Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the “Stock Adjustment” Voucher preparation options.
Before we begin, let us understand about the need of Stock Adjustment Vouchers Entry and the relevance of this particular activity.
As the name suggests, Stock Adjustment Voucher is prepared to adjustment shortage and/or excess in your Inventory Items arising due any known or unknown reasons.
You can create “Stock Adjustment” voucher under Inventory Module of AlignBooks.
The key functions of Stock Adjustment Voucher Module are:
Creation of a New Stock Adjustment Voucher,
Modification of an existing Stock Adjustment voucher;
Deletion of an existing Stock Adjustment voucher.
Configuration:
AlignBooks provide you the facility to configure your Stock Adjustment documents with respect to choice of maintaining multiple series of documents, choice of sending Email and SMS on creation/edit/approval of the document and for Approval System setting etc.
Click on “Configuration” to configure this document. Click here “How to Configure a Document”, to know more about this utility.
Let’s now understand how to create a New Stock Adjustment in simple steps
You have three ways to prepare a Stock Adjustment;
Enter fresh data for the first time;
Open an existing document and use the “Copy” feature of AlignBooks to make the necessary changes. This will save your time and efforts;
If you have data in an Excel Format, Import data and make the required changes.
Let’s enter the fresh set of data for the first time;
Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured “Multi location “ON” in configuration ->Company Setup->General Setup”.If your desired Location does not exist in the menu, you can create a New Location by clicking on option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited/deleted and then click on . The Location will be opened in Edit mode and you can edit it and save by click on . You can delete it by click on . .
Category: If you are classifying your document in different categories,select the applicable category from the drop down menu. This field is available only if you have configured “Document Classification - ON” in Configuration ->Company Setup->Inventory->Basic. You can Add, Edit or Delete a Category by following the process described under Location Tab.
Ware House: If you have multi ware houses, select the required ware house from the drop downmenu. This field is available only if you have configured “Warehouse “ON” in configuration ->Company Setup->Inventory->Basic”.
Voucher Date: Enter the Stock Adjustment Voucher date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function.
Prefix : While configuring your document, if you have opted to “maintain manual prefix”, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name.
Number : While configuring your document, if you have opted to “maintain manual numbering”, enter a document number here.
Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as “Disabled"
Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically.
So far we have entered the relevant details to clearly identify the Stock Adjustment Voucher. We will now enter the specific Item or Product details to generate a Stock Adjustment Voucher;
: Click here to add a Row to the table. You can also add a row by clicking on
: Click here to delete a row from the table.
Recd./Less: Select from drop down “Received” if you want to increase your stock and“Issue” if you want to reduce the stock.
Item Code : Select an Item code from the drop down list. Click on to add a new Item.
Description : System will fill the description details automatically from Item Master.
Unit : System will fill the unit details automatically from Item Master.
Quantity : Enter the Item Quantity here.
Rate : System will auto calculate and pick the rate of item based on your stock valuation method.
Amount : System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate.
Remark : If you wish to put any remark against an Item, enter here.
Item Balance : System will display the Stock in hand of this particular item.
The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row.
The columns which will appear based on Configuration in Company Setup are:
Column
Will appear if
Pack Unit
Inventory -> Basic-> Separate Packing Unit – “ON”
Pack Qty
Inventory -> Basic-> Separate Packing Unit – “ON”
Item Serial No.
Inventory->Item Extended Property-> Item Serial no. Tracking– “ON”
Attachment : Here you may upload any supporting documents, which can be used for the future reference. You can browse the location to attach the same. Click on “X” to remove the attachment.
User Defined Fields 1-5 : During the Inventory Setup (->Inventory Setup->Inventory Document Custom Fields) if you have selected user defined fields, these will appear with the caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field.
: Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data
Click on 
to print the document prepared by you. Click here “Print Utility”, to know more about this utility.
Import : Click on 
to Import Data and select a file from which Data is to be imported. Click here “Import Utility”, to know more about this utility.
Schedule : If you want to create a schedule for this document, click on 
. Click here “Schedule a Document”, to know more about this utility.
Open : Click here to open an existing Stock Adjustment.Click here “Open a Document”, to know more about this utility.
Copy : Click here to copy the values from an existing Stock Adjustment. Click here “Copy from a Document”, to know more about this utility.
option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited/deleted and then click on 
. The Location will be opened in Edit mode and you can edit it and save by click on 
. You can delete it by click on 
. . 
to save the document prepared by you.
beside Mail and click on Email or SMS.
