Introduction to Stock Audit and Stock Taking

Stock Audit allows businesses to perform a comprehensive stock take, record variances, verify the results, report on valuation, and automatically adjust stock levels for accuracy.

Stock takes can be initiated, or continued, by clicking on ’Stock Audit’ under ‘Products’ in the Main SQLWorks Navigation Bar (1). To begin a new stock take simply click ‘Create New’ or load an unfinished stocktake via ‘Load Existing’. Each stock take is warehouse specific, and can be given a reference ID.

Users must choose whether the final results will ’Save Quantity’ (adjust the actual quantity to a fixed number established from the stock check) or ’Save Variance’ (adjust the actual quantity according to a variance from the theoretical quantity, incorporating quantity changes which may have taken place during the stock take.)

stock audit type

Clicking ‘Print Sheets’ generates a series of stock take forms, listing the stock items and locations under review, which can be printed and assigned to stock counters for counting. Printed stock take sheets include a notes field for stock counters to record additional information, but do not list the theoretical quantity, so as not to prejudice the accuracy of the stock take.

stock audit sheets

Once stock counters have returned their stock take sheets, stock controllers can enter counted values in the ‘Count’ column next to each item by entering the name of the counter in the ‘Counted By’ dropdown (2) at the top of the window. The ‘Variance’ Column automatically calculates the variance, and a note of the counter’s name is recorded in the ‘Count By’ column (3)

If required, stock controllers can print “check sheets” in order to have questionable variances verified by a second counter, and enter a revised quantity in the same field by using the ‘Checked By’ dropdown at the top of the window (2). The ‘Variance’ Column automatically calculates the variance, and a note of the checker’s name is recorded in the ‘Check By’ column (3). When printing check sheets you may enter a single product code or a csv of codes, each product including its current values for all bin locations are printed on their own page.

To review the records, clicking the ‘Print Variance’ button at the top of the window produces a report on the results of the stock take, grouping the variances on each item across all monitored locations, and calculating a monetary value for the overall positive or negative variance.

By clicking ‘Finish’, the results of either the ’Save Quantity’ or ’Save Variance’ stock take are applied to the SQLWorks Stock Ledger to bring the stock levels back into alignment with the stock take.*

 

For additional information on stock control, contact our team today.

 

 

*If the ‘Free Qty’ tickbox is ticked at the top of the theory column, the theoretical values for the stock audit are shown excluding any allocated quantity. SQLWorks will not accept a variance which adjusts the quantity of an item below the quantity of that item which is already Allocated to Sales Orders, and will instead adjust the Actual quantity as close to the recorded variance as allowed numerically.

stock free

Team SQLWorks at EurOmnis 2017

This year Lineal’s SQLWorks Team traveled to Arnhem, The Netherlands, for the 4-day European Omnis Developers Conference – EurOmnis 2017.

Conference workshops offer the opportunity for developers from more than a dozen countries to exhibit their latest work, seek advice from other programmers and share best practice. A primarily educational event, EurOmnis brings together the brightest and best to further develop software projects and draw on a wider pool of knowledge.

EurOmnis workshop

Members of the Omnis Executive Team also attended to discuss the very latest developments of the platform, explain new features (such as remote debugging technology working live from the developer console) and gather valuable feedback from the wider Omnis developer community.

Managing Director of Lineal Software Solutions, Mike Matthews explained: “Over the many years during which we’ve helped organise EurOmnis, both the software itself and the Omnis Developers Group (ODEV) have gone from strength the strength.”

omnis developers

“This year’s conference studied some exciting breakthroughs in web development, mobile/tablet-friendly user interfaces, internet-of-things (IOT) examples, future API technology, and much, much more.”

“SQLWorks is designed to be a highly flexible business management software, and we greatly value contributions from the extraordinarily diverse range of industry sectors, creative skills and technical knowledge represented each year at EurOmnis.”

In addition to coding, EurOmnis 2017 attendees had the chance to visit and dine at the Kasteel Doorwerth, a medieval chateaux dating from before the 13th Century, and literary home of the Beaulieu restaurant, where Erik Hazelhoff Roelfzema wrote Soldier of Orange.

See you next year!

 

Lineal are Omnis and business software development specialists – learn more here.

Euromnis venue

SQLWorks V8 – your thoughts?

With SQLWorks Version 8 debuting later this year, we’re gathering feedback on what our clients would like to see after the upcoming major upgrade.

Version 8 will be our opportunity to make considerable improvements to both the technical capabilities and user experience of SQLWorks.

Our team’s development priorities have been shaped by the feedback our users have given us in recent weeks and months – please let us know your thoughts below:

SQLWorks is changing…

 

Lineal will be launching a new major version of SQLWorks in 2017.

Version 8 will bring a host of new features to our flagship business management software, as well as provide existing SQLWorks customers a greatly improved user-experience.

Managing Director of Lineal Mike Matthews explained: “We were determined to release a major new version of SQLWorks this year, and wanted to implement the customer feedback we’ve been gathering in recent months.”

“By changing to the StudioWorks 8 framework, SQLWorks Version 8 will allow us to update the technology behind our business software – modernising the visual ‘look-and-feel’ to be more intuitive, adding greater flexibility, and offering more options for integration.”

Version 8 is expected to be available from Autumn 2017 – check back for more soon!

Did you know? Importing Journals

SQLWorks Accounting includes the option to enter Journals both manually, but also offers the chance to save time by importing journals from a spreadsheet of data directly to your Nominal Ledger.

When in the Nominal Ledger click ‘Journal’ in the top toolbar, and the add Journals window opens. To begin importing your journals, click the ‘Import Journal Option, and browse for the file you wish to import.

Imports must be imported using a fixed format from a template file: a copy of which can be found within your SQLWorks installation ‘Misc’ Folder as a Microsoft Excel spreadsheet – or downloaded here. You will need to enter your data and save the file as a tab-delimited text (.txt) file before importing.

SQLWorks will warn you if the data you are seeking to import is old, and may block you from entering nominal journals into locked accounting periods.

Once importing journals has run successfully, your nominal journal data will appear in the list of journals to be added, and users can commit them to the Nominal Ledger by clicking ‘Save and Close’.

 

For accounting advice and support, contact the SQLWorks team today.

Fact Sheet: Phone Logs

Phone logs

If your business fields a lot of phone calls, accurate record keeping is an important part of your interactions with customers. SQLWorks includes a Phone Logs tool to keep track of calls, to manage workloads, and to produce valuable insights from this data.

The Phone Log itself can be found in the Navbar under CRM (1), and opens a table showing all recent phone logs to your business, who called, and other information. SQLWorks does not record audio from phone calls (unless uploaded), but creates a convenient admin trail for tracing calls and the work that was associated to them.

Pressing ‘F6’ at any time in SQLWorks opens the window to create a new phone log (2), and this can be launched quickly during/after a call. Choosing a company from your company’s list opens its lists of contacts, and the user can either select a known contact (automatically entering all their details) or right click on the contact list to add a new caller’s details.

Below this are fields for giving the detail from the call to a SQLWorks user within your company (e.g.: for assigning a new task) and you can choose a user/group to email with the call detail.

On the right hand side of the new call log window are tabs to simultaneously create new tasks, project links or sales leads using the data from the new phone log (3.) Each tab automatically copies across the data from the phone log, and provides the extra fields needed to also create these new entries, for example: task priority or lead conversion chance.

When new phone logs are saved, they are logged to the phone log table itself, and under each specific company’s Phone Logs tab in the company’s list. If used, the task, project and lead tables also receive the new entries.

SQLWorks phone log is an immensely versatile tool, which forms the backbone of a structured help desk or office environment – helping to keep track of call volumes, agent workloads and customer interaction. The phone log itself can be exported with timestamped entries for further analysis of busy periods or repeat customers, and by clicking ‘Reports’ users can produce reports on number of calls received from a list of companies.

The new phone log screen (remember: press F6!) can be customised extensively by the SQLWorks team to record information commonly taken over the phone from enquiries to your business, and to help you populate the task list, advance projects or manage sales leads elsewhere in SQLWorks more carefully.

For CRM support and advice, contact the SQLWorks team today.

Did you Know? Quoting Tips

quoting tips

Quoting a customer can be a delicate process, and sometimes you need to be able to issue a quote with detailed options. We’ve collated a few handy tips to help your sales team build the perfect SQLWorks quote.

If you’re putting together a more complex quote, it can sometimes be useful to give a customer options. You can create these by right-clicking on the line numbers on the left of each quote line, and selecting ‘Choose Option Group’ to place groups of lines under ‘Option 1’ ‘Option 2’ subheadings (1.)

These options are normally alternatives to each other, so you typically won’t want SQLWorks to total them together. You can remove the overall total by switching to the to ‘Extras and Project’ Tab in the top right of the quote header, and unchecking the ‘Print Totals’ checkbox (2.) This will remove the ‘grand total’ from the bottom of the normal quote template (please note that if you exclude VAT you’ll need to include an amendment to this effect, as depending on your settings, the total VAT may no longer be visible.)

If you need to include sub-total lines instead for each option group, the easiest way is to add a sub-total line at the end of each group. By right clicking on the grey background of any given line, you can choose ‘Toggle Line Type’ to change a line to display the sub-total of the group immediately above it, to be hidden or to become a comment line without any costs (3.)

The area around the line number will change to a different colour to reflect the line type (1), and the quote template will change to incorporate the new line type. This is useful to help keep your quote clear and tidy – to add a running sub-total, line gaps or comments.

With these extras it’s easy to build more complex quotes from SQLWorks, and give customers an informative choice.

A Quick Disclaimer: if you have a custom quotations window for your company/organisation, one or more of these quoting tips features may be disabled. If you need them – speak to the SQLWorks team!

Fact Sheet: Sales Leads

sales leads

Need to manage a sales leads pipeline for your business? SQLWorks CRM includes a comprehensive sales leads module which can help you manage your customer outreach.

Leads can be accessed within the CRM section of the main navbar (1.) and will load a table of leads with multiple coloured panels representing your sales stages (2.)

You can double click on a lead to open it, reorder your leads by clicking the column headers or click the ‘Q1’ ‘Q2’ ‘Q3 ‘Q4’ buttons along the top toolbar to filter by financial quarter.

Once a lead has been opened, you can record common sales qualification data including priority level, log a lead source, assign categorisation and note the contact details of your contact in the top half of the edit Lead window (3.) You can also give each lead speculative value, profit and conversion chance, and set a follow up date for further action which can display in the SQLWorks diary. In the lower panel (4) are your normal SQLWorks CRM tools – you can link phone logs, emails, tasks and drag in documents to be saved against your lead, and save a record of actions performed to progress the lead with a time/date.

By clicking the [+] button above the lead stages you can unlock each new lead stage – moving your lead down the sales pipeline.

As leads move through your pipeline, your brightly coloured lead stages in the main screen (2) display how many leads are active at that stage, what the total value of these are in turnover, and the total likely profit (calculated by multiplying each lead’s percentage by it’s turnover value and adding the sum of that stages leads these together.) You can load the leads active at any single stage by clicking on that stage, and the stages themselves can be set to match your own sales pipeline. ‘Receipted’ and ‘Lost’ sales leads will always default their quantity to 100% of value converted or lost, and will move a lead to ‘Closed.’ By clicking the ‘Load Open’ button in the top toolbar you can filter your list to exclude these closed leads, and just work on those that are active.

If you need a quick way to record new enquiries over the phone, you can create a new lead when making a new phone log by clicking the ‘leads’ tab in the new phone log screen. To save time, the details of your new lead will be automatically populated from those you recorded in the phone log.

Your leads are kept isolated from your main companies list to prevent bigger sales departments with large numbers of cold contacts swamping your SQLWorks Sales Ledger with non-customers.

At any time however, (for example when a Lead becomes a customer) you can click the ‘Conversion Tab’ in the lower half of the edit lead window to automatically save the company details gathered by your Sales agent as a new company in your main SQLWorks companies list.

In this way SQLWorks makes it simple to log new leads, record progress in detail between multiple sales staff, and estimate future conversion rates.

For CRM guidance and help: contact us today.

Team SQLWorks at EurOmnis 2016

EurOmnis

Our SQLWorks team recently exhibited at the 2016 EuroOmnis developers conference in Tuscany, Italy – joining Omnis developers conference from more than a dozen countries around the globe.

EurOmnis is an annual educational event designed to bring Omnis programmers together to share knowledge and to showcase the very latest in software development.

“Lineal have been part of, and latterly helped organise, this international conference of Omnis developers since 1999” explained Managing Director Mike Matthews. “As a member of the Omnis developers group (ODEV), our SQLWorks Business Management Software undergoes an ongoing process of learning and development – and we’re always looking at what features future versions of SQLWorks will need to stay at the forefront.”

“The best businesses are always looking to the latest technology for an extra edge, so both our team and SQLWorks software need to be just as agile.”

EurOmnis

Attendees enjoyed classes, discussions and more surrounding the latest advances in Omnis software development, including javascript web tools, responsive graphs and visualisation aids, and Omnis development for portable devices such as smartphones and tablets.

Representatives from Omnis were also present, to host seminars informing and updating attendees on the platform’s latest news, as well as explore likely developments in the near future and gather feedback.

EurOmnis

The conference also gives developers a chance to showcase what they have been working on to other developers, drawing on software projects undertaken across countless industries and sectors.

To learn more about SQLWorks: contact us today.

Fact Sheet: Consignments & Consignment Stock

Consignments –

If you sell consignment stock through the premises of another company, SQLWorks can help you keep track of your consignments.

Stock locations can be managed in a number of ways, but the easiest way to hold your stock at another location is to create a new warehouse to represent this, named after the customer who holds this stock as a consignment.

To add a consignments warehouse, open ‘Products’ from the main nabvbar (1), open your Warehouse Map (2) and click the ‘New’ button on the top left to add a new warehouse to your list of warehouses. Name this warehouse after the consignment location, or the name of the consignment customer.

When creating the new warehouse, remember to check the correct radio button on the right hand side before saving, tagging the new consignment warehouse as ‘consignment wh’ or ‘retail store.’

You can treat this warehouse like any other – moving stock to or from the premises of your seller, raising customer orders and invoices against that company, and performing stock valuations.

If your consignment is large, you can also divide it into multiple ‘Bin’ locations, as you might for one of your own warehouses, and assign stock to the correct bins accordingly.

consignments

You can choose to change a customers’ default order type to ‘IWT’ (Inter-warehouse transfer) or CONS (Consignment) under the ‘Print and Orders’ Tab in a customers’ Sales Ledger account.

This function allows you to specify your (actually their) new consignment stock warehouse under “Warehouse to” for stock, to be moved into by default. In the case of IWT and Consignment stock, this order will then be removed to prevent invoicing a consignment stock re-seller or similar for the consignment before sale.

At all times SQLWorks treats consignment stock exactly as what it is: your stock, temporarily stored with someone else.

 

For help with stock control and warehousing: contact the SQLWorks team today.