Stock Report In Excel

[Eberardo Topher]

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I get a daily update of stock units via email from our warehouse. I have collected the data from every Friday date into a single sheet. However when I use the Forecast tool under the Data tab, it does not reflect our use as the stock count includes any inventory replenishments in the total, which causes an upwards curve when forecasting.

I have attached a copy for you. The data is in Rows and the dates show the stock count at those dates for the item in the row. As stock replenishment orders are received, they are added into the total for the stock item.

We are looking to have a formula to calculate the projected stock levels based on the usage from previous weeks. My concern is the injection of received stock replenishment will cause inaccurate forecasting, due to the 'spike'. If there is a way to not include this spike in the forecast it would be ideal, but we can work around this.

The outlined cells are the weeks where stock has arrived in the warehouse and the order qty has been added to the total qty. This data comes from a daily sheet we get from the warehouse, rather than an in-and-out report. I then use a VLOOKUP to pull the data into this sheet and paste as values under the respective dates.

How open are you to rethinking altogether how you approach this? In order to identify usage (outflow) as a distinct part of the flow of product, you need to account for those moves--IN and OUT--separately. In my experience, the ideal way to do that is to use a database in which, day-by-day, you record stock movement IN or OUT of the inventory. As you're experiencing here, the end-of-week stock count by itself is of no use, maybe misleading, in projecting future use (outflow).

If I were doing it, I'd create a transactional database, as I suggested above. You must be keeping records anyway, I would think. So keeping them in Excel and then using Excel to summarize the in and out and calculate the inventory at the end of each week (which could also be verified periodically): that would be ideal.

Short of that, you could just modify your spreadsheet as shown below (I've attached the modified spreadsheet) to account separately for Out and In, and then use the "Out" numbers alone as the basis for your projections. This gives you far more useful information in general, since you can also see patterns for both In and Out.....You can see also the formula in cell G6, which calculates the week-end inventory based on last week's numbers, minus the Out, plus the In. Those calculations could be verified by on-site counts. It would be a way to improve your procedures overall, to make sure you are counting at each stage.

As I said, though, the idea from my point of view would be to have a database where each transaction--shipping out or receiving in--is noted. If you were to start doing that, then the numbers in each Out and In column could be derived from the database and this whole sheet automated. The work would be "at the front end" and "real-time."

Linda, I don't believe Version 12 will export from inquires like the newer versions of Sage. However using the ODBC driver you can either build the list right in Excel or Microsoft Access. You can also build a Crystal design to export.

But first, check to see if in your version, in Inventory, reports, do you have a report called "Item List"? If so will it let you export to .txt or "Excel Data only"? I have a data set in V16 and this one exported well to Excel in clean columns. But I don't remember the report options for Version 12.

This appears to be in Service Management Inventory (not the POIV Inventory application) Again, I can't say for sure that it will work the same way in version 12.1 as it does now in version 20.x (as version 12 is very very old and retired at this point) but you can try this. Right click inside the Maintain Parts window, select PREVIEW LIST. In the Print Parts list window, change the selection if you want to filter baed on Equipment type, Manufacturer and/or Default vendor then click OK. This will open a crystal report in Preview mode. In current versions there is a button in the upper left and corner to select export options. Select export main report. You can then select the file type (in the save as type drop down) name to assign to the file and can also browse to a specific location to save the file. It most likely isn't going to format exactly the way you want it to. If you have excel you can use ODBC to import the parts list into an Excel spreadsheet as long as you have permissions to use ODBC. I will look for a KB on how to do this to see if we have one. We do, its Can I export Service Management data into an Excel XLS file? (61033) . You will want the table named PARTS to get the information that you see in SM, Maintain Parts.

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