the following permissions: “Work with finances” (B_FIN) and “View cash book” (B_MCB).
All possible document transactions are given in the List of Transactions
All printed forms which can be called from the document itself can also be printed from the general list of documents. You can print only a saved document. If a document is created and has a number but not yet saved, you cannot print it out.
To view, edit, or post a document, select it and click Open or double-click on it.
If after viewing an invoice you want to leave it unchanged, click Exit without saving. Click Save and close to save your changes. By default, an invoice will be saved and reposted, meaning changes will be applied. If you want to cancel posting of any invoice, open it, uncheck the repost item, and click Save and close.
Use the shortcut menu of an invoice, internal transfer, or write-off record to obtain the Inventory Movement and Ingredient Cross Reference reports. Use the Stock Balance Report shortcut menu to open the Inventory Movement Report. The report shows only those storages that were specified in the original document.
In the report, you can break down the data (e.g. by storages). You can have this report opened in a separate window for each storage. Reports like Inventory Movement, Detailed Turnover Balance Sheet, and Stock Balance can be viewed in several windows.