How to work with the Security Stock module: manual keying

Your organization has received a fresh batch of security stock, generally delivered in numbered boxes:

  1. Open the Security Stock module:

  2. Select Stock>Key>Receive from the Menu bar

    -OR-

    Select File>New Record (Ctrl+N) from the Menu bar

    -OR-

    Click in the Tool bar.

    A new record is added to the Security Stock module:

  3. If you select Stock>Key>Receive from the Menu bar, the Record Type is automatically set to Stock.

    If you created a new record in any other way, click the Record Type Lookup List button and select Stock from the list.

  4. Select the type of security stock, e.g. Certificate Paper from the Type: (Stock Details) Lookup List.
  5. Select the current status of the security stock, e.g. Received, from the Status: (Stock Details) Lookup List.
  6. If the security stock is delivered in a numbered box, enter the box identifier in the Box: (Stock Details) field.
  7. Enter the Start and End numbers for this batch of security stock.

    These numbers could be:

    • The actual first and last numbers in a rolling sequence of stock (e.g. 1 through to 1000).
    • The first and last barcode numbers of a range of stock:

  8. Save the record.

To record the distribution (issuing) of security stock:

  1. Select Stock>Key>Issue from the Menu bar of the Security Stock module.

    A new record is created with a Record Type of Issue:

  2. Enter the Type of stock in Type: (Issue Details), e.g. Certificate Paper.
  3. Enter a Status in Status: (Issue Details), e.g. In Use.
  4. Enter the Recipient of the Security Stock in Recipient: (Issue Details), e.g. Front Counter.
  5. Enter the Start and End numbers for the security stock that is issued.

    Note: If you were only issuing a single sheet of security stock, you'd enter the same number in both fields.

  6. Save the record:

If we look at the Distribution tab for this record or its parent Stock record, we find these details recorded in a hierarchy of parent and child records, keeping track of all stock in this batch:

To record the return to storage of security stock:

  1. Select Stock>Key>Return from the Menu bar of the Security Stock module.

    A new record is created with a Record Type of Return:

  2. Enter the Type of stock in Type: (Return Details), e.g. Certificate Paper.
  3. Enter a Status in Status: (Return Details), e.g. Checked.
  4. In Recipient: (Issue Details), enter the name of the recipient who was issued the range of stock to which the returned stock belongs, e.g. Front Counter.
  5. Enter the Identifier for the location / department / team / individual to which the Security Stock was issued, e.g. Front Counter.
  6. Enter the Start and End Numbers for the security stock that has been returned.

    Note: If you were recording the return of a single sheet of security stock, you'd enter the same number in both fields.

If we look at the Distribution tab for this record, we find these details recorded in a hierarchy of parent and child records, keeping track of all stock in this batch:

Security stock that is missing may never have been delivered (it was missing from the original batch of security stock delivered by the printer) or it may have gone missing from stock after it was delivered.

To record missing security stock:

  1. Select Stock>Key>Missing from the Menu bar of the Security Stock module.

    A new record is created with a Record Type of Missing:

  2. Enter the Type of stock in Type: (Missing Stock Details), e.g. Certificate Paper.
  3. Enter the number of the missing security stock in Number: (Missing Stock Details).
  4. If the security stock had been issued to a location / department / team / individual (or the security stock was missing from a range of stock that was issued), enter the recipient's identifier in Recipient: (Missing Stock Details), e.g. Front Counter.
  5. Select the Yes radio button beside Checked if a report of missing security stock has been verified:
    1. Identify who checked the report by selecting a name from Checked By: (Missing Stock Details).
    2. Enter a determination (or select from the Determination: (Missing Stock Details) Lookup List), giving an explanation for the missing Security Stock (e.g. Misprinted, Stolen, Destroyed, etc.)
  6. Save the record:

If we look at the Distribution tab for this record, we find these details recorded in a hierarchy of parent and child records, keeping track of all stock in this batch:

Security stock that is void is stock that has been damaged in some way and cannot be used.

To record void security stock:

  1. Select Stock>Key>Void from the Menu bar of the Security Stock module.

    A new record is created with a Record Type of Void:

  2. Enter the Type of stock in Type: (Void Stock Details), e.g. Certificate Paper.
  3. Enter the number of the void security stock in Number: (Void Stock Details).
  4. In Recipient: (Missing Stock Details), enter the name of the recipient who was issued the range of stock to which the void stock belongs, e.g. Front Counter.
  5. Select the Yes radio button beside Checked if a report of missing Security Stock has been checked:
    1. Identify who checked the report.
  6. Save the record:

If we look at the Distribution tab for this record, we find these details recorded in a hierarchy of parent and child records, keeping track of all stock in this batch: