Stock Take

Overview

Regular stocktakes ensure the inventory levels in your account are accurate. You can require that all items get counted or enable updates only on items you do count. Stocktakes are designed as a two count process to cross check counts. Stocktakes enable you to do one of:

Reset your stock to a counted quantity - if you do not need to create adjustment journals
Reset stock to a counted quantity and create adjustment journals for variations

At a high level

Choose if you are doing a complete full count (all items not counted are written off) or only counting a few items
Do a first count
Do a second count
Compare the counts - recount the differences - and update the second count to be correct
Journal the stock changes in the system.

How to use the StockTake

Choose the Location you wish to count in '''Root Location''' - all locations below this in the hierarchy as set in Stock Location will be counted
Choose the Mode you plan to use
1. '''Full Mode''' - require a full count of all items
2. '''Counted items Only''' - only updates the item or location combinations that get counted and ignores not counted. The system therefore assumes that any item or location that was not counted is correct in the system and does not need to be counted.
  1. Can seed the list of items that are expected by location into the form using the Action button when using '''Counted Items Only''' and each item will have a zero count as default hence you will have to count every item so this option effectively becomes a full count required
Enter some '''notes''' about the stocktake for later reference
Check '''Date''' is when you want journals to generate and '''Save'''
The screen will populate with the locations '''Search Code''' and '''Name''' with a '''No''' in '''Finalised''' column
Stock Take Status will move to '''Planning'''
When ready to count '''Action Button''' enables you to '''Start First Count''' - Status will move to '''First Count'''
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''
At any time can run a report showing counts vs original stock level differences using the Action Button
When finished use Action Button to''' Complete first count'''
Stock Take Status will move to '''Second Count'''
1. Enter counts as for first count - multiple persons can be entering counts at a time.
Once completed use Action Button to '''Close Second Count and Report Differences''' and a list of discrepancies will popup.
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
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
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".