Inventory Accounting

In the Inventory Accounting group you keep your goods records: what you received from suppliers, what you dispatched or wrote off, how much stock you have and at what price you sell it. Read this page before the other pages of the group — it explains the terms and documents, and the tasks are described on the pages below. It is used by the venue's owner or manager and by the accountant.

Page	What it covers
Receiving and Dispatching Goods	Delivery-in notes, delivery-out notes, internal delivery-out notes to another venue
Price Calculations and Price Levelings	New price calculation, price calculation from an incoming invoice, payment, manual and automatic price levelings
Beginning Inventory, Inventory Count and Write-Off	Beginning inventory, export and import in Excel, inventory count, write-off
Stock, Stock Item Transactions, Sales Purchase Ledger and Daily Cash Sales	Stock and its value, the movements of one item, the ledger, cash handed over to the bank

The Inventory Accounting module

Inventory accounting is a separate module (in the module choice: Inventory Accounting). When it is on, the stock and selling price of goods are not changed by hand, but through documents you book: the beginning inventory, price calculations, price levelings and write-offs. From these documents and from sales at the register, the app keeps the stock list, the transactions of each item and the Sales Purchase Ledger.

You choose the module together with your subscription at registration (see Registration → Choose a subscription). Administration has no switch for inventory accounting — if you did not choose it at registration, contact your reseller or Konty support to turn it on.

Inventory accounting applies to goods. Services (items of the Service type) and items made of ingredients have no stock of their own in inventory accounting; selling an item made of ingredients reduces the stock of its ingredients.

Two ways of working

What you see in the menu and how stock and prices change depends on whether the venue keeps inventory accounting.

	Without inventory accounting	With inventory accounting
Goods arrive from a supplier	Delivery-in note	Price calculation (from the supplier's invoice)
Goods leave other than by sale	Delivery-out note	Write-off
Starting quantity of goods	The In stock field of the item	Beginning inventory
Selling price of goods	You change it in the item	Set by a price calculation, a price leveling or the beginning inventory
When a document changes the stock	As soon as you save it	Only once you book it
Where you see the stock	The In stock column in Inventory Items and the Stock report in Sales Reports	Stock, Stock Item Transactions and the Sales Purchase Ledger in the Inventory Accounting group

When the venue keeps inventory accounting:

• the price of goods is not changed in Inventory Items or at the register — the price field is locked, and you change the price with a price leveling. The exception is a venue for which price changes of goods are allowed: then every price change in the item or at the register automatically creates a price leveling (see Automatic price levelings). This setting is not changed in Administration; contact Konty support about it. The price of a service can always be changed.
• the In stock field of the item is locked — only documents and sales change the stock.
• the Pricelists item is not shown in the menu.
• Delivery-in Notes and Delivery-out Notes disappear from the menu in retail, and in hospitality they remain only for viewing earlier documents, with the message "Goods receipt and dispatch are carried out by entering calculations or writing off goods."

How the locked price looks in the item is described on the page Inventory, and at the register in Options → Quick price changes.

Documents and what they do

The table shows what each document does to the stock and the selling price of goods, and when you use it.

Document	Stock	Selling price	When you use it	Instructions
Delivery-in note	Increases it as soon as you save	Does not change it	Goods arrived from a supplier (without inventory accounting)	Delivery-in note
Delivery-out note	Decreases it as soon as you save	Does not change it	Goods were sent to a buyer or to another venue of your company (without inventory accounting)	Delivery-out note
Beginning inventory	Sets the stock to the entered quantities, from the document date	Sets the selling and purchase price	Start of inventory accounting, inventory count	Beginning inventory
Price calculation	Increases it by the quantities on the invoice	Sets a new selling price	Receiving goods against a supplier's invoice	Price calculation
Price leveling	Does not change it	Sets a new selling price	Changing the price of goods you have in stock	Price leveling
Write-off	Decreases it	Does not change it	Damage, breakage, expiry, scrapping, shortage	Write-off
Receipt at the register	A sale decreases it, a refund increases it	Does not change it	Every sale	Issuing Receipts

Overviews that fill in by themselves from documents and sales:

Page	What it shows	Instructions
Stock	The current stock, purchase and selling price and value of every item of goods	Stock
Stock Item Transactions	Every input and output of one item, by document	Stock item transactions
Sales Purchase Ledger	The turnover of goods at selling prices, day by day	Sales Purchase Ledger
Daily Cash Sales	Cash handed over to the bank, by day	Daily Cash Sales

Draft, booking and unbooking

The beginning inventory, price calculation, price leveling and write-off are documents that are booked. The document's status is shown next to its title.

Action	Status	What happens
SAVE	DRAFT	The document is saved, but changes neither the stock nor prices. You can still change and delete it.
BOOK	BOOKED	The document is saved and booked: the stock and prices of the items on the document are recalculated and apply immediately, at the registers too. The document can no longer be changed or deleted, and it can be printed.
UNBOOK	DRAFT	The booking is reversed: the stock and prices are recalculated without this document. You can change or delete the document again. Unbooking a price calculation also deletes its automatic price leveling.

A booked document: instead of SAVE and BOOK, the header offers UNBOOK

The SAVE and BOOK buttons are available when the document has at least one item. After saving or booking, the app returns to the document list.

How the stock and price of goods are calculated:

• Stock = the quantity from the last booked beginning inventory, plus price calculations, minus write-offs and sales, plus refunds — all from the date of that beginning inventory.
• Selling price = the price from the booked document (beginning inventory, price calculation or manual price leveling) with the latest date.
• Purchase price = the average of the purchase prices from the booked price calculations after the last beginning inventory, weighted by quantity; without price calculations, the purchase price from the beginning inventory.

Warning

The document date decides the price, not the moment of booking. If you book a price calculation dated earlier than the item's last price leveling, the price from the price leveling applies.

Delivery-in and delivery-out notes are not booked: they change the stock as soon as you save them, editing corrects them, and deleting reverses their effect on the stock. Automatic price levelings are created already booked and cannot be changed or unbooked.

Working with lists and documents

All pages in the Inventory Accounting group work the same way.

Lists:

• Clicking a row opens the document (for delivery-in and delivery-out notes — its preview, and in Stock — the item's transactions). The other actions are in the ⋮ menu at the end of the row.
• The search field searches by document number; for beginning inventories, price levelings and write-offs also by description, for price calculations by description and by supplier (name, TIN or registration number), and for delivery-in and delivery-out notes by client (name or number) or by the name of another venue of your company. Stock Item Transactions, the Sales Purchase Ledger and Daily Cash Sales have no search.
• The FILTERS button opens a window with filters: a Quick pick of the period (Today, Yesterday, This week, This month, Last month, This year), the Start date and End date, and the page's own filters. Click APPLY. The applied filters are shown below the search; CLEAR FILTERS restores the defaults.
• The inventory accounting documents, Stock Item Transactions and the Sales Purchase Ledger show the last month up to today by default. The period is required. Delivery-in and delivery-out notes show all dates by default.
• The TOTAL row at the bottom of the table adds up all rows that match the filters and the period, not only the page shown.
• EXPORT (on the pages that have it) downloads an Excel file with the documents from the list.

Documents (beginning inventory, price calculation, price leveling, write-off):

• You add an item by clicking + ADD ITEM below the items or with the = key (when you are not in an input field). The Add item window opens.
• In the window, SAVE AND NEXT adds the item and immediately opens an empty one for the next product; SAVE adds the item and closes the window; CANCEL closes the window without adding.
• Clicking an item opens the Edit item window. The item's ⋮ menu offers Edit and Delete. A deleted item disappears from the document when you save it.
• The item window opens only once the document's required fields are filled in (number, date; for a price calculation also the invoice details). The document date is locked when you add the first item — check it before the items.
• The app suggests the document number in the form year/sequence number, for example 26/1. You can change it; the number must be unique.
• The ⋮ menu in the document header offers Print (only for a booked document) and Delete (only for a saved draft). Print opens the print window.
• If you leave a document with unsaved changes, the app asks "Leave this page?". LEAVE discards the changes, STAY takes you back to the document.

Who sees which pages

The items of the Inventory Accounting group are shown only when they make sense for your venue, and only to employees whose user group has the matching permission.

Menu item	When it is shown	Permission
Delivery-in Notes	Without inventory accounting. With inventory accounting only in hospitality, for viewing only.	Delivery-in Notes
Delivery-out Notes	As Delivery-in Notes	Delivery-out Notes
Beginning Inventories	Inventory accounting	Beginning Inventories (the page works only if the group also has the Write-Off permission)
Price Calculations	Inventory accounting	Price Calculations
Price Levelings	Inventory accounting	Price Levelings
Write-Off	Inventory accounting	Write-Off
Daily Cash Sales	Inventory accounting	Daily Cash Sales
Stock	Inventory accounting	Stock
Sales Purchase Ledger	Inventory accounting	Sales Purchase Ledger

You grant the permissions in Users → User Groups, in the Administration section, under the Inventory Accounting heading; in retail with inventory accounting this heading is not shown, so these permissions are right below the permissions for clients (see Users). The permissions for the inventory accounting pages are not shown until the module is on.

With inventory accounting, the Clients group also shows Client Transactions and Bank Statements (see Clients). You keep your suppliers' incoming invoices in Receipts & reports → Receipts & Orders, on the Incoming tab (see Incoming invoices).