Applying and Unapplying Documents

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Overview

Applying a Document is the process that records the business events, described in that document, into the OscarPOS Cloud Database. Until you <APPLY> an INVENTORY DOCUMENT, it is just “saved” and the transaction has no affect on your stock levels etc.

Unapplying a Document is the opposite and will undo the transaction.

For example, You can create an Act of Transfer of INVENTORY ITEMS from Location #1 to Location #2. You can <SAVE> your Transfer, but until you actually <APPLY> the Transfer, the volume of stock at each location will not be altered.

When Can I Apply / Unapply ?

From other reading, you will know that OscarPOS Cloud will use FIFO when calculating the cost of your inventory. This means you should apply your documents in chronological order. It also means that you may not be able to apply an older document without first unapplying later ones.

BOM - Documents - Journal of Documents - Apply Unapply Rules
BOM – Documents – Journal of Documents – Apply Unapply Rules

Hover your mouse over the tick and crosses. Note how they change to give you possible actions you can do on that document.

BOM - Documents - Journal of Documents - Hover Mouse Pointer
BOM – Documents – Journal of Documents – Hover Mouse Pointer

Note that if you try to apply / unapply, when it does not follow the “chronological” rule you get an error message.

BOM - Documents - Image - error message
BOM – Documents – Image – Error Message

 Apply / Unapply a Single Document

Your journal / document list has a number of icons. These reflect the current status of your document and if you hover your mouse over them will change to reflect what you may do to that document.

BOM - Documents - Image - record_document    Document has been “saved” but has not been Applied

BOM - Documents - Image - unrecord_document    Document has been Applied

BOM - Documents - Image - record_all_docs    Apply the selected document

BOM - Documents - Image - unrecord_all_docs    Unapply the selected document

Apply a Single Document

Once the document meets the “chronological rule” you may use  the Actions column :

Hover your mouse over BOM - Documents - Image - record_document and it will change to BOM - Documents - Image - record_all_docs

When you click BOM - Documents - Image - record_all_docs the document will be posted and turn into BOM - Documents - Image - unrecord_document

Unapply a Single Document

Once the document meets the “chronological rule” you may use the Actions column :

Hover your mouse over BOM - Documents - Image - unrecord_document and it will change to BOM - Documents - Image - unrecord_all_docs

When you click BOM - Documents - Image - unrecord_all_docs the document will be unposted and turn into BOM - Documents - Image - record_document

Managing Multiple Documents

You may apply / unapply multiple documents by using the two icons in the top menu bar next to Export & Archive

BOM - Documents - Image - record_all_docs will apply all documents recorded after the specifed date or time
BOM - Documents - Image - unrecord_all_docs will unapply all documents recorded after the specified date or time

When you select either of these you will get the following dialogue ( Note that the header will change from Apply to Unapply depending on what you have chosen to do.

BOM - Documents - Journal of Documents - Apply Unapply Multiple Document Criteria
BOM – Documents – Journal of Documents – Apply Unapply Multiple Document Criteria

Select your FROM and TO date and / or TIME and / or LEGAL ENTITY

Select <OK>

How To Apply an “Old” Document

By now we are familiar with FIFO and the need for documents to be posted in chronological order.

Consider the following scenario :

Today is March 30. You are up to date and have Applied all your documents up to March 30th. The boss hands you a document dated March 15th.

This of course does not meet the “chronological rule” mentioned earlier. You have no option but to unapply all the documents since March 15th, enter the bosses document, then reapply the documents again.

You could do this one document at a time, but I would use the dialogue to unapply multiple documents, enter the bosses document, and then reapply all documents.

About the author: Tim Atkinson