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Practical knowledge for Swiss SMEs

Stock

Guides for “Stock” in : step by step, with the place in the menu, the steps and the limits.

Stock

All chapters

Stock

15 guides

Open the warehouse directly

Personal navigation or Start › Warehouse

The personal warehouse navigation link opens the warehouse directly from every accessible app. On Start, the warehouse shortcut appears before general tasks.

Step by step

  1. Choose the warehouse, then open the required activity.

Warehouse access

Finance › Sales › Warehouse

Missing permissions return HTTP 403 before loading; unknown warehouse pages or detail objects return HTTP 404.

Step by step

  1. Contact administration if access is missing.

Stock: daily work and More

Finance | base › Stock

Five direct tabs show stock, scan, picking, inventory and movements. Other activities are under “More”.

Step by step

  1. Open stock and choose one of the five tabs.
  2. Open “More” for batches, backorders or locations.

Stock

Finance | base › Stock

Shows for each stocked item the stock on hand, reservations from orders, available quantity, minimum stock and stock value (moving average). Movements can be posted manually; replenishment calculates order proposals.

Step by step

  1. Switch on stock keeping on the item page of a product and set the minimum stock.
  2. Open Finance | base › Stock; items below the minimum are marked in red.
  3. Use «Post movement» to record a receipt, issue, transfer or adjustment.
  4. Use «Run replenishment» to recalculate order proposals and review them on the «Order proposals» tab.
  5. On phones, stock appears as cards with quantities and storage locations. Empty views provide a button or link to the next step; creation still requires the existing permissions.
  6. “Purchase suggestions” immediately shows articles below minimum stock, even before planning runs. This separate needs list is not an order; planning considers ordered quantities and in-house production.

Stock locations

Finance | base › Stock › Locations

Manages stock locations (warehouse, branch, vehicle) and their bins. A new location automatically gets the bin «HAUPT».

Step by step

  1. Open Finance | base › Stock and choose the «Locations» tab.
  2. Under «New location» enter name and address and create it.
  3. Add bins with a code (e.g. A-03-2) to the location.
  4. Optionally set a location as the default location.

Labels after receiving stock

Finance | base › Stock › Stock or Movements

A confirmed manual receipt offers printing with the posted quantity. Tracked items use the recorded batch or serial number; batch labels include the stored expiry date.

Step by step

  1. Post the receipt with quantity and, where needed, batch, expiry date or serial numbers.
  2. Choose quantity and format in the print options and open the PDF.

Stock: batches and serial numbers

Finance | base › Stock › “Batches and serial numbers” tab

Shows stock per batch with best-before date and the traceability of a batch or serial number from goods receipt to the customer. Labels can be printed per batch or for all batches. For a manual issue, explicitly enter the batch or serial numbers matching the quantity. Only these numbers with free stock at the selected location are issued; no automatic replacement is made.

Step by step

  1. On the item, under “Traceability”, choose “Batch” or “Serial number” and tick “Require best-before date on receipt” if needed.
  2. Enter the batch or serial numbers at goods receipt.
  3. In stock, open the “Batches and serial numbers” tab, search for a number and open the batch for traceability.

Stock: scan

Finance | base › Stock › tab “Scan”

Workstation for goods receipt, stocktaking, picking and transfers with the phone camera or a handheld scanner. Recognised: GTIN/EAN, item number, supplier number and storage bin.

Step by step

  1. In stock open the tab “Scan” and choose the “Step”: “Goods receipt”, “Stocktaking”, “Picking” or “Transfer”.
  2. For goods receipt choose the purchase order; for stocktaking and picking the open document.
  3. Under “Scan or enter a code” scan, or choose “Camera”; for stocktaking scan the storage bin first.
  4. Check the quantity and finish, e.g. with “Book goods receipt”, “Save count” or “Complete picking”.
  5. On phones the focused scan field comes before the mode selector; the main action stays fixed above bottom navigation. Use the existing camera or handheld scanner.
  6. For an unknown code choose “Create item”: the item number and, for a valid EAN, GTIN are prefilled. Stock item creation rights are required.
  7. For inventory of batch-tracked items enter the batch number or scan its label; each batch is counted separately.
  8. Each new scan clears the previous message; the current result or error appears above the input.
  9. Transfers show stock at the source location and the next step. A different destination scanned later replaces the destination with a visible message.

Picking

Finance | base › Stock › Picking

Shows a pick sheet by bin for each issued picking list. Actual quantities are entered; «Complete» posts the issues and sets the picking list to completed. Explicitly enter each actual quantity, including 0, or choose “All as planned”. Empty fields are invalid. Shortages remain reserved and on backorder against the order; web and app report the remaining quantity.

Step by step

  1. Issue a picking list with stocked items.
  2. Open Finance | base › Stock › Picking and choose the pick sheet.
  3. Print the sheet if needed and pick the items by bin.
  4. Explicitly enter each actual quantity, including 0, or choose “All as planned”. Empty fields are invalid. Shortages remain reserved and on backorder against the order; web and app report the remaining quantity.

Stock: backorders

Finance | base › Stock › “Backorders” tab

Shows open order lines with stock items not yet delivered, with ordered and open quantity and the available stock. You see what can ship right away and what is missing.

Step by step

  1. In stock, open the “Backorders” tab.
  2. For each line the list shows order, customer, item, ordered and open quantity and available stock.
  3. Ship lines marked “available”; where stock is missing, reorder (order proposals).

Bills of materials and production

Finance | base › Stock › Production; bill of materials on the item page

Maintains multi-level bills of materials with operations and calculates production cost from material and labour. Production orders issue the material and receive the finished goods into stock at actual cost.

Step by step

  1. On the item page of the finished item, under “Bill of materials and costing”, enter components with quantity per unit and scrap, and operations with setup time and time per unit.
  2. The costing shows material, labour and production cost per unit; a component with its own bill of materials is a subassembly.
  3. Under Inventory › Production, create a production order with quantity, due date and target location.
  4. In the order, issue material (partial quantities or everything open) and post the produced quantity with “Report completion”; missing material is backflushed pro rata.
  5. Subassemblies without enough stock: in the order, “Create sub-orders”; items below minimum stock appear as production proposals, and the production sheet is printed from the order.

Stocktake

Finance | base › Stock › Stocktake

Creates a blind count by warehouse, location and batch. Stock managers see expected stock at start, current stock, net movements since start and the correction to post: counted quantity minus current stock at closing. Corrections and closing are saved together exactly once.

Step by step

  1. Open Finance | base › Stock and choose the «Stocktake» tab.
  2. Choose location and reference date and click «Start stocktake».
  3. In the browser, count batch-tracked items separately by location and batch. Specify an existing batch number for an additional line; uncounted batches remain unchanged.
  4. Before closing, review expected stock at start, current stock, net movements and correction. Save additional lines first. Then choose «Save and close»; if stock has changed, review the refreshed preview and close again.

Inventory valuation

Finance | base › Stock › “Valuation” tab

Shows the stock value at a reference date per item using its valuation method (FIFO, moving average or standard price) – the basis for inventory on the balance sheet.

Step by step

  1. On the item, set the valuation method and, if needed, the standard price.
  2. In stock, open the “Valuation” tab, choose the reference date and click “Show”.
  3. Use the link to closing to post the change in inventory.

Stock analysis

Finance | base › Stock › “Analysis” tab

Analyses consumption over a period: ABC classes by consumption value, turnover and coverage per item, and slow movers (stock without issues for a long time).

Step by step

  1. In stock, open the “Analysis” tab.
  2. Choose the period at the top.
  3. Check turnover and coverage in the ABC table; find items without issues under slow movers.

Confirm withdrawals exceeding location stock

/[mandant]/finance/verkauf/lager

The manual withdrawal dialog asks for confirmation when the quantity exceeds stock at the location. Automatic postings remain possible.

Step by step

  1. The manual withdrawal dialog asks for confirmation when the quantity exceeds stock at the location. Automatic postings remain possible.

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