Retail Stock Register

The Retail Stock Register keeps the stock of what you buy and sell through your retail bills: for each item, one line for each day on which a retail bill moved it, with the balance after the day. It is for shops that keep a separate retail pool of stock next to a wholesale one, for example a fertilizer dealer. A bill is retail when its bill book is set to Retail in the W/R column of Bill Books.

Open the report

Press Alt+5 for Stock Reports, then O. It opens for the financial year from its first day to today, for all categories. Choose the category you keep the register for.

Each item is a heading line with its totals for the period; its days come under it. The total line counts 8 items. Here the fertilizers for the retail pool are bought in a Retail purchase book.

What it lists

One heading line for each item of the category that has a stock to start with or a retail movement in the period, and under it one line for each day with a movement.

Only retail quantities are counted:

• Sale bills, purchase bills, sales returns and purchase returns whose bill book has W/R set to Retail. A bill in a book with W/R Wholesale, or with no W/R, is left out. The channel is copied to a bill when it is saved, so changing a book later does not change the bills already made.
• If some of a bill line’s units were assigned to a pool in Godowns (Godowns and stock transfers), that pool is used for those units instead of the book’s, and only the units in the Retail pool count.
• Goods In / Out entries (1 P) that you assigned to the Retail pool in Godowns: goods received count as purchases and goods delivered as sales, on the date of the entry. An entry with no pool assigned is not counted.

Everything else is outside the register: bills without a retail book, damages and breakage, and transfers between pools. The help of the report (the ? beside the title) lists how many records have quantities without a W/R and so are not counted.

The date of a line is the posting date of the bill. Quantities are in units (packs), as on the bill.

Columns

On screen:

A figure that is nil on a line is left blank. Columns hides Supplier / customer or Bill / date; the print leaves them out too. The batch and its dates are not shown in this register.

The print uses the register’s own titles: Op.Qty, Pur.Qty, Sal.Ret, Tot.Pur, Sal.Qty, Pur.Ret, Cl.Qty, Supplier Name and Inv.No/Date.

Choices

Every choice is kept in the page address, so Copy link gives a link that opens the same register.

The choices above the list.

How the figures are worked out

Opening. The stock at the start of the period is the item’s full opening stock (3 G) plus the retail purchases and sales returns before the From date, less the retail sales and purchase returns before it. The item’s opening stock is not split into wholesale and retail: the register starts from all of it. A pool allocation of the opening stock and transfers between the pools do not change the register. When this is not nil, the item has an Opening line dated on the From date.

A day’s line. All the day’s retail movements of the item are one line:

• Purchases = the units of its retail purchase bills that day;
• Sales ret. = the units of its retail sales returns;
• Total = Opening + Purchases + Sales ret.;
• Sales = the units of its retail sale bills, all of them together;
• Pur. ret. = the units of its retail purchase returns;
• Closing = Total − Sales − Pur. ret.

Each line’s Opening is the Closing of the line above. A movement dated on the From date goes on the opening line.

Supplier and bill. They come from the day’s retail purchase bills only. If two or more purchase bills came in on one day, the line lists all their suppliers and all their bill numbers, joined with “ / “. A line without a purchase has neither.

Heading and total lines. On an item’s heading line, Opening is its first line’s, Purchases, Sales ret., Sales and Pur. ret. are its movements added up, Total is Opening + Purchases + Sales ret., and Closing is its last line’s. The line at the bottom counts the items and adds up the heading lines.

A stock that goes below zero in this register usually means the bills that brought the stock into the retail pool are not retail bills. Put what the retail pool buys in a Retail purchase book (Bill books and series), or its sales will run the register negative.

From an opening of 60, the purchase of 750 makes 810; the retail sales of 20 and 5 leave 785.

Print, mark and export

Press F10 to print. The print is the register’s own form on A4. The title is the category’s name followed by Stock Register (for example Fertilizers Stock Register), or Retail Stock Register when the category is All. For a fertilizer category it carries the F O R M - N heading with its clause and, when the licence numbers are set in Company Details, the C.R. NO. line with the wholesale and retail fertilizer licence numbers. The category and period follow.

The print for one item. The total line gives the period’s movements.

• F2 marks an item, on its heading or on any of its lines. F8 marks them all. F10 then prints only the marked items, and the print says Marked items only.
• Enter on an item’s heading opens its stock ledger for the same period. On a line of a day with one purchase bill it opens that bill.
• F12 saves the register as an Excel workbook with the same heading, columns and lines as the print.
• Alt+Enter gives the whole window to the list.

The Stock Register is the same register for all bills, whatever their W/R.