Inventory > Reports > Kardex Report

Kardex Report

You use this program to print a report listing the movement of selected stock items over a specified period of time.

You typically use this report to reconcile discrepancies encountered during a stock take.

This report is the equivalent of the stock ledger and should be printed at least every month and retained.

Report Options

Field Description
Sequence

Select the sequence in which you want the report printed.

You can select to print the report in one of the following sequences:

  • Stock code
  • Description
  • Supplier
  • Product class
  • Warehouse
Part category

Indicate the part category(ies) for which you want to include stock items in the report.

[Note]

Items defined as Notional parts (Stock Code Maintenance - Descriptive tab) are not included in the report.

You can select All to include all stock items irrespective of their part category or alternatively, only those items with the following part categories:

  • Made in
  • Bought out
  • Subcontracted
  • Phantom part
  • Planning bill
  • Co-product
  • By-product
Ledger period

Indicate the ledger period and year for which you want to generate the report.

[Note]

Even if you selected the option: Retain last 12 months' opening stock balances (Inventory Setup - tab), the system automatically saves opening stock balances after running the Month end option of the Inventory Period End program. This means that the system can only retain balances as far back as the first month end run.

You cannot request opening stock balances exceeding the number of months for which you have retained balances (Inventory Setup - History tab).
Current G/L period

This displays the current period and year of your General Ledger and cannot be changed.
Month

Indicate the period for which you want to generate the report.

Only the latest 12 periods are available for selection. These are spread over the current and previous year unless you are in your last financial period of the current year.
Year

Indicate the year for which you want to generate the report.

Only the current year is available for selection when you are in the final period of your financial year. This is because the report can only be generated for the latest 12 periods.
Print options  
Include MPS items

Indicate how you want to treat MPS items for reporting purposes (see Stock Code Maintenance - Production tab).

Field Description
Yes

Select this to include MPS items in the report.
No

Select this to exclude MPS items from the report.
Only

Select this to generate the report for MPS items only.
Include statistical parts

You cannot access this field if you selected to only include MPS items.

In addition, you cannot only include statistical parts if you selected to include MPS items.

Stock items are defined as statistical items in the program Stock Code Maintenance (Production).

Field Description
Yes

Select this to include Statistical parts in the report.
No

Select this to exclude Statistical parts from the report.
Print movement details

Select this to print movement transactions from the specified period up to and including the current period.
Print warehouse summary only

Select this to print a summary report of totals by warehouse, excluding the detail transactions processed for the selected stock codes.

[Note]

This option is enabled only if you selected to print the report in Warehouse sequence and you did not select to print movement details.
Print product class totals

This is enabled only if you selected to print the report in Product class sequence.
Print details for selection period only

Select this to print the opening balance of the previous period and movement transactions for the period specified.
Print Rev/Rel

Select this to print the revision/release per warehouse for ECC-controlled items. The Revision/Release information is printed once for each change in the Release and/or Release version.

The wording for this field (as well as the column headings on the report) defaults to the text defined against the User defined fields: Revision and Release (Bill of Materials Setup).

[Note]

The Print Rev/Rel option is available under the following conditions:

Selection criteria

Field Description
Stock code selection

Indicate the stock item(s) you want to include in the report.

[Note]

Stock items are excluded from the report if you are not retaining stock movements for the item, or no movements have been recorded for the item over the specified time period and the stock on hand in the selected warehouse is zero.

Stock items for which no movements have been recorded, but where there is a non-zero quantity on hand, are listed with an opening balance and a closing balance equal to the stock on hand.
Product class selection

Indicate the product class(es) for which you wan to include stock items in the report.

The product class is defined against the stock item using the Stock Code Maintenance program (Descriptive tab).

If a specific product class is entered, then only stock items belonging to that product class are included in the report.
Warehouse selection Indicate the warehouse(es) for which you wan to include stock items in the report.

Other Options

Field Description
Buyer selection

Indicate the buyer(s) for whom you want to include stock items on the report.

This enables you to select stock items to include in the report according to the buyer defined against the items (see Stock Code Maintenance - Replenishment).
Cycle count selection

Indicate the cycle count(s) for which you want to include stock items on the report.

This enables you to select stock items to include in the report according to the number of times the stock item has been counted during the year.
Supplier selection

Indicate the supplier(s) for whom you want to include stock items on the report.

The default supplier is defined against the stock item using the Stock Code Maintenance program (Replenishment).

Output Options

These options enable you to apply a theme to the report and to define multiple output destinations for the report once it has been compiled (SRS Output Options).

Report Details

  • Stock items

    Stock items with no movements (for the selected period) and whose stock on hand for the requested warehouse is zero are excluded from the report.

    Stock items with no movements (for the selected period) and whose stock on hand for the requested warehouse is not zero are printed with the opening balance and closing balance equal to the stock on hand.

  • Transactions

    The transactions printed on the Kardex report are printed in date sequence.

    In cases where multiple transactions have occurred on the same date, all the Inventory transactions are printed first, followed by the Sales movements. In most cases this does not affect the report, but a transaction type of PHY (physical stock adjustment) may cause a running quantity balance to be adjusted to an incorrect figure. For this reason, we recommend that either this type of transaction is not used (the ADJ transaction type can be used instead) or you ensure that the date of the PHY transaction is unique (i.e. no other transactions take place on the same date as the PHY entry).

  • Bins

    Details of bin transfers are printed for transfers within the same warehouse if you selected the option: Record movements for bin transfers (Inventory Setup - Options tab). This only applies if you are using multiple bins (Inventory Setup - General tab).

  • Totals

    Totals are accumulated for each stock code and warehouse according to the transaction types processed against them.

    These totals are printed upon change of each warehouse for a stock code, or upon change of each product class (if printing the report in product class sequence).

    The totals are a summary of the transactions processed, indicating the opening balance of the warehouse, the transaction totals for each transaction type and the closing balance (quantity and value) for that warehouse.

    The results of the Kardex report will not match other inventory statistics if you did not enter transactions in the same date sequence that the transactions occurred. For example, the Kardex report costs transactions differently if you enter a receipt today before you record an issue from yesterday.

  • Information printed

    The following information is printed for each warehouse:

    • Stock code, Description, Long description
    • Warehouse, Product Class, Supplier, Supplier Name
    • Opening Balance of the warehouse
    • Month end date (this is blank for new warehouses)
    • Quantity balance
    • Value and Unit Cost

    • Type of transaction:

      • O/B: opening balance
      • REC: receipt
      • CHG: cost change
      • ISS: issue
      • ADJ: adjustment
      • MOD: cost modification
      • TRA: transfer
      • PHY: physical stock adjustment
      • Inv: invoice
      • Cr: credit note
      • Dr: debit note
      • IBT: inter-branch transfer
      • Dsp: invoice generated via Dispatch Notes
      • DsI: IBT invoice generated via Dispatch Notes
    • Entry date

    • Reference

      The dispatch note number is printed on this field for a Dispatch Note transaction type.

    • Bin number
    • Transaction quantity

    • Transaction value

      Transaction quantities and values are listed under either a QTY IN column or a QTY OUT column depending on the transaction type and whether the value/quantity is positive or negative.

    • Accumulated quantity balance and value
    • Unit cost per transaction (this is blank if your Costing method is set to FIFO (Inventory Setup - General tab)).

Kardex Report Calculation

When the Kardex report is generated, the quantities and total values of the movements are taken directly from the Inventory Movements file. These are the quantities and values of the movements as recorded by various programs such as the Inventory Movements, Purchase Order Receipts, Purchase Order Inspection,Stock Take Confirmation, etc. The movement values are NOT calculated as being the cost multiplied by the quantity.

The opening balance is taken from the Warehouse record(s).

For each line, the movements from the Inventory Movements file are added or subtracted from the opening balance for both the quantity and cost value to give a calculated closing balance. This is the total line printed at the end of the movements.

This calculated closing balance is checked against the closing balance from the warehouse record(s) and differences are printed on a rounding line. It is therefore possible for the rounding line to contain a small rounding error caused by a genuine rounding difference in the calculation.

If the rounding line contains larger values, then this usually indicates that a movement was not written to the Inventory Movement file or a processing problem occurred. One reason could be incomplete transactions due to the loss of client connectivity in a client/server environment.

The correct inventory valuation is always produced by the Inventory Valuation report. Differences between the totals on the Kardex Report and Inventory Valuation reports could be caused by Month ends (Inventory Period End) being run for single warehouses rather than all warehouses or due to the option: Retain stock movements (Stock Code Maintenance - General tab) not being selected for all stock items.

Notes and warnings

Restrictions and limits

  • Stock items against which you have not selected the option: Retain stock movements (Stock Code Maintenance - General tab) are not included in the report.

  • The information used by this report is updated each time you run the Month End function of the Inventory Period End program.

    However, if you performed a month end for a single warehouse, then reports for the current period will only reflect opening and closing stock balances for that warehouse. Until you run a month end for all warehouses, an imbalance will exist if any transactions are processed for that warehouse.

  • The Kardex report is processed in date order. If your Costing method is set to Average (Inventory Setup - General tab) and you backdate a receipt, for example, then the average cost of the item being receipted is not recalculated.

  • This is merely a movement report and should not be used to balance inventory values to your General Ledger control accounts. The report should be used for balancing the General Ledger inventory control accounts.

Program access

  • You cannot access this program if you have not enabled the option: Retain last 12 months' opening stock balances (Inventory Setup).