Stock and Sales Statements
The Stock-and-Sales statement (S-n-S) shows, item by item, what a manufacturer's products did over a period: opening stock, what came in, what went out and what is left. Companies and their representatives ask for it regularly, so dsGST can both display it and e-mail it to them automatically.
Generate a Stock and Sales Statement
Set the filters, then click Generate. Abort stops a long run and Print opens the print dialog.
What the statement shows
For each item, grouped under its manufacturer:
| Column | Meaning |
|---|---|
| HSN, Pkg | HSN code and packing |
| Last Pur. Rate, Last MRP | Last purchase rate and last MRP |
| Op Qty / Op Value | Stock before the From date |
| In Qty / In Value | Purchases within the period |
| Out Qty / Out Value | Sales within the period |
| Cl Qty / Cl Value | Opening + In − Out |
| Last Sale | Days since the item was last sold (optional) |
Opening and closing stock are valued at the last purchase rate. In and Out values are the actual purchase and sale values. The statement says this at the bottom of the filter panel.
Filters
| Filter | Use |
|---|---|
Date Range (S to pick a standard range) | The period of the statement. |
| Mfr (+ Div) | Limit to one manufacturer. Div is ticked by default: only the exact manufacturer or division picked is shown. Untick it and pick a Group to see all the divisions that belong to that group. See Divisions and Groups. |
| Category, Type, Item, HSN/ACS | Limit by item category, type, a single item or an HSN code. |
| Desc, It Sch | Limit by item description or drug schedule. |
| Only NRx Items | Narcotic / restricted items only. |
| Hide Unused | Items with no transaction at all are left out. |
| Hide 0 Stock | Items whose closing quantity is zero are left out. |
| Hide Service (No Stk) Items | Items marked as services (no stock) are left out. |
Display options
| Option | Effect |
|---|---|
| Co Summary | One line per manufacturer instead of one per item. |
| Hide Divs | Roll divisions up into their group, so a group shows as one manufacturer. |
| Hide Value Col / Hide Qty Col / Hide HSN Col | Drop those columns, e.g. to fit the page when printing. |
| Show MRP | Show the Last MRP column. |
| Show Last Sale Days | Show days since last sale. |
| Font Size | Font used in the grid and on print. |
Mail it automatically: Auto S-n-S
Instead of generating a statement by hand for every company, Auto S-n-S builds the statement for each manufacturer and e-mails it to the representatives marked to receive it.
- Mail must be set up in Messaging System (SMTP). Without it nothing can be sent.
- Each representative who should receive the statement needs an e-mail address and Mail S-n-S ticked — see Company Representatives.
Configure who gets what
- On each Company Representative, enter the e-mail address (several can be separated by
;) and tick Mail S-n-S. - Link the representative to the manufacturer, or to a division of it. Representatives attached to a division receive that division's statement; those attached to the group receive the group's.
Send the statements
- Choose the Period. It starts at the first of this month and ends yesterday by default; S picks a standard range.
- Pick the Manufacturer in the left list. Its Divisions (if any) appear in the second list. The Only EMail S-n-S boxes narrow both lists to manufacturers that have a representative set to receive the mail.
- The grid shows the representatives of the selection, their e-mail address, and whether they receive S-n-S and PO mail (✔).
- Choose the content: Show Last Sale Days, Show Exp < n days (items expiring within n days), Hide Items Unused (in Period).
- Click Show Preview to see exactly what will be mailed to this selection, or Send Report to mail it.
Mailing many manufacturers at once
Use the queue to send several statements in one go.
- Click Add to Queue. Every manufacturer (or, with Only Selected Mfr, just the one selected) is added. Each manufacturer that has divisions is queued as:
- one Group entry — a consolidated mail for the whole group, and
- one Division entry for each division — separate for each division. Manufacturers without divisions are queued as one D entry.
- Narrow the queue with Select All / UnSel All / Invert Sel, or Only Div / Only Grp to pick just the division or just the group entries. Rem Sel, Rem UnSel and Clear List edit the queue itself.
- Preview Selected shows one queued mail without sending it.
- Send Selected sends the highlighted entry; Auto – Send All Selected sends every selected entry one after another.
While it works, the progress panel shows Computing → Preparing → Sending → Done, and Last Sent shows the address of the last mail that went out. Each queue line is prefixed with the result once it has been sent. The window cannot be closed while mails are being sent.
Send the Group entry when the company wants one consolidated statement for all its divisions, and the Division entries when each division has its own representative. A manufacturer is queued as a group only if it has divisions and a representative on the group is set to receive S-n-S.