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Regular stock takes ensure the inventory levels in your account are accurate.
Warehouses and Stock Locations explained that hold stock are "Lot / Pallet Bay"
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if a stock location has multiple stock items in it and that stock bay is counted - only the counted items are updated UNLESS counted items only is ticked. So if you want the stocktake to remove items that are not there either
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Options:
- Seeded
- Selected = will seed the stockcount with items/Expiry dates you expect to find but no counts
- Not Selected = no items seeded - must manually enter all items.
- Counted items only
- Not selected
- all items must be counted
- any not counted will be removed from stock
- Selected
- only the items with a count in count 2 will be updated
- Uncounted stock items will not have their count updated
- Not selected
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- So count some or all items using paper
- compare to the stock levels using paper stock levels printout
- mark on your counting sheets only those that are different
- check count them
- Enter only those item counts into the system (much less data entry)
- Finalise the stocktake
You can import an excel sheet with columns Bay, SKU, Qty.
Drag the spreadsheet over the screen - upload - choose "Use as initial stock" - it will populate the stock count.
Retail Stocktake
The retail stocktake screen uses scanners to count stock and is very fast for a retail setting where multiple persons count the stock in a single stocktake.
The stocktake is defined and count started using the normal stocktake screens (Below) - the stocktake is done using the retail stocktake screens.
Below image is screen Stock>Stock Take
Addition of Sessions. Sessions can be used if you want each logged in user to see only the items they scan and not other users. This can be useful if there are SKUs in multiple areas throughout the stocktake
Below image is screen POS Point Of Sale > Stock Management > Store Stock Take
There is no provision for capturing expiry dates unless the barcode includes the expiry dates of the product.
Process
- First Count
- Second Count
- Finalising
- Create Journals ( second count vs current system stock levels )
You will need Secure FeaturesFeatures#IsStockManager to perform stocktakes
Initial Stock
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When setting up a new company that has existing stock - you can count the stock and not write journals - instead using a single journal line for the stock value. This feature can also be used to count stock that you do not need to do journals for adjustments - for example stock held on consignment At end of count 2 "Use this stock as initial stock" - requires
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Before you start
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Stock is not normally stored in a floor area - a floor area is where stock is checked before being stored, or assembled to go out on an order. If any selected level to do a stock count has stock in a floor area then the stocktake cannot be started until any stock in an included floor location has been put away. The move order form will open. |
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Once first count is started there are a number of print options. A manager is likely to want to print stocktake sheets with stock levels to compare with actuals.
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If doing a Retail Stocktake - use the retail stocktake screen for counting via barcode 32965437 Barcode scanners can also be used with the normal counting screens (at the same time) if you need to also select from known expiry dates as you count. |
Any Stocktake (including 3PL check counts) - upload of XLS
If you use a 3PL warehouse who send you XLS current counts on a regular basis - you can create a stock count by uploading the xls file to compare with system stock levels.
The import simply updates the count information instead of manual entry - follow the rest of the process as described below.
Column headers in the spreadsheet = SKU, Qty, Bay
Ensure there is no formatting in your spreadsheet to upload
Drag the XLS onto the screen once in first count
Then import the stock count
Counting sheet printouts
Seeded Stocktake - printout has bays, stock article expected - but no count
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Enter stock articles, counts, expiry dates and save.
- If you enter the wrong expiry date you will be prompted for the correct one. ie if you enter a different expiry date to one that exists in that stock location.
- The dropdown list shows all possible expiry dates for the stock based on PO receipts for 1.5 x max days expiry for the stock article
Delete any line count using rightclick in the grid
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Can compare stock with count .anytime
Can mass count items not expected
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Barcodes for locations and stock articles can be used to rapidly enter the information - see Setting up Barcode Scanners |
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Can update the notes on the overall stocktake or at the bay levell with who counted where
Can copy first count to second count (if you do not plan to do a check count)
Compare 1st count and second count
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Can re-open Count 2 and update if want to.
Differences Report - a permanent PDF record of the differences
After compare count with stock levels - a new option appears: The differences report - a PDF report that can be printed and filed - or attached to the stock count as a permanent record of the differences.
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The differences report is only available after compare with stock and before journal stock differences |
Finder
Finding locations that need a second count during the stocktake (if each location has a separate count)
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Stock take adjustment GL account is configured in Symbols Config as "Stock TakeAdjustmentGLCode" User will require the Secure Feature "Can Record Stock Adjustment" |
Status will become closed.
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