Managing stock in Sage 50 Accounts

Stock in

In Sage 50 Accounts, you can manage your stock coming in using adjustments in and purchase orders.

You can track stock levels and activity, and see when you ordered and received an item from a supplier.

Adjustment in

In all versions, you can use the adjustment option to receive stock from your supplier, or to adjust the level of stock manually, this:

• Increases the In stock level of the product by the quantity of the adjustment using the first-in-first-out (FIFO) rule
• Updates the Last Cost Price on the product record with the Cost Price of the adjustment
• Updates the product activity with details of the transaction. This shows as an adjustment in (AI) transaction

To post an adjustment in:

1. Click Products and services then click Adjustment in.
2. Complete the window as required.
3. Click Save then click Close.

Purchase orders

With the Purchase orders option in Sage 50 Accounts Professional, you can manage the stock you order from your suppliers.

You can see what's happening with your stock at each stage, helping you understand what you have in stock, and what's on order.

Stock out

In Sage 50 Accounts you can manage stock going out using sales invoices and credits, sales orders and adjustments out.

You can track stock levels and activity, and see when you ordered and received an item from a supplier.

Sales invoices and credits

When you use the Invoicing and credits option, the stock levels adjust when the invoice or credit updates.

If you create an invoice from a sales order, the stock adjusts when the sales order updates rather then when the invoice updates.

Sales orders

With the Sales orders option in Sage 50 Accounts Professional, you can manage stock orders from your customers.

At each stage, you can see what is happening, including which stock you’ve allocated or "ring fenced" for specific customers. This helps you understand what's available to sell.

Adjustment out

In all versions of Sage 50 Accounts, you can use the adjustment out option to adjust the level of stock manually, this:

• Decreases the In stock level of the product by the quantity of the adjustment using the first-in-first-out (FIFO) rule
• Updates the product activity with details of the transaction. This shows as an adjustment out (AO) transaction

To post an adjustment out:

1. Click Products and services then click Adjustment out.
2. Complete the window as required.
3. Click Save then click Close.

Maintaining stock levels

The product shortfall option

It's important that you have sufficient stock to fulfil your orders. The product shortfall option makes it easy to identify which products you need to order. By setting the re-order level on a product record, when the quantity in stock falls below this level, the product appears in the shortfall window.

• Click Products and services then click Shortfall

From here, you can print a list of your shortfall by selecting Print list.

The sales order shortfall option

If you can't fulfil sales orders due to lack of stock, use the sales order shortfall option. This option helps you determine the needed stock and create the required purchase order.

Building products

If you have components in stock to build larger items, use a bill of materials to track how many finished products you can make.

Allocating stock to projects

When entering costs to a project, to allocate a stock item that you already have in stock, you can use the stock allocation option.

Ring fencing stock for a project

When you allocate stock to a project, you ring fence these items, so you can't use them for anything else in the software. This shows as a committed cost against the project.

1. Click Products and services then click Allocate stock and select the required Product Code.
2. Enter the Date, Ref, Project Ref, Cost Code and Qty to allocate then click Save.

Issuing stock to a project

When you use the stock for the project, to show it's no longer in stock, issue it to the project. This now shows as an actual cost against the project.

1. Click Products and services then click Issue allocations.
2. Select the Product Code and enter the required Quantity to Issue then click Save.

Returns and damages

Sometimes, customers return goods to you. How you record this in Sage 50 Accounts depends on the reason for the return.

Unwanted goods

When a customer returns goods that you can sell on, when you issue a credit note from invoicing, the stock adjusts back in. If you don't need to create a credit note in invoicing, you should record the adjustment as an Adjustment In.

Damaged or faulty goods

If customers return damaged or faulty goods, record them using the returns option:

1. Click Products and services then click Returns.
2. Enter the details of the items you want to return then click Save.