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You are here : Stores and Inventory > Stores and Inventory Masters > Opening Balance Entry
Opening Balance Entry
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Once an Item is allocated to its Warehouse through Warehouse Inventory option, it becomes necessary to enter the current
available quantity of that Item.
Through this option you can enter the Opening Balance of an item that
is available in its Warehouses at any point of time but ideally when IMMS
is installed for the first time.
Opening Balance can be entered only once for a combination of Warehouse
and Item.
A list of all Opening Balances entered till now will be displayed as follows-
Search:
Enter any text you want to search in the list below. The search is applicable to all columns of the list. Once the text is entered, press <ENTER> key. As a result, the list will be refreshed with all those records that contain the entered text fully or partially. In order to go back to the original list, remove the text from the box and press <ENTER> key again.
Filter By:
IMMS provides the facility to filter the records on the basis of their status. Click on the field and select either 'All', 'Authorized' or 'Pending for Authorization'. Selecting 'All' will display all records, authorized as well as unauthorized. Selecting 'Authorized' will display only authorized records. Selecting 'Pending for Authorization' will displays only those records that are yet to be authorized.
Opening Balance can be added, edited, deleted and viewed in this master provided the Role associated with the currently logged-in user through User Management has the respective rights to do so.
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Once Opening Balance is entered, it may or may not need to be authorized.
Authorization of Opening Balance is a flag driven option. Therefore its availability depends upon the setting of the 'Authorization Required' flag through Document Control Master option in Administrator Tools Module.  Read more...
If the flag is 'On', it becomes compulsory to authorize Opening Balance. Opening Quantity of an Item will be reflected
in its Warehouse only after it has been authorized by the concerned person. Moreover the Opening Balance entered through this option can neither be deleted nor edited. To authorize a particular Opening Balance entry, select the corresponding record by clicking on the small white check box. You can de-select the record by clicking on the same box again. You can select multiple records in the same way. Once done, click on the  button to finally authorize the selected records.
If the flag is 'Off', it is not compulsory to authorize Opening Balance. It will be authorized automatically by the system as soon as it entered and saved.
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To 'Add' Opening Balance, click on the 
button and to 'Edit', click on the 
icon on its corresponding record. Click on the 
icon to delete a particular Opening Balance. To view details of a particular Opening Balance, <DoubleClick> on that record. As a result, following screen will be displayed -
Screen Layout of Opening Balance Entry
Field Description of Opening Balance Entry
Opening Document Details
Opening Year:
Denotes the Year for the Opening Balance.
While 'Adding', current financial year is displayed by default. You can NOT change it.
In case of 'Edit' and 'View', Financial Year of the selected record will be displayed. You can NOT change it.
Opening Group:
Denotes the Group of the Opening Balance.
While 'Adding', the Group which has been specified as default for the selected financial year through Document Control Master option in Administrator
Toolswill be displayed automatically.
You can change it by clicking on the field to access a list of
already defined Opening Balance Groups for the entered Year though Document Control Master option in Administrator
Tools Module. Select your desired Group from the list by scrolling
down to it and pressing <ENTER>. Alternatively you can also enter
the Group.
In case of 'Edit' and 'View', Opening Group of the selected record will be displayed. You can NOT change it.
Opening Site:
Specify the Site of the Opening Balance.
While 'Adding', the Site if any specified with the selected Group will be displayed automatically.
You can change it by clicking on the field to access a list of
already defined Sites. Select your desired Site from the list by scrolling
down to it and pressing <ENTER>. Alternatively you can also enter
the Site Code.
Read more about Site...
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Please note that the Site(s) will be displayed/accepted as per the following conditions -
- In case the 'Site Required?' flag is 'On' through Document Control Master option in Administrator Tools Module, than only those Sites will be displayed which have been linked with the selected Year and Opening Balance Group.
- In case the 'Site Required' flag is 'Off', then all the Sites that have been defined for the current Company through Site Master option of Administrator Tools Module will be displayed.
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In case of 'Edit' and 'View', Opening Site of the selected record will be displayed. You can NOT change it.
Opening No:
(Type : Alphanumeric, Length : 6)
While 'Adding',
Opening Balance Number is either generated automatically or entered manually by the
user.
If the flag is 'On', a new Opening Balance Number will
be automatically generated by the system and incremented by one for current
financial year.
If the flag is 'Off', the User can enter a unique
Opening Balance Number manually. The system also ensures that the Number entered is
a unique one.
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In case of 'Edit' and 'View', Opening Number of the selected record will be displayed. You can NOT change it.
Opening Date:
Today's Date is automatically displayed while 'Adding' a new Opening Balance.
You can change the Date but it should not be greater than the Current
Period End Date
or the Current Date.
In case of 'Edit', and 'View', Opening Balance Date of the selected
Opening Balance Number is displayed automatically. You can change it in 'Edit' mode.
Item Details
A grid will be displayed as follows -
While 'Adding' new Opening Balance, this grid will be displayed empty.
In case of 'Edit', and 'View' mode, this grid will be populated and displayed with all the Items for which Opening Balance has already been entered for the selected Opening Year, Opening Group and Opening Site.
Click on the 
button to add a new row to enter Opening Balance for an Item.
Field Description of the grid -
Action
Click on the icon to remove a record from the list. Click on the 'Delete' icon again to un-delete the record.
Ref Doc Year
Denotes the Reference Document Year for the Opening balance being entered. Current financial year will be displayed automatically.
Ref Doc Grp
Denotes the Reference Document Group for the Opening balance being entered.
While 'Adding' new Opening Balance, by default the selected Opening Group will be displayed here.
In case of 'Edit', and 'View' modes, Ref Doc Grp of the selected Opening No will be displayed automatically.
Ref Doc Site
Denotes the Reference Document Site for the Opening balance being entered.
While 'Adding' new Opening Balance, the selected Opening Site will be displayed by default.
In case of 'Edit', and 'View' modes, Ref Doc Site of the selected Opening No will be displayed automatically.
Ref Doc No
(Type : Alphanumeric, Length : 6)
Click on the field. Now enter the Reference Document Number for the Opening Balance being entered. You can change it in 'Edit' mode
Ref Doc Dt
Click on the field. Today's Date is automatically displayed.
You can change the Date but it should not be greater than the Current Date.
Item Code
Specify the Item for which you want to enter the Opening Balance in
the selected Warehouse. Click on the 
icon to access a list of already existing Items defined
though Item
Master Basic Detail - Entry option in Materials Module. Select your desired Item from the list
by scrolling down to it and click on 'Continue' button.
You can not select an Item that has been
deactivated through Activate/De-Activate
Master option in Administrator Tools
Module. The help will also not display such items.
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Only those Items will be displayed or accepted for which Warehouses have already been specified through Warehouse Inventory option. If that has not been done,
IMMS will display an appropriate message.
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Description:
Description of the selected Item Code will be displayed automatically.
UOM
Automatically displays the Internal Unit of Measurement of the selected
Item as entered through Item
Master Basic Detail - Entry option in Materials Module.
Wh Code
Specify the Warehouse of the selected Item for which you want to enter Opening Balance. Click on the field to access a list of Warehouses that have been linked with the selected Item through Warehouse Inventory option. Select your desired Warehouse from the list
by clicking on it.
You can not select a Warehouse that has
been deactivated through Activate/De-Activate Master option in Administrator Tools Module. The list will also not display such Warehouses.
| Opening Balance of an Item in a particular Warehouse
can be entered only once. Therefore, if Opening Balance has already been
entered for the Item in the selected Warehouse, it will not appear in the <F5> help list. If
the user manually enters such an Item Code, IMMS will flash an appropriate
message. |
Zero Opening
Click on the small white box if the Opening Balance of the selected Item in selected Warehouse is zero. Otherwise un-check the box.
Total Qty
Please note that this field will be enabled only if 'Zero Opening' has NOT been checked. Otherwise it will be disabled.
Press <ENTER> on the field.
In case the Item is a non-Dimension Item and does not maintain Serial No / Batch No / Inward Batch No Read more...
Following grid will be displayed -
Onhand Qty:
Automatically displays the On-hand Quantity available of the selected Item in selected Warehouse for your reference. You can NOT change it.
Qty:
(Type : Numeric, Length : 4.4)
Click on the field. Now enter the Opening Quantity of the selected Item in the selected Warehouse.
In case of 'Edit', and 'View',
Qty of the Item of the selected Opening Voucher will be displayed automatically. You can change it in 'Edit' mode.
Rate:
Click on the field. Now enter the Opening Rate for the selected Item in the selected Warehouse.
Please note that IMMS will not allow to enter Rate in case the selected Warehouse is a Customer Supplied Warehouse.
Once done, click on 'OK' button. As a result the control goes back to the previous grid and the quantity ('Qty') entered here will be displayed in 'Total Qty'.
Click on 'X' button to discard the entry. Again the control goes back to the previous grid but the quantity is not carried forward.
In case the Item is a Dimension Item and flag 'Dimension Wise Stock Keeping Required' is set to 'Off' for its Sub-Class through Class / Sub-Class Master option of Administrator Tools Module AND the Item does not maintain Serial No / Batch No / Inward Batch No Read more...
Following grid will be displayed -
Onhand Qty:
Automatically displays the On-hand Quantity available of the selected Item in selected Warehouse for your reference. You can NOT change it.
Qty:
(Type : Numeric, Length : 4.4)
Click on the field. Now enter the Opening Quantity of the selected Item in the selected Warehouse.
In case of 'Edit', and 'View',
Qty of the Item of the selected Opening Voucher will be displayed automatically. You can change it in 'Edit' mode.
Rate:
Click on the field. Now enter the Opening Rate for the selected Item in the selected Warehouse.
Please note that IMMS will not allow to enter Rate in case the selected Warehouse is a Customer Supplied Warehouse.
Once done, click on 'OK' button. As a result the control goes back to the previous grid and the quantity ('Qty') entered here will be displayed in 'Total Qty'.
Click on 'Cancel' button to discard the entry. Again the control goes back to the previous grid but the quantity is not carried forward.
In case the Item is a Dimension Item and flag 'Dimension Wise Stock Keeping Required' is set to 'On' for its Sub-Class through Class / Sub-Class Master option of Administrator Tools Module OR requires Serial No / Batch No / Inward Batch No Read more...
Following options will appear on the screen -
Click on the button to add a new row in the grid.
Action:
Click on the icon to remove a record from the list. Click on the 'Delete' icon again to un-delete the record.
Size:
This field will be displayed ONLY if the Item is Dimension Item .
Automatically displays the dimension of the Dimension Item as specified through Item Master Basic Detail Entry option of Materials Module for your reference.
Click on the field. A small box displays its Dimension Heads and their values as follows -
If the flag 'Allow to Change Dim1?' is set as 'On', than the user can change Dimension 1 during Indent generation. If 'Off' is chosen, a user can not change the dimension 1.
If the flag 'Allow to Change Dim2?' is set as 'On', than the user can change Dimension 2 during Indent generation. If 'OffOn' is chosen, a user can not change the dimension 2.
If the flag 'Allow to Change Dim3?' is set as 'On', than the user can change Dimension 3 during Indent generation. If 'Off' is chosen, a user can not change the dimension 3.
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No. of Pieces: (Type : Numeric, Length : 4) Click on the field. Now enter the number of pieces required for the Dimension Item.
Weight:
Weight of the Dimension Item is calculated automatically on the basis of its formula entered for its combination of Material and Sub-Class through Formula Builder option in Materials Module. That product is further multiplied by the Density of the Item and the Number of Pieces entered.
where Density of the Item's Material is specified through Density Master option in Materials Module.
Once done, click on 'Ok' button. The system checks that the entered quantity can not be more than the On-hand quantity. Or else an appropriate message will be displayed.
If the entered quantity is permissible, the control goes back to the grid and 'Weight' of the Dimension Item generated here will be carried back and displayed in 'Weight' field whereas 'No of Pieces' entered here will be carried back and displayed in 'Qty' field. Click on 'Cancel' button to discard and go back to the previous grid.
Serial No:
(Type : Alphanumeric, Length : 20)
This field will be displayed ONLY if the Serial Numbers are maintained for the Item. (Flag 'Use Item Serial No' for the Item is set as 'On' through Item Master Basic Detail - Entry option of Materials Module ). Otherwise this field will NOT be displayed.
Click on the field. Now enter the unique Serial Number of the selected Item for the selected Warehouse. Please note that the system will not accept an already existing Serial Number of the Item in the selected Warehouse.
Manufacturing Batch No:
(Type : Alphanumeric, Length : 20)
This field will be displayed ONLY if the Manufacturing Batch Numbers are maintained for the Item. (Flag 'Use Manufacturing Batch' for the Item is set as 'On' through Item Master Basic Detail - Entry option of Materials Module ). Otherwise this field will NOT be displayed.
Click on the field. Now enter the unique Batch Number of the selected Item for the selected Warehouse. Please note that the system will not accept an already existing Manufacturing Batch Number of the Item in the selected Warehouse.
Inward No:
(Type : Alphanumeric, Length : 20)
This field will be displayed ONLY if the Inward Batch Numbers are maintained for the Item. (Flag 'Use Inward Batch' for the Item is set as 'On' through Item Master Basic Detail - Entry option of Materials Module ). Otherwise this field will NOT be displayed.
Click on the field. Now enter the unique Inward Batch Number of the selected Item for the selected Warehouse. Please note that the system will not accept an already existing Inward Batch Number of the Item in the selected Warehouse.
Heat No:
(Type : Alphanumeric, Length : 20)
This field will be displayed ONLY if the Heat Numbers are maintained along with the Inward Numbers for the Item. (Flag 'Use Heat No' for the Item is set as 'On' through Item Master Basic Detail - Entry option of Materials Module ). Otherwise this field will NOT be displayed.
Click on the field. Now enter the unique Head Number of the selected Item for the selected Warehouse. Please note that the system will not accept an already existing Head Number of the Item in the selected Warehouse.
Onhand Qty:
Automatically displays the available quantity of the Item for your reference. You can NOT change it.
Qty:
(Type : Numeric, Length : 9)
In case of Dimension Item, automatically displays the 'No of Pieces' entered for it. Otherwise click on the field. Now enter the Opening Quantity of the Serial No / Manufacturing Batch No / Inward No / Heat No of the Item.
Weight:
This field will be displayed ONLY if the Item is Dimension Item .
Automatically displays the calculated weight for the Dimension Item.
Rate:
(Type : Numeric, Length : 9.4)
While 'Adding', click on the field. Now enter the Opening Rate for the selected Item in the selected Warehouse. Press <TAB>.
In case of 'Edit', 'Delete' and 'View',
Rate of the Item of the selected Opening Voucher will be displayed automatically. You can change it in 'Edit' mode.
Please note that,
- IMMS will not allow to enter Rate in case the selected Warehouse is a Customer Supplied Warehouse.
- In case of a Scrap Item, if the flag 'Do you want to maintain Value of Scrap Items in Stock as Current Asset?' is set to 'On' through Inventory Policy option of Administrator Tools Module, IMMS will allow to enter the Rate for the Scrap Item. If the flag is set as 'Off', Rate can not be entered for the Item and will be considered as zero.
- For rest of the Items, it is compulsory to enter Rate.
Once done, click on 'Ok' button. As a result, the control goes back to the main grid and sum of all Quantity will be carried back and displayed in 'Quantity' field. Click on 'Cancel' button to discard and go back to the main grid.
Once you have entered all the information, click on 'Save'
button to save or 'Cancel' button to
discard. The control will go back to the list.
in Administrator Tools Module.