RAW MATERIAL STOCK INVENTORY - INVENTORY USERS

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1 RAW MATERIAL STOCK INVENTORY - INVENTORY USERS

2 Table of Contents Introduction to Raw Material Stock Inventory... 3 Raw Materials Inventory - Overview... 4 Local Inventory - The List View... 5 Manufacturer Inventory... 9 How do I enter my raw material opening balances into the system? ( local stock inventory )...11 How do I enter my raw material opening balances into the system ( manufacturers inventory )...13 Transferring raw materials stock ( local inventory ) from the previous season...16 Dispatching Raw Materials - Manufacturer Inventory...22 How do I see overstock of raw materials held by manufacturer?...27 Stock Adjustment - Raw Materials - Manufacturer Inventory...29 Moving Raw Materials from one factory to another ( manufacturers inventory )...34 Stock Adjustment ( Transfer/Adjust ) - Raw Materials - Local Inventory...36 Stock Count - Bulk Changes to Closing Stock (Materials)...39 How to set up minimum stock alerts - Raw Materials Local Inventory...44 Minimum stock alert BULK export/import - Raw Materials Local Inventory...47

3 Introduction to Raw Material Stock Inventory Page 3

Raw Materials Inventory - Overview Zedonk now keeps track of your "Local Inventory" v "Manufacturer Inventory" "Local Inventory" v "Manufacturer Inventory" Manufacturer Inventory - where you dispatch

4 Raw Materials Inventory - Overview Zedonk now keeps track of your "Local Inventory" v "Manufacturer Inventory" "Local Inventory" v "Manufacturer Inventory" Manufacturer Inventory - where you dispatch to and manage raw materials at your manufacturers For further information read this Local Inventory - where you manage raw material requirement and stock that you hold For further information read this Page 4

5 Local Inventory - The List View The Raw Materials Local Inventory gives you all the information necessary to manage your own stock holding. This is an explanation of the list view - for detailed info see individual lessons. From HOME PAGE, select RAW MATERIALS INVENTORY and then click on LOCAL INVENTORY You now see the LIST VIEW The Raw Material basic information. SEL = Select Opening Stock = what you brought forward from the previous season Page 5

Transfer/Adjust = stock adjustment made during the season Figure shown is the TOTAL of all adjustments mande Sales Req = Amount Required to fulfil Sales Orders that are either 1) not on production

6 Transfer/Adjust = stock adjustment made during the season Figure shown is the TOTAL of all adjustments mande Sales Req = Amount Required to fulfil Sales Orders that are either 1) not on production orders or 2) have not yet been received from the manufacturer To see a breakdown - click on the figure This is what you see Production Requirement = Amount required to fulfil Production Orders Page 6

Combined Requirement = The actual amount required to fulfil the higher of Sales or Production Orders, minus any opening stock and adjustment The combined requirement considers highest quantity

7 Combined Requirement = The actual amount required to fulfil the higher of Sales or Production Orders, minus any opening stock and adjustment The combined requirement considers highest quantity required ( from Sales Req. and Prod Req. ) and then looks at the opening stock and transfer/adjustment and tells you the RM quantity that you will need to produce these products. To see a breakdown, click on the figure Stock Ordered (on purchase orders), Stock Received (against purchase orders), Stock Delivered to Manufacturers Closing Stock = What you have on hand right now Projected Stock (can be positive or negative) = a forecast of what your stock will be after all activities connected to this raw material. Negative Figure = you will be short Page 7

To see a breakdown - click on number This is what you see 1. You see a summary 2.

8 Positive Figure = you will have a surplus - N.B. this does NOT include unallocated stock held at your manufacturer. To see a breakdown - click on number This is what you see 1. You see a summary 2. You can click on individual lines Tick INCLUDE ZEROS and click SEARCH to include all raw materials visible in the season, but without any movement Page 8

9 Manufacturer Inventory Dispatch Note List Press "Add Dispatch Note" to view the current status of Raw Materials at the Manufacturer's. The screen will display the current status of your raw materials. You can see a snapshot of your local stock inventory by click on "local stock figures" If you DO NOT want to dispatch raw materials you can press DELETE Page 9

10 Press, cancel to return to list view, save to stay on page, save & close... if you are ready to send goods press dispatch Page 10

the HOME PAGE, click on RAW MATERIAL STOCK INVENTORY.

11 How do I enter my raw material opening balances into the system? ( local stock inventory ) You have some stock of a raw material that is not expressed in Zedonk From the HOME PAGE, click on RAW MATERIAL STOCK INVENTORY. To make it easier, search for the raw material first. N.B. if it is a new item, this system will only display it after you have pressed SET OPENING BALANCE Click on SET OPENING BALANCE Page 11

12 The list will show all your materials from all seasons. Use the filters to isolate your current season or find a specific material. Enter the quantity of opening stock OK to save and close, (save leaves you on the same page). Back to the list view Page 12

How do I enter my raw material opening balances into the system ( manufacturers inventory ) You have discovered that a factory is holding excess raw material and it is NOT

13 How do I enter my raw material opening balances into the system ( manufacturers inventory ) You have discovered that a factory is holding excess raw material and it is NOT recorded in Zedonk From the HOME SCREEN, select RAW MATERIALS INVENTORY and click on DISPATCH NOTE LIST click on ADD OPENING STOCK select the MANUFACTURER from the drop down menu Page 13

Add REFERENCE and NOTES, then select the

are back to the Dispatch Notes list where

14 Add REFERENCE and NOTES, then select the RAW MATERIAL and click on ADD RAW MATERIAL input the opening quantities held by the manufacturer, then click on DISPATCH You are back to the Dispatch Notes list where you can see and print the new record. Page 14

15 To review all raw materials at MANUFACTURERS, go to REPORTS, PRODUCTION, MANUFACTURER RAW MATERIALS The UNALLOCATED quantity is the excess stock at the factory Page 15

16 Transferring raw materials stock ( local inventory ) from the previous season If you want to transfer raw materials stock from one season into another, read this lesson This is only for LOCAL INVENTORY stock i.e raw materials that you are holding and not raw materials stock that is at manufacturers Before transferring any raw materials stock, you will need to ensure that all relevant raw materials have been brought forward into the new season For further information, read this And you must ensure that the season currently holding the stock is ABOVE the season that you are moving the stock to in the season drop down list The screenshot shows I want to move stock from AW14 to SS15 First you must log into the NEW season. The season INTO WHICH you wish to bring last seasons raw material closing stock Page 16

17 From the HOME PAGE, Click on RAW MATERIALS INVENTORY, Click on COPY/MOVE INVENTORY The list will only shows records with a positive closing stock in the previous season! There are 4 options to chose from. Read through all the options before deciding which one suits your company. Page 17

If the season FROM WHICH you are moving stock is not the correct one, read this lesson You can

18 Whichever option you select, you will see this dialogue box before any raw material stock movement takes place. I N.B. If the season FROM WHICH you are moving stock is not the correct one, read this lesson You can work with all records or search for all raw materials you want to work with e.g. buttons or by supplier When you are ready, chose ONE of the following 4 options Page 18

1) COPY CLOSING - this copies the closing balance into the new season and leaves the

previous season and moves it into the new season leaving the previous seasons balance at

19 1) COPY CLOSING - this copies the closing balance into the new season and leaves the previous season the same 2) MOVE CLOSING - this removes the closing stock from the previous season and moves it into the new season leaving the previous seasons balance at zero. Once moved this line will disappear from the list as stock is no longer hold in the previous season. 3) Copy Custom <- This will take you to another screen showing the selected records only, and by default fills out the "Copy Quantity" with the closing balance Page 19

..enter the quantity you want to Copy and then click on COPY.

closing stock unchanged in the previous season.

delivered in the previous season 4) Move Custom <- This takes you to

20 ..enter the quantity you want to Copy and then click on COPY..this quantity will be brought forward into this season leaving the closing stock unchanged in the previous season. This is useful if there are open sales orders still waiting to be delivered in the previous season 4) Move Custom <- This takes you to another screen showing the selected records only and by default fills out the "Move Quantity" with the closing balance Page 20

21 ..enter the quantity you want to bring forward and click MOVE..the moved quantity becomes the opening stock in the current season and removes it from the previous season's closing stock. Page 21

22 Dispatching Raw Materials - Manufacturer Inventory There are TWO ways to Dispatch Raw Materials to Manufacturer. 1. Create a purchase order with ship direct to " Manufacturer" - when you book in the purchase order, raw materials are automatically dispatched to Manufacturer. For more info, read here 2. Dispatch raw materials from your Local Inventory to the Manufacturer - you are holding stock of a raw materials and you want to send some to the Manufacturer - read below To dispatch raw materials from Local Inventory ( you ) to the Manufacturer - From the home screen click on "Raw Materials" Inventory. Click on MANUFACTURER INVENTORY - DISPATCH NOTE LIST Page 22

Select a Manufacturer This must be a manufacturer that has a production order in this season A new screen will appear.

23 To see the status of raw materials at the manufacturers, Click ADD DISPATCH NOTE (don't worry you can view it, use it or delete it). Select a Manufacturer This must be a manufacturer that has a production order in this season A new screen will appear Sold Quantity This is the quantity of raw material required to produce the products on sales orders for the season. This figure takes into consideration any closing stock of product containing this raw material. Page 23

24 2. Production Quantity This is the quantity of the raw material required to produce the products on production orders for the season. 3. Combined Quantity This is the quantity of the raw material required to produce the products needed for the higher of the sales and production quantities. This figure also takes into consideration any raw material stock held ( opening stock and transfer/adjust ) Dispatched & Unallocated Quantities Dispatched Quantities This is the total quantity of raw material that has been actually been delivered to the manufacturer this season i.e across all dispatch notes ( dispatch notes and purchase order direct delivery ) Unallocated Quantity This is the difference between the [Dispatched Quantity] and the [Production Quantity]. In this example the manufacturer needed 60m for production, he was sent 90m, so he is holding 30m ( 90m-60m = 30m) of unallocated ( not required for production) fabric N.B. When you raise a NEW production order for products that require this raw material, the unallocated quantity at the manufacturer is reduced Book Out Qty - this is where you enter the quantity you are sending on this dispatch note Page 24

FIGURES to see the inventory for those Raw Materials Check you have enough closing stock REF: You can add reference i.e. the docket number NOTES : you can type in any notes i.

25 If you are dispatching by docket, you can review how much is needed by going to PRODUCTION BOOK OUT/BOOK IN and clicking on VIEW next to the relevant docket If you are unsure if you have enough Raw Materials to dispatch, you can click on the LOCAL STOCK FIGURES to see the inventory for those Raw Materials Check you have enough closing stock REF: You can add reference i.e. the docket number NOTES : you can type in any notes i.e. send strike offs before dispatch Save, Save and Close, Dispatch, Delete & Cancel Page 25

26 Save, Save and Close - you can save the document without actually ' dispatching' the raw materials. The dispatch note list screen will show pending against such dispatch notes. "Dispatch" - you will create the dispatch note and Zedonk wil consider the raw materials dispatched - you cannot edit this once it is created. "Delete" - you can delete ' pending ' dispatch notes. "Cancel" closes the screen ignoring any changes. On Order Quantity = Purchase Orders where the goods are being sent direct to the manufacturer (not yet received). This is the quantity of raw material that is yet to be delivered on Purchase Orders where the goods are being sent direct to the manufacturer i.e. this is the quantity of raw material which the manufacturer may be about to receive or will be receiving at some point in the future. If you want to see the status of this raw material in your LOCAL INVENTORY i.e. what you are holding or what you have on order, read this Page 26

27 How do I see overstock of raw materials held by manufacturer? You want to know how much unallocated stock of raw materials is sitting at your factory From HOME PAGE, select REPORTS Click on PRODUCTION and then MANUFACTURER RAW MATERIALS Page 27

The figure in the UNALLOCATED column is the quantity of raw material

28 Type in 0 into filter under UNALLOCATED QUANTITY and click on champagne glass, select GREATER THAN and then click on DISPLAY REPORT The figure in the UNALLOCATED column is the quantity of raw material held at the manufacturer that is NOT allocated to any production order Page 28

click on Raw Materials Stock Inventory and then DISPATCH NOTE LIST

29 Stock Adjustment - Raw Materials - Manufacturer Inventory How to make a stock adjustment to your Manufacturer Inventory From the HOME PAGE, click on Raw Materials Stock Inventory and then DISPATCH NOTE LIST Click on ADD DISPATCH NOTE Select MANUFACTURER from drop down list Page 29

30 Select STOCK ADJUSTMENT from the drop down list for TYPE EXAMPLE 1. Your factory has told you it holds 100m of 1145 Shiny Twill and there are NO previous dispatches to the factory Enter the quantity i.e 100m in the BOOK OUT QTY column To make a negative adjustment, put a ' - ' in front of the figure. N.B. If the adjustment is because you are taking a raw material back to your warehouse, remember to do the TRANSFER ADJUST in LOCAL INVENTORY, read this Page 30

Click on DISPATCH to confirm the adjustment If you would like to save your work but not confirm the adjustment, click on SAVE and CLOSE Back in the LIST VIEW, you can now PRINT if required

31 Click on DISPATCH to confirm the adjustment If you would like to save your work but not confirm the adjustment, click on SAVE and CLOSE Back in the LIST VIEW, you can now PRINT if required This is what your DISPATCH NOTE/STOCK ADJUSTMENT looks like EXAMPLE 2. Your Manufacturer Inventory says a factory holds 58m of a fabric, the factory does a stock take and tells you it Page 31

32 has 65m. What do you do? Create a DISPATCH NOTE/STOCK ADJUSTMENT The figure you enter into the BOOK OUT QTY is the difference between the two figures. In this example it is 7m To make a negative adjustment, put a ' - ' in front of the figure. Page 32

33 Click on DISPATCH to confirm the adjustment Manufacturer Inventory now shows that your factory is holding 65m Page 33

Moving Raw Materials from one factory to another ( manufacturers inventory ) You have a balance/surplus at Factory A and need it at Factory B - how do you deal with this in Zedonk?

34 Moving Raw Materials from one factory to another ( manufacturers inventory ) You have a balance/surplus at Factory A and need it at Factory B - how do you deal with this in Zedonk? You need to 'return it' from Factory A to Local Inventory and then 'dispatch' it to Factory B. From the HOME SCREEN, click on RAW MATERIALS INVENTORY and select MANUFACTURERS INVENTORY - Dispatch Note List In this example we need to move 10m of SHIINY TWILL in RED from GBR LTD to DESIGNER PLUS LTD The LOCAL STOCK INVENTORY - CLOSING STOCK for this fabric is 0 (Zero) Raise a dispatch note for GBR LTD, enter -10m next to SHINY TWILL Col RED and click on DISPATCH Page 34

You have told Zedonk that 10m is being returned to you There is now 10m in LOCAL INVENTORY - CLOSING STOCK From MANUFACTURERS INVENTORY - raise a dispatch note to

35 You have told Zedonk that 10m is being returned to you There is now 10m in LOCAL INVENTORY - CLOSING STOCK From MANUFACTURERS INVENTORY - raise a dispatch note to DESIGNERS PLUS, enter 10m and click on DISPATCH You have told Zedonk that the10m is now with Designers Plus The LOCAL INVENTORY CLOSING STOCK is now 0 (zero) Page 35

PAGE, click on Raw Materials Stock Inventory then Stock Inventory

36 Stock Adjustment ( Transfer/Adjust ) - Raw Materials - Local Inventory How to make a stock adjustment to your Local Inventory From the HOME PAGE, click on Raw Materials Stock Inventory then Stock Inventory (Local Inventory) Search for the Product Zedonk will find the Raw Material Page 36

the adjustment eg "-1" or if you want to increase then

37 Click on Transfer/Adjust for the Raw Material that you want to adjust Click the button ADD NEW ADJUSTMENT Enter the adjustment eg "-1" or if you want to increase then enter "1", the description is optional, SAVE AND CLOSE Page 37

38 All the adjustments for that item are listed. To return to Local Inventory List View - Click on Raw Material Inventory Page 38

STOCK INVENTORY tick INCLUDE ZEROS and click SEARCH to include

39 Stock Count - Bulk Changes to Closing Stock (Materials) From the HOME PAGE, go to RAW MATERIALS INVENTORY Click on LOCAL INVENTORY, STOCK INVENTORY tick INCLUDE ZEROS and click SEARCH to include materials visible within the season, but with no current movement Page 39

SELECT the raw materials that you want to amend From SELECT AN ACTION, click on EXPORT - STOCK COUNT Your report will be downloaded as a.csv file. Open the.

40 SELECT the raw materials that you want to amend From SELECT AN ACTION, click on EXPORT - STOCK COUNT Your report will be downloaded as a.csv file. Open the.csv file and enter the CORRECT stock figure in the STOCK COUNT column. When you have finished, save and close your.csv file The current closing stock figure is shown in CLOSING STOCK Problems with the CSV export file? Excel displays all data in the first column? click here Page 40

41 From SELECT AN ACTION, click on IMPORT - STOCK COUNT Select the file and then click on VALIDATE This is what you see...wait a minute...and then click on refresh Click on PREVIOUS IMPORT PROGRESS to check that your import is valid Page 41

42 Any invalid entries will be noted - return to your.csv file and amend these and repeat the validation process. When all your entries are VALID you can do the IMPORT Choose file again and click on IMPORT... wait a minute...and then click on refresh Leave page and go back into STOCK INVENTORY Your CLOSING STOCK figures are now uploaded. Page 42

43 Changes to CLOSING STOCK figures can be tracked in STOCK TRANSFER/ADJUSTMENT - click on the relevant product - you can see that there were 2 stock count imports for this product This information can also be found in REPORTS, MATERIALS, INVENTORY, FULL TRANSFER/ ADJUSTED LIST Page 43

How to set up minimum stock alerts - Raw Materials Local Inventory Zedonk can highlight when a raw material closing stock or projected stock is below a minimum level

44 How to set up minimum stock alerts - Raw Materials Local Inventory Zedonk can highlight when a raw material closing stock or projected stock is below a minimum level decided by you From RAW MATERIALS INVENTORY, click on STOCK INVENTORY. Search for the Raw Materials Zedonk will find the Raw Materials Click on SET LOW STOCK QTY Page 44

45 Input the STOCK ALERT quantity for each line. Press OK to save and close please SAVE each page before moving to the next (it will not autosave if you switch page and the record will be lost) Raw Materials are now marked if the closing stock and/or the projected stock is below your stock alert level Hover over the alert symbol to check you low stock limit Page 45

"projected stock" below alert level LOW STOCK ALERT QUANTITIY can

46 Select LOW STOCK (CLOSING STOCK) to show only "closing stock" below alert level Select LOW STOCK (PROJECTED STOCK) to show only "projected stock" below alert level LOW STOCK ALERT QUANTITIY can be found in the report section, under FULL RAW MATERIAL INVENTORY LIST Page 46

export OR select all From SELECT AN ACTION, click on EXPORT - STOCK ALERT QTY Your report will be

47 Minimum stock alert BULK export/import - Raw Materials Local Inventory Export - Set your minimum alert in bulk - Import On RAW MATERIALS INVENTORY / STOCK INVENTORY select the lines you want to export OR select all From SELECT AN ACTION, click on EXPORT - STOCK ALERT QTY Your report will be downloaded as a.csv file Open the.csv file and enter the minimum alert figure in the STOCK_ALERT_QTY column. Page 47

When you have finished, save and close your.

Select the file and then click on VALIDATE This is what you see.

48 When you have finished, save and close your.csv file Problems with the CSV export file? Excel displays all data in the first column? click here From SELECT AN ACTION, click on IMPORT - STOCK ALERT QTY Select the file and then click on VALIDATE This is what you see...wait a minute...and then click on refresh Click on PREVIOUS IMPORT PROGRESS to check that your import is valid. INVALID entries will be noted in red. Page 48

.. and then click on refresh Leave the page and go back into STOCK INVENTORY Your MINIMUM STOCK ALERT figures are now uploaded.

49 If you have INVALID entries, return to your.csv file and amend these and repeat the validation process. When all your entries are VALID you can do the IMPORT Choose the file again and click on IMPORT... wait a minute... and then click on refresh Leave the page and go back into STOCK INVENTORY Your MINIMUM STOCK ALERT figures are now uploaded. Raw Materials are now marked if the closing stock and/or the projected stock is below your stock alert level Hover over the alert symbol to check you low stock limit Page 49

PRODUCT STOCK INVENTORY - INVENTORY USERS

PRODUCT STOCK INVENTORY - INVENTORY USERS Table of Contents Product Stock Inventory... 3 Product Stock Inventory - The List View... 4 How do I enter my opening product stock into the system?... 8 How can