Bernadette Zannou is in charge of stock at Pharmacie Bonne Santé in Parakou. Each delivery from Grossiste Pharma Nord arrives as a new lot of the same medicine, sometimes at another price, sometimes with a short expiry date. On the shelf the lots look the same. When a customer asks for the oldest box, or when a lot must go back to the wholesaler, Bernadette needs to tell them apart without opening every box. This page follows her as she reads stock and marks lots. The same steps apply to any trade that receives the same item in several batches, such as paint, cement or drinks.

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See how much you hold

Bernadette wants to know how many boxes of paracetamol are left in the shop and in the back store. She asks for the stock of the item with List stock levels: the levels per location for one or several items. Only the locations her company is allowed to use appear. To see the lots behind a level, she opens one item with List stock of an item. She can narrow it to one location or to some labels. The cost of a lot is shown only to people allowed to see costs on stock.

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Create labels

Bernadette decides to use three labels: “Expires soon”, “Promo” and “To return”. She creates each with Create a stock label. Labels belong to the whole organization, so the other companies of the group see them too. She renames one with Rename a stock label: every lot that carries it shows the new name. List stock labels and View a stock label show what exists.

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Put a label on a lot

When a box from an old delivery is close to its date, she opens its lot and uses Label a stock lot. The label does not change quantities or costs. If the lot already had a label, the new one replaces it. When the lot is sold out of the “Expires soon” list, she takes the label off with Remove a stock lot label. Once lots are labelled, she asks for the stock levels or the lots of an item again, this time naming a label. Only the levels holding a lot with that label come back, and only those lots are listed.

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Delete a label

A label nobody uses any more can be deleted with Delete a stock label. Bernadette must first take it off the lots that carry it. The label is deleted for good.

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The rules

  • A lot carries at most one label. Labelling again replaces the previous label.
  • Removing a label from a lot that has none succeeds and changes nothing.
  • A label name is unique in the organization, whatever the case: “Promo” and “promo” collide. A name can be up to 100 characters.
  • A stock label is deleted for good. It cannot be deleted while a lot at an existing location still carries it.
  • Creating, renaming and deleting labels need the stock label permission, and the company must hold the stock label feature.
  • Labelling or unlabelling a lot needs the permission to label stock. The lot must be at a location the company is allowed to use.
  • Listing and viewing labels needs either the label permission or the permission to list stock, so a storekeeper can read labels without managing them.
  • Stock levels need one to 100 distinct items. Naming labels (at most 50) also needs the permission to list stock.
  • The lots and their costs appear in levels only for members allowed to list stock. Costs additionally need the permission to view costs on stock. In the list of an item’s lots, the supplier of a lot is shown only when it belongs to the current company.

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All the actions of this topic

From other topics, also used here:
  • Confirm a purchase delivery: Confirms goods were received: stock is added, the purchase lines are reduced and the purchase becomes completed when nothing remains.
  • Confirm a purchase pickup: Confirms goods were received: stock is added, the purchase lines are reduced and the purchase becomes completed when nothing remains.