Stock Item Transactions

From Polygon Back Office,

Access the Stock Items File by clicking the Stock Items button on the toolbar,

Select a Stock Item and and click the Stock Transactions button to view the stock transactions for the selected stock item.

Most Recent Records

When this form loads, the transaction list will automatically display a page of the most recently added Stock Item transactions.  Older transactions can be viewed by, entering a date in the To and/or From text box (see below).  The number of items which are automatically displayed can be increased or decreased by changing the Auto-Load Transaction Threshold setting in the Polygon POS Management application settings.  See section Polygon POS Management Application Settings > Polygon POS Management > General - Transactional Browse Forms for more information about this setting.  

Filtering by Date

Entering a date in the From text box only will exclude records from before this date.  Entering a date in the To text box only will to exclude records after this date.   Entering both a From date and a To date will display records which are dated within this period.  Leaving the From and To text boxes blank will display a page of the most recently added items (described above).  The To and From date boxes also provide right click pop-up menus for quick access to commonly used date ranges.  See section Navigation > Quick Entry of Commonly Used Dates for more information on this topic.

Filtering by Transaction Type

From the Transaction Type list box, select All, Supplier Transactions, Supplier Transactions, Opening Stocktake, Closing Stocktake, Stock Transfer, Stock Wastage, Stock Journal Entry and POS Stock. To view a combination of these items, click the browse button to the right of the Transaction Type list box, then tick the multi-select tick box and select the desired transaction types. To reset the transaction type filter, right click on the Transaction Type list box and then click Reset.

Get Records

Once you have entered your filtering options, click the Get Records button to apply the filters and display the requested data.  

The following options are available from the Stock Item Account Transactions File:

•Stock Journals - Stock Journals allow you to adjust stock item quantities.  To create a stock journal, click the Stock Journal button or highlight an existing Journal Entry and click the New From button.  This will display the Stock Journal Entry Update form where you can enter the specific details of the Stock Journal;  

•To View or Modify a Transaction - Highlight the transaction and click the Change button to open a transaction.  The appropriate form for this transaction type will be used to display this transaction.  Not all transactions can be modified once they have been entered.  Read only transaction types include Opening Stocktakes, Closing Stocktakes and POS Stock Transactions.  

•Delete - Click the Delete button to remove the selected item, then click the Yes button to confirm this action;

•Reload List - This button is used in multi-user installations where multiple users may be entering data at the same time. Clicking this button will refresh the displayed data and show any changes made by other users;

•Print - Clicking the Print List button generates a report showing the account transactions list as it is currently filtered.  This report can be printed, saved or converted to CSV format which can be loaded into spreadsheet programs;

•To Search for a particular entry enter the transaction reference number in the Find Ref text box.

When supplier transactions are filtered by date.  A Brought Forward entry is added.  This shows the totals for all the transactions leading up to the entered From Date.  That is, the Total Transaction Amount, Total Paid Amount, Total Outstanding Amount and Balance for all entered data until immediately before the beginning of the search filter.  The Brought Forward entry is identified as "Brought Forward" in the Details column.  If the data is filtered ascending by date, the Brought Forward  entry will be shown at the top of the list.  

When a filter is applied to the stock transactions file, the filtered data is totaled and displayed at the bottom of the form under the heading Total for Selected Period (Quantity) and Total for Selected Period ($). The Debits figure shows the total for all debits listed.  The Credits shows the total for all credits listed. Movement shows the Total Debits minus the Total Credits for this period.