¶ Purpose
The Confirm Physical Stock for Department screen allows the user to validate the physical stock count for a specific department.
¶ Prerequisites
The following transactions must be completed before the Confirm Physical Stock for Department transaction.
- The Physical Stock Entry for Department transactions must be completed for the particular material.
- Access rights must be assigned to the responsible user for Confirm Physical Stock for Department transactions.
¶ Confirm Physical Stock for Department
The Confirm Physical Stock for Department screen allows the user to validate material details.
Navigation: Main - Menu → Transactions → Inventory → Inventory Entries → Inventory → Show List → Stock → Confirm Physical Stock for Department
- The user must select the Department from the dropdown list.
- The user can edit the Stock Date, if required.
- The user must select the Item from the dropdown list.
- The user can search for a particular item using the F3 key. Press F3, the following material list will appear.
- The user must select the appropriate material.
- Click Refresh, the material details such as Item, Process No., Next Process No., PD, Process, System Stock, Physical Stock, Stock difference, Characteristics Values, GRN Rate as per Bin Report, Rate, Value, Alloy, Comments, Last GRN Rate, Last GRN No., Last GRN Type, Update Status, Running Wt. Avg. Rate and Batch No. will appear.
- The user must select the check box to confirm the particular material.
- Click Confirm, the following message will appear.
- Click OK.
¶ Import from Excel
The Import from Excel screen allows the user to confirm stock details of multiple products at once using an Excel file.
- The user must select the Department from the dropdown list.
- The user can edit the Stock Date, if required.
- The user must select All option, to select all the material.
- Click Refresh, the material details such as the Item, Process No., Next Process No., PD, Process, System Stock, Physical Stock, Stock difference, Characteristics Values, GRN Rate as per Bin Report, Rate, Value, Alloy, Comment, Last GRN Rate, Last GRN No., Last GRN Type, Update Status, Running Wt. Avg. Rate and Batch No. will appear.
- Click Generate Template, the following screen will appear.
- The user must select the Save As option, to save the file to the particular folder.
- Click Upload Template, the following screen will appear.
- The user must select the appropriate Excel.
- The user should enter details, such as Sheet Name, which should be the same as the name of the Excel sheet.
- Click OK, the following message will appear.
- Click OK.
¶ View or Print Details
The Preview option allows the user to view and print the transaction details.
- The user must select the Department and Item from the drop-down list. Click Refresh.
- Click Preview, the following screen will appear.
- The ITSPL Report Viewer screen allows the user to print all selected documents one after another.
- Click Print, to print documents.
- The user can view details in Excel, HTML, XML, Open Office, PDF and Notepad format if required.
- Click Email, the following screen will appear.
- The user must enter the Subject.
- The user can upload multiple attachments if required.
- The user can delete the uploaded attachments if required.
- The user must select one of the options from Employees, Customers, Sales Rep, Suppliers, Subcontractors or Others.
- Once the user selects the appropriate option, the corresponding Email IDs will appear in the Email Address section.
- The Add Your Message Here section allows the user to add messages.
- Click Send, to send emails.
- Click Add, to add the new email address.
- Click Delete, to remove the selected mail ids.
- Click Settings, the following screen will appear.
- The user must enter details of the Your Existing Mail Server Name, Port (Existing), Change the above Mail Server Name To and Port (New).
- Click Change.
¶ Functional Use Cases
| Sl. No. | Use Case | Business Scenario | Functional Outcome in ERP |
|---|---|---|---|
| 1 | Confirm Physical Stock for Department | When a physical stock count is done at the department level, the ERP system must validate and update stock to match the physical count. | The system updates the stock records by confirming the physical quantity, ensuring inventory accuracy across departments. |
¶ Use Case Scenario
- Click here for a detailed use case scenario.
¶ Transaction Checklist
| Steps | Checklist Item | Details / Purpose |
|---|---|---|
| 1 | Ensure physical stock entry is done | Complete the Physical Stock Entry for Department transaction before confirming stock. |
| 2 | Verify user access rights | Confirm that the user has permission for the Confirm Physical Stock for Department screen. |
| 3 | Verify Department Details | Verify department details. |
| 4 | Review or update stock date | Edit the stock date if necessary. |
| 5 | Select material | Use the drop-down or F3 to search and select the material to confirm. |
| 6 | Refresh data | Click Refresh to load stock and system-related details. |
| 7 | Confirm stock details | Select the checkbox for the item to confirm physical stock. |
| 8 | Click Confirm | Finalise the confirmation. A message appears upon success. |
| 9 | Use Excel import (optional) | To confirm multiple materials at once, use the Import from Excel option. |
| 10 | Generate and fill template | Download the template, fill in stock confirmation data, and save the file. |
| 11 | Upload Excel template | Select the template, specify the sheet name, and upload to confirm stock in bulk. |
| 12 | Verify update | Ensure that the stock confirmation is reflected correctly in the ERP records. |