Why Do Parts go into Negative Stock?
The most common reasons for Parts going into negative stock are:
- Parts issued to a job that are physically onsite, but the order has not been received / added in DragonDMS
- Incorrect stock levels in DragonDMS
Invoicing or Issuing Parts that take you into Negative Stock
When you add Parts to a Parts Invoice, or issue Parts to a service job that results in that Part going into negative stock the following message is displayed:
These Parts will be denoted on the Invoice / Issue with an @ symbol to the left of the total price value. This indicates that DragonDMS does not have a buying price for some or all of the Parts on that Particular Part Line.
You can still complete the Parts Issue or Parts Invoice, however DragonDMS will need to know the buying price of the Parts in Order to work out the true profit, and to make the correct Stock Value Adjustments. Please refer to the ‘How do you Resolve your Outstanding Parts’ section for more information on how to do this.
If you integrate to Sage, Parts with no buying price will not be posted to Sage and will appear on your Transactions not Posted Reported.
Preventing Parts going into Negative Stock
To prevent your Parts going into negative stock, you can adjust your Parts Settings so anything with a zero or negative stock quantity will not be able to be added to a Parts Invoice or Issue. To do this go to Settings > Parts > Settings > Stock > Prevent Negative Stock. When this setting is applied, the following message will be displayed if you try to allocate Parts that do not meet the quantity needed:
Manually Entering the Stock Value for Outstanding Parts
Find and open the relevant Parts Invoice or Parts Issues. Double click on the Part(s) that have an @ symbol next to the total price and click on the Set Buying Price button. You will see the following screen:
Using the dropdown list, select the stock value for the Parts that are outstanding. There are two options:
Standard Price – this displays the standard buying price as set on the Parts record.
Last used Price – this displays the buying price used on the last Order for this Part.
Having selected a stock value, the Part will no longer show in the list of outstanding Parts, and the stock value will then be sent to Sage50 to adjust your Parts Stock Nominal Code the next time the Sage Integration is run.
Adjusting the Buying Price of a negative stock part will create a stock adjustment for that part record for the quantity that has been added to the invoice or issue. This means that the part will no longer show as negative stock. You can restrict users from being able to adjust the Buying Price by going to Settings > Employees > Double click on the relevant employee > Access Rights > Parts > Can set prices for negative issued stock.
How to View your Negative Stock
To get a list of all of your outstanding Parts you can run the following reports:
Parts Analysis – Retail – Negative – This will show all Parts added to Parts Invoices for which no buying price is known.
Parts Analysis – Service – Negative – This will show all Parts issued to Parts services for which no buying price is known