Book Out/Book In

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Book Out/Book In

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Book out / Book in transactions are used when you want to move stock out of one location and into another but there is a time gap between the stock leaving the first location and reaching the second.  When stock is booked out of the first location it is automatically moved into a transit location where it will stay until a corresponding book in transaction is completed at the second location.  A validation process between the book out and book in transactions is then initiated, enabling any discrepancies between the quantity of stock booked out of the first location and booked into the second location to be flagged for investigation.

When using the Book Out / Book In system, stock is moved to transit until validation between the two transactions is performed.

The Book Out and Book In Transactions        The Book Out and Book In Transactions

There are two transaction types that enable the Book out / Book in system.  These are the Book Out and Book In transactions.

Book Out:  The Book Out transaction initiates the process.  Stock is booked out of one location and into another, but will be moved into the Transit location until a corresponding Book In transaction is recorded at the second location.
Book In - The Book In transaction completes the process.  Stock is booked in from the first location into the second and will be moved out of the Transit location when the validation process is completed in the Desktop Administrator

Profile Settings        Profile Settings

There are two profile settings that enable the use of the Book out / Book in system:

Setting Name

Setting Type

Description

Required?

Book Out

Profile Setting / Sales Type

Enables access to the Book Out transaction type.  Use for user moving stock out of their location into another.

Yes - For Book Out Transactions

Book In

Profile Setting / Sales Type

Enables access to the Book In transaction type.  Use for user receiving stock from another location.

Yes - For Book In Transactions

Allow Stock

Profile Setting / General Settings

Enables access to stock functionality on the handheld.

Yes

Completing a Book In or Book Out on the Mobileezy Handheld Application        Completing a Book In or Book Out on the Mobileezy Handheld Application

To complete a Book Out or Book In transaction on the Mobileezy Handheld Software:

1.After logging on to the appropriate location, select the Stock tab and press the New Activity button.
Accessing the stock tab
Select New Activity
2.Tap on the Activity button and select Book Out or Book In from the list
Selecting the activity type
Select Activity Type
3.Tap on To location and select the appropriate location from the list
Selecting the To location
Select the To Location
4.Tap on the Add Items button and continue add all items for transfer.
5.When all items are added, the transaction can be signed and the Back button pressed to complete.
6.Synchronise the handheld device to finalise the movement of stock out of the From location and into the Transit location.

Note: The only difference in the process between Book Out and Book In transactions is the transaction type selection.  The From and To locations entered should be the same.

Completing a Book In or Book Out on the Desktop Order Entry System        Completing a Book In or Book Out on the Desktop Order Entry System

Book Out and Book In transactions can also be completed in the Desktop Order Entry System system.  To do this:

1.After logging into Desktop Order Entry System select the Stock tab

Book Out_Book In_Stock Tab DOES

2.Press the New Activity Button
3.Select the activity type from the Stock Type drop down list
4.Select the from location and the to location from the location drop down lists
5.Press save
Creating a book out transaction in DOES
Book Out Transaction

Validating in Desktop Administrator        Validating in Desktop Administrator

Book Out and Book In transactions must be validated in the Desktop Administrator to finalise the movement of stock from one location to the other.  The validation process allows for any discrepancies to be flagged and can be used to initiate adjustment transactions where appropriate.  Only after the completion of the validation process will stock be moved out of transit and into the second location.

To complete the validation process:

1.From the Stock Control icon in the Desktop Administrator select the Validation > Transit tab
The validation tab
Validation Tab
2.Highlight the Book Out transaction and the corresponding Book In transaction in the windows on the right of the screen
The validation window
Validation Window
3.The window to the right of the screen compares these two transactions showing any discrepancies between the two.  These are listed in the Variance column.
4.For all variances, select the type of adjustment that you would like to complete by selecting from the drop down list in the Validation Option column.
Book In Adjustment:  Creates a stock adjustment to adjust the book in location value
Book Out Adjustment: Creates a stock adjustment to adjust the book out location value
Stock Adjustment: Creates a stock adjustment to move the discrepancy to the wastebin.
Selecting the validation option
Select the Validation Option
5.When all adjustment types have been selected, press the validate button to finalise the movement.

See Also:

Stock Adjustments

Working with DOES

Stock Module