When filling out the goods of the collation statement, please note that all goods subject to inventory must be included in the document, including those for which the actual balances are zero. If the goods are not included in the collation statement, then the estimated balance for these goods after the creation of the collation statement will remain unchanged.
To enter goods into the collation statement, on the Goods tab:

  • Add goods using one of the methods
  • The # and Goods code fields will be filled in automatically
  • The balance of the goods you have chosen on the inventoried department is displayed in the Balances column. After saving the document, the balance in this department becomes equal to the balance specified in the Quantity column
  • By default, the UOM field contains the base unit of measurement for the selected item. If the inventory is made in other UOM, then select the required one from the drop-down list
  • In the Quantity field, enter the actual quantity of goods — the quantity found in the balance of the department during the inventory
  • The Gross (G) field is filled in when it is necessary to specify the weight of goods in incomplete tare — for goods for which a tare with a given weight is specified in the goods card on the UOM tab in the UOM field. The value in the Gross (G) field depends on the coefficient specified in the goods card for the selected UOM and is the sum of the goods weight and tare weight.

Example: let us enter the Jameson Irish Whiskey goods into the collation statement and select the Bottle 0.7l as a UOM.

In the goods card, on the Units of measurement tab, the container (tare) weight in grams is specified, that is, an empty bottle of 0.7 liters weighs 250 grams.

Since the bottle is not full, in the Gross (G) field, we enter 800, that is, the mass of the bottle with the contents in grams. The value in the Quantity field has changed.

The calculation is as follows: 800 (gross) minus 250 (container weight) equals 550 (mass of the contents of the bottle). Since in the UOM field has the Bottle 0.7l value, in the Quantity field the amount of whiskey is displayed not in grams, but in 0.7l bottles, that is 0.786 from a 0.7l bottle.

When filling in the Gross field, the resulting calculated value in the Quantity field should not exceed 1. If you try to exceed this value, the system will generate an error message.

If you need to specify several items of goods in incomplete containers, then indicate each in a separate line.

  • If the goods item is a semi-finished product, that is, it is associated with a set and consists of other goods — for example, Pizza dough consists of flour, oil, yeast, etc. — then a flag is set in the Break into components field. You can also set this flag through the Document > Break into components main menu item. You can set this flag for several goods at once by selecting them with the mouse
  • When the Break into components flag is set, the set and set version are automatically specified according to the rules defined in the goods card. If necessary, the set or version can be changed manually in the document
  • The Balances field automatically displays the remaining balance of the goods (before saving the document) in the department selected in the Department field on the Title tab.

In order for the collation statement to include all goods for which there are estimated balances in this department, it is recommended to form a collation statement based on the balance statement.

To do this, create a balance statement for the inventory department on the date of the inventory. To do this, go to Reports > Balance sheets > Balance statement.

Fill in the balance statement filter and click the Apply button.

In the report that opens, call the context menu from the table area and use the Copy to delivery note... item. Specify the copy settings and click the OK button.

Now, on the Goods tab of the created collation statement, you can work with the created list of goods. In the Quantity field, indicate the actual quantity on top of the figures copied from the balance statement.

If necessary, you can reset the quantity for the copied goods. To do this, use the Zero the quantity context menu item. If this function is applied without selecting goods, then the quantity for all goods of the document will be reset to zero. If before applying the function you select goods using Ctrl or Shift, then only the quantity of the selected goods will be reset to zero.

If the same item is entered several times in one collation statement, all lines with this item are summed up to form the estimated balance.