If incorrect stock-in is performed, it may lead to discrepancies in purchase prices, regardless of whether you subsequently sell the incorrectly stocked products or not. Dotypos averages the purchase prices from all stock-ins performed, and the average purchase prices are not re-aligned even after a negative stock-in with the correct purchase price. Therefore, you cannot use a negative stock-in alone as a correction. You always need to adjust the purchase price in the warehouse for each product after correcting the stock-in.
The above does not apply if you are only correcting the incorrectly stocked quantity of products. In that case, it is not necessary to additionally adjust the purchase price. Go through the procedures shown below and select the one that best matches your situation.
Double stock-in with subsequent purchase price adjustment (recommended solution)
After completing this procedure, the cash register will record the correct stock value, the value of the performed stock-in (with delivery note), and everything will match the invoice (delivery note) for the received (stocked-in) goods.
1.Create a new stock-in with the same delivery note number (hereinafter DL). This way, the new stock-in will be paired with the incorrectly performed one.
2.Perform the new stock-in for all incorrectly stocked products, but enter their original, but now negative quantity (for example, if you incorrectly stocked-in 20 pcs of a particular product, enter -20 pcs). Enter the same purchase price as the incorrect stock-in. Simply overwrite the displayed average purchase price in the new stock-in. This will correct the quantity and value of products incorrectly stocked-in under the original delivery note.
3.Create another new stock-in for the same products, this time with the correct (positive) quantity and correct purchase price.
4.Now go to the properties (details) of each stocked-in product and on the Warehouses tab adjust the purchase price to the correct one. This step ensures that the warehouse stock value matches the invoice for the stocked-in goods.
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•The above recommended procedure should also be carried out if you have performed further regular stock-ins after the incorrect one. I.e. if you discovered the error later. •If an inventory count was performed after the incorrect stock-in, correction using a negative stock-in can no longer be made, and the stocked-in delivery note cannot be aligned with the invoice for the goods. In this case, only adjust the purchase price in the details (properties) of the products on the Stock tab. |
Double stock-in only for incorrect product quantities
Use the recommended procedure above, but only for the surplus (discrepant) quantities of products in stock. It's simpler, but the stock value (according to the delivery note) will not match the invoice for the received goods.
Subsequent adjustment of purchase prices only
If you stocked-in the correct quantity of products with an incorrect purchase price, you can go to the properties (details) of each stocked-in product and in the Stock tab adjust the purchase price to the correct value. It's simpler, but the stock value (according to the delivery note) will not match the invoice for the received goods.
Zeroing the stock quantity for all products in the warehouse
In this case, you are correcting all the stock quantities of products that were incorrectly stocked-in. Therefore, it is not necessary to subsequently manually adjust the purchase price in the warehouses, but the stock-in history will not match the invoices for received goods.
1.Do a new negative inventory or negative stock-in for the total quantity of all stocked-in products in the warehouse that were historically stocked-in incorrectly. I.e. include both the number of incorrectly stocked-in products and the same products that were already present in the warehouse before the incorrect stock-in in the negative inventory or stock-in.
2.Now do a new stock-in of the total quantity of products with the correct purchase price.
Specific examples of incorrect stock-in with recommended solution
1. Example: Stock-in with correct quantity but wrong purchase price
•You have 10 pcs of product X in stock at a purchase price of 35 CZK. You stock-in 10 pcs at a purchase price of 400 CZK instead of 10 pcs at 40 CZK.
•Current warehouse status after incorrect stock-in is 20 pcs of product X at an average purchase price of 217.5 CZK (10x35=350 + 10x400=4000; 4350/20pcs=217.5 CZK).
•The correct purchase price should be 37.5 CZK (10x35=350 + 10x40=400; 750/20=37.5 CZK).
Recommended solution
1.Perform a new negative stock-in of product X (-10 pcs at a purchase price of 400 CZK) under the same delivery note number for the entire quantity, entering the original purchase price. This way, the negative stock-in is added to the original incorrect stock-in, zeroes the quantity and value of goods on the delivery note.
2.Perform a new standard stock-in of product X (+10 pcs at a purchase price of 40 CZK) under the same delivery note number with the correct quantity and purchase price. The data on the invoice will then correspond to the stocked-in DL in Dotypos.
3.Adjust the purchase price in the product X properties on the Stock tab. This step ensures the correct stock value of product X.
2. Example: Stock-in with incorrect quantity and correct purchase price
•You have 10 pcs of product X in stock at a purchase price of 35 CZK. You stock-in 100 pcs of product X at a purchase price of 40 CZK instead of 10 pcs at 40 CZK.
•Current warehouse status after incorrect stock-in is 110 pcs of product X at an average purchase price of 39.55 CZK (10x35=350 + 100x40=4000; 4350/110pcs=39.55 CZK).
•The correct purchase price should be 37.5 CZK (10x35=350 + 10x40=400; 750/20=37.5 CZK).
Recommended solution
1.Perform a new negative stock-in of product X (-100 pcs at a purchase price of 40 CZK) under the same delivery note number for the total quantity in stock using the original purchase price. This way, the negative stock-in will be added to the original incorrect one, zeroing out the quantity and value for the item on the delivery note.
2.Perform a new standard stock-in of product X (+10 pcs at a purchase price of 40 CZK) under the same delivery note number with the correct quantity and purchase price. The data on the invoice will then correspond to the stocked-in DL in Dotypos.
3. Example: Stock-in with incorrect quantity and incorrect purchase price
•You have 10 pcs of product X in stock at a purchase price of 35 CZK. You stock-in 100 pcs at 400 CZK/pc instead of 10 pcs at 40 CZK/pc.
•Current warehouse status after incorrect stock-in is 110 pcs at an average purchase price of 366.81 CZK (10x35=350 + 100x400=40000; 4350/110pcs=366.81 CZK).
•The correct purchase price should be 37.5 CZK (10x35=350 + 10x40=400; 750/20=37.5 CZK)
Recommended solution
1.A new negative stock-in of product X (-100 pcs at 400 CZK/pc) under the same delivery note number with the original (incorrect) purchase price. Thus, the negative stock-in will be added to the original incorrect stock-in and zero out the quantity and value for the item on the delivery note.
2.A new standard stock-in of product X (+10 pcs at 40 CZK/pc) under the same delivery note number with the correct quantity and purchase price. The data on the invoice will then correspond to the stocked-in DL in Dotypos.
3.Adjustment of the purchase price in product X properties on the Stock tab. This step ensures the correct warehouse value of product X.
