# Stocks

The Stocks screen allows to you enter and amend stock figures.

You can also add/remove products on this screen although the Products screen is more appropriate for that.

The column of ticks, headed ‘Live’, indicates whether a product is Live. You should set the Live box so that products are output to the handheld computer or count sheet. When using a count sheet, it will ensure that the order of products on the count sheet matches precisely the order of the products on this screen. Entry of deliveries and closing stocks will then be quick and reliable.
By default, the Products window opens displaying only the live products. To show all products, click on the Press to Display All button.
Irrespective of the tick status, a product's stock levels will always be calculated and included in the stock result.

To change the live status of a product, click on the box with the mouse and this will toggle the tick. If you want to change a lot of products at the same time, click the box for the first product, press the down arrow key and then you can use 'Y' to set the tick and 'N' to unset the tick.

Opening Stock should still be set to the Closing Stock figures that you counted during the last audit.

However, the total value of the opening stock may be different to what appeared on last time's trading account. This is likely to be due to changes in cost price. The total here reflects the current cost prices. The opening valuation on this time's trading account will still be the same as the closing valuation on last time's.

Deliveries should be set to the quantity of stock delivered during this audit period.

It is frequent practice to simply add up all of the deliveries for all products and enter the total value against a 'deliveries' product. This is because the number of transactions means it would take a long time to split the data down into figures for each product.

An alternative is to create a 'deliveries' product for each supplier and then enter the total value for deliveries from each supplier into the relavant product.

Irrespective of your choice of option for deliveries data, you can enter the information on this screen or you can use the Deliveries or Delivery Notes screens which will also allow you to maintain supplier details.

As the end objective of the food stocktake is a trading account, it is of no real consequence how the deliveries are entered, as long as they are.

Closing Stock should be entered from the count sheet. Alternatively, if you are using StockMate, the column will be automatically filled out.

Cost price changes can be entered here.

The New Product button allows you to create a new product.

The Import Product button allows you to copy a product from another outlet.

There is a drop-down list of options at the top-right of the window. Click on the list and it will drop down automatically and then you can select the option you want. Each option has a Control-Key alternative so you can use the keyboard instead of using the drop-down list.

Zero Cost Prices This will set the cost prices for all products to zero. It can typically be used after creating a new outlet and the cost prices are still set to those used by the old outlet. You will be prompted to confirm before continuing.

Suppliers by Product Report Click on the product you wish to examine and then select the option. A notepad window will be displayed as shown on the right. It shows a list of the suppliers which provide the product and at what cost price. |

Product Activity report Click on the product you want a report for and then select the option. A notepad window will be displayed showing relevant information about the product. |

To Find a Product press Control-F8 (the control key and the function key F8). You will be prompted to type in the characters or numbers you wish to find. You will be able to find product code, description, cost, etc. Type them in and press Enter. If the product found is not the one you want, you can find the next occurrence of the characters by pressing Control-F9. You will not be prompted for the characters and the next product found will be highlighted. |

Set All Products Live You will be warned and prompted to confirm that this is what you want to do.

Set All Products Not Live You will be warned and prompted to confirm that this is what you want to do.

Set Active Products Live This option will look at each product and check whether it has an opening stock, purchases, credits or closing stock. If so, it will be set as live. You will be warned and prompted to confirm that this is what you want to do.

Set Inactive Products Not Live This option will look at each product and check whether it has an opening stock, purchases, credits or closing stock. If none, it will be un-ticked. You will be warned and prompted to confirm that this is what you want to do.

Check with Last Audit This option compares the products in this audit with those in the last audit and highlights inconsistencies. A notepad window will be displayed as shown on the right. |

You can view the products in another outlet by pressing Control-X or by selecting the option from the drop-down list. You will need to select the outlet whose products you want to display. A search-screen window will be displayed as shown on the right.

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