On the last Saturday of the month, Bernadette Zannou counts the shelves at Pharmacie Bonne Santé in Parakou. The system says 120 boxes of a cough syrup; she counts 114. Elsewhere in the store, a pallet came back from the wholesaler with water-soaked cartons. Dr Aminatou Chabi wants the figures to match what is really on the shelf, and wants a written trace of why they changed. This page follows Bernadette through the two ways of lowering or raising stock by hand: a correction after a count, and a damage declaration. The same steps apply to a hardware store counting cement bags or a depot breaking crates.

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Correct quantities after a count

Bernadette records the count with Correct stock quantities. She gives a reason and one line per item. She chooses how to state each quantity: either the counted quantity (“114 boxes in the back store”) or the difference (“minus 6”). She can target a whole location or one particular lot. The correction moves stock at once. A negative change removes from the oldest lots first. A positive change adds stock and values it: on a lot it keeps the lot’s cost and supplier, on a location that already holds the item it uses the average cost of the stock there, and on a location with none she gives the cost herself. A correction is never edited or deleted afterwards. To fix an error she records a new correction. She finds past ones with List stock corrections and View a stock correction.

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Declare damaged goods

For the soaked cartons, nothing leaves the stock yet. Bernadette first writes a draft with Declare damaged stock: the items, the units, the locations or lots the goods come from, the quantities, and whether the damage is ordinary or exceptional. If the goods came with a purchase or a confirmed reception, she can link the declaration to it. While the draft stays open she can still change it: She reads them with List damage records, View a damage record, List damage items and View a damaged item. When Dr Chabi is satisfied, Bernadette confirms with Confirm a damage record. The quantities leave stock, oldest lots first, and the cost of the lots removed is stored on each item. The record is then final.

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The rules

  • A correction needs a reason, a mode (final stock or difference) and at least one line. Each line targets exactly one thing: a lot or a location.
  • The item must be tracked in inventory and not archived. The resulting stock cannot be negative. In final stock mode the counted quantity cannot be negative. A line that would change nothing is refused.
  • A line on a lot needs a single lot (one level, one cost, one supplier). The location must be one the company may use.
  • Two lines on the same item and target are merged in difference mode, but refused when one carries a manual cost. They are refused in final stock mode.
  • A cost is required, and only one form of it, when a line raises the stock of a location that holds none of the item. In all other cases cost inputs are ignored.
  • A correction cannot be edited or deleted. It is valued, but the action creates no accounting entry. The same holds when a damage record is confirmed.
  • A damage record needs at least one item, each with at least one source, and a reason of ordinary or exceptional. A record is tied to a purchase or to a reception, never both, and the reception must be confirmed.
  • A reference, when given, must be unique among the company’s damage records, whatever their status.
  • A declared quantity cannot exceed the stock at the source after subtracting what other draft records already hold. Confirmation checks again, so a draft that was valid can be refused if stock has dropped.
  • Items and sources can only change while the record is a draft. The item of a line cannot be changed: remove the line and add another. Updating the sources of a line replaces them all and resets its cost to zero until confirmation.
  • A record without items cannot be confirmed.
  • A confirmed record cannot be edited or deleted.
  • Editing items needs the record permission and the item permission together.

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All the actions of this topic

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