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This text refers to program version 4.0  

Operations Menu - Stock Depreciation

If the Internal Order is a request to write off stock, it should be implemented by selecting this function. The Internal Order must first have been saved before the function can be used, there must be a Location specified on the 'Location' card and it must be of Authorised Status.

On selecting the function, a new record is created in the Stock Depreciation register (in the Stock module). It is opened in a new window, entitled 'Stock Depreciation: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

The Location from the 'Location' card of the Internal Order is copied to the Location field in the header of the Stock Depreciation record, signifying that the stock to be written off is currently in that Location. All rows from the Internal Order will be transferred to the Stock Depreciation record except those where the Treated figure is the same as the Quantity. By default, the Stock Depreciation Quantity is calculated by subtracting the Treated figure from the Internal Order Quantity: in other words it is the order Quantity that has not yet been subject to a stock transaction. If an Internal Order row has a Cost Account on flip B, this will be transferred to the corresponding row of the Stock Depreciation record. When this is approved, this Account will then be debited with the FIFO or Weighted Average value of the Item, instead of the default debit Account in the header (the Stock Cost Account specified in the Account Usage S/L setting). The Weighted Average cost of the Item (the average unit price of all previous purchases, visible on the 'Costs' card of the Item screen) is used if the Cost Model, Invoice in the Cost Model setting in the Sales Ledger has been set to Weighted Average. In all other cases, FIFO values are used.

To approve the Stock Depreciation record, check the OK box and click the [Save] button to save. The Items will be withdrawn from stock. If the Do Not Allow Over Delivery option in the Stock Settings setting is being used, you will not be able to approve and save the Stock Depreciation record if there is insufficient stock in the Location to be written off. This check will not be made for Plain or Service Items, whatever the setting of the Do Not Allow Over Delivery option. If you would like to ascertain yourself whether the Location has sufficient stock before approving and saving the Stock Depreciation record, use the 'Item Status' function on the Operations menu or produce a Stock List report.

To close the screen and return to the Internal Order, click the close box. You will be asked if you want to save any changes. If the Stock Depreciation record was not approved, the Deliv. field of the Internal Order will be updated automatically. If it was approved, both the Deliv. and the Treated fields will be updated. You may need to close the Internal Order and re-open it to see this change. If the Treated field is now equal to the Quantity, the Status of the Internal Order will be changed to Delivered, signalling that the Internal Order has been implemented in full and preventing the creation of further stock transactions.

If the function does not create a Stock Depreciation record, the probable causes are:

1. The Internal Order has not been Authorised, or it has been marked as Delivered or as Declined.
   

2. No Location has been specified in the Internal Order.
   

3. There is no valid record in the Number Series - Stock Depreciations setting (in the Stock module). This problem will usually occur at the beginning of a new year.

Please refer here for full details of the 'Stock Depreciation: Inspect' window.

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