Stock Management
The Stock Management screen enables you to search for and display stock management transations, i.e. stock adjustments (where you are increasing or decreasing the stock of one or more items in a given stock location) and stock transfers (where you are transferring quantities of one or more items from one stock location to another).
You can also export and import stock quantity information - this is useful for stocktaking. You export the data for the Stock Location and products to be counted, then count the stock and update the New Quantities in the CSV file and then import it to generate a Stock Adjustment transaction which you can then Finalise to adjust the stock quantities.
A typical screen is as follows:
The top half of the screen is a standard select screen. The bottom half shows the details of the selected transaction. If you need clarification of the field contents, see Stock Adjustment and Stock Transfer
Buttons: For an 'In Progress' transaction the available buttons are shown above. For a 'Posted' transaction, only the New and Print buttons are shown (because one cannot Edit, Delete or Finalise a posted tranaction).
The Finalise button applies the stock changes and sets the status to 'Finalised'.
Note that there are no reversal transactions to correct incorrect transfers and adjustments. To reverse a transfer you just use another transfer with the To and From locations swapped. To reverse an adjustment, you just use another adjustment with negative quantities.
Export - initiates the Export Stock process.
Import - initiates the Import Stock process.
Stock Adjustment Create/Edit
This is the screen used to create or edit a Stock Adjustment transaction.
The fields are:
Date - the date of the adjustment
Stock Location - the stock location at which the adjustment is to be done
Status - this can be 'In Progress' or 'Finalised'.
Reason - an optional reason describing the adjustment.
Items tab - this shows the line items in the adjustment, and the details of the selected item. The details fields are:
Product - the name of the product
Adjust Quantity By - the amount by which the quantity is to be adjusted. This number can be negative to reduce the stock or positive to increase it. It is NOT the new stock in-hand (which will be the Current Quantity + Adjust Quantity By entered when the transaction is finalised).
Current Quantity - this shows the current quantity
Stock Transfer Create/Edit
This is the screen used to create or edit a Stock Transfer transaction.
The fields are:
Date - the date of the transfer
From - the stock location from which stock is to be transferred. A user can transfer from any stock location associated with their Practice Locations.
To - the stock location to which stock is to be transferred. A user can transfer to any stock location. This allows stock to be transferred to another location without giving a user full access to that location.
Reason - an optional reason describing the transfer.
Status - this can be 'In Progress' or 'Finalised'.
Items tab - this shows the line items in the adjustment, and the details of the selected item. The details fields are:
Product - the name of the product
Quantity - the quantity to be transferred. It must be greater than or equal to 1.
Current From Quantity - this shows the current quantity in the From location
Current To Quantity - this shows the current quantity in the To location
Confirm Delete
When you press the Delete button on the Products|Stock Management screen, a confirmation window will appear. Press OK to confirm or Cancel to abort.
Confirm Finalise
When you press the Finalise button on the Products|Stock Management screen, a confirmation window will appear. Press OK to confirm or Cancel to abort.
Confirm New
This is the New Stock Management Act confirmation window. Select the type of act to be created and then use OK to continue or Cancel to abort. Note that if you have selected an act on the Stock Management screen, then this will already be selected in this window - thus you can normally simply click OK to proceed.
Export Stock
The Export Stock window is used to export OpenVPMS stock quantities to a CSV (comma separated values) file.
The exported data can be manipulated in a spreadsheet program such as Microsoft Excel or OpenOffice Calc, and imported using the Import button.
Stock can be selected for export using the following criteria:
- Type - one of Medication, Merchandise or All
- Search - enables the products to be queried by name or identity
- Search Identities - if selected, products are queried by identity
- Include Deactivated - if selected, inactive products are included in the search
- Product Type - the type of the product. E.g "Desexing", "Euthanasia".
- Stock Location - the stock location to export stock for. Defaults to that for the current Practice Location
- Income Type - queries products by income type. E.g. "Medication", "Professional"
- Product Group - queries products by product group. E.g "Fees", "Grooming"
- Zero negative quantities - if selected, any stock that has a negative quantity will have its New Quantity set to zero.
Export File Format
The exported data is a comma-separated-values file, containing the following columns:
| Column | Required | Type | Description |
|---|---|---|---|
| Stock Location Id | Yes | Integer | The stock location identifier. |
| Stock Location Name | Yes | String | The stock location name. |
| Product Id | Yes | Integer | The product identifier. |
| Product Name | Yes | String | The product name. |
| Selling Units | No | String | The product selling units. |
| Quantity | Yes | Decimal | The current stock quantity |
| New Quantity | Yes | Decimal |
The new stock quantity. This will be the same as Quantity, unless the Quantity is negative and Zero negative quantities is selected. In this case, New Quantity will be 0. |
Import Stock
The Import button initiates the Import Stock process by displaying an upload window to let you select the file to be imported.
The file must have the same format as that exported via Export Stock. However, you can add extra columns on the right (such as Remarks, Counted By, etc) to help with the stocktake process and these will be ignored. You cannot have extra rows containing stocktake instructions etc - the only rows allowed are the header and stock data rows.
If the file can be imported, a new Stock Adjustment will be created, containing a adjustment for each line of the imported file where the New Quantity is different to Quantity. The Adjust Quantity By is calculated as New Quantity - Quantity.
The Stock Adjustment status is set to In Progress, allowing it to be edited. To apply the changes, it must be Finalised.
Import Errors
If there are errors detected in the import file, these will be displayed and the file not imported.
The possible errors and their causes are outlined below:
| Error | Cause |
|---|---|
| A value for <column name> is required |
A mandatory value is missing. Values for Stock Location Id, Stock Location Name, Product Id, Product Name, Quantity and New Quantity must always be provided. |
| '<some value>' is not a valid value for <column name> | An invalid value has been specified for Stock Location Id, Product Id, Quantity or New Quantity. |
|
Expected '<name 1>' but got '<name 2>' |
A Stock Location Name or Product Name has been provided that is different to that stored. |
| Stock location not found | The stock location with the specified identifier cannot be found. |
| Product not found | The product with the specified identifier cannot be found |
| Expected <value 1> for Stock Location Identifier but got <value 2> | A different Stock Location Identifier has been entered to that already present. An import file can only have data for a single Stock Location. |