MODULAR TRAINING BP STOCK CONTROLLER

MODULE 4.2

IQ ENTERPRISE

MODULAR TRAINING

BP STOCK

CONTROLLER

THIS MODULE SHOULD BE FOLLOWED BY MODULE 4.2

IQ RETAIL – BP STOCK CONTROLLER – MODULE 4.2 (v2017.03)

IQ RETAIL (PTY) LTD © 2017 of 60

P R E F A C E

This is the reference guide for handling of items on deposit for return, for IQ Business & IQ Enterprise software

systems.

The document will aid in understanding and configuration of the handling of items on deposit for return, in order for it to function correctly.

Although every effort has been made to keep this document up to date, some of the screen examples may not

be 100% the same as the ones reflected in previous versions of IQ Enterprise & IQ Business. This is due to the continuous development and improvement of IQ Enterprise & IQ Business.

Unfortunately, there will be a discrepancy from time to time. We do apologize for the inconvenience that it may

cause.

Should you feel that the handling of items on deposit for return document is inadequate or requires further explanation or more and better examples, please feel free to email us.

We would love to have some feedback in order to improve the handling of items on deposit for return

document in some way or another.

Regards,

IQ Retail (Pty) Ltd



ITEM DESCRIPTION

Introduction The IQ Retail Training Team welcomes you to the

Administrator Training Module. This module allows you to gain a full understanding of the IQ Retail system, thus

empowering you to Manage and Maintain the local IQ Retail Installation.

Training Installation

Software

Should the training software need to be installed on your

own computer, the instructor will provide the software to

you. You will also learn how to download the software from the internet during this training course, depending on

connectivity in your training location, you might even give downloading a try.

Acknowledgements Content Developer and Editor: Nico Nel

Content Verifier: Lisa Dimech

Content Matter Expert: Lisa Dimech

Content Design and Layout: Nico Nel

Content Quality Control: Aldi O’Connor

Content Project Manager: Nico Nel

Feedback As we are constantly developing and upgrading our software,

some features might work different to what is recoded in this manual simply because of printing quantity volumes. Should

you however like to bring any query to our attention you can send an email to [email protected] with the following information:

Manual Name

Manual Version

Lesson Number

Page Number followed by

A brief description of the query or issue

Trainer Name

Training Date

Training Venue

Also provide us with your contact details as well.

Course pre-requisites: Bookkeeping NQF Level 3 qualification or Grade 10 Bookkeeping.

Computer Literacy at NQF Level 3 or Grade 8 Computer Literacy.

Mathematical Literacy or Grade 10 Mathematics

mailto:[email protected]



IQ Retail modular qualifications start at the lower7 levels.

• Each level requires that the one below be completed first for modules 1, 3, 4 and 6.

• Module 1 requires the completion of ALL modules below it.

• Modules 3, 4, 5, 6 and 7 can be completed individually.

The hierarchy is graphically presented as follows:

IQ Retail Modular Training

USERS

CONTROLLERS

MANAGEMENT

ADMINISTRATIONIQ Retail

SYSTEM ADMINISTRATOR

Module 1

IQ Retail

DEBOTRS & CREDITORS CONTROL

Module 3

IQ Retail

STOCK CONTROLLER

Module 4

IQ Retail

BUYING & RECEIVING

Module 5

IQ Retail

POINT OF SALE SUPERVISOR

Module 6

IQ Retail

SALES, CASHIER & DISPATCHING

Module 7

IQ Retail

FINANCIAL CONTROLLER

Module 2



A qualification therefore exists of the following:

IQ Retail SYSTEM ADMINISTRATOR Modules 1 to 7

IQ Retail FINANCIAL CONTROLLER Module 2

IQ Retail DEBTORS/CREDITORS CONTROLLER Debtors: Modules 6 and 7.

Creditors: Modules 4 and 5.

IQ Retail STOCK CONTROLLER Modules 4 and 5

IQ Retail BUYING & RECEIVING ONLY Module 5

IQ Retail POINT OF SALE SUPERVISOR Modules 6 and 7

IQ Retail SALES, CASHIER & DISPATCHING Module 7



Each of the Modules include the following:

MODULES AND

QUALIFICATIONS

CONTENTS

MODULE 1

IQ Administrator

• Download, Install and Upgrade IQ

• System Setups

• User and Group Account Setups

• Agent Transactions

• IQ Automation

• Balance of Qualification

MODULE 2

IQ Financial Controller

• General Ledger and Company Setups

• General Ledger Processing including Cashbooks and Journals

• Budgets

• Asset Register

MODULE 3

IQ Debtors/Creditors Control

• Debtors/Creditors System Setups

• Debtors/Creditors Setup

• Transactional Processing (Journals)

• Debtors Credit Control

• Debtors/Creditors Pricelists

• Debtors/Creditors Notifications

• Debtors Contract Price Maintenance

• Debtors Quotes – Overview

• Sales & Purchase Orders – Overview

• Debtors IQ Promotions – Overview

• Debtors Cash Deposits – Setups

• Debtors/Creditors Attachments

• Debtors/Creditors Mandatory Fields

• Debtors Account Verification

• Debtors Interest Charging

• Debtors Recurring Charges

• Creditors Payment Run and Reconciliation

• Stock – Overview

• Multiple Warehouses – Overview

• Supplier Delivery Notes and Claims – Setups

• Sundry Stock Items - Overview

MODULE 04

IQ Stock Controller

• Stock Setups

• Stock Items

• Artificial Management Cost

• Multiple Warehouses – Setups

• Stock Price Update

• Stock Price Variants

• Stock Price Lists

• Stock Take

• Styles Management – Overview

• Sundry Stock Items

• Promotions

• Volumetrics

• Bills of Quantity

• Job Cards

• Warehousing



MODULE 05

IQ Buying & Receiving

• Setups specific to Receiving


• Purchase Orders

• Discounting

• Creditor Attachments

• Creditor Mandatory Fields

• Multiple Warehouses – Transfer IN & OUT

• Sundry Stock Items

• Volumetrics – Overview

• Price Lists – Overview

• Contract Price Maintenance – Overview

• Styles Management

• Consolidated Ordering

• Supplier Delivery Notes and Claims

MODULE 6

IQ Point of Sale Supervisor

• Point of Sale – Setups

• POS Back Office

• Promotions – Overview

• Vouchers – Setups

• Cash Deposits – Overview

• Innervation

• Nomad • Pocketslip

• Loyalty

MODULE 7

IQ Sales, Cashier & Dispatching


• Discounting

• Quotes

• Sales Orders

• Debtors Attachments

• Debtors Account Verification

• Marketing: SMS and Email

• Point of Sale Processing

• Cash up

• Promotions

• Vouchers

• Cash Deposits

• Deliveries and Collections



C O N T E N T S

WHAT IS A STOCK TAKE 11

FULL STOCK TAKE 11

PERPETUAL COUNT 11

MULTIPLE STOCK TAKES 11 WITH MULTIPLE WAREHOUSES DISABLED: 12 WITH MULTIPLE WAREHOUSES ENABLED: 12

STOCK TAKE PREPARATION 12 HOUSEKEEPING 12 TRAINING 14 FLOOR PLAN 14 DOCUMENTATION 14 EQUIPMENT CHECK 15 READINESS CHECK 15 TEST RUN 15 BACKUPS X 2 15 LIVE COUNT 15 CHECK AND PRINT REPORTS 15 CHECK THAT ALL TERMINALS ARE LOGGED OUT 15 UPDATE RECORDS 15

STOCK TAKE PROCEDURE 16 STOCK TAKE SCREEN 16

STOCK TAKE SETUP 17 SETUP OPTIONS 17 BUTTON FUNCTIONALITY 18 STOCK TAKE TYPES 18

CAPTURE STOCK TAKE DATA 19 FIVE STOCK TAKE METHODS THAT CAN BE USED TO CAPTURE DATA 19 SORT ORDER 19 CAPTURE PARAMETERS 19 STOCK TAKE ITEMS 20 BUTTON FUNCTIONALITY 20

FINALISE A STOCK TAKE 21

CANCEL STOCK TAKE 22

STOCK TAKE REPORTS 23 COUNT VARIANCES 23 COUNTED ITEMS MOVEMENT AFTER STOCK TAKE STARTED 23 UNCOUNTED ITEMS MOVEMENT AFTER STOCK TAKE STARTED 24 COMPLETE STOCK LISTING PER SELECTED DEPARTMENT 24 ALL STOCK ITEMS NOT COUNTED YET 24 ALL STOCK ITEMS NOT COUNTED BY DEPARTMENT 24 COMPLETE STOCK LISTING BY DEPARTMENT 25 ITEMS WHERE STOCK COUNT WAS ZERO 25 ALL STOCK ITEMS CURRENTLY IN A SPECIFIC COUNT SHEET 25 DETAIL COUNT VARIANCE 26

SHOW LOGGED ON TERMINALS 27

VIEW STOCK TAKE LOGS 27 REPORT TYPES 28 STOCK TAKE ADJUSTMENTS 28



BUTTON FUNCTIONALITY 28

PRACTICAL STOCK TAKE PROCEDURE 29 STOCK TAKE PREPARATIONS 29 BACK UP BEFORE STOCK TAKE 29 START STOCK TAKE 29 CAPTURE DATA 30 PRINT REPORTS 30 BACK UP 30 FINALISE STOCK TAKE 30 BACK UP 30

STOCK ADJUSTMENT REPORTS 31 SORT ORDER 31 REPORT OPTIONS 31 LAYOUT 31 AVAILABLE FILTERS 32 STOCK ADJUSTMENTS 32 BUTTON FUNCTIONALITY 32

STOCK MONTH END 32 WHEN TO RUN END OF MONTH 32 BACKUPS 32 PROCESSING MONTH END 33

STYLES MANAGEMENT INTRODUCTION 33

SETUP 33 ENABLE STYLE MANAGEMENT 33

SETUP COLOURS AND SIZES 36 STOCK COLOURS 36 DETAILS 36 BUTTON FUNCTIONALITY 36 STOCK SIZES 38 DETAILS 39 BUTTON FUNCTIONALITY 39

OTHER HELPFUL SETUPS 40 STOCK SIZE GROUPINGS 40 SIZE GROUPINGS 41 BUTTON FUNCTIONALITY 41 SIZE GROUPING DETAILS 43

STOCK COLOUR GROUPINGS 43 COLOUR GROUPINGS 43 BUTTON FUNCTIONALITY 44 COLOUR GROUPING DETAILS 45

SETUP STOCK STYLES 45 STYLES 46 BUTTON FUNCTIONALITY 47 SELECTION OPTIONS 48

ADDING A STYLE STOCK ITEM 49 STYLE MANAGEMENT OPTIONS 49 OTHER FIELDS 51 SETTINGS 52 CUSTOM STOCK ITEM DETAIL 53

IQ SUNDRY STOCK ITEM 54

SETUP 54

CREATE SUNDRY STOCK ITEM 55

PROCESSING 56 EXAMPLE 57



REPORT EXAMPLE 59

IQ VOLUMETRICS - INTRODUCTION 59



STOCK TAKE WHAT IS A STOCK TAKE

Stock Taking is the counting of stock inventory items that a business is holding at any given time, to gain an

accurate record of stock levels. Reports are generally used for accounting purposes or general stock monitoring.

Having an accurate idea of the number of stock items the company owns, allows the accountants to reconcile physical stock to the inventory records, highlight variances and identify issues with stock management and

control. With accurate knowledge about stock movements and the stock on hand, the user can make informed decisions about theft, slow-moving items, damaged stock, technology obsolescence and warehouse processes.

There are two ways that Stock Takes can be done, a Full Stock Take where every stock item in the business is

counted and Perpetual Stock Takes where only specific departments or locations can be counted. Both these

ways of doing Stock Take will be explained in depth in this document.

NOTE: Stock Take is recommended to be done as often as is necessary, to achieve 100% accurate

control of the company’s stock levels.

FULL STOCK TAKE

The Full Stock Take option is the process of physically counting inventory and re-entering these figures into

the IQ Enterprise System to ensure correct figures. Often this task is performed annually at close of financial year. The full Stock Take allows the user to do exactly that: which means the counting of all items within the

company and updating the system with the correct on-hand quantities.

If Multiple Warehouses are enabled in Default Setting (1) in Company Details, concurrent Full Stock Takes are allowed, given that every Stock Take is done for a different warehouse. Concurrent Stock Takes for the

same stock in a location, to be counted will not be allowed.

If Multiple Warehouses are disabled in Default Settings (1) in Company Details, the IQ system will see the company as having only one stock location and IQ will not allow more than one Full Stock Take at a time.

PERPETUAL COUNT

The Perpetual Count option is the process of counting the company’s inventory while the company is in a 24/7 operation and the stock items are too extensive. The random count option allows the user to count

different items (per department, location randomly selected items) at different times and the stock items are correctly updated once completed.

NOTE: There are a few options that cannot be used when a random count stock take or specific

department or location/warehouse counts are setup: stock items not counted can’t be written off and stock items not counted can’t be put on hold.

NOTE: STOCTAK3 – STOCTAK7 reports will not work for random counts or selected department or

location/warehouse counts.

• STOCTAK3 – Uncounted Items Moved after Stock Take started.

• STOCTAK4 – Complete stock listing per selected department.

• STOCTAK5 – All stock items not counted yet.

• STOCTAK6 – All stock items not counted by department.

• STOCTAK7 – Complete stock take listing by department.

MULTIPLE STOCK TAKES

The IQ Internal Stock Take has been modified to support multiple stock takes at once. This means that the STAKDATA tables used during Stock Takes, are Stock Take specific. Each active Stock Take has its own

corresponding STAKDATA table. This table contains the captured data saved from each Stock Take sheet. Upon Stock Take cancellation or finalization, this table will be cleared.



All Stock Take reports and the Finalization of a Stock Take, only considers the selected Stock Take.

There are however limitations to Concurrent Stock Takes.

WITH MULTIPLE WAREHOUSES DISABLED:

In other words, if Multiple Warehouses have not been enabled in Default Settings (1).

• IQ will not allow more than one FULL Stock Take at a time.

• If a FULL Stock Take is in Progress, no other stock take types will be allowed.

• Concurrent Stock Takes for the same Major Department will not be allowed.

• If a Departmental Stock Take is in progress, BIN Locations Stock Takes will not be allowed.

• Concurrent Stock Takes for the same BIN Location will not be allowed.

WITH MULTIPLE WAREHOUSES ENABLED:

In other words, Multiple Warehouses have been enabled in Default Settings (1).

• Concurrent FULL Stock Takes are allowed given the requirement that the Stock Takes are done for

different warehouses. Concurrent Stock Takes for the same warehouses will not be allowed.

• If a FULL Stock Take is in progress, Departmental and Bin Location Stock Takes will not be allowed.

• Concurrent Stock Takes for the same Major Department will be allowed, given the requirement that

the Stock Takes are done for different warehouses. Concurrent Stock Takes for the same warehouses

will be allowed.

• If a Departmental Stock Take is in progress, Bin Location Stock Takes will not be allowed.

• Concurrent Stock Takes for the same Bin Location will not be allowed.

STOCK TAKE PREPARATION

Always start your Stock Take preparations a few days or weeks before the actual Stock Take, in order to ensure the stock is on the correct shelves or locations.

This will enhance the Stock Take process and ensure problems are illuminated beforehand.

HOUSEKEEPING

The first thing that should be done is to tidy up the counting area. See that all stock items are in the

correcting locations and that the areas are neat and tidy so that it will be easier to count. Pre-counts can be done for bulk stock and stock items that are difficult to count. In other words, if stock comes from the

supplier in boxes of 100, the user can ensure that most of the boxes have 100 in and the open ones will be the only ones to count one-by-one.

NOTE: The system does not allow for more than one stock take to run concurrently. Thus is it

important to ensure that all previous stock takes are either cancelled or finalised (see pages 22 and

32 on the processes on how to do this.)

If you use bin locations, stock lists can be printed to get the stock items without locations.

NOTE: To print a Stock Take preparation list, select the Stock Lists option. Select the Stock Take

List from the available reports.

NOTE: To avoid counting non-stock items, the user can setup a filter for Itemcategory = 1.

NOTE: To change the sort order to Department, might be an easier way to find the stock items.



Select the Filter button

on the bottom of the screen.

Select “press the

button to add a new condition”.

Select “CODE” to open

the selection screen.

Search for the field “ITEMCATEGORY” and

select it.

Click on the <empty>

field and type in a 1 for itemcategory =1, which is used for stock items only.

Click again on “press the button to add a new condition”, as only the stock without bin locations is needed.

Search for the field “BINL” and select it.

Click on “like” and select “is blank”.

Click again on “press the button to add a new condition”, as only the stock on hand can be counted.

By following the above, change “CODE” to “ONHAND” and “equals” to “does not equal” and <empty> to 0 (zero), then select the Save button.

More conditions can be added, like per department or per BINLocation.

NOTE: The conditions that are added into the filter, are case sensitive and character specific.

Click on the Save button to save the filter for future use.

Insert a suitable name for the filter and select OK. The filter that has just been saved will appear in the list of filters on the top right of the

screen under “Available Filters”.

Click then on the APPLY button.

NOTE: Once a filter has been saved, these steps can be skipped and you

only have to apply the filter by

selecting it from the “Available Filters” and double click on it.



The report will show a complete list of every item not allocated to a location. The report can be printed or

exported.

Update the shelve or location information in

IQ either by importing

a .csv (comma delimited) file into Stock Utilities

Stock Price Update, or the stock items can be

updated by selecting each item in Stock

Maintenance Select

the Item and update

the Storage / BIN Location field.

NOTE: Select

Accept after

each change has been made.

TRAINING

People should be trained on what should be counted and the best way to count the items. If relevant, give

stock counters clear guidance on the way they should count, e.g. start at the top shelf and work your way down, while working from left to right.

FLOOR PLAN

Prepare a floor plan of the counting area and mark each location correctly. This is especially helpful when a

full count is being done and bin locations are used.

DOCUMENTATION

Prepare the count sheets and name them correctly, so that each sheet can be captured separately and the items will automatically appear when the count-sheet is entered.

NOTE: Don’t include the current on-hand quantities on the count sheets.

Where relevant, use clipboards to attach the count sheets to, as it is easier to write counts on.



Use different colour pens. The audit trail can easily be followed if the first counter uses a blue pen, second

counter uses a red pen and the sheets are submitted to the stocktake coordinator, who uses a purple pen.

All the people involved should know what to do and when the process will start. The counters should also know to count every item of the inventory. No estimations should be allowed.

All stock in transit for the stock items that should be counted, must be processed.

In other words, goods to receive may wait until after the count. Ensure that they are kept separate from the

stock items which should be counted.

EQUIPMENT CHECK

Ensure that all the scanners and printers which will be used for the count are in good working order.

Provide calculators to the stock counters if needed.

READINESS CHECK

Before the count can be started, the user should ensure that everyone knows exactly what to count and what to do. Each person should be in position and all the necessary equipment must be in good working

order.

Don’t allow any distractions like music, as people can lose their concentration while counting.

TEST RUN

Test runs can be done to make sure all the stock is in their correct places and each person knows what to do. Sort out all the hiccups before the live count.

BACKUPS X 2

LIVE COUNT

For a full Stock Take to be accurate, no sales should be done.

If sales are continued during any stock take, the user will have to make the necessary manual adjustments.

Two reports are available to check these sales.

NOTE: If sales are considered while doing a stock take, the most accurate way of capturing the stock will be by using the stock take scanners (Cipherlab scanners). The reason for this is that the

data on the scanners is captured with a date and time stamp next to each line, which will enable the IQ to see if the sale was done before or after the stock was counted.

CHECK AND PRINT REPORTS

Check the physical counted quantities against the on-hand records on the system. Recheck all discrepancies.

CHECK THAT ALL TERMINALS ARE LOGGED OUT

UPDATE RECORDS

Once the user is satisfied that the stock was counted correctly and all discrepancies have been resolved, the

user must make a backup of the system before the stock take can be finalised.



STOCK TAKE PROCEDURE

STOCK TAKE SCREEN

NOTE: It is

advisable not

to trade from the location which is

counted, while a full Stock Take is in

progress.

Before the user can start, ensure that

there is no current

Stock Take for the same warehouse

started, select Stock Utilities Stock

Take.

All current stock takes

will be listed on the grid.

SORT ORDER

The Sort Order allows the user to change the order of the listed Stock Takes. There are five (5) ways to sort the stock takes listed on the Stock Take Status grid, Stock Take Control Number, Stock Take Type,

Department, Bin Location and Warehouse.

AVAILABLE FILTERS

All filters created and saved for specific information from the Stock Take screen, are listed under available filters. Double click on the filter to activate it and double click on “Clear Filter” to show all information

again.

STATUS GRID

The Stock Take Status Grid, shows all the Stock Takes that are currently running.

BUTTON FUNCTIONALITY

SELECT VISIBLE FIELDS The Select Visible Field option allows the user to select specific or additional fields

to display on the Current Stock Take screen. To select an additional field, tick the box next to the field and click on Accept.

EXPORT The Export option allows the user to export the information on the Stock Take screen in the following formats: .CSV (comma delimited), TXT, HTML, XML and XLS (Excel).

FILTER The filter option enables the user to filter out specific or certain Stock Takes based on the information shown on the Stock Takes screen.

SEARCH The Search option allows the user to search for information within the Stock Takes

screen and for any available field.

START NEW The Start New option allows the user to start a new Stock Take.

VIEW The View option displays the setup of the selected Stock Take.



STOCK TAKE SETUP

SETUP OPTIONS

NOTE: Not all the setup

options are

available for all the Stock Take Types.

STOCK TAKE TYPE The user can choose between a Complete Stock Take and a Department

Stock Take. If Multiple Bin Locations have been enabled in Default Settings (1), the user will have a third option for Bin Location Stock Take.

DEPARTMENT If the user has selected to do a Department Stock take, the departments

are listed, which can be selected from the drop down menu next to the Department field.

LOCATION The Location option only becomes available once multiple warehouses are

enabled in Default Settings (1). This option allows the user to select the specific location or warehouses to count.

TRACK LAY-BYES (ONLY

IF STOCK IS REMOVED FROM THE FLOOR)

Select the track lay-byes to keep track of all lay-byes. This will take the Lay-

byes into account when comparing the variances in the Stock Take reports only.

CAPTURE DATA The Capture Data allows the user to capture the counted quantities as per setup.

FINALISE The Finalise option allows the user to finalise an existing Stock Take. Before the

finalization, the system will make a backup of all the Stock Take files. These files can be restored if something goes wrong while finalizing the Stock Take.

NOTE: The restore option is only valid before any new transactions are processed.

CANCEL The Cancel option allows the user to cancel an existing Stock Take.

NOTE: If a Stock Take is cancelled, no corrections to the on-hand quantities will be made.

REPORTS The Reports option allows the user to view and or print all the required reports for

the currently selected Stock Take.

FLASH REPORT The Flash Reports option allows the user to draw a quick flash report that has been

setup specific to Stock Takes. This makes it easy if the user needs to see previous processed information quickly.

TERMINALS The Terminals option displays which users are still logged in on the IQ system. A

Message can be sent to inform users to log off or a kill command can be sent to kill

a selected user. The kill command will stop any other users to log into the IQ system, while the Stock Take is being finalized.

VIEW LOGS The View Logs option allows the user to see all previous Stock Takes, the dates and the outcome of that selected stock take.



The on hand in the system will INCLUDE the Lay-byes.

NOTE: If this option is enabled then the counted quantity will not have to include the quantity on lay-bye.

TRACK WORK IN

PROGRESS (ONLY IF STOCK IS REMOVED FROM THE FLOOR)

Select the track work in progress option to Track Work in Progress. This

will take the job cards into account when comparing the variances in the Stock Take reports. The on hand in the system will INCLUDE the job cards.

NOTE: If this option is enabled then the counted quantity will not have to include the quantity on job cards.

TRACK DELIVERIES

AND COLLECTIONS

(ONLY FOR STOCK STILL ON FLOOR)

This option allows the user to keep track of the stock that has been sold,

but which is still on the floor because it has not yet been delivered or

collected. If this option is not enabled, the user will have bigger counted quantities that what is on hand.

POPULATE COUNT

QUANTITY WITH AVAILABLE STOCK ONLY

If this option is enabled, only the available stock (onhand quantities – reserved stock) will be considered for the stock take.

WRITE OFF ALL ITEMS NOT COUNTED

This option allows the user to write off all stock items not counted.

PLACE NOT COUNTED ITEMS ON HOLD

This option allows the user to place not counted stock items on hold.

HIDE ONHAND &AVAIL

ONHAND COLUMNS

If this option is enabled, the onhand and available stock quantities will be

hidden while the stock take is busy. This is a security measure.

ENABLE VOLUMETRIC DETAIL

If Volumetric detail is used on items, this option allows the user to enter the volumetric detail during the stock take.

SHOW SELL PRICE This option allows the user to select from the selling prices available to appear on the count sheets.

FINALIZATION DATE The user has the option to choose either the Stock Take Start Date or the

Actual date for when the finalization date is. In other words, if the stock

take was started on the Friday and the Stock Take Start Date was selected, the date of all the corrections will be the Friday even if they the Stock Take is finalized on Monday.

COST PRICE THAT WILL

BE USED TO CALCULATE STOCK GAIN/LOSS

WHEN THE STOCK TAKE IS FINALIZED

The system defaults to Average Cost. With Supervisor Logon, the user can select either Average Cost, Latest Cost or Highest Cost.


SUPERVISOR LOGON The supervisor logon / logoff option allows the user to choose a specific cost price. This will allow the user to change the specific cost price on the

system to tell the system which cost price must be used when gains or losses are calculated.

CANCEL To cancel the Stock Take before it has started, click on the Cancel button.

Select Cancel Current Stock Take to cancel the selected Stock Take. Enter

the confirmation code and select Ok. The confirmation code is case sensitive.

OK To accept the current configuration and tell the system to start the Stock Take, click on the OK Button.

STOCK TAKE TYPES

COMPLETE STOCK TAKE A Complete Stock Take is used to count the stock in one whole location or

warehouse. If Multiple Warehouses are disabled in Default Settings (1) in

Company Details, the system will only allow the user to setup one complete Stock Take at a time. No other Stock Take types will be allowed.



Concurrent Full Stock Takes can only be allowed if Multiple Warehouses are

enabled in Default Settings (1) in Company details, given that the Stock Takes are done for different warehouses.

DEPARTMENTAL STOCK

TAKE

A Departmental Stock Take allows the user to select specific major stock

departments to be counted.

If Multiple Warehouses are disabled in Default Settings (1) in Company

Details, concurrent departmental stock takes can be allowed, given that departments are not duplicated.

If Multiple Warehouses are enabled in Default Settings (1) in Company Details, concurrent departmental stock takes can be allowed, given that the same department is not duplicated for the same warehouse.

If a departmental Stock Take is running, the system will not allow a bin location or full Stock Take for the same warehouse.

BIN LOCATION STOCK TAKE

By enabling the Bin Location, the user can choose a specific Bin location on which the Stock Take will be done.

NOTE: If the multiple bin locations option is not enabled, the user won’t have the option to choose in which location the Stock Take will

take place. Enable the Multiple Bin Locations under Company Default settings (1).

The user must ensure that if a duplicate stock item appears on bin location lists, that it is correct and if they should be added together to get the on-hand value.

CAPTURE STOCK TAKE DATA

FIVE STOCK TAKE METHODS THAT CAN BE USED TO CAPTURE DATA

• Import by selecting random items,

not using a specific range or filter.

• Import a range.

• Import data for a bin location /

warehouse.

• Import data per department.

• Import scanned data. (This is the

most accurate method).

SORT ORDER

The sort order option allows the user

to change the sequence of the existing

items on the screen. The sequence may be changed to Unsorted, Item Code, bin Location, Description, Major or Minor Departments.

CAPTURE PARAMETERS

ENTER THE STORAGE / BIN LOCATION / COUNTSHEET NUMBER

The bin location or count sheet number refers to a sheet number that is used for counting the stock

items in the shelves or storage area and then capturing the data. A bin location is used to enter the actual location of the stock items within the store or on the shelf.

NOTE: A bin location also refers to a storage location.

ENABLE IMPORT OF ZERO QUANTITY

Select Enable Import of Zero Quantity to populate the Count Quantity field with a zero (instead of the same figure as the on-hand quantity). The system will ask for confirmation before continuing.



If the user is sure that the system should populate the import of ZERO quantities, retype the

confirmation code and click on OK.

NOTE: The count can be changed to capture the counted quantities.

DISABLE CHECKING ON DUPLICATE ITEMS

Select Disable Checking on duplicate items will not show the message below if the duplicate items option is selected in the count sheet.

EXAMPLE: Coke cans can be stored in more than one bin location in the store, the user will then

allow duplicate items so that all the people counting stock can capture their different counts. The counted quantities will then be added to get the total on hand quantity for the Coke cans.

If the Coke cans were only

stored in one location, the user would want to check that item

codes are not duplicated.

If the Disable checking on Duplicated Items is not ticked,

the system will ask each time a stock code is duplicated, if it should be allowed. The user can then

correct the previous count by adding the second quantity.

CAPTURE STORAGE / BIN / COUNTSHEET

If the user is for example doing a complete Stock Take, it is easier to capture each sheet separately. To

do that the user will number or name each sheet and filter and import only the items listed on the sheet.

Once the counts have been captured and saved, the number or name will appear in this field. In other words, there can be many count sheets per stock take. Each time the user selects a Stock Take, all the

saved sheets for this Stock Take are listed in this field.

To view or edit an existing sheet, the user should enter the selected sheet’s number or name, whereby the items saved on the sheet will appear on the grid.

STOCK TAKE ITEMS

ITEM CODE The item code field is where the stock item can be entered or selected from

the drop-down menu.

DESCRIPTION The description field shows the description of the item that has been selected.

DEPT The Department shows the major department of the stock item that has been selected.

SUB DEPT The Sub Department is the minor department of the stock item that has

been selected.

BINLOCATION The bin location field shows the bin location of the item. The bin location also refers to storage location.

MARKED PRICE This field will only have information in, when the Stock Take Data is imported.

QUANTITY Enter the Count Quantity of the stock item. The COUNTED quantity of the

stock items will become the new ONHAND quantity.


SEARCH

The search option allows the user to search for specific information in the physical Stock Take list.

IMPORT A RANGE

Select the Import a Range option to import a range of stock items. Select the filter option to filter the stock items and then select Accept.



This will import all the items selected via the filter into the Stock Take screen.

NOTE: If the user doesn’t use a filter to select specific information, all the stock items will be imported.

IMPORT ALL DATA FOR BIN

Select the Import all data for Bin, to import all the stock items for the

selected Bin Location or Storage location (as entered in Stock > Maintenance) if the storage location is the same as the Count Sheet Number.

NOTE: The import all data for bin option, will ask the user to

confirm the selection before the items for that specific bin are imported into the Stock Take count screen.

IMPORT A DEPARTMENT

Select the Import a Department to import all the stock items within a certain Major Stock Department into the Stock Take count screen.

NOTE: Select the relevant major department and select the ok

button. This will import all the stock items belonging to the selected major department, into the Stock Take count.

DELETE RECORD Select the Delete Record option to delete one single line.

IMPORT SCANNED DATA

Select import scanned data to import the scanned data from a text file.

The file name must be stimport.txt and this file must be saved in the c:\IQEnterprise\Imports directory. The format of the file must be code, quantity.

NOTE: Once the import file has been selected, the system will

show a message displaying that the import was successful. Once this message is displayed, select the ‘OK’ option.

REPORT OPTIONS

Preview or print a list of the Stock Take items that have been captured on a sheet.

SAVE Select the Save option to save the counted Stock Take information.

A variety of reports are available to assist the user with the Stock Take procedure.

NOTE: The Stock Take Reports are only available while the user is busy with the Stock Take, once

the Stock Take is Finalised or cancelled, they are not available anymore.

FINALISE A STOCK TAKE

It is essential to remember to print the

Stock Take reports before the Stock Take is finalised, as the Finalization clears all

the Stock Take tables.

NOTE: Print and save the reports

for future reference.

Before a Stock Take can be finalised,

there are a few steps that need to be taken.

MAKE A BACKUP OF YOUR COMPANY DATA

It is essential that a FULL backup of the company data is made before the user finalizes a Stock Take. This backup can be restored if the Stock Take Finalization fails.

PRINTED ALL ONLINE STOCK TAKE REPORTS

It is very important to print all the necessary Stock Take reports. Once the

Stock Take is finalized, these reports cannot be printed for that Stock Take that has been completed.



ALL USERS ARE LOGGED OUT OF IQ ENTERPRISE

It is an essential part of the Stock Take, because if a user is busy in the

module the system cannot update the relevant stock items. The Stock Take need exclusive access when processing the finalization of the Stock Take.

RUN STOCK SERIAL

NUMBERS RECON REPORT

Make sure that all stock items with serial numbers in the stock that have a deficit must be corrected within the Stock, Stock Serial Number option.

CONFIRM THAT YOU

WANT TO FINALISE

AND ACCEPT STOCK TAKE

Once all the above options have been completed then proceed to finalize

the Stock Take. Enter the confirmation code. Remember that the

confirmation code is case sensitive. When ready select the OK option. This will finalise the Stock Take and update all the relevant stock items.

An automated Backup

is made to save all the stock related data for

the Stock Take. This data can be used to

restore if something

goes wrong.

The Automated backup is stored within the company folder, in date order.

The following files are save during the Automated Backup:

CANCEL STOCK TAKE

To cancel an existing Stock Take, select the Stock Take to cancel click on the

Cancel button at the bottom of the screen and confirm it, by retyping the

confirmation code as shown on the screen

and Select OK.



NOTE: If it happens that a stock take was not finalised for a reason, it is better to cancel the stock

take and start a new one.

NOTE: It is recommended that a stock take should be finalised as soon as possible.

STOCK TAKE REPORTS

NOTE:

Remember

to print all the required reports,

before the Stock Take is finalised. The Stock

Take tables are cleared

once a Stock Take is finalised.

COUNT VARIANCES

The count

variances reports will show all the

variances of the stock items. A

variance would

mean where there has been shrinkage

or more of a specific item

counted than what is on the system.

COUNTED ITEMS MOVEMENT AFTER STOCK TAKE STARTED

This report shows

the information of any stock item

within the bin location counted,

that has been

moved after the Stock Take has started.



UNCOUNTED ITEMS MOVEMENT AFTER STOCK TAKE STARTED

This report shows

the information of any stock item in

another bin

location, that has been moved after

the Stock Take has started.

COMPLETE STOCK LISTING PER SELECTED DEPARTMENT

This report will show all stock items per selected department. Before

the report shows any information, the system will prompt with a department dialogue box to enter the relevant department.

ALL STOCK ITEMS NOT COUNTED YET

This report will

show all items that haven’t been

counted at all.

ALL STOCK ITEMS NOT COUNTED BY DEPARTMENT

This report will show all stock items that have not been counted per

department. Before the report is printed, the system will prompt with a department selection box. Select the relevant department and the

report will be displayed for that specific department.



COMPLETE STOCK LISTING BY DEPARTMENT

This report will show a complete

stock item listing by department.

ITEMS WHERE STOCK COUNT WAS ZERO

This report will show all items

where the stock count was zero,

meaning that these

items were not counted or their

counted quantity was left as zero.

ALL STOCK ITEMS CURRENTLY IN A SPECIFIC COUNT SHEET

This report shows a list of all items that are currently on the count

sheet within in the stock capturing screen. This report will ask to enter a bin location and a count sheet number first.



DETAIL COUNT VARIANCE

The detail count variances reports will show all the variances of the stock items. A variance would mean where there has been shrinkage on any items.



SHOW LOGGED ON TERMINALS

The user should ensure

that all IQ users are logged out of the

system, before the

Stock Take can be finalised.

Click on the Terminals

button at the bottom of the Stock Take

screen, to see if all IQ

users have logged out of IQ.

The red line shows that a computer is logged

into the IQ system.

Ensure that every other computer that

can log into your IQ

Enterprise system, is logged out, before the finalization of the Stock Take is started.

NOTE: If a kill command was sent, ensure that the kill command is stopped again once the Stock

Take Finalization is done.

VIEW STOCK TAKE LOGS

No Stock Take reports

can be printed after the Stock Take was

finalised, unless a copy

of the reports were made.

The user does however

have an option to see the effect of each

Stock Take by selecting

the “View Stock Take Logs. This option will

only show the changes in quantities that were

made, not Variances and Not Counted

Items.

This means that only

one user is logged into

the system.

Send a Kill Command to one or all

users, to ensure that nobody can

work on the system.



REPORT TYPES

The user has the option of two (2) types of reports: Stock Take List and/or the Stock Take Adjustments.

STOCK TAKE LIST

The Stock Take List shows all the Stock Takes that were done and the information of how it was setup

for the Stock Take. It will also show the Total Variance Amount and the Total Quantity of Items Counted.

The list can be designed, previewed or printed, by selecting the Report Options button.

STOCK TAKE ADJUSTMENTS

The Stock Take

Adjustments

report will provide the user

with a list of all the stock

adjustments

(changes) that were made

when each stock Take was

finalised. This report displays

the adjustments

done for the selected Stock

Take.

Select the specific

stock Take on which information

is needed and click on the report

options button on the bottom of the

screen. The report

can be designed, previewed or

printed.




SELECT VISIBLE FIELDS

The user has the option to select which fields to be visible when looking at the Stock Take Logs screen.

EXPORT The list can be exported into the following formats: .CSV (comma

delimited), TXT, HTML, XML or XLS (Excel).

FILTER The filter option allows the user to filter for specific information to be visible.

SEARCH The search option allows the user to search for specific information on the stock Take Log screen.

GL AUDIT The GL Audit option will provide the ledger transactions for each of the

stock corrections for the selected Stock Take.

CLEAR LOGS The Clear Logs option will remove the information for all the previous Stock Takes from the log only.

REPORT OPTIONS The report options allow the user to choose if the report must be designed, previewed or printed.

PRACTICAL STOCK TAKE PROCEDURE

STOCK TAKE PREPARATIONS

Get everything ready an in place and in working order for the Stock Take. All the Stock Items should be neatly packed in their separate locations and every counter needs to know exactly what to count and where.

BACK UP BEFORE STOCK TAKE

Ensure that all the IQ

users have logged out of the IQ system, to ensure

that all the tables will be

backed up.

It is essential that a full system backup of the

company data is made before a Stock Take.

NOTE: Make a

backup of the system by

selecting Utilities

Backup Data.

NOTE: Restore this backup, if

anything goes

wrong for whatever reason during the Stock Take.

START STOCK TAKE

Complete the setup for the Stock take and print the Stock Take lists, don’t print the onhand quantities on the count sheets.



The Stock counters should count each item.

NO ESTIMATES SHOULD EVER BE ALLOWED.

CAPTURE DATA

Capture all the count sheets and ensure that all stock that should be counted is counted.

PRINT REPORTS

Check the actual counted stock against the on-hand quantities in the IQ system. Sort out all discrepancies.

Print final stock take reports, which can be filed.

NOTE: The user can save all the Stock Take reports in a folder, which can be accessed later.

BACK UP

Once the user is satisfied that all the stock items which should be counted, has been counted and all

discrepancies are sorted out, let every user log out of the IQ system. If required send a kill command to ensure that nobody try to log into the system during Stock Take Finalization.

FINALISE STOCK TAKE

Once the user has ensured that every user is logged out of IQ, the backup has been made and all the reports

were printed, the user can finalised the Stock Take.

BACK UP

It is suggested that the user make a backup again, before any new transactions are processed.



STOCK ADJUSTMENT REPORTS

Stock Adjustment Report

is available under the stock reports option. Stock Reports Stock

Adjustment Reports. This

report allows the user to select all the stock

adjustments (including stock take adjustments)

for a specific period.

Select the Start and End

Dates for which stock takes to be available and

click on the Refresh button in the top middle

of the screen.

A list of all the items that

were adjusted between the selected dates will

appear.

SORT ORDER

The Sort Order allows the user to change the

sequence in which the

stock adjustments are listed on the screen.

REPORT OPTIONS

The reports options

allow the user to choose the start and

end dates between

which the transactions should be listed.

LAYOUT

There are six (6) layouts from which the user can choose into which the report will be printed.



AVAILABLE FILTERS

If any filters were saved for the stock adjustment screen, they would be listed under available Filters.

Activate a filter by double clicking on the filter name. To clear the selection, double click on “Clear Filter”.

STOCK ADJUSTMENTS

Information of the stock item adjustments will appear here:

CODE The item code of the stock on which the adjustment was made.

DESCRIPTION The description of the stock on which the adjustment was made.

DEPARTMENT The major department of the stock on which the adjustment was made.

TXDATE The transaction date of when the adjustment was made.

REFERENCE The reference of which the adjustment was made to the stock item, was

the on-hand quantity made.

T/CODE The type of transaction used to process the adjustment.

A/CODE The Process used to do the stock adjustment.

AMOUNT The total cost amount (value) of the stock adjustment.

GLAUDIT The GLAudit number for the stock adjustment in the ledger accounts.

UNIQUE The line number of the adjustment in the ledger transaction.


SELECT VISIBLE FIELDS Allows the user to select which fields should be displayed on the screen.

FILTER The Filter option allows the user to filter for specific information to be displayed on the screen.

REPORT OPTIONS The user has the option to design, preview or print the reports.

CANCEL The cancel option allows the user to cancel everything and to close the

Stock Take Log screen.

EXPORT The list of stock Take Adjustments can be exported into the following formats: .CSV (comma delimited), TXT, HTML, XML or XLS (Excel).

STOCK MONTH END

WHEN TO RUN END OF MONTH The stock month end function should be done on the first day of the new month,

after the debtors and creditors month ends have been completed. Please note

this is merely a guide line and should be

adjusted per the user’s business needs. Some businesses prefer to run the stock

month end at the beginning of each month so that each month’s totals are

from the 1st to the end of the month. This

in turn reflects exactly what sales figures where done for that calendar month and

not per a debtors or creditors ageing

period.

BACKUPS Prior to month end a backup should be made. Ensure that the data has been backed up before running month end. To make a backup Utilities Backup Data.

Failure to do backups can result in all the information on the system being lost.



NOTE: The system will not do an automated backup. This is a manual procedure that must be

done prior to doing stock month end. It is important to do a backup using the Backup Data option

located under the Utilities menu option.

PROCESSING MONTH END At the end of every month the system must be aged. This process clears the transaction file and updates the

historic data on each stock item.

Before the F10 Proceed button can be selected, the options “Have you done your backups?” “Are all users

logged out of the system?” and “Are you ready to proceed?” must be ticked.

Once the appropriate options have been ticked, select the F10 Proceed button or press escape if the user is

not ready to proceed. The user will be given one more chance to cancel the month end process. Before the

user proceeds with the month end procedure, please ensure that all users are logged out of the system AND

do not access the system while the stock month end procedure is busy.

Once the month end is completed, it will return to the stock menu screen. To check that the month end has

successfully been completed, access the Audit Trails & History report located under the stock reports menu.

There should be no information. However, if there is, then the month end procedure failed or was not done.

The backup that was generated under the backup menu should be restored.

STYLES MANAGEMENT INTRODUCTION

Style Management has been designed to assist with the management of stock with the same sizes and colours in a specific style. It is commonly used in the clothing trade, where one would have for example golf shirts in different

sizes and in different colours. One can have small, medium and large golf shirts in blue, but the same sizes also in red and green.

Style Management makes it possible that the user doesn’t have to create each item individually for each size and

colour for each style.

SETUP

There are a few settings to setup for Style Management to work correctly.

ENABLE STYLE MANAGEMENT

If Style Management is

not enabled in the Company Details, the

system will only allow the user to create

normal stock items (each individually).

From the IQ main

menu, select Utilities,

Setup, Company Details and select the

Default Settings (1) tab.

Tick the box next to

the “Enable Style Management” option.

The Style Management

Format is used to

generate a Stock Code



during the creation of a new Stock Item, if the setting “Do Style Management” has been enable.

Style Management Format can be set by

selecting the next tab in Company Details, Default Settings (2).

The Style Management Format Symbols

are:

# - Number Character

C – Colour

S – Size

Default Style : ########CCSS

IMPORTANT: Once the Style

Management Format is set, the user should

try to never change it. If the Style Management Format is changed, the system will not recognise the item codes created on the old Format, as

Style Management codes anymore.

NOTE: The quantity of characters in a stock item code is limited to 15 characters. Because some scanners might not be able to scan a 15 character barcode, it is advisable to limit the characters of

stock item codes to 12 characters or less.

NOTE: The user has to make sure that the Style Management format that they use, will be in accordance with the barcode

that they select to use for label printing.

Example of a barcode for a 12 character item code:

In the screen below is how the Style Management Format is selected in Stock Maintenance:

Style Code (#) Size Code (S)

123456780117 Colour Code (C) Style Management Item Code



NOTE: If the user creates colour or size codes with more than two (2) characters, he will have to

change the Default Style accordingly. More C’s or S’s can be added, just as long as the total characters don’t exceed maximum characters.

For example: The default style can be changed to look like this:

####CCCSSS – in this case the colour codes are limited to 3 (three) characters and the size codes are

limited to 3 (three) characters. The # - number characters for the Style are limited to 4 (four) characters.

Example of a barcode for a 10 character item code:

In the screen below is how the Style Management Format is selected in

Stock Maintenance:



Select the Accept button on the bottom of the Default Settings (2) screen to save the changes made to the Style Management Format setup.



SETUP COLOURS AND SIZES

To setup the possible

Colours and Sizes to be used, from the IQ main


Setup and select the Module Parameters

(Default Tables) option. Click on the

Stock tab.

STOCK COLOURS

The user will have to create all possible colours that he might use in the system,

for all styles in this setup table.

DETAILS

COLOUR ID The Colour ID represents the identification number used to identify the

specific colour. Only numerical Id’s are accepted.


ADD The Add option allows the user to add more stock colours to the list.

NOTE: Limit the quantity of characters for the ID for the Stock Colours to the quantity specified in

the Style Management Format in

Defaults Settings (2).



The screen below is how the Style Management Format is selected in Stock Maintenance:



EDIT The Edit option allows the user to edit or change an existing colour description.

NOTE: The Colour Id is a unique number used to identify a colour. The number can’t be edited.

DELETE The Delete option allows the user to delete a selected colour that won’t be used again.

The user will see a dialogue box enquiring if the user is sure that he wants to delete this item. If the user

click on “Yes”, the selected colour will be permanently deleted from the list.

REPORT OPTIONS The Report Options allows the user to Preview, Print or Design the report of available colours on the system.



STOCK SIZES

The user has to setup all possible sizes he would use for stock in the system.



DETAILS

SIZE ID The Size ID represents the identification number used to identify the

specific size. Only numerical Id’s are accepted.

SIZE DESCRIPTION The Size Description is the size of the specific item in identifiable words. The description consist of 15 characters.


ADD The Add option allows the user to add more Stock sizes to the list.

NOTE: Limit the quantity of characters for the ID for the Stock Sizes to the quantity specified in the Style Management Format in Defaults Settings (2).




EDIT

The Edit option allows the user to edit or change an existing sizes

description.

NOTE: The Size Id is a unique number used to identify a size. The number can’t be edited.

DELETE

The Delete option allows the user to delete a selected size that won’t be used again.



The user will see a dialogue box enquiring if the user is sure that he wants to delete this item. If the user

click on “Yes”, the selected size will be permanently deleted from the list.

REPORT OPTIONS

The Report Options allows the user to Preview, Print or Design the report of available sizes on the system.

OTHER HELPFUL SETUPS

A few other setups which will assist in Style Management, are Stock Size Groupings and Stock Colour

Groupings.

STOCK SIZE GROUPINGS

The Stock Size Groupings allow the

user to group Stock

sizes together, so that the user doesn’t have

to look through the whole list of sizes to

find the specific sizes applicable for the stock

items in a specific

style.

For example, if the user wants to add

school shoes to his stock styles, he will

have to use the sizes

used for shoes, like 2 to 14 and not for the

sizes small, medium or large.

When a Stock Size

Grouping is created and used for the

creation of the style, the user will only see the selected sizes in the group and not the whole list of possible

sizes. The user will only be able to select the sizes added to the specific Stock Size Group.

The setup Stock Size Groupings, select Utilities from the IQ main menu and click on Setup. Select the

Module Parameters and then the Stock tab. Select Stock Size Groupings and click on the Setup button on the

bottom of the screen.



SORT ORDER The Sort Order allows the user to change the sequence of the Size

Groupings listed. The user can choose if the Size Groupings should be listed in group order or in description order.

AVAILABLE FILTERS If filters were created and saved, they would appear in the top right

corner of the screen. Double click on a filter to activate it and double click on “Clear Filter” to see all the Size Groups.

SIZE GROUPINGS

SIZE GROUPING The Size Grouping is a unique number which is automatically allocated to a new group when it is added.

DESCRIPTION This would be the description of the Size grouping.


FILTER The Filter option allows the user to filter for specific information he wants to see on the screen. Filters can be save for future use.

EXPORT The Export option allows the user to export the information on the size

grouping list in the following formats: .CSV (comma delimited), TXT, HTML, XML and XLS (Excel).

SEARCH The Search option allows the user to search for specific information on the Size Grouping list.

ADD The Add option allows the user to add new Size Groupings to the list.

The user only needs to add the Size Grouping Description. The system will automatically allocate the next number to the new Size Grouping.

EDIT The Edit option allows the user to change the description of an existing

Size Grouping.

DELETE The Delete option allows the user to delete existing size Groupings. If the

Size Grouping is still linked to a Style(s), the system will not allow the Size Grouping to be deleted.



REPORT The Report option allows the user to preview, print or design the existing Size Groupings.

MAINTAIN SIZES

The Maintain Sizes option allows the user to maintain the sizes linked to a specific size grouping.



SIZE GROUPING DETAILS

SIZE GROUP This is the number identifying the selected size group.

DESCRIPTION The description of the selected size group.

SIZE GROUPING ITEMS

These are the identifying numbers and descriptions of all the sizes linked to this selected size group.

CLOSE

The Close button allows the user to close the Maintain Size Grouping

Items screen.

ADD

The Add option allows the user to add specific sizes to the selected Size Grouping. Click on the Accept button or F10 to add the size.

DELETE

The Delete option allows the user to delete selected sizes from the specific Size Grouping.

STOCK COLOUR GROUPINGS

The Stock Colour

Groupings allow the

user to group stock sizes together, so that

the user doesn’t have to look through the

whole list of colours to find the specific sizes

applicable for the stock

items in a specific style.

For example, if the

user wants to add school shoes to his

stock styles, he will

have to use the colours used for shoes, like

black or brown and not for the colours white,

pink, etc.

When a Stock colour Grouping is created

and used for the

creation of the style, the user will only see the selected colours in the group and not the whole list of possible colours. The user will only be able to select the colours added to the specific Stock Colour Group.

The setup Stock Colour Groupings, select Utilities from the IQ main menu and click on Setup. Select the

Module Parameters and then the Stock tab. Select Stock Colour Groupings and click on the Setup button on the bottom of the screen.

SORT ORDER

The Sort Order allows the user to change the sequence of the Colour

Groupings listed. The user can choose if the Colour Groupings should be listed in group order or in description order.

AVAILABLE FILTERS

If filters were created and saved, they would appear in the top right corner of the screen. Double click on a filter to activate it and double click on “Clear Filter” to see all the Colour Groups.

COLOUR GROUPINGS

COLOUR GROUPING The Colour Grouping is a unique number which is automatically allocated to a new group when it is added.

DESCRIPTION This would be the description of the Colour grouping.




FILTER The Filter option allows the user to filter for specific information the user

wants to see on the screen. Filters can be save for future use.

EXPORT The Export option allows the user to export the information on the colour

grouping list in the following formats: .CSV (comma delimited), TXT, HTML, XML and XLS (Excel).

SEARCH The Search option allows the user to search for specific information on

the Colour Grouping list.

ADD The Add option allows the user to add new Colour Groupings to the list.

The user only needs to add the Colour Grouping Description. The system will automatically allocate the

next number to the new Colour Grouping.

EDIT The Edit option allows the user to change the description of an existing Colour Grouping.

DELETE The Delete option allows the user to delete existing Colour Groupings. If

the Colour Grouping is still linked to a Style(s), the system will not allow the Colour Grouping to be deleted.

REPORT The Report option allows the user to preview, print or design the existing

Colour Groupings.



MAINTAIN COLOUR The Maintain Colour option allows the user to maintain the colours linked to a specific colour grouping.

COLOUR GROUPING DETAILS

COLOUR GROUP This is the number identifying the selected colour group.

DESCRIPTION The description of the selected colour group.

COLOUR GROUPING ITEMS These are the identifying numbers and descriptions of all the colours

linked to this selected colour group.

CLOSE The Close button allows the user to close the Maintain Colour Grouping Items screen.

ADD The Add option allows the user to add specific colours to the selected Colour Grouping. Click on the Accept button or F10 to add the colour.

DELETE The Delete option allows the user to delete selected colours from the

specific Colour Grouping.

SETUP STOCK STYLES

The system allows the

user to create and manage specific stock

styles in the system, to make Styles

Management easier.

Stock Styles can be

created and maintained in the

system as follows: from the IQ main


Setup, Module Parameters and select

the Stock tab.



Select the Stock Styles and click on the Setup button on the bottom of the screen.

SORT ORDER The Sort Order allows the user to sort the list of Stock Styles, either in Style order or in Description order.

AVAILABLE FILTERS If any filters were created and saved for specific items on the list, their

filter names would appear in this list. To apply an existing filter, double

click on the filter and only the requested (filtered) information will appear on the screen. Double click on the Clear Filter to make everything on the list available again.

STYLES

STYLE The Style is the identifying number for this selected style. It has to

consist of the quantity of numbers as setup in the Default Settings (2) under Company Details. In our example, the Style Management Format

was setup to have 8 (eight) numbers. Duplicate Style numbers are not allowed.

DESCRIPTION The Style Description is a short identifying description of the selected

style.

SIZE GROUPING Size Groups can be setup to assist with the management of specific

styles. For example, the user wants to create Stock Item codes for school

shoes on the system. School shoes would normally be numbers in the sizes 2 to 14. It will not be sized as small, medium or large.

SIZE GROUPING DESCRIPTION

Size Grouping Description is used to provide a short identifiable

description of the size group. For the example we are using, it will be School Shoes.

COLOUR GROUPING Colour Groups can be setup to assist with the management of specific

styles. For example, the user wants to create Stock Item codes for school

shoes on the system. School shoes would normally be only available in black or brown. It will not be available in other colours.

COLOUR GROUPING DESCRIPTION.

Colour Grouping Description is used to provide a short identifiable

description of the colour group. For the example we are using, it will be School Shoes.




FILTER The Filter option allows the user to filter for specific information on the

Stock Style Maintenance screen.

EXPORT The Export option allows the user to export the information on the Stock

Styles Maintenance screen, in the following formats: .CSV (comma delimited), TXT, HTML, XML and XLS (Excel).

SEARCH The Search option allows for the user to search for specific information

on the Maintain Stock Styles screen.

ADD The Add option allows for the user to add a new Stock Style to the list of styles.

NOTE: Limit the quantity of characters for the ID for the Stock Style to the quantity specified in the Style Management Format in Defaults Settings (2).




ADD STOCK STYLE The user has to capture the new Stock Style, it has to be in the same

format as the Style Management Format was setup in Default Settings (2). In our example the Stock Style has to start with 8 numbers.



DESCRIPTION The description has to be a short identifiable description for the Stock Style.

SIZE GROUPING If the user has setup a Size Grouping, he can click on the pull down

arrow and select the applicable Size Grouping, or the Size Grouping can

be left open. If the field is left open, it will default to 0. When the items are created, the whole list of available sizes will appear for selection.

COLOUR GROUPING If the user has setup a Colour Grouping, he can click on the pull down

arrow and select the applicable Colour Grouping, or the Colour Grouping

can be left open. If the field is left open, it will default to 0. When the items are created, the whole list of available colours will appear for selection.

CYCLE If the user has setup Stock Cycles, he can click on the pull down arrow and select the applicable Stock Cycle, or the cycle can be left open.

SELECTION OPTIONS

ESC CANCEL The user can discard the changes made to the Style by clicking on the ESC Cancel button, or just by closing the screen.

F10 ACCEPT The user has to click on the F10 Accept button or on F10 on the keyboard to accept the changes made or to save the new style.

NOTE: If the user doesn’t save the information, the style will not be created.

EDIT The Edit option allows the user to maintain and/or change an existing Stock Style.

DELETE The Delete option allows the user to delete an existing Stock Style.

The user will not be allowed to delete any existing Stock Style that have Stock Items belonging to the Style.

REPORT The Report option allows the user to Preview, Print or Design the list of Stock Styles.



ADDING A STYLE STOCK ITEM

Styles Management assists

the user to create stock items with styles involved, sizes

and colours. The user will not

have to create individual stock items for each and

every style, colour and size.

To create stock items using the Style Management

option, from the IQ main menu, click on Stock and then Maintenance.

Click on the Add button on the bottom of the screen. The following screen with appear:

STYLE MANAGEMENT OPTIONS

There are now two options available for the adding or creation of new stock items.

NORMAL Normal rules apply for the adding of the Stock Item.

NOTE: Stock items that have been created as Normal items, can’t be linked to Style Management.

STYLE MANAGEMENT Style management allows for the user to add a new style for stock items

to the system. When Style Management is selected, the Stock Amendments screen will appear.

NOTE: The user will not be able to edit the Item Code field.

A new Style code will be created and the combination of the

Style Code, Colour Code and Size Code will be used as the Item Code.

STYLE The Style field will be the first field that the user can edit. The user can

either enter the style number or he can use the pull down arrow next to the field and select the applicable style he wants to create.

DESCRIPTION Once the Style is entered or selected, the Description of the Stock Style,

as it was created in Module Parameters will appear. The user can change it, if needed.



Two other fields that are compulsory to complete, are the two fields colour and size.

NOTE: If a colour or a size for a specific style has already been created, the user will get a warning.

COLOUR Click on the down arrow next to the field and select the fist colour of the

item that needs to get an item code. For example black for the school shoes.

The search option allows the user to search for the requested colour.

When the user clicks on the colour field, a maintenance button appears at the bottom

of the screen.

If the user selects the Colour field and clicks on the Maintenance button, the list of available Colours will appear. This will enable the user to add more colours to the list.

NOTE: It is not advisable to add colours using this method, as the new colours will not be

available for selection using the Bulk Style Management method.

Click on the Accept button on the bottom of the screen to continue.

SIZE Click on the down arrow next to the Size field and select the appropriate size from the list of sizes provided.



The search option allows the user to search for the requested size.

When the user clicks on the size field, a maintenance button appears at the bottom of the screen.

If the user selects the Size field and clicks on the Maintenance button, the list of

available Sizes will appear. This will enable the user to add more sizes to the list.

NOTE: It is not advisable to add sizes using this method, as the new sizes will not be available for selection using the Bulk Style Management method.

Click on the Accept button on the bottom of the screen to continue.

OTHER FIELDS

Complete as many

fields as needed on the Stock Details tab.

Click on Accept to

save the information captured and to

create the first Stock item. If the user tries

to go to another tab,

he will get a warning and then error

messages.



Once the Accept button has been selected, the Stock Item code will be

created. The following dialogue box

will appear on the screen:

If the user select “No”, the system

will create only the one item code with the information style, colour and size information as they were captured.

The user can select the “Yes”

option, which will open the Style,

Colour & Size Selection screen.

NOTE: Only the

colours and sizes that

were selected in the Colour- and Size Groupings in the

Style setup are being listed here. The user doesn’t have to look

through the whole list for possible colours and sizes to select the

appropriate ones.

SETTINGS

STYLE MANAGEMENT FORMAT

The Style Management Format shows the user again how the new Stock Item codes will be generated.

# - Number Character



C – Colour

S - Size

ENABLE CUSTOM ITEM

DETAIL

The user can tick the box to enable the Custom Item Detail. This option

allows the user to set the item detail of the items that will be created by

using the Bulk Style Manager. If the user didn’t setup the fields on the first item, he can set them up here and they will be copied to all the newly created items.

STYLE The field will show the selected Style number. This will form the first eight (8) characters of the newly created stock item numbers.

CUSTOM STOCK ITEM DETAIL

These fields will only appear once the Custom Item Detail has been enabled.

MAJOR DEPARTMENT This option allows the user to select the appropriate Major Department

for the Style Management stock items that are created.

MINOR DEPARTMENT This option allows the user to select the appropriate Minor Department for the Style Management stock items that are created.

CATEGORIES This option allows the user to select the appropriate Category for the Style Management stock items that are created.

RANGES This option allows the user to select the appropriate Range for the Style

Management stock items that are created.

COLOUR SELECTION

The user can hold the Ctrl-key and click with the mouse on every colour the user wants to select.

SIZE SELECTION

The user can hold the Ctrl-key and click with the mouse on every size the

user wants to select.

Select the Process button to create the item codes for the selected style, with all the selected colours and sizes.

The newly created Style Management stock items can be seen on the

Stock Maintenance or Enquiries screen. From IQ main menu, select Stock

and then either Maintenance or Enquiries. Search by code or by item description.



IQ SUNDRY STOCK ITEM

Sundry Stock Items have been implemented to allow for the purchasing of Sundry Items via the Purchase Order

and GRV modules that get allocated to Ledger Accounts on the fly during processing. Sundry stock items will be allowed for all processing modules, hence making the feature generic in design.

An example of where a Sundry Stock Item is used, is when the user gets an invoice from the supplier where

he/she is charged for the stock items bought and for example advertising. One goods receiving document can now

be processed, receiving stock items and charging the advertising expense directly to the Ledger Account.

Another example is when the user buys petrol for company use from a co-op, together with other stock items. The petrol can be booked directly to the ledger account while processing the goods receiving document.

SETUP

The user has to set up

predefined Ledger Accounts for

availability during

processing of Sundry Stock Items.

To set up the

predefined ledger accounts, select

Utilities from the IQ main menu Setup Module Parameters.

Select the Ledger tab Sundry Account

Setup and click on the

Setup button at the bottom of the screen.

The “Select available

accounts for Sundry Items” screen will be

displayed.

All the available ledger accounts are displayed

on the left hand side of the screen. The ledger

accounts that are listed

on the right hand side of the screen, are the ledger accounts which have already been selected for Sundry Ledger Accounts.



Click on the available ledger

account on the left and drag it to Sundry Accounts on the

right and drop it. Click on the

Accept button when all the accounts have been set, to

save the changes made.

To remove a Sundry Ledger Account, click on the selected

sundry Ledger Account and click on the Delete button on

the bottom of the screen.

A Sundry Stock item needs to be created and this item has

to belong to a Periodic stock

control posting method. It has to be set as a Sundry

Stock Item Type and it must be a Non Stock Item.

To setup a major department

for a Non Stock item, belonging to the Periodic

Stock Control posting

method, from the IQ main menu Utilities Setup

Module Parameters Stock

tab.

The important thing to

remember for this Non Stock major department, is that it

has to belong to a Periodic Stock Control Posting

Method.

CREATE SUNDRY STOCK ITEM

At least one Sundry Stock Item has to be created. Each time the Sundry Stock Item is used, the user will have to select the appropriate ledger account and enter the amount.

To create a new stock item from the IQ main menu Stock Maintenance. To Add a new stock item, the

user has to click on the Add button on the bottom of the screen.

These will be the only ledger

accounts which will be

available to choose from, for

Sundry Stock Items.



Three things to remember when creating a Sundry Stock Item:

The Item Category has to be NON STOCK ITEM.

The Major Department has to be the NON STOCK DEPARTMENT which belongs to the PERIODIC

STOCK CONTROL POSTING METHOD.

The STOCK TYPE SUNDRY has to be selected.

Clink on the Accept button on the bottom of the screen to save the captured information.

PROCESSING

In the processing modules (includes Invoicing, Credit Notes, GRV, RTS, Purchase Orders, Sales Orders, Quotes, Job Cards), the system allows for the selection of a Stock Item that has been set up as a Sundry

Item. This Sundry Item will post the expense or income directly to the selected ledger account.

When selecting a Sundry Item Non Stock Item in any of the processing documents, the system will prompt the user for selecting of a Ledger Account (as per available accounts for Sundry Accounts under module

parameters).

Upon selection of this account, the system will store the Ledger Account on the relevant line item.

Upon pre-processing a document (i.e. Sales Order, Purchase Order, Job & Quote) the system will save the Ledger Account in the relevant storage tables to ensure that the data is not lost when editing the document

in the future or when converting the document into a final document (ie. Invoice, GRV, RTS, Credit Note).

To change the selected ledger account of a Sundry Item on any of the pre-processing documents (Purchase

Order, Sales Order, Job and Quote), the user has to delete the line and add the Sundry Non Stock Item again to select the correct ledger account and amount.



For a final document

(INV, CRN, GRV, RTS), the processing will be

as follows:

Posting of the stock item transaction to the

Stock Transaction

tables (i.e. Stoctran).

Posting of the Debtor / Creditor Account as.

Posting of the Ledger

Transaction will be in the following sense:

Instead of using the Ledger Account for

Sales / Purchases

(recalling that the item must belong to a

PERIODIC department ONLY) the system will

instead use the selected Ledger Account as it was selected in the processing transaction. This selected account will be used

as the Purchases / Sales account for the Ledger transaction.

All the other settings (such as Ledger Department, Vat Rates etc) will be retrieved from the relevant

Departments and Stock Items – as per normal functionality.

EXAMPLE

We bought sand and the supplier added

advertising costs to the same invoice. As

soon as the Sundry Stock Item is entered

as the next item while

processing the GRV, the user will be

prompted to select the appropriate Sundry

Expense Account

(Ledger Account).

The Sundry Stock

Item will appear on

the GRV printout as the item that was

received.



When a stock enquiry is done on the Sundry

Stock Item, the system will show that there

was a purchase on the item and the reference

number as entered on

the GRV will appear. The onhand quantity

will remain zero (0).

To enable the user to see how the

transaction was processed in the

Ledger accounts, select

the appropriate GRV by clicking on it, click then

on the G-L Audit button at the bottom

of the screen.

Explanation of the Ledger audit tracking:

The Stock On Hand account will only be updated with the amount for the sand = R405-50.



Input Vat on both entries is updated (as the advertising account is VAT applicable).

The advertising account is debited with the amount of R8, 200-00 (exclusive amount as per invoice).

The creditors control account is updated with the whole amount of the GRV, which correlate to the invoice

received from the supplier.

REPORT EXAMPLE

An example of a report that will show all the GRV transactions that were done on the advertising account, is to

get a Stock Audit Report.

From IQ main menu Stock Reports Stock Audit

Trails. The user can filter for the Sundry Stock Item number.

A list of all the stock transactions that were done on the

selected Sundry Stock Item will be listed, which can be

previewed or printed.

IQ VOLUMETRICS - INTRODUCTION

The Volumetrics module has been designed to provide for modifications to Volumetric input and calculations to support perimeter calculations with a rounding factor. All the associated dimension fields can be

completed as predefined values within Stock Maintenance and all dimension fields support decimal places.

NOTE: Remember that the retail and selling prices will be calculated as: Rx per Volumetric calculation.

An additional system setting has been introduced to enforce the automatic pop-up action of the Volumetric input screen during processing in the processing modules. This screen will pop-up the moment the cursor

reaches the quantity field for the first time. This setting is however not compulsory, in other words the

Volumetrics will still work if it has not been set up.

The following Volumetrics have been defined:

CUBES METERS – length x width x height in meter

CUBES MILLIMETERS – length x width x height in millimeter



GRAMS – weight in grams

KILOGRAMS – weight in Kilograms

LINEAR – measure the perimeter of a rectangular shape, calculated as:

(2 x length) + (2 x width) = 2 x (length + width)

LINEAR MILLIMETRES – perimeter in millimeters

LINEAR SQUARE METERS – perimeter in meters

LINEAR SQUARE MILLIMETERS – perimeter in millimeters

LITERS – volume in liters

METERS – length in meters

MILLILITERS – volume in milliliters

MILLIMETERS – length in millimeters

SQUARE METERS – length x width in meters

SQUARE MILLIMETERS – length x width in millimeters

UNITS – no Volumetric specifications required

MODULAR TRAINING BP STOCK CONTROLLER

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