Stock & Analysis Reports
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      16 | Understock/Overstock Report

      This article outlines the Understock/Overstock Report including how it can be accessed and configured within BackOffice. This Report analyses the Stock On Hand and Sales for a selected Period, and reports whether Products are Overstocked or Understocked. With this Report, the average Organization will be able to substantially reduce the amount of Stock On Hand, as well as avoid running out of Stocked Products. Additionally, the Report has an option to set the Min. Max.

      This article outlines the Understock/Overstock Report including how it can be accessed and configured within BackOffice.

      This Report analyses the Stock On Hand and Sales for a selected Period, and reports whether Products are Overstocked or Understocked.

      With this Report, the average Organization will be able to substantially reduce the amount of Stock On Hand, as well as avoid running out of Stocked Products.

      Additionally, the Report has an option to set the Min. & Max. Settings of Products based on the analysis.

      With the Min. & Max. set, Operators will be able to generate Purchase Orders in the system automatically.

      Prerequisites
      • For an Operator to be able to access and run Analysis Reports within BackOffice - such as the Understock/Overstock Report - the Allow Analysis Reports flag within the Reporting tab of Operator Maintenance must first be enabled
      • If this flag is not enabled, an Operator cannot access UnderStock/Overstock Reports

      Accessing Understock/Overstock Reports
      • Complete the following steps to access Understock/Overstock Reports:
        1. Log in to BackOffice
        2. From the side menu, Select "Analysis Reports" to expand the list of Available Reports
        3. Select Understock/Overstock Reports which will open a new Stocktake Report Window
        4. Select the required Product Group from the Product tree

      Reporting Options

       

      • Venue
        • Sets the Venue for which the Understock/Overstock report is generated
      • Store
        • Sets the Store for which the Understock/Overstock report is generated
      • Display Period
        • Sets the time period for which report will be generated
          • The time can be selected either by choosing specific Period or by choosing a particular shift 
      • Minimum Stock Days
        • This sets the least number of days that the Product stays on hand which calculates if the Product is overstocked or understocked currently
      • Maximum Extra Days
        • This sets the maximum number of extra days that the Product can be stocked which calculates if the Product is overstocked or understocked currently
      • Show 2nd Period
        • Will show a second Display period option to allow comparison
      • Inactive
        • Lists all the Products along with the Inactive ones
      • If Stock On Hand is 0 for a Product, the Product will not show any info for Overstock/Understock; it will be blanked out
      • Also if the product is between the Min-Max value, the Report will not display the Understock or Overstock; the field will be blanked out
      Minimums & Maximums
      • Calculating Minimum Quantity:
        • The Minimum Quantity is set by multiplying the value of Sold per Day with Stock Days
        • i.e. Minimum Stock Days x Sold per Day = Suggested Minimum 

      • Calculating Maximum Qty:
        • The Minimum Quantity is set by the following equation
        • (Sold per Day multiply by Stock Days) + (Sold per Day multiply Extra Days) = Under/Over Qty

      • When the value is set to 0 in the Maximum Day or Extra Days field, the field is ignored in the equation

      Setting Minimums & Maximums 

      • Bepoz allows automatic updating of Minimum and Maximum stock quantity by clicking on the 'Set Min/Max' button at the menu bar

      • In the given example; the Minimum Stock Days for Apples have been set as 7 and Maximum Extra Days have been set as 1
      • So when 2 Apples are sold per day; the Suggested Minimum is 14

      • Double-clicking the line item will open the Product for Editing
      • However, these values will not be updated in the Product Edit page

       

      • The Operator can either manually change the value but doing so for every Product is not possible
      • So to Automatically change the Minimum and Maximum value for all the products; Go back from the 'Edit Product' page
      • Click the 'Set Min/Max' button which will open up a dialogue box asking for operator's permission; Click 'Yes' to continue
        • The Min/Max update can only run in one store at a time; so choose one particular store from the Store Drop-down box while setting Min/Max
      • This changes the Min/Max value for all the products displayed
      • Double Click on the product line to check

      Report View Options
      '_Under/Over Stock' View
      • This is one of the default views for this report which shows if the products are Understocked or Overstocked
      • This View type has the following fields
       

      Field

      Description
      Product Name
      • This shows the name of the Product
      Item Volume
      • This shows the volume of the product
      • i.e. 1xBase Size of the product
      Qty on Hand
      • This shows the current quantity of base size units relative to the Venue and Store settings in the header of the report
      CostEx on Hand
      • This shows the Cost excluding Tax value of the current Stock on Hand relative to the Venue and Store settings in the header of the report
      Sold Qty
      • This shows the total quantity of product sold in the given period of time
      Sold Per Day
      • This shows the average quantity of items sold per day
      • i.e. Sold Qty / Display Period Days = Sold Per Day
      Days on Hand
      • This shows the estimate days until when the product will last
      • i.e. Qty On Hand / Sold Per Day = Days On Hand
      Suggested Minimum
      • This shows the suggested minimum quantity of stock
      • i.e. Sold per Day x Minimum Stock Days = Suggested Minimum
      Suggested Min CostEx
      • This shows the suggested minimum cost excluding tax that should be on hand
      • (CostEx On Hand / Qty On Hand) x Suggested Minimum = Suggested Minimum CostEx
      Under/Over Qty
      • This shows if the product quantity is over or under in the form of positive or negative sign
      • i.e. Suggested Minimum - Qty On Hand = Under/Over Qty
      Under/Over CostEx
      • This shows the cost excluding tax due to understocked or overstocked products
      • i.e. (CostEx On Hand / Qty On Hand) * Under/Over Qty = Under/Over CostEX
      Under/Over
      • This shows if the product is overstocked or understocked depending on whether the data in the Under/Over Qty column

      '_Overstock Receipt' View
      • This shows the details of products that are Overstocked
       

      Field

      Description
      Product Name
      • This shows the name of the Product
      Item Volume
      • This shows the volume of the product
      OverStocked Last Inwards
      • It shows if the product was Overstocked after last delivery/purchase
        • True=Yes
        • False=No
      Suggested Minimum
      • This shows the suggested minimum quantity of stock
      LastInward Qty OnHand
      • This shows the quantity of product after last delivery/purchase
      LastInward Qty Recv
      • This shows the quantity of product received during the last delivery/purchase
      LastInward Costex Recv
      • This shows the Cost excluding Tax of product received from the last delivery/purchase
      LastInward Date Recv
      • The Date and Time when the product was received

       

      '_Calc Min/Max' View
      • This view will display the minimums and maximums of the product
       

      Field

      Description
      Product Name
      • This shows the name of the Product
      Item Volume
      • This shows the volume of the product
      Qty On Hand
      • This shows the current quantity of base size units relative to the Venue and Store settings in the header of the report
      Current Minimum
      • This shows the minimum amount of stock that should be on hold currently
      Current Maximum
      • This shows the maximum amount of stock that should be on hold currently
      Sold Qty
      • This shows the total quantity of product sold in the given period of time
      Sold Per Day
      • This shows the average quantity of items sold per day
      Days on Hand
      • This shows the estimate days until when the product will last
      Suggested Minimum
      • This shows the suggested minimum quantity of stock
      Suggested Min CostEx
      • This shows the suggested minimum cost excluding tax that should be on hand
      Suggested Maximum
      • This shows the suggested maximum quantity of stock
      Suggested Max CostEx
      • This shows the suggested minimum cost excluding tax that should be on hand
      • Operators can also create Custom Views by clicking on the 'View' button located in the Reporting Options