Home Busy Accounting Software 9.2 Inventory Books

9.2 Inventory Books

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9.2 Inventory Books

In a general business scenario, numerous transactions take place such as sales / purchase of goods. In BUSY these transactions are recorded using various vouchers such as Sales, Purchase, Stock Transfer and so on. From these vouchers, inventory related information is posted to Inventory Books.

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A separate Inventory Book is maintained for different types of vouchers that affect the inventory. For each of the vouchers there is an Inventory Book such as Sales Register, Purchase Register and so on. These books are known as the Subsidiary Inventory Books. From the Subsidiary Inventory Books, the individual entries are then posted to the Principal Inventory Books. Some of the Principal Inventory Books are Stock Ledger and Item MC Ledger.

On clicking the Inventory Books option, a list of reports is displayed. Various reports in the list are:

Day Book

Stock Ledger

Item MC Ledger

Inventory Registers (Standard)

Bill Sundry Ledger

Day Book

Day Book report displays all the transactions that affect inventory of the organisation sequentially for a specified date range. On clicking the Day Book option, a Report Options window appears. Given here are the data fields that appear in the Report Options window.

Starting Date – Enter the starting date from which the transactions that affect the inventory are to be picked.

Ending Date – Enter the ending date up to which the transactions that affect the inventory are to be picked.

Item to be Shown by – Select from the list whether the Item Name, Alias or Print Name is to be displayed in the report.

Show Value of Items Also – Specify ‘Y’ in this data field to view value of item in the report.

After entering the required data in the data fields of Report Options window, click the Ok button. On clicking the Ok button, Inventory Day Book report appears. Given here is a screenshot of Inventory Day Book report.

Figure 9.2 Inventory Day Book

Unit 9 – Inventory Reports 223

Stock Ledger

Stock Ledger displays all the transactions of an item sequentially within the specified date range. On clicking the Stock Ledger option, two options appear. The options are:

Item-Wise – Select this option if you want to view the report item-wise i.e. all the transactions involving the selected item will be displayed sequentially.

Merged Account – Select this option if you want to view combined report for all the items. On selecting this option, transactions will be displayed sequentially irrespective of the item used in them.

Let us discuss both these options one by one.

Item-Wise

On clicking the Item-Wise option, a Stock Ledger message box appears. This message box appears if you have created more than one Material Centre master. In the message box, there are two options. The options are:

One MC – Select this option to view transactions involving a particular Material Centre.

All MC – Select this option to view transactions for any Material Centre.

On selecting any of the above option, a Report Options window appears. Given here are the data fields that appear in the Report Options window.

Item Name – Select the item for which you want to view the report.

Select MC – Select the Material Centre at which the stock will be considered for generating the report.

Starting Date – Enter the starting date from which transactions are to be picked.

Ending Date – Enter the ending date up to which the transactions are to be picked.

Account to be Shown by – Select from the list whether Name, Alias or Print Name of the party used in voucher is displayed in the report.

Show Value of Items – Specify ‘Y’ in this data field to view value of the items in the report.

Show Stock Transfer Entries – Specify ‘Y’ in this data field to pick stock transfer entries also in the report.

Enter required data in the data fields of Report Options window and click the OK button. On clicking the Ok button, Stock Ledger report appears displaying all the transactions sequentially for the selected item.

Merged Items

On clicking the Merged Items option, a Merged Ledger message box appears. In the message box, there are two options. The options are:

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Item Group – Select this option to view stock ledger for a single Item Group. All the items falling under the selected Item Group will be considered for generating the report.

Selected Item – Select this option to view stock ledger of selected items. On selecting this option, a List of Items window appears in which you can select the required items.

On selecting any of the above option, a Report Options window appears. Given here are the data fields that appear in the Report Options window.

Item Group Name – Select the Item Group for which you want to view the report.

Generate Report for Single MC Only – Specify ‘Y’ in this data field, if you want to generate stock ledger for a single Material Centre only.

Select MC – This data field gets active only if you have specified ‘Y’ in the Generate Report for Single MC Only data field. Select the Material Centre for which the stock ledger is to be generated.

Starting Date – Enter the starting date from which the transactions are to be picked for generating the report.

Ending Date – Enter the ending date up to which the transactions are to be picked for generating the report.

Account to be Shown by – Select from the list whether Name, Alias or Print Name of the party used in the voucher is to be displayed in the report.

Show Actual Item Name – Specify ‘Y’ in this data field to view item name also in the report. On specifying ‘Y’ in this data field, an Item Name column, displaying name of the item used in transaction appear in the report.

Show Value of Items – Specify ‘Y’ in this data field to view value of the item in the report.

Enter required data in the data fields of Report Options window and click the Ok button. On clicking the Ok button, a Merged Stock Ledger report appears.

Item MC Ledger

Item MC Ledger report displays all the transactions involving the selected Item and Material Centre. It is a filtered form of Stock Ledger report since it displays item-wise information of quantity in and quantity out at a particular Material Centre. In other words, we can say that Item MC Ledger report is the Stock Ledger report of a particular Material Centre. This report appears only if you have created more than one Material Centre masters.

Material Centre Register

Material Centre Register report displays information of all the inventory related transactions at a Material Centre of the organisation sequentially for a specified date range. It displays information of quantity in and quantity out of all the items at a particular Material Centre. This report appears only if you have created more than one Material Centre master.

Unit 9 – Inventory Reports 225

Inventory Registers (Standard)

With Inventory Registers (Standard) option, you can view all the Inventory Registers in Standard format. On clicking the Inventory Registers (Standard) option, a list of registers is displayed. Various Registers in the list are:

Sales Register

Purchase Register

Sales Return Register

Purchase Return Register

Stock Transfer Register

Sales Register

Sales Register displays all the sales transactions sequentially with in a specified date range. On clicking the Sales Register option, a Sales Register message box appears. In the message box, there are four options. The options are:

All Parties – Select this option if you want to view sales transactions for all the parties.

One Party – Select this option if you want to view sales transactions for a single party.

Group of Parties – Select this option if you want to view sales transactions for a particular group of parties.

Selected Parties – Select this option if you want to view sales transactions for selected parties. On selecting this option, a List of Accounts window appears in which you can select the parties for which you want to view the report.

On selecting any of the above option, a Report Options window appears. Given here are the data fields that appear in the Report Options window.

Select Account / Group – Select the Party / Party Group for which you want to view the report. Voucher Series – Select the voucher series whose vouchers are to be displayed. If you want to view all the vouchers then select All option from the list.

Starting Date – Enter the starting date from which Sales vouchers are to be picked for generating the report.

Ending Date – Enter the ending date up to which Sales vouchers are to be picked for generating the report.

Account to be Shown by – Select from the list whether the Party Name, Alias or Print Name is to be displayed in the report.

Item to be Shown By – Select from the list whether Item Name, Alias or Print Name is to be displayed in the report.

Show Value of Items – Specify ‘Y’ in this data field to view value of item in the report.

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Enter the required data in the data fields of Report Options window and click the Ok button. On clicking the Ok button, a Sales Register window appears displaying details of appropriate sales transactions.
è All other Inventory Registers are totally similar to the Sales Register. For detailed help on message boxes and Report Options that appear in other Inventory Registers, please refer to Sales Register.

Bill Sundry Ledger

Bill Sundry Ledger report displays all the transactions involving a particular Bill Sundry. For example, you want to view all those transactions in which Bill Sundry of Discount 1% is specified then you can use this report. On clicking the Bill Sundry Ledger option, a Report Options window appears. Given here are the data fields that appear in the Report Options window.

Bill Sundry – Select the Bill Sundry for which the report is to be generated.

Starting Date – Enter the starting date from which the transactions are to be picked.

Ending Date – Enter the ending date up to which the transactions are to be picked.

Accounts to be Shown by – Select from the list whether the Party Name, Alias or Print Name is to be displayed in the report.

Show Bill Sundry Narration – Specify ‘Y’ in this data field if you want to view the narration as entered with Bill Sundry in the voucher.

Enter required data in the data fields of Report Options window and click the Ok button. On clicking the Ok button, a Bill Sundry Ledger report appears. Given here is a screenshot of Bill Sundry Ledger report.

Figure 9.3 Bill Sundry Ledger

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