Surplus/Shortage Tab of Collation Statement
After saving the active collation statement, you can view and print the results of the inventory, i.e. inventory list, which reflects the calculated surpluses and shortages.
The list of goods on the Surplus/shortage tab is sorted alphabetically by default, regardless of the order in which goods are added to the Goods tab.
If you need to display the order of adding goods, set the appropriate flag in the Service > Environment settings... .
Goods with the Break into components flag are not available on the Surplus/shortage tab. Their ingredients will be distributed according to the list. If the ingredient goods are not in the list, they will be displayed at the end of the list.
All quantities on the Surplus/shortage tab are displayed in basic units of goods measurement
In the Calculated balance column of the Surplus/shortage tab, the estimated balance is indicated in quantitative and sum terms. The estimated balance means the amount of goods according to the documents.
In the Actual balance column of the Surplus/shortage tab, the actual balance is indicated in quantitative and total terms. The actual balance is the amount that you specified in the collation statement.
The actual balance is formed as the sum of the quantity specified in the document for the goods and the quantity determined from the sets of goods with the Break into components flag, if this item is used in the set.
Example: The document indicates Flour in the amount of 1 kg and Pizza dough in the amount of 2 kg.
In the Pizza dough set for 2 kg of semi-finished product, 1.1 kg of the Flour goods is used.
Accordingly, as a result of the inventory, in the actual balances for the Flour goods, the sum of two lines is indicated — from the document and from the calculation for the semi-finished product — 2.1 kg.
The difference between the actual and estimated balance in quantitative terms is indicated in the Surplus/shortage column.
If the actual balance exceeds the calculated one, this means that there are surpluses for the goods and such goods are highlighted in green.
If the actual balance is less than the calculated one, this means that there is a shortage for the goods and such goods are highlighted in blue.
The amount of the shortage is calculated using the FIFO method, as if the shortage had been written off in a delivery note.
The amount of surplus can be determined in two ways:
- Automatically. The surplus is calculated based on the price of the receipts' latest write-off on the collation statement date. If all receipts are written off, then the surplus is calculated based on the price of the last receipt on the inventory date.
- Manually. The price of surplus can be entered manually in the Price of surplus field.
The actual balance sum is calculated as the estimated balance sum plus (minus) the amount of surplus/shortage.
When receiving surpluses for goods with the Alcoholic products flag, in order to correctly generate the Alcoholic declaration report, on the Surplus/shortage tab of the collation statement, you must specify the Type of alc products and Producer/importer.
Both parameters are filled in manually.
In the Type of alc products filed, it is necessary to indicate the code of alcoholic products from the Types of alcoholic products dictionary for goods, on the cards of which the Alcoholic products flag is set.
In the Producer/Importer field, select from the drop-down list the correspondent who is the producer or importer of alcoholic products, for which a surplus has formed. The list of correspondents is determined in the goods card.
After saving the active collation statement, the surpluses are automatically credited (at the price of the last unwritten receipt), and the shortage is written off at self-cost. That is, after saving the active collation statement, the calculated balance will be brought in complience with the actual one automatically. No additional documents — receipt or delivery notes — are created in this case.
If it is necessary to correct the inventory data, you can copy the surplus to the receipt note, and the shortages to the delivery note. To do this, use the Document main menu item and select the Copy to delivery note... command or use the Copy to delivery note... item of the context menu.
If you do not need to copy all the goods from the Surplus/shortage, then you can select the goods for copying using Ctrl or Shift, and use the Copy to delivery note... item of the context menu.
A window will open on the screen:
To copy a surplus: select r/n as a delivery note type and set the Copy positive balances (surplus) flag.
If changes are made to the documents preceding the collation statement, then the surplus and shortage are recalculated, and the actual balances of goods entered by the user remain unchanged.