Vektori Stock Control and Recipe Products

Cloud based Vektori Stock Control is an additional service to Vektori Kassa. It gives you all the tools needed for total control over the stock, including stock counts and recipes. Sales through the Vektori Kassa application automatically reduce the value of the warehouse to which it is connected. Unless the Vektori Kassa has a warehouse attached to it, a default warehouse will be used for stock transactions. Chapter 1.2. has more on the topic of adding a default warehouse.

Stock control functions according to FIFO-principle (First In First Out), meaning that products stored first are to be retrieved first.

Stock control supports multiple warehouses, enabling each Vektori Kassa application to have a different warehouse. It also makes it possible to have recipe products, where the sale of a product decreases more than one product within the warehouse.

Stock counts can be started and stopped at any given time - you can also use the warehouses while doing them. In order to make the stock counts easier, you can use for example a barcode reader and a tool built into the service.

1.1. New Warehouse

In order to add a warehouse, choose from the menu on the left Stock Control -> Warehouses and then click the New Warehouse -button.

Give the warehouse a name and click the Save -button.

1.2. General stock settings, default warehouse

Add default warehouse by choosing from the menu on the left Settings and then go down to Stock Control -> General.

In case you are using multiple warehouses, choose the Warehouse from the drop-down menu. This chosen warehouse is now used as the default warehouse, from which all the sales are subtracted and product refunds added automatically, unless terminal based warehouses are set.

In the end click the Save -button(or Update).

1.3. Terminal based warehouse

Terminal based warehouse can be defined by choosing Settings from the menu on the left. Then at Kassa -> Terminals -section, click the name of a terminal, moving on to Edit -mode. Here it is possible to select the specific warehouse for the terminal in question, from which the sales get subtracted and refunds added into.

2. Adding a product into Stock Control

The default settings for products can be viewed by going to Settings and from there Catalog -> General.

Checking these settings now can ease the creation of new products, for instance, turning on the Stock control -switch. Also product sorting and grouping are all available to be changed from this settings page.

Save the settings by pressing the Update -button.

In order to add a new product click the Products link from the menu on the left and then press the New Product -button. Insert following necessary information (marked with *) for the product:

Name *.
Product group *).
Product code **).
Sale product, if the product is sold via the cash register.
Stock Control.
Buying unit *.
Stock unit *.
Counting unit, shown for product, in case the counting unit is not the same as stock unit.
Sales unit *.
Stock quantity.
Tax rate *.
Price (tax excl.) or Price (tax inc.) *.
Buying Price (tax free).

*) You can have different product groups for products like groceries and alcohol drinks. To add these, go to Product Groups from the menu and click the New Product Group -button. Having products in different product groups is advisable because it helps for instance when reporting to the necessary permit authorities. Grouping by each product group is also available for clerk, client sales, product sales and comparison reports.

**) It is possible to add a product code for each product separately or you can define the product code to be defined automatically by going to Settings and from there Catalog -> General and Product code generation -section.

3. Stock Transactions

The list of events regarding each warehouse can be seen by going to Stock Control -> Stock Transactions. Stock transactions list gets formed from events by product sale stock outs and returns, stock transfers ins and outs, stock count ins and outs and stock adjustments.

For a closer look into each individual stock transaction, click either the Show -icon, ID or source -link.

3.1. Stock transaction types

Below is a brief description of stock transaction types and formation basis:

Stock in happens when a stock transaction is created and a product or more is added to a warehouse.
Stock out happens when a stock transaction is logged during a sales transaction.
Stock transfer in logs the event when the products are transferred into a warehouse.
Stock transfer out logs the event when the products get transferred out of a warehouse.
Stock adjustment out is used when the products leave the warehouse through other ways than by sales(e.g. broken).
Stock count in occurs in the event that the warehouse has a negative amount of products and the system forms a stock count in from the missing products and the ones that are counted during the stock count.
Stock count out is done by the system, clearing the expected n:o of products in the stock count from the warehouse.
Stock count in is also done by the system during the stock count to add the calculated products into the warehouse.
Return is used when products are returned via orders - Orders, an additional service, has to be bought for this.
Shipment is also linked to use of Orders -service and is used when a product has some sort of shipment information.

3.2. Stock transaction status

Open is set as status when the product count in the warehouse goes negative. The status updates automatically to closed as soon as the warehouse in question gets the product.
Closed status is set when the stock transaction has increased or reduced the product amount in the warehouse through stock in or stock out, stock count, a sale, return or shipment.
Open rows status is set when a stock transaction has one or more transaction within, that sets the count of a product as negative. The status updates automatically to closed as soon as the warehouse in question gets the product.

3.3. Stock transaction search functionality

Default view of the stock transactions is a list of all the stock transactions. In order to search for specific stock transactions click the Filters -button on the right side of the Stock Control -> Stock Transactions page.

Limit the search for stock transactions with the following options:

Date.
Warehouse.
Type of stock transaction.
Status of stock transaction.
Reference e.g. receipt number.
Product.
Product Batch.

After choosing the search parameters, click the Filter -button to see the results.

Click the Show -icon or the link in the ID -field to look more closely into the contents of the stock transaction.

The link in the Source -field opens either receipt, stock transfer or an adjustment.

3.4. Create new stock transaction

The system automatically creates stock transactions to products that are defined to be under stock control. Stock transactions regarding stock in and stock out can be created manually by going to
Stock Control -> Stock Transactions page and clicking the Create -button.

From drop-down menus pick Transaction type, Product and Warehouse and add Quantity, Unit price and Delivery time.

It is possible to log the delivery time to past, in which case the transactions preceding this transaction will be handled according to FIFO-principle. Stock transactions can not be created, however, before the latest stock count.

Unit price is updated automatically according to the latest stock transactions price (buying price).

Add multiple rows to the same stock transaction by clicking the Add -button. In the end, click the Save -button.

In case you are adding a new product into a warehouse and under stock control, follow instructions in chapter two(2).

If the stock transaction includes both open and closed transactions, the list shows it with tag Open rows. The stock transaction will update automatically to Closed as the warehouse gets the product in question.

3.5. Bulk actions of stock transactions

In the event that the warehouse gets a large quantity of products at once, you can use the bulk actions to help out with logging in the stock transactions. You can, for instance, add the same warehouse or delivery time for all the products.

From the drop-down menus pick the Transaction type and Product and add the Quantity and Unit price if need be. Add more product rows by clicking the Add -button. After adding all the products, choose all the product lines you want - this activates the Bulk actions -button.

Click the Bulk actions -button and then the Edit -button from the drop-down menu.

With the aid of the Edit view, you can for instance add all the products to the same warehouse, have the same quantity, or Delivery time.

When all is done, click the Set -button.

After that, in the end, click the Save -button.

4. Stock Adjustments

Stock adjustment is used when the products leave the warehouse through other ways than by sales(e.g. broken). Reasons for stock adjustments can be defined by going to Settings -> Stock Control -> Adjustment Reasons and clicking on the Create -button.

Give a name describing the adjustment reason and

click on the Save -button in the end.

4.1. Adding a stock adjustment

Click from the menu Stock Control -> Stock Adjustments and from there press the New Stock Adjustment -button.

Choose the Warehouse, Adjustment time and either pick the Product from the drop-down menu or use a barcode scanner, add the Quantity and the reason for the adjustment.

Click on the Add -button to increase the amount of product rows for the stock adjustment.

You can log the adjustment time to past, in which case the transactions preceding this transaction will be handled according to FIFO-principle.

Finally click the Save -button and it will move the adjustment to the Stock Adjustments list with Unconfirmed-status.

If you wish to edit the adjustment either click the Pen -icon or the Edit -menu item - you can also Delete the stock adjustment from that menu. In order to finalize the stock adjustment you need to Confirm it from the drop-down menu.

After the confirmation, the products are removed from the warehouse and a stock adjustment out type of stock transaction is formed.

The stock adjustment can not be deleted or edited after it has been confirmed. If you do notice a mistake has been made after the confirmation, you need to create a new stock transaction according to chapter 3.4 to correct it.

4.2. Reports

You can make detailed stock adjustment reports from each warehouse by going to Reports and from there down to Stock Control -section and clicking on the Stock Adjustments -link.

5. Stock Transfers

A stock transfer happens when a product is moved within the company, from one warehouse to another.

5.1. Stock Transfers list actions

Stock Control -> Stock Transfers page shows by default the Open transfers, while the Confirmed -tab shows the transfers that have been already confirmed.

Clicking the Show -icon or the ID, shows the stock transfer details. You can also go to the drop-down menu and Show, Edit, Complete or Delete the stock transfer.

At the detailed view of the Stock transfer clicking the Complete -button confirms the stock transfer, the Edit -button allows the modifying of the stock transfer and the Create -button enables making a new stock transfer, if you so choose.

You can search for specific stock transfers at Stock Control-> Stock Transfers by clicking the Filters -button.

The options to limit the search for stock transfer are:

Date.
Source stock.
Target stock.
Reference.
ID (through additional conditions).

Give the parameters you want and click on the Filter -button.

5.2. New Stock Transfer

In order to make a new stock transfer go to Stock Control -> Stock Transfers and click the New Stock Transfer -button.

Choose the Source stock, where the products originate from, and the Target Stock, where the products are moved into.

Add the Transfer time, by default the current time, choose the Product from the drop-down menu or use barcode scanner, add the Quantity and optionally write something to Additional info.

Click on the Add -button to increase the amount of product rows for the stock transfer. You can log the transfer time to past, in which case the transactions preceding this transaction will be handled according to FIFO-principle.

Finally click the Save -button, after which you can click the Complete -button to finish the transfer - an action which requires a confirmation on a pop up window - and after all that, the stock transfer is completed.

All the confirmed stock transactions are shown on the Confirmed -tab of the Stock Transfers -page.

Stock transfers can not be deleted or edited after they have been confirmed. If you do notice an error after confirmation, make new stock transactions as required and according to chapter 3.4.

6. Stock Counts

Stock count is an inventory list of products sold by the company - it is the physical process of counting each and every product. In a stock count the exact number of products is counted and it also reveals if products are lost or stolen. A stock count is statutory and has to be done once a year for the financial statement of the firm, but it can be done more often as well. Stock counts can be started and ended at any time. The warehouses can be used at the same time as the stock count is ongoing.

6.1. New Stock Count

To start a new stock count go to Stock Control -> Stock Counts and click the Start new -button.

If multiple warehouses are used, pick the warehouse from the drop-down menu.
Give a descriptionary name for the stock count.
Set the stock count time, as in the starting time of the stock count.
Add the options Show expected count, Show row counting unit conversion as opened and Show buying prices if necessary.
Click the Save -button when all is ready.

6.2. Stock count entry

As the new stock count is started and saved, the All -tab shows a list of products to be counted. It is now possible to print out a form in pdf by clicking the Print product list -button, enabling counting of the product amounts first on a printout and afterwards inputting these numbers into the system.

The stock count can be done in phases, first setting the Calculated amount for some products and leaving the others blank - do note that the amount can not be negative. If necessary the Average buying price can be changed as well. When the information is saved by clicking on the Save -button, the Uncounted and Counted products are shown under their respective tabs.

To return to an open stock count go to Stock Control -> Stock Counts and on Open -tab choose the Perform counting.

6.3. Using the barcode scanner in the stock count

In order to ease the stock count it is possible to use a barcode scanner by reading the barcode in the Stock count -view. Be careful that the mouse cursor is not in any field at the Stock Count -view, because in that case the barcode scanner would only input the barcode to said field.

Reading of the barcode opens up a view, where you can input the Counted amount and also if need be, change the Average buying price.

Finally press the Save -button and read the next barcode.

6.4. Ending the stock count

Stock count ending can happen when at least one product is counted. When the necessary products have been counted, click on the End counting -button. This will create all the stock transactions needed, also updating the product amounts in the warehouse and the stock value. The stock value is calculated using the average buying price of products.

At the end of the stock count, go to Report and from the next page on the right, use the Print -button to get a pdf-file, ready for printing.

NOTE! After the stock count is done, the counted data can no longer be modified or deleted.

6.5. Adding the opening balances using stock counts

If products are added to the system without an amount or buying price, you can add these opening balances for the products in the default warehouse “Päävarasto” (edited the name to be Main storage in example below) using the stock count. If you have added other warehouses, only the products that are under stock control within those warehouses, are shown in stock counts.

Start a new stock count according to chapter 6.1.

At the Stock Count -view, click the Filters -button and switch Only stockable products off. Finally press the Filter -button.

Continue with the stock count normally according to chapter 6.2.

6.6. Making a correction to buying price using stock counts

As already mentioned in the previous chapter, you can also make corrections to the buying price of each product within all the warehouses. This process

records the current stock value out,
saves the calculated amount and price,
and updates the buying price of products.

6.7. Stock count and stock value report

Viewing different stock count and stock value reports is possible from the Stock Control -> Stock Counts under Ended -tab. In order to get a pdf -file ready for printing for a stock count report, click the down-pointing triangle as described in the image, and press the Report -menu item. Use the Print -button available on that page to receive the file. You can also get a pdf with the stock value in greater detail from the Stock Counts page by clicking the Stock value, just below the Report -menu item.

7. Product Batches

Control of product batches is meant to be used under Vektori CRM and Orders, both being additional services. Vektori Kassa currently does not support handling of product batches, instead, the sales are reduced from the current stock amount.

Stock Control – Recipe Products

Additional Service

1. Stock control and recipe products

Cloud based Vektori Stock Control is an additional service to Vektori Kassa. If a product consists of several parts, it is possible to package the product for sale as a recipe product.

General:

The buying price of stock products is based on stock unit.
Products stock price is based on sales unit.
Recipe product can not be under stock control.
Recipe units and quantities are defined at the Recipe -tab of products.
Recipe products units are not important.
The unit choice at the recipe -tab is based on the originating products stock unit (conversions).

This guide covers the handling of stock and recipe products through examples.

2. Example 1

Add the Red wine bottle and Wine glass 12 cl products.

To add a Red wine bottle under Stock control, from the menu on the left click on Products-> and there the New Product -button.

Add Name and optionally also Product Group and Product code.
Select ”Sale product” and ”Stock control”.
Add Stock quantity.
Sales unit = 70 cl, so you can sell the whole bottle(PLO) - Stock unit = 70 cl.
Select tax rate.
Price = Price of the Sales unit.
Buying price = Price of the Stock unit.

Finally click the Save -button. Products are now recorded under stock control, as a stock in of products is done. The product information can be modified after saving by clicking the Edit -button

After saving, scroll down the page and on the Stocks -tab clicking the name of the warehouse shows for instance the Stock quantity, Stock value, Average buying price and Last buying price.

Transactions -tab shows the products stock in -type of transaction that took place right after saving it.

Now that you have added that product under stock control, it’s time to add the recipe product Wine glass 12 cl. Select from the menu on the left Products-> and from there click the New Product -button.

Add Name and optionally also Product Group and Product code.
Select only ”Sale product”.

NOTE! Do not select Stock control, because we are dealing with a recipe product!

Price = Sales price of one glass of wine.
Select tax rate.

NOTE! Recipe products units are not important, the unit can be for example KPL, meaning one piece.

Finally click the Save -button and then the Edit -button.

Select the Recipe -tab and click the Create recipe -button.

From the Product -drop-down menu pick the Red wine bottle.
As Quantity set 12 (according to chosen Recipe unit 1 cl * 12 cl).
Choose the value 1 CL from the Recipe unit -drop-down menu.

Finally click the Save -button.

If the recipe unit you want is not in the drop-down menu, you can add it by clicking from the menu on the left Settings, then scrolling down to Catalog -> Units and finally clicking the New conversion -button.

Sales of products reduce the stock quantity of products as follows:

In the sale of a bottle of red wine, 1 bottle is deducted from the stock quantity as a stock out.
Wine glass 12 cl - the sale of the product is deducted from the stock quantity of the Red wine bottle by 0.1714 (The Red wine bottle contains about 5.8 glasses).

3. Example 2

Add the Whiskey, Coca Cola and Whiskey and Coke products.

To add a Whiskey under Stock control, select from the menu on the left Products-> and from there click the New Product -button.

Add Name and optionally also Product Group and Product code.
Select ”Sale product” and ”Stock control”.
Add Stock quantity.
Sales unit = 4 cl portions, not bottles.
Stock unit = 50 cl.
Select tax rate.
Price = Price of the Sales unit.
Buying price = Price of the Stock unit.

As the second product into Stock control, add Coca Cola - from the menu on the left Products-> click the New Product -button.

Add Name and optionally also Product Group and Product code.
Select ”Sale product”, if you want to sell Coca Cola individually as well.
Select ”Stock control”.
Add Stock quantity.
Sales unit = KPL
Stock unit = KPL
Select tax rate.
Price = Price of the Sales unit.
Buying price = Price of the Stock unit.

After adding those products into Stock control, add the recipe product Whiskey and Coke (1 Coca Cola + 8 cl Whiskey). Select from the menu on the left Products-> and from there click the New Product -button.

Add Name and optionally also Product Group and Product code.
Select ”Sale product”.

NOTE! Do not select Stock control, because we are dealing with a recipe product!

Price = Sales price of Whiskey and Coke.
Select tax rate.

NOTE! Recipe products units are not important, the unit can be for example KPL, meaning onepiece.

Finally click the Save -button and then the Edit -button.

Select the Recipe -tab and click the Create recipe -button.

Pick Whiskey from the Product -drop-down menu.
Set Quantity as 1.
Choose the value 8 CL from the Recipe unit -drop-down menu (you could set quantity as 2 and the value of recipe unit as 4 CL also).

To add Coca Cola to the recipe, click Add row -button.

Pick Coca Cola from the Product -drop-down menu.
Set Quantity as 1.
Choose the value KPL from the Recipe unit -drop-down menu.

Finally click the Save -button.

Sales of Whiskey and Coke reduces the stock quantity of products as follows:

Sale of Whiskey 8 cl is deducted from the stock quantity of Whiskey bottle by 0.16 (Whiskey bottle contains 6.25 of 8 cl portions)
and 1 piece is deducted from the stock quantity of the Coca Cola product.

Whiskey 4 cl product sales alone deduct 0.08 from Whiskey bottle stock quantity (Whiskey bottle contains 12.5 of 4 cl portions).

4. Example 3

Add 30 litre Beer keg and large and small pint products.

Add the 30 litre Beer keg into Stock control - From the menu on the left click on Products-> and from there New Product -button.

Add Name and optionally also Product Group and Product code.
Select ”Sale product”, if you want to sell beer kegs individually as well.
Select ”Stock control”.
Set a Stock quantity.
Sales unit = Tankki 30 l (Keg 30 l).
Stock unit = Tankki 30 l.
Select tax rate.
Price = Price of the Sales unit.
Buying price = Price of the Stock unit.

After adding those products into Stock control, add the recipe product Large beer 0,5 l. Select from the menu on the left Products-> and from there click the New Product -button.

Add Name and optionally also Product Group and Product code.
Select ”Sale product”.

NOTE! Do not select Stock control, because we are dealing with a recipe product!

Price = The selling price of one pint of beer.
Select tax rate.

NOTE! Units can be set as default units.

Finally click the Save -button and then the Edit -button.

Select the Recipe -tab and click the Create recipe -button.

Pick Beer keg 30 l from the Product -drop-down menu.
Set Quantity as 0,5.
Choose the value LITRE from the Recipe unit -drop-down menu.

Finally click the Save -button.

Next add Small pint 0.4 l -product with corresponding values.

Pick Beer keg 30 l from the Product -drop-down menu.
Set Quantity as 0,4.
Choose the value LITRE from the Recipe unit -drop-down menu.

Finally click the Save -button.

Sales of products reduce the stock quantity of products as follows:

- Large beer 0.5 l sales are deducted as a stock out from the Beer kegs stock quantity by 0.0167 (Barrel = 60 large beers).

- Small pint 0.4 l sales are deducted as a stock out from the Beer kegs stock quantity by 0.0133 (Barrel = 75 small beers).

5. Example 4

Add Mandarin 5 kg boxes of 5 pcs.

Add the Mandarin under Stock control - Select from the menu on the left Products-> and there click the New Product -button.

Add Name and optionally also Product Group and Product code.
Select ”Sale product” and ”Stock control”.
Add Stock quantity 5 kg *5 boxes = 25.
Sales unit = kg.
Stock unit = kg.
Choose Tax -rate.
Price = Price of the Sales unit.
Buying price = Price of the Stock unit.

After saving the data, the stock quantity is 25 kg.

400 g of mandarins are sold at the Vektori Kassa application by giving a quantity of 0,4 kg.

After closing the sales transaction, the stock quantity decreases by 0.4 kg.

If the Mandarin product is used, for example, in a food, the food is made into a recipe product and set to reduce 0.05 kg of mandarin from the stock product.

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