9.3 Inventory Summaries
Inventory Summaries reports display various summarised reports for all the inventory transactions of the company. Inventory Summaries reports include various reports such as Daily Balances, Transactions Summary and so on. On clicking the Inventory Summaries option, a list of reports is displayed. Various reports in the list are:
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Daily Balances
Daily Summary
Monthly Summary
Consolidated Summary
Transaction Summary
Min. / Max. Balances
Check Negative Stock
Item-Wise Discount
Item Critical levels
Daily Balances
Daily Balances report displays date-wise closing balance for an item for the specified date range. Closing balance will be calculated based on the opening balance of the item and the vouchers that affect the item on a particular date. On selecting the Daily Balances option, a Report Options window appears. Given here are the data fields that appear in the Report Options window.
Item Name – Select the item whose daily balance you want to view.
Generate Report for Single MC – Specify ‘Y’ in this data field if you want to view closing stock of the item at a particular Material Centre.
Material Centre Name – Select the Material Centre for which the report is to be generated.
Starting Date – Enter the starting date from which you want to view closing balance of the item.
Ending Date – Enter the ending date up to which you want to view closing balance of the item 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 Daily Balances report appears. Given here is a screenshot of Daily Balances report.
Figure 9.4 Daily Balances
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Daily Summary
Daily Summary report displays, date-wise opening balance, quantity in, quantity out, and the closing balance of an item for the specified date range. On clicking the Daily Summary option, a Report Options window appears. Given here are the data fields that appear in the Report Options window.
Item Name – Select the item whose daily summary is to be displayed.
Material Centre Name – Select Material Centre for which the report is to be displayed.
Starting Date – Enter the starting date from which you want to view the daily summary of the item.
Ending Date – Enter the ending date up to which you want to view the daily summary of the item.
Show Value of Items – Specify ‘Y’ in this data field to view value of the items in the report.
Show Unmoved Dates Also – Specify ‘Y’ in this data field to view daily summary for those dates also on which no transaction has taken place i.e. the dates on which no movement of stock is made.
Enter required data in the data fields of Report Options window and click the Ok button. On clicking the Ok button, a Daily Summary report appears displaying opening stock, quantity in, quantity out and closing balance of the item.
Monthly Summary
Monthly Summary report displays, month-wise opening balance, quantity in, quantity out, and the closing balance of Item / Item Group. On clicking the Monthly Summary option, two options are displayed. The options are:
Vertical – Click this option if you want to view the Monthly Summary report with the months arranged vertically. In other words, the months are listed in one column and the related information for each month is displayed in a separate row. On selecting this option, a Monthly Summary message box appears. In the message box there are following two options:
o One Item – Select this option if you want to view report for a single item.
o Item Group – Select this option if you want to view report for a single Item Group.
Horizontal – Click this option if you want to view Monthly Summary report with the months arranged horizontally. In other words, the items are listed in one row and the related information for each item is displayed month-wise in separate columns. On selecting this option, a Monthly Summary message box appears with following two options:
o Group of Items – Select this option if you want to view report for a particular Group of items.
o All Items – Select this option if you want to view report for all the items.
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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 required Item / Item Group for which you want to generate the report.
Show Value of Items – Specify ‘Y’ in this data field to view value of items 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.
Generate Report for single MC Only – Specify ‘Y’ in this data field to view report for single Material Centre only.
Select MC – Select the required Material Centre.
Enter required data in the data fields of Report Options window and click the Ok button. On clicking the Ok button, a Monthly Summary report appears. Given here is a screenshot of Monthly Summary report.
Figure 9.5 Monthly Summary
Consolidated Summary
Consolidated Summary report displays consolidated opening balance, quantity in, quantity out and the closing balance of Item / Item Group for a specified date range. On clicking the Consolidated Summary option, two options appear. The options are:
Item-Wise – Select this option if you want to view the item-wise opening, closing, quantity in and quantity out balances. On selecting this option, a Consolidated Summary message box appears with following options:
o All Items – Select this option to view report for a single item.
o Group of Items – Select this option to view report for a single Group of Items. o Selected Items – Select this option to view report for selected items.
Account Group-Wise – Select this option if you want to view the Group-Wise opening, closing, quantity in and quantity out balances. On selecting this option, a Consolidated Summary message box appears with following options:
o All Item Groups – Select this option to view report for all the Item Groups.
o Group of Groups – Select this option to view report for particular Item Group.
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On selecting any of the above option, a Report Options window appears. Enter the required data in the data fields of Report Options window and click the Ok button. On clicking the Ok button, a Consolidated Summary report appears. The report displays the consolidated opening, quantity in, quantity out and closing balance of Items / Item Groups for the specified date range.
Transaction Summary
Transaction Summary report displays opening balance, details of quantity in and quantity out into various inventory and dual voucher types and the closing balance of Item / Item Group for a specified date range. In other words, Transaction Summary report is an extension of the Consolidated Summary report. This report contains separate quantity in and quantity out columns for the following voucher types: Sales, Purchase, Sales Return, Purchase Return and Stock Transfer.
Min. / Max. Balance
Min. / Max. Balances report displays minimum and maximum stock level of the items with the organisation during the specified date range. Using this report, you can find out the minimum and maximum stock level of All Items / Item Group / One Item at a Material Centre / All Material Centres / Material Centre Group during a specified date range. On clicking the Min. / Max. Balances option, an Item Min. / Max. Balances message box appears. The options in the message box are:
All Items – Select this option to view minimum and maximum balance of all the items within a specified date range.
Group of Items – Select this option to view minimum and maximum balance of a Group of Items within a specified date range.
One Item – Select this option to view minimum and maximum balance of a single item within a specified date range.
On selecting any of the above option, an Item Min. / Max. Balances message box appears. This message box appears if you have created more than one Material Centre master. The options in the message box are:
One MC – Select this option to consider stock level of the item at a single Material Centre.
Group of MC – Select this option to consider stock level of the item at a single Material Centre Group.
All MC – Select this option to consider stock level of the item at all the Material Centres.
On selecting any of the above option, a Report Options window appears. Enter required data in the data fields of Report Options window and click the Ok button. On clicking the Ok button, an Item Min.
Max. Balance report appears. The report displays the dates on which the stock of the items is minimum and maximum.
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Check Negative Stock
Check Negative Stock report displays items with negative stock during the specified date range. Using this report, you can find out the negative stock of All Items / Item Group / One Item at a Material Centre / All Material Centres / Material Centre Group during a specified date range.
Unmoved Items
Unmoved Items report displays those items that have not been affected by transactions / vouchers during the specified date range. Using this report, you can find out the items for which no transactions were recorded during the specified date range.
Item-Wise Discount
Item-Wise Discount report provides details of discount provided / received on each item during every sale / purchase transaction. With this report, you can find out the various rates at which discount is provided / received to / from various parties. On clicking the Item-Wise Discount option, an Item-Wise Discount message box appears. In the message box, there are three options. The options are:
One Item – Select this option to view details of discount provided / received on single item.
Group of Items – Select this option to view details of discount provided / received on a single Group of Items.
All Items – Select this option to view details of discount provided / received on all the 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.
Select Party / Group – Select the Party / Party Group for which the report is to be generated.
Select Item / Item Group – Select the Item / Item Group for which the report is to be generated.
Vch Type (Sale / Purchase) – Specify ‘S’ in this data field to view all the sales transactions in which the discount on the selected item is provided. Otherwise, specify ‘P’ in this data field to view all the purchase transactions in which discount on the specified item is received.
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.
Enter required data in the data fields of Report Options window and click the Ok button. On clicking the Ok button, an Item-Wise Discount report appears. Given here is a screenshot of Item-Wise Discount report.
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Figure 9.5 Item-Wise Discount
Item Critical levels
Item Critical Level report displays detail about critical levels of different items. With this report, you can view the maximum, minimum, reorder levels and the shortage or excess of different items. The reports are generated on the basis of the critical levels defined in the Item master. On clicking the Item Critical Level option, three options are displayed. The options are:
Minimum Level – Click this option to view details of items that are below their minimum level.
The report also displays the item quantity below the specified minimum level.
Maximum Level – Click this option to view details of items that are exceeding their maximum level. The report also displays the excess of stock over the specified maximum level.
Reorder Level – Click this option to view details of item that are below their re-order level. The report also displays the item quantity below the reorder level.
All the message box and Report Options that appear on selecting any of the above option are totally similar. Hence, we will discuss only the Minimum Level option.
Minimum Level
On clicking the Minimum Level option, a Minimum Level Report message box appears. In the message box, there are two options. The options are:
All Items – Select this option to view minimum level for all the items.
Group of Items – Select this option to view minimum level for a single Group of Items.
On selecting any of the above option, a Minimum Level Report message box appears. The message box appears if you have created more than one Material Centre master. In the message box, there are three options. The options are:
One MC – Select this option to consider stock at a particular Material Centre.
Group of MC – Select this option to consider stock at a particular Group of Material Centre.
All MC – Select this option to consider stock at all the Material Centres.
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.
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Specify Item Group – Select Item Group for which you want to view the report.
Specify Material Centre / Group – Select Material Centre Group for which you want to view the report.
Report Date – Enter the date on which stock is to be considered.
Item to be Shown by – Select from the list whether Item Name, Alias or Print Name is to be displayed in the report.
Consider Items having zero as Minimum Level – Specify ‘Y’ in this data field to view those items also in the report in which minimum level is set to zero.
Enter required data in the data fields of Report Options window and click the Ok button. On clicking the Ok button, a Minimum Level Report appears displaying minimum level, current stock and shortage of item. Given here is a screenshot of Minimum Level report.
Figure 9.6 Minimum Level Report
