ioi Starting Stock and stock variation procedure

Mise à jour le 18 septembre 2026·

Introduction #

Silicon ioi provides a precise view of stock variations. This information can be calculated daily, and the results are recorded by financial period (month). This monthly storage architecture makes it easier to track variations chronologically. Values are differentiated by site.

Calculation Based on Documents #

In the Silicon ioi ERP, all valuation calculations are document-based. The key values are extracted from the documents themselves. Each document is linked to a specified period, not its creation date.Documents with the status In preparation (0) or Template (-3) are systematically ignored.

Securing Periods #

To ensure the integrity of calculated values, Silicon ioi applies a security control on periods. Once a period is closed, documents affecting stock valuation can no longer be modified.It is recommended to use roles to restrict access to actions that open and close periods.

Valuation of Stock Quantities: “Good” + “To check” #

Quantities can be stored under three modes: Good, To check, and Bad.

Attention

Only quantities in Good and To check are considered in the valuation. Bad quantities are never valued.

Astuce

The storage mode can be specified at the document detail level, if configuration allows it.

Prerequisites #

Checking Currencies #

In the ioi Currency module, make sure currencies are correctly initialized.→ Remove unused currencies. Enable automatic exchange rate updates, and verify each month that rates are properly updated.

Verification and Securing of Unit Management #

In the ioi Item Unit module, restrict access to this module through roles. Remove unused units.

Also check the settings, particularly calculation formulas. In case of doubt, contact an ioi expert.

Attention

In a production environment, never modify the settings of a unit that is already in use. Any error or change can lead to major inconsistencies in stock and value management.

Define the Valuation Method for New Items #

→ See the ioi Item Settings module

Choose Your Method: #

  • Inactive: valuation is disabled or not applicable.
  • Average: classic weighted average method. For higher precision, ioi will first value all incoming transactions (receipts) before valuing outgoing transactions (deliveries).
  • FIFO (First In, First Out): for each receipt, the system records quantities and values in a queue. For deliveries, it uses the oldest available values first.

Info

Two other methods are available only for batch- or serial-managed items:

  • By Batch: unique method for batch-managed items. Values are recorded by batch. Very precise.
  • By Serial Number: unique method for serial number–managed items. Values are recorded by number. Very precise.

Astuce

  • Virtual items have neither quantities nor values.
  • Batch- and serial-managed items have a value individually attached to each batch or serial number. This valuation is mandatory.
  • The last purchase cost value is always available for regular items. This is not an option, but a viewable data point.

Attention

Do not change the valuation method while in use. Any change must be validated by an expert.

Define the Valuation Method for Imported Items #

→ Check and set the valuation method directly in the item records.

Stock and Value Initialization #

Stock initialization must only be done using purchase receipt documents (ioi Purchases Receipt).

Attention

Never use:

  • import tools to directly insert stock quantities or values;
  • direct modifications in the tables via SQL.

Import tools are reserved for initializing items, their settings, and their logistic locations.

Steps to Follow #

1. Prepare the Environment #

  • Create all warehouses and locations for each site.
  • Create an accounting period just before Go Live, then open it.
  • In the purchases journal of each relevant site, create an import journal, e.g., XIMPORT.
  • Create an internal supplier with the system currency, e.g.:
    • Name: MY COMPANY
    • Currency: EUR

2. Create Purchase Receipt Documents #

Use import tools to generate the documents.📌 Keep the source files (e.g., XLS files) in case errors are found later.

Header Information: #

  • Supplier: MY COMPANY
  • Document date: the day before Go Live
  • Period: the period before Go Live
  • No discounts
  • Do not enter a project

Detail Information (max. 1,000 lines per document): #

  • Warehouse
  • Location (if required)
  • Item
  • Quantity
  • Unit Price
  • Management Unit
  • Unit Value (value per item in the chosen unit)
  • External reference (codeRef) for SN or batches (if needed)
  • Origin (often identical to codeRef)
  • No discounts
  • Storage mode: always 0 (“Good” quantity)
  • No project

3. Verify Items #

Before validating the documents:

  • Ensure each item is active
  • Ensure the desired valuation method is defined
  • Ensure the stock management mode is correct (Regular / Virtual / Batch / SN)

Attention

These settings cannot be changed afterward.

4. Finalize the Import #

  • Change the document status to Received.

Info

This may take time for large documents — run it during low activity periods.

Results:

  • Stock is correctly initialized in quantities and values, by site, warehouse, and location.
  • Batches and serial numbers are automatically generated.
  • FIFO queues are consistently initialized.

5. Secure the Period #

  • Close the import period.
  • Restrict access to receipt documents via role management on the journal used (XIMPORT).

Attention

  • If an item has no stock, do not include it in a receipt document.
  • Same for an item without value.

Procedure if Prerequisites Were Not Met #

If the prerequisites were not met, and only if:

  • quantities and values were correctly integrated into the stock tables;
  • initial data (values and quantities) is still available in the import files (XLS);

then it is possible to manually initiate a stock valuation with the help of ioi experts.

Attention

This procedure is not valid if you want to use FIFO valuation. In that case, contact an ioi expert.

Example #

→ Items imported without stock or value:

→ Just before Go Live:

  • Go Live planned for February 19, 2024 (Period 2024/02)
  • Use period 2024/01 to initialize stock and values
  • This period must be open for all main statuses

→ Dedicated purchases journal for import:

→ Purchase receipt documents (key elements):

See manual conditions if values do not match purchase prices. Values are defined in the document (overriding purchase prices).

Astuce

If you want to use purchase prices:

  • import items and quantities with the actual required supplier, not the internal supplier (MY COMPANY);
  • verify purchase prices are entered.

→ Execution of all receipts:

→ Closing the period just before Go Live:

Stock Variation Initialization #

Security #

→ The previous period must be closed:

  1. From the ioi Period doctype
  2. Create a period just before the initialization period
  3. Close this period

Info

The system will never calculate a period valuation if the previous period is still open.

Calculate and Validate Stock Valuation #

  1. Go to the period just before Go Live
  2. Actions → Calculate stock variation

You will then see the detailed results in the Stock Variation section.

Example :

→ Select and export the required data.

Info

  • Quantities are always expressed in the stock management unit.
  • Values are total values: unit value × quantity.
  • Only lines with Good or To check statuses are considered.

Info

  • End Qty to report: quantity used at the start of the next period (different from End Qty, which is the final actual quantity after period calculation).
  • End Value to report: value used at the start of the next period (different from End Value, which is the final actual value after calculation).
  • Valuation is done by site: one valuation per item and per site.

→ All additional information is available in the results grid.

For each item, if no transaction is detected before this period, the period is automatically marked as an Initial Period.

The following columns can be displayed for more detailed analysis:

  • Family
  • Type
  • Group
  • Subgroup
  • Classification

Stock Variation Calculation for Each Period #

For each new period, stock variation must be recalculated.

Steps #

  • Close the previous period
  • Move to the next period
  • Run the same calculation for the new period

Automated Process #

To automate this operation, use the ioi Division module, which allows you to automatically run stock valuations over multiple periods.

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