Data Files templates / Stock control
Inventory
Products, the suppliers you buy them from, every stock movement and what is running low.
Download 6 KB3 tables, 1 queries, 1 reports, empty and ready for your own records.
How the tables are related
A line runs from a field that points at another table's record to that table. Data Files keeps a record from pointing at one that is not there, and a query with both tables joins them by it.
Suppliers
The businesses you buy from, one record each.
| Field | Type | What it holds |
|---|---|---|
| ID | AutoNumber | The number Data Files gives each record. Other tables point at a record by it. |
| Name | Short text, required | The supplier's name. It must be filled in, and it is what the Supplier list on a product shows. |
| Contact | Short text | The person you deal with there. |
| Short text | Where to send an order. | |
| Phone | Short text | The number to call when you need to reorder. |
| Address | Short text | Their address, for returns or collecting goods. |
Products
What you keep in stock, one record for each line.
| Field | Type | What it holds |
|---|---|---|
| ID | AutoNumber | The number Data Files gives each record. Other tables point at a record by it. |
| Name | Short text, required | The product as you know it. It must be filled in, and it is what the Product list on a stock movement shows. |
| SKU | Short text, unique | Your own code for the product, or the barcode number. Each SKU can be used once only. |
| Category | Short text | The group it belongs to, such as Drinks, Stationery or Brake Parts, typed the same way each time. |
| Supplier | Points at Suppliers | Who you buy it from, chosen from your Suppliers. |
| Unit Price | Currency | What one unit sells for, or what it costs you if you only track stock. |
| Units in Stock | Whole number | How many are on the shelf now. A new product starts at nought. |
| Reorder Level | Whole number | The number at which you mean to order more. It starts at 5. |
| Discontinued | Yes/No | Ticked for a product you no longer stock. It drops out of the Low stock query but keeps its history. |
Stock Movements
Each time stock comes in or goes out: a delivery, a sale, a breakage or a stock count.
| Field | Type | What it holds |
|---|---|---|
| ID | AutoNumber | The number Data Files gives each record. Other tables point at a record by it. |
| Product | Points at Products, required | The product that moved, chosen from your Products. It must be filled in. |
| When | Date | The day it moved. |
| Quantity | Whole number | How many: above nought for goods coming in, below nought for goods going out (-3 for three sold). |
| Note | Short text | Why it moved: Delivery, Sold, Damaged, Stock count, or a reference such as an order number. |