Stock Take

Table of Contents

Overview

Regular stock takes ensure the inventory levels in your account are accurate.

You can:

1. require that all items get counted - so the only items in a location after the stocktake will be the ones counted
2. enable updates only on items you do count

Stocktakes are designed as a blind two count process to cross check counts.

A Stocktake will be compared to current stock levels when completed and will write appropriate journals to write off or create stock

Doing a regular Stocktake

Select the area that will be counted in one count

• Counted Items Only - Only the items counted will be updated - all other items in the locations will remain at current stock levels
• Full - only stock counted will remain in the bay after counting
• Notes might be useful later

Start first count

To start the first count

To Count

Finish first count and start second count

When ready to finish first count

Can compare with system stock levels before closing

Or can simply close first count and begin second count.

Second Counters find stocktake that needs a second count

1. To update counts
   1. Double click on the location to populate it into the form
   2. Search, use Barcode or Enter the Article that was found
   3. Enter the Quantity and the Use By for the item
   4. '''Save''' each combination of item count and expiry for the location
   5. Once location has all counted items added - select '''Counted''' (may say Finalised) next to the Save button and save the location update
   6. ''Note can hide Counted (Finalised) locations so you can see only the ones that remain to be counted in the list''
   7. ''Note that multiple persons can be entering counts at the same time for Count 1''
2. At any time can run a report showing counts vs original stock level differences using the Action Button
3. When finished use Action Button to''' Complete first count'''
4. Stock Take Status will move to '''Second Count'''
   1. Enter counts as for first count - multiple persons can be entering counts at a time.
5. Once completed use Action Button to '''Close Second Count and Report Differences''' and a list of discrepancies will popup.
6. Stock Take Status will move to '''Finalising''' Action Button has options:
   1. Report Differences between Counts
      1. Can update 2nd count if differences found - second count will be used for new stock levels
   2. Report Differences between This stocktake and system stock levels
      1. Can update Count 2 until ready to journal changes as completed
      2. You must run this on your machine for the next steps to be made available
7. Can update any of the values in the finalising stage to the final values wanted
   1. Journal stock differences (as reported) and close will create journals and write off stock to the account nominated in Symbols Config "Stock TakeAdjustmentGLCode"
   2. '''Use this data as initial stock ''' will not create any journals - all stock will be reset to the values counted and will also delete all history for the stock
8. Stock Take Status will move to closed and you have completed the stocktake.

General Tab

Locations

• '''Date''' is the date that the journals will take effect
• '''Root Location''' is the highest level of the Stock Location that is to be counted. All lower levels in the hierarchy will be included
• '''Action button''' has next available Stock Take Status and ability to print reports
• '''Status''' for the stock take shows adjacent to the action button
• '''Notes''' allows free form descriptive notes to be held against the stocktake
• '''Mode''' has two options
  • Full - all items in locations chosen must be counted
  • Counted Items Only - only items that you count will be updated - all others will be assumed to be correct - note that this is not the case if you chose
• Once a stocktake has been saved (and hence created) the list of locations will be shown
  • Doubleclick or right click to select a location from the list will populate the location to the line in the bottom of the section.
• '''Hide Counted Locations''' will ensure the list shows only those still to be finalised

Items in a Location.

• Can enter a barcode to enter your item if you have a tablet and a barcode scanner attached.
• Item if no barcode can Search for an Article. Note once this field has been populated can navigate to the properties of the Article
• Counted is counted quantity
• Use by is use by date for counted quantity
• Comments can be added
• Save to add the count to the list of items counted in this location

Summary by Item Tab

Shows a list of the items affected by the stocktake, the bay affected the quantity, the useby, the average buy price and the stock cost total. A total valuation impact is also calculated across the stock take.

Master List Tab (Locator Tab)

A list of all the stock takes that have been done and their status. Doubleclick or rightclick Select to populate the stock take record into the rest of the form.

Setup

  Note: ''To use stocktake you must

• ''setup StockTakeAdjustmentGLCode in Administration > Configuration > Symbols Config.
  • Create a new config key called StockTakeAdjustmentGLCode (The Value must be the GL account code).
• ''Have the Secure Features '''Is Stock Manager'''
• Set stock locations that store stock to "Lot".