Accounting by series in UT 11. How to fill out the series accounting policy directory. Reports on completed and failed documents

Accounting by series is an additional analytical aspect of item accounting. Series are used if you need to classify goods by batch, or unique serial numbers, or expiration dates, etc. You can set one of the options for using series:

A copy of the product by unique number
Batch of goods by numbers
Batch of goods by expiration date
Batch of goods by numbers and expiration dates

If the option is selected Batch of goods by expiration date or Batch of goods by numbers and expiration dates, then you can specify the minimum shelf life quantum itself, up to which it will be taken into account. This can be either a day or an hour.

In addition to specifying what exactly the series identifies, you must also specify the series accounting policy. Available options:

Reference indication of series (control of goods balances by series is not carried out, but information on series is recorded in turnover documents)
Automatic calculation of series balances using FEFO (control of product balances by series is not carried out, but in the report Remaining goods by expiration date product balances are dynamically calculated by series and expiration dates using the First Expired Fist Out principle)
Management of batch balances (registration of product balances by batch is maintained)
FEFO management of batch balances (accounting of goods by batch is maintained; in goods write-off documents, the system first of all offers goods that are about to expire)
Cost accounting by series (end-to-end cost accounting by series)

The series accounting policy is configured for a specific type of item. Moreover, it can be applied both to all warehouses and production departments, and to a specific warehouse and/or a specific production department:

Question 1.29 of exam 1C: Professional by ERP Enterprise Management 2.0. Accounting by series of items can be used for types of items:

Question 1.30 of exam 1C: Professional by ERP Enterprise Management 2.0 . By series we mean:

Copies of goods with the same serial numbers
Lots of goods with the same serial numbers
Lots of goods with the same expiration dates
Lots of goods with the same batch numbers and expiration dates
Option 2 or 4 (depending on setting)
Options 1 or 2 or 3 or 4 (depending on setting)

05.09.2018 2081

In the current lesson, we will consider the option of using product series in UT 11, in which the balance of goods in the context of a specific series is controlled when posting expense documents.

Series accounting policy, type of item

Let's start by creating a batch accounting policy:

In the policy type field you need to select Managing batch balances, as a result, the choice of households. operations (in which a series is filled in according to this policy) becomes unavailable - series will be indicated in all operations. But you can specify the moment of series selection - the screenshot shows the case in which series will be indicated in orders (client, for movement, for internal consumption):

When working with a specific item, the setting for using series is taken from the item type:

It is necessary to establish that the series will identify a batch of goods (to identify instances, only a reference indication of the series is used):

We will work with designer furniture, so we are not interested in the expiration date or production date. Select the created policy (common for all warehouses):

We do not find the new policy in the list that opens; the reason is described at the top of the form:

There are two ways to solve the problem:

in all warehouses, enable the use of an order scheme to reflect surpluses, shortages and damage;
use the policy only for a specific warehouse.

Let's choose the second one:

For all items of this type, serial accounting will be used only in the main warehouse.

Control of balances by batch

Let's create an item card; the series usage type is filled in automatically:

Now we create a document for the purchase of goods, we try to post without specifying the series (unsuccessfully):

Click Specify series and fill in the necessary data (both sofas could be classified as one series, but for the sake of example I will make two series). If you have already entered the series earlier, you can use the tab Choice.

In regular warehouse reports you will not see information about series; you need to look for it in a specialized report:

Now let's try to sell sofas; to do this, first create a customer order:

Despite the empty series, the document is processed successfully. The thing is that the security option is not specified Ship- in this case we will immediately have an error when carrying out:

We fill out the series according to the available balances:

If in your case there are a lot of lines, it is convenient to select all the lines of the list ( Ctrl+A), and then click on Distribute:

The series in the order have been filled, we carry it out:

On the basis of creating sales of goods and services, the series was filled in according to the order:

We navigate and close the document.

Let's look at the series statement again:

Don't let the meaning confuse you not carried out in a collumn Remainder- here we are talking about the fact that there is no accounting of the balances of goods from buyers in the context of series, but the accounting of balances by series in warehouses is maintained.

Control of operational balances in the warehouse card must be enabled:

Comments (5)

Dmitry 2018-12-19 22:09:53

To set the accounting policy for series of this type, where the balance of the series is controlled, in the “Warehouse and delivery” section the “Order warehouses” setting must be set, and also, for the warehouse, you need to set the setting for using the order scheme when reflecting surpluses, shortages, re-grading and spoilage Answer

Dmitry 2018-12-19 22:12:21

This is when setting an individual policy for a warehouse Answer

Dmitry Medvedkov 2018-12-19 23:03:27

Dmitry, I don’t quite understand - do you disagree with something? Did I make a mistake somewhere? In my opinion, the article pays attention to what you write about Answer

Elena 2019-05-29 19:11:52

I can’t understand why there is such a requirement that there should be an order warehouse? Yes, we want to control series for all warehouses, not only for the main one, but we don’t want to use orders. what is the need? Answer

Dmitry Medvedkov 2019-05-29 19:49:53

The screenshots above show that this is a design limitation of the system. Why exactly it was introduced is a better question to ask the developers. I think the point here is that the inclusion of accounting for product balances by series significantly complicates commodity accounting and necessitates the use of an additional circuit of order accounting documents. Answer

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The program “1C: Trade Management 8” (rev. 11.3) implements accounting for product series. Its possible options and settings are described in our article.

Let's consider the simplest type of such accounting - a reference indication of product series.

Features of reference accounting for product series

If the reference version of accounting by series is used, then series of goods can be indicated when performing operations - receipt, movement, shipment. Specific operations for which series indication will be required are configured in the series accounting policy.

However, the reference accounting option does not allow you to take into account the balances of goods and their cost by series.

When using reference accounting by series, a situation is possible when the receipt of goods of one series is registered, and when this product is shipped, another series is indicated. In this case, the program will not control the balances by series.

However, with this accounting method, you can use reports to track all movements of goods by series. This can help in such cases as, for example, checking the validity of the client’s claims (if the client submitted a claim for a product that was not the one that was purchased from our company).

Setting up the item type for reference accounting by series

Let’s create a new item type – “Electric bicycles”, with the item type “Product (without accounting features)”.

Reference data and administration / Reference data / Nomenclature classifiers / Types of nomenclature

In the item type card on the “Basic” tab, set the flag for accounting by series; in our example, they will be configured for this type.

By default, the program has the following settings:

series identifies an instance of a product that has a unique serial number;
The series details include only the number, without an RFID tag.

In the example, we will leave the default values. Please note: if a series identifies an instance of a product, then only reference accounting by series is possible. However, in our case this is what is required.

For the batch accounting policy in the example, we will select the “Configured for each warehouse” option. In the field that appears, add a line, indicate the warehouse, then open the policy selection.

Let’s create a new series accounting policy with the “Reference indication of series” type. In the policy form, we will indicate the operations in which a series of goods will be used (in the example, acceptance from the supplier and shipment to the client).

Please note that the policy type "Series Reference Specification" does not allow the use of series in planning (that is, in orders). The series will be used upon selection - directly in the distribution documents.

Let's write down and close the series accounting policy and item type.

Creating an item

Let’s open the product reference book and create a position with the view “Electric bicycles” – “Electric bicycle 1”.

Reference data and administration / Reference data / Nomenclature

After filling it out, we will record and close the item item.

Purchasing goods with serial numbers

We will arrange the purchase of electric bicycles with a pre-order to the supplier.

Purchasing / Purchasing / Orders to suppliers

We will create and fill out an order for the supplier. As you can see, product series are not specified in the order. After filling out, we will post the order in the final status “Confirmed”.

Based on the order, we will create a “Receipt of goods and services”.

In this document, on the “Products” tab, there is a column “No.” The red icon in it means that the product is set to be accounted for by series, but the series are not specified. The document cannot be processed in this form.

To enter serial numbers, select the line with the product and click the “Specify series” button.

The “Registration of product series” window will open.

When registering product series, you can either enter new series (the “Input” tab in the registration window) or select from previously entered series (the “Selection” tab). The series number, in turn, can be entered manually or using automatic generation or filling (buttons “Generate number” and “Fill in numbers...”)

In the example, we will enter new numbers manually using the “Enter number” button. Then click “Finish”.

After registering the product series, the pictogram in the “No.” column turned green.

We will post and close the goods receipt document.

Selling goods with serial numbers

Now we will reflect the sale of purchased electric bicycles, with the registration of a preliminary order for the client.

Sales / Wholesale / Customer Orders

We will create and fill out a customer order. In it, as in the order to the supplier, series are not indicated. We will specify the “Ship” action for the product and post the order in the “For Fulfillment” status.

We will create “Sales of goods and services” based on the order. Here on the “Products” tab there is a “Series” column. The icon in it shows whether series are indicated for goods for which accounting is carried out using series.

Our icon is red because the series of goods being shipped have not yet been registered. Click “Specify series”.

Series of electric bicycles have already been registered, so in this case you do not need to introduce new series, but select from the existing ones.

Let’s go to the “Selection” tab in the registration window. To display all episodes, click “All”. Previously introduced series have appeared. Check them off and click Finish.

However, the program would also allow the introduction of new series; in this case, the document would be processed, since the reference accounting of series does not control the balances of the series.

We will document the sale of goods and services.

The sales document allows you to print the “Invoice” form, which displays series of goods.

Who needs this?

Most grocery store chains strive to include alcoholic products in their assortment according to the principle: “Where there is a snack, there is a drink.” Alcohol shelves significantly increase retail turnover. So it turns out that many entrepreneurs are interested in accounting for the turnover of alcoholic products. And the legislator FS RAR(Federal Service for Alcohol Market Regulation), which issues licenses for wholesale and retail trade in alcohol, proposes to report to EGAIS(unified state automated information system) for each bottle sold:

From January 1, 2016, software for EGAIS will have to be installed by all alcohol wholesalers,

From July 1, 2016, all retail stores selling alcoholic beverages (in cities and large settlements).

Each bottle of alcohol - currently only strong and wine, but soon it will also be weak - has a special stamp. It has a PDF417 two-dimensional barcode with detailed information about the manufacturer, license, bottling date and other characteristics of the drink. When selling each unit of alcoholic beverages covered with a federal special stamp (FSM) or an excise stamp (AM), it is necessary to keep in the receipt the information contained on the federal special stamp or excise stamp. The cashier must scan the barcode on a special stamp with a scanner, transferring information about the sold bottle to a cash register program compatible with the EGAIS module. This module receives data and, using an electronic signature software key (it is received by the licensee enterprise for each retail facility), the information is encrypted and transmitted to the EGAIS system installed at the FS RAR.

In essence, EGAIS is a kind of control tool over the full cycle of the entire turnover of alcoholic products in Russia: from the bottle leaving the assembly line, sales by distributors and trading enterprises to its entry into the consumer’s basket.

And since, in addition to connecting to the Unified State Automated Information System, the enterprise’s obligation to quarterly submit Declarations on the turnover and sales of alcoholic and alcohol-containing products to the FS RAR remains, these data must coincide with those received by the Unified State Automated Information System. And, it is desirable that the preparation of Declarations does not take about a month of work of several programmers and qualified employees.

Simplified Series, from the point of view of EGAIS, it should contain information about:

Nomenclature,
Manufacturer,
Bottling date
Brand range (number range).

So far the legislator does not oblige to include information about the series and numbers of stamps in the Declaration, but this is for now.

A little history

A one-dimensional barcode of goods is used in most stores when working as a cashier.

When working with alcohol, its problems have been known for a long time. So 3 and 5 year old cognacs of the same name from the same manufacturer have the same barcode. And the difference in price is significant. But the main problem is falsification. Back in the 90s, only the lazy didn’t adulterate alcohol.

In 1997, the administration of the Krasnodar region purchased a holographic printing machine from England. The first “quality mark” for alcoholic products produced by enterprises in the Krasnodar region began to be printed on it. But the fight against illegal alcohol by the official bodies was broken by the enterprise of shadow businessmen. Where did they get stamps with authentic holograms? This issue remained within the competence of the investigative authorities.

This problem still exists today - the profit is too high. During an audit, even in chain stores, alcohol is revealed that was not imported there, or was imported - but in smaller quantities. Moreover, all bottles have a federal special stamp or excise stamp. The key to solving the problem of falsification is PDF417 2D barcode data. They must be transferred to EGAIS upon implementation. Then “linking” data on manufactured and sold products becomes a solvable task. This means that enterprises associated with the circulation of alcoholic beverages will have to strengthen control over each bottle of alcohol purchased and sold. While it is easy to decipher barcode data, when reading a two-dimensional barcode with special scanners, several dozen numbers appear, about the decoding of which there is no special information yet.

How to take this into account in UT 11?

In UT 11, the relationship to series is extremely simple: Type of nomenclature and Best before. These data are taken from the Demo database for UT 11. There is no example with alcohol in the Demo database.

This composition of the series details is determined in the directory Types of nomenclature when the flag is set Use series and selecting in the field Series identify:

However, there is a small variety of choice. For Type of nomenclature TVs in the Demo database are used only Number:

Finally, you can create an item type for which series is a batch of goods having the same batch number and expiration date:

Then in the reference card Nomenclature series it will be possible to indicate the Number and Expiration Date (Bottling Date?!):

Like series accounting, the ability to enter Nomenclature Certificates and information about alcoholic products in retail appears when the flags are checked in the System Parameters Settings, in the Nomenclature block:

If the possibility of maintaining records by series and the format of the series record is determined in the form of an item, then in the item card itself it is possible by setting the flag Keep records of item certificates, get this opportunity. But you can define mandatory accounting of certificates for Type of nomenclature.

Instead of one item in the nomenclature, you can designate a list of goods for which this certificate is valid. The certificate shown is valid for 4 products.

The data will be written to the information register Scope of product certificates:

The report can be run with selection by item and series. Can be withdrawn Manufacturer nomenclatures and documents Registrar. However, with this setup, you need to carefully select the line for which the remainder of the nomenclature is correct:

Report Movement of a series of nomenclature gives the following information:

I was not able to “pull out” the nomenclature certificate in any of the reports, at least in order to check its presence.

How to modify UT 11?

The series of alcohol nomenclature introduced in UT 11 has the following disadvantages:

Field Sell by becomes meaningless, since wines, vodkas and cognacs do not have an official expiration date.
Field Number Not enough if you indicate the range of brands. The spread (range) of brands can consist of several ranges. But the size is quite sufficient if you specify the identifiers of help B (more details in the continuation of the article ““).
It is difficult to sort series by one nomenclature, since the Nomenclature Series directory has only three details:

To the reference book Nomenclature series m You can enter additional details Series nomenclature:

Then enter additional details Type of special stamp:

Then modify the series form with additional details “Range from” and “Range by”, as well as “Bottling date”.

In the document Receipt of goods and services for this nomenclature, the series has all the additional details:

However, a message appears stating that the use of modal windows in this mode is prohibited. What would that mean?

Report List of goods in warehouses after advanced configuration, shows the additional details entered.

What series problems may arise in UT 11?

Entering initial balances by series

During real implementation, a problem may be the introduction of series already at the stage. Without introducing series, the document is not processed. And in the previous program based on 1C:Enterprise 7.7, the batch number at this enterprise was formed from the invoice number and the receipt date, the range of numbers was not taken into account at all. Nomenclature was not recalculated even using barcodes. It is unrealistic to immediately create “clean” records by recounting goods together with introducing series: about a thousand items, up to 10 series per item of alcoholic products, constant movement of goods. In the UT 11 Demo Base, the initial balances of dairy products are entered into the Central Warehouse, for which the batch accounting setting is “series are not taken into account in this warehouse”:

If you correct this error and set the batch accounting setting for the Central Warehouse, then you can record this document, but you cannot post it.

In order to post the document and obtain data at least about the balances of the item, it was decided to create a processing that registers the series PLUG for each element of the stock nomenclature:

Thus, having downloaded data on nomenclature and quantity from the old program into UT 11, and installed a Stub for series in the documents, you can systematically continue to work on entering series for individual goods or their groups.

The problem of entering initial balances of goods by batch appears not only for alcoholic products, but also for any other product that has serial accounting.

Treatment " Installation of plugs for residual input series" is attached to the article.

Reports on completed and failed documents

Any standard reports in UT 11 work only according to register records that carry out the posted documents. An additional report shows the movement of items, but according to documents (posted and not posted, except those marked for deletion):

Why is this report needed?

Even in the UT 11 Demo database you can find accounting problems that can appear in real databases for various reasons. It has already been mentioned above that the Demo Base for the Central Warehouse does not have a series accounting policy. Therefore, the document is not posted without indicating the series. What if you urgently need to see how much product was in the balance entry?

The data put together in the report shows the absurdity of the situation: milk purchased in January 2012 is not identified by batches (expiration dates), and the recalculation of goods after 2 years shows a balance of 11 units of goods. I don’t want to think about what smell could be in this warehouse...

In a real database, the report shows, for example, the following situation:

The user either did not want to enter data on the series of one single bottle, or forgot. I remind you that the document Sales of goods and services was not carried out without indicating the series.

And this option helped to find an error in the name and barcode (the remains of one nomenclature were transferred in two documents):

Report " Movement of items by series" is attached to the article.

By the way, you need to remember that in UT 11 printed forms can only be obtained from posted documents.

Conclusion

Modification of UT 11 (release 11.1.10) to meet the needs of modern requirements for accounting for alcoholic beverages is complex and requires special knowledge and a large amount of work. Completeness of information in the directory Nomenclature series clearly insufficient to maintain full accounting of alcoholic beverages.

An alternative could be the specialized solution “Alcohol Trade Management”, created on the basis of UT 11. This solution is a joint product of 1C and KT-Alcohol. This particular product was chosen for accounting in a small retail chain. The problems of its implementation are described in the following article “.