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Sage entries when dealing with stock

  • 5 posts
  • # 113723

In my current employment, we use Sage 50 Ver 23 professional, and I have many years of Sage experience in other companies.

I wish to implement purchase order processing but we have a complication in that stock itself is barcoded and serialised and held in a different system. And while that system is good at the barcoding side, it is very un-user friendly when calculating stock values and keeping track of who bought what.

So it means we raise PO on paper. Then on receipt of the stock, we book that stock in to the other system and allocate it from there. Meanwhile, on Sage we post the purchase invoice while on the Sales invoicing side we use product codes that are set up as non-stock items.

I would like to change the product codes to Stock Items to enable us to purchase a quantity and then sell a quantity, with a monthly stock take showing us or confirming how many are left. If we then compare that list with the barcoded serialised items on the other system, then they should match.

My accountant seems uncertain how this should be recorded in sage and has asked me to ask Sage Support to confirm the steps in terms on the effect on the accounts. But I don't really understand that myself so I don't know how to ask the right question of Sage to get the answer. 

What I do know is that I my Product code has a Sales Nominal code of 4000 and a Purchase Nominal code of 5000.

And I suspect that we should be doing a monthly journal of opening stock and closing stock though I only have a Stock nominal code of 1001.

Although we produce monthly accounts, and do monthly stock checks, I cannot see where that value is being posted on Sage. Either way, I think that Sage will automatically keep track of the stock values as the difference between Purchase and Sales but I can't see how that actually happens.

Is someone able to explain the stock transfer process in the way sage works rather than refer me to an accounting text book? Or can someone advise who may also be dealing with separate systems for stock management?

Thanks. And sorry it is such a long message


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