5. Transaction or batch stock system

With this kind of system, every sale is recorded in a database file called a 'transaction file'. After a set time, this transaction file is used to update the master database. For example it is common to build up a transaction file over the trading day, then process it overnight.

A batch system is fine for organisations that do not have a need for constant deliveries to be made.

Example of a simple master data file record is shown below

This contains some very basic data about the stock item. A working stock control system would no doubt have other fields as well.

The transaction file may look like this

Each record in the transaction file is read and then compared to the related record in the master file. In this case, 2 items BA123 were sold to a customer. Therefore the stock level for item BA123 in the master file is reduced from 29 to 27.

A check is made to see if the current stock level is below the re-order level. If it is, then an order is raised to get more stock from the supplier.

The re-ordering may involve printed paperwork that staff then handle.

If it is a sophisticated 'Just-in-Time' supply chain, such as a supermarket system, the order will be raised by the stock control system itself and sent electronically to the supplier. At their end, the incoming order would trigger the item to be added to the next scheduled delivery run.