When managing stock in Erplain, users may notice discrepancies when comparing their On Hand stock between the Valuation by Date report and the Inventory Logs. This difference arises because these two features serve distinct purposes and rely on different date references.
Purpose of Each Report
Valuation by Date: This report is designed for financial reporting. It calculates the On Hand stock based on the dates specified on sales orders, invoices, and supplier deliveries. Since these documents are often backdated, the valuation report reflects stock levels according to the document dates rather than the actual entry time in the system.
Inventory Logs: This menu serves a logistics purpose by tracking stock movements based on the timestamp when transactions are created or entered into the system. It provides a real-time view of all stock-related activities and helps in stock management.
Why Do Differences Occur?
Since the Valuation by Date report follows the document dates, and the Inventory Logs rely on the actual entry date, users will often encounter variations in the On Hand stock between these two views.
Example Scenario
If a supplier delivery is recorded in Erplain on March 13th, but the delivery note is backdated to February 27th, the stock levels will appear differently in each report:
The Valuation by Date report will show the On Hand stock on February 27th.
The Inventory Logs will indicate that the On Hand stock was added on March 13th.
If a user checks stock levels at the end of the month (on February 28th), they will see differences between the two because the valuation report considers the earlier document date, while the inventory logs follow the actual entry date.
Key Consideration: Stock Location Filters
Another factor to keep in mind is the stock location filter. Users must ensure that the selected locations match across both reports. If returns or stock movements are recorded in separate locations, these differences can further affect the On Hand stock comparison.
Conclusion
Understanding the distinction between Valuation by Date and Inventory Logs helps users interpret stock levels accurately in Erplain. The valuation report is used for financial reporting, while the inventory logs reflect real-time stock movements for logistical accuracy. To ensure consistency, users should verify document dates, check stock location filters, and consider how their workflow impacts stock recording.