This page contains information about the items in the utility group on the stock menu, you can link the start of each section by clicking on the links below
| Table of Contents |
|---|
Maintenance
This screen is used to perform Maintenance on Stock records currently in the system with at least one Single in Stock on the Rotation.
Not all fields in the list can be modified but where they can it is possible to make changes in multiple rows at once.
In order to find results, you must input data to one of the three search fields (Customer Code, Product Code or Rotation Number).
| Info |
|---|
Check the Send Email to Customer field to notify the Customer whose Stock is being modified about changes when either of the Save buttons is clicked. |
| Note |
|---|
This feature is fully audited for customs purposes. Any changes to stock information made here is logged for future audit trail enquiries made by the relevant government department. Changes made here MAY also be changed in Vision Bond system this system is used for the electronic transfer of information to HMRC. Changes made will apply to transactions from the point of change forward only it will not apply to movements prior e.g. If you alter the VALUE of the goods the value for vat will calculate on the new value going forward the old transactions remain at the value we knew about at the time of transaction. |
All white fields can be amended, and any of those which require the Bond system (e.g. Values) to be updated will be carried out during the save process.
The leftmost icon (A small document) can be selected to upload/import documents for that stock.
Click the Import Document field to select the document code from the dropdown list. You can view the description along with the code. Type in the ID.
When you click on the ‘Status/ LPCO Ex. Code’ a window to add an import document will be opened. You need to select ‘Status/ LPCO Ex. Code’ from the dropdown list and select Issuing Country, and Notes. These values will be filled in the Stock Maintenance - Import Documents screen.
Preferences - Goods Meet the rules - a link to the government website on this topic is here Check your goods meet the rules of origin - GOV.UK (www.gov.uk)
Freeze Stocks
This screen is used to freeze stock by using either Rotation or by Location.
Freeze Stock By Rotation
You can only freeze or unfreeze all of the stock.
Frozen stock is prevented from being moved or used on Sales Orders.
You must enter a Reason Code and Reason to Freeze the Stock.
To learn more about it please visit → https://visionsoftware.atlassian.net/wiki/spaces/VW/pages/667418787/Maintenance+Group#Frozen-Reason
Freeze Stock By Rotation Location
This section shows the current Stock availability and Frozen status.
It is normal to see a negative amount of Stock available to Freeze.
This means the amount of Stock on Orders is greater than the Stock free to Freeze.
Once you have entered a Reason Code and a description of why this stock is to be Frozen, click the Save button to Freeze the Stock.
You must enter a Reason Code and Reason description to Freeze the Stock.
Divided into three subsections | |
|---|---|
In Stock |
|
Product Stock |
|
Available To Freeze |
|
Unfreezing Stock
You will need to use the navigation menu to obtain a list of frozen stocks, when you identify the item you wish to unfreeze simply double-click the item and adjust the amount frozen.
Clear Stocks
This screen is used to Clear all Stock in selected Locations for a specific Customer onto a Sales Order.
You would need to add the Stock Movement Type before creating the order.
Some types of Stock movements will add the Receiving Customer field to this screen.
Once you have clicked on Create Order, single Order will be created containing all the stock in the locations you selected.
| Info |
|---|
As Customer can have a very large number of different stock items, the resulting Order can have far more lines than is recommended if too many locations are selected at the same time. In these instances, fewer locations should be chosen. |
Type in your customer code or press F11/ F12 key.
The location table will auto-fill specific to the customer.
To select locations use the checkbox against each location line, this will add up and will be shown below in the ‘Selected Location Total’ fields.
Select the ‘Sales Order Type’ from the dropdown list and select ‘Stock Movement Type’
Full Rotation Qty (Checkbox) → When selected, If the rotations in the chosen locations exist in other locations, those stocks in other locations will be included in the order.
Pay Duty For Stored Rotations (Checkbox) → A list of rotations can be supplied to Ontech which can be stored in your system. If this option is ticked when creating the clear stock order, rotations found in the locations selected and also stored in that list will be split out into a separate duty paid order.
| Warning |
|---|
Your system will be able to handle 10x the normal average number of lines you have on orders without any issues, but you should aim to have no more than 150 lines per order unless you have previously agreed with support team in advance as this will utilise database memory and we need to be sure you have enough available. |
QA Release
This screen is used to view Stock that has been Frozen using a Reason Code with QA (Quarantine) ticked.
Stock can be manually released before it is released automatically by the system if required.
Great care must be taken when using this option.
When manually Unfreezing Stock using the Unfreeze button, make sure you read and understand the pop-up message before choosing the correct response.
To access this screen and unfreeze stock, a User would need the correct privileges set against their account.
Reprint Rotation Labels
You will need to have access to Authorise and be able to see this screen by using the User Maintenance: Group Maintenance
This screen is used if you require to reprint Labels for a specific Rotation that might have been lost or if you need to replace them.
Requesting Labels
You will need to select the one that you request and at the bottom of the screen, you will see the Request Label Reprint button.
Enter the Number of Labels that you want to reprint.
Select the reason for the Reprint.
Click on the “Request Label Reprint” button and this will mark the requested fields with the User, Date/Time, reason, and Label Qty. You will be able to view these using the Show Records: Awaiting Authorisation.
Awaiting Authorisation
You will need to select the Rotation that you wish to Authorise and click on Authorise.
Once you have clicked on the Authorise button this will update the field in the Authorised fields in the grid:
User
Date/Time
This will then show when you Show Records Awaiting Reprint.
Awaiting Print
You will need to select the Rotation that you wish to Reprint, this will reprint the labels that you have requested.
Once you have clicked on the Reprint button this will update the field in the Reprinted fields in the grid:
User
Date/Time
This will remove it from the list however you can request to reprint the labels again by requesting the labels again.
This section will grey out the Request Label Reprint and Authorise buttons.
History
This will show all the Reprint History that has for any customer (not just the one you searched for). This will only show the records that have been Reprinted not the ones that are Requested or Authorised.
