The stock-take option can be accessed from the side bar. Any existing stock-takes will be displayed on screen. If there are no current ones ‘No Stock-Takes Found‘ will be displayed.
To create a new one click ‘New Stock-Take’.
A form will now be displayed which allows you to enter the stock-take header detail.
If your system is set up with stock owners the ‘Owner’ field is the first one displayed. You don’t need to enter an owner in order to create a stock-take, but if you want to it can be selected from the drop down list.
If you do enter an owner, the product code search will only display products specific to that owner. The location search options (Add Zone, Add Location Group, Location Search see below) will only display locations which contain products for that owner.
If you want to assign the stock-take to a specific user you can select one from the drop down list. You can also add any notes that relate to the stock-take in the notes field beneath.
‘Blind’ Check Box.
If you check this box it means that when the screen based stock-take confirmation is performed (see below) the current system stock figures will not be shown when entering the checked figures. If you want the figures to be shown, leave the box unchecked.
NB. The printed checklist is always blind so that the checker does not know the expected figures.
Once you have completed your header detail input click ‘Create Stock-Take’. If you wish to abort the process click ‘Cancel’.
A message will confirm that the stock-take has been successfully created, and the top of the screen will display the header details you have entered. There are options to edit the details you have entered and to return to the main stock-take display.
On the lower half of the screen there are four search facilities:
- Add Zone
- Add Location Group
- Location Search
- Product Code Search
This function allows you to select a specific zone for inclusion in your stock-take. If you check the ‘Include empty locations’ box empty locations within this zone will be included in your selection.
Add Location Group
This function allows you to select a specific location group for inclusion in your stock-take. If you check the ‘Include empty locations’ box empty locations within this location group will be included in your selection.
With either of the two functions above, click the ‘Search’ button on the right. The system will take all the locations within the selected zone or location group and display them below the search facilities. You can then add selected locations from those displayed to your stock-take by clicking ‘Add’ or by using the ‘Add All’ function at the top.
Add Product Group
This function allows you to select a specific product group for inclusion in your stock-take. Using the drop down list, select one of the product groups and click ‘Search’. The system will display all products found within that product group. You can then click on the product you require in the search results and the system will display all the stock records for that product. Add the selected stock records from those displayed to your stock-take by clicking ‘Add’ or use the ‘Add All’ function at the top.
This function allows you to search for any locations for inclusion in your stock-take. To search for locations you can enter one or more characters of the zone or the location code. A list of the all matching locations is displayed below the search facilities. You can then add selected locations from those displayed to your stock-take by clicking ‘Add’ or use the ‘Add All’ function at the top.
Product Code Search
This function allows you to search for any products for inclusion in your stock-take. To search for products you can enter one or more characters of either the product code or its description. A list of all product matches is displayed below the search facilities.
Click on the product you wish to select and the system will display all the stock records for that product. You can then add selected stock records from those displayed to your stock-take by clicking ‘Add’ or use the ‘Add All’ function at the top.
When you use any of the above methods you have created your selection of products/product records to be stock-checked and the system will display the selection mid-screen for confirmation. Click the ‘Begin Stock-take’ button to make the stock-take active. A message* will indicate that the stock-take is currently active. At this point all warehouse locations will be frozen until the stock-take has been either part or fully confirmed. (See Stock-take Confirmation below).
Click ‘Print’ to generate the paper stock-check documentation.
*This message will be displayed at the top of the screen for all options while the stock-take is active.
Confirming the Stock-Take
Stock-check confirmation is the process of confirming the stock counts from the physical stock-take into the system. As part of this the system will compare the physical count figures against the current system held figures. If they do not match the system will allow you to generate a discrepancy report. This report can be used to perform the related stock adjustments.
To perform a stock-take confirmation click on the stock-take you require and click the ‘Confirmation’ button at the bottom of the screen. The system will now display the stock-take items line by line with an input box for you to enter the physical count figure. If the ‘blind’ checkbox is unchecked the current system-held figures will also be displayed.
Enter the physical count figures in the input boxes provided. When you have confirmed the lines you require click ‘Confirm Stock-Take’.
A stock-take can be part or fully confirmed. If part-confirmed the confirmed lines will be removed, and the unconfirmed ones retained. Once you have confirmed a stock-take the locations will be unfrozen. To resume the stock-take, select the one you require and click the ‘Begin Stock-take’ button. This will restart the stock-take and allow reprint of the paper stock-take documentation. The locations will be re-frozen until the next confirmation is done.
Where discrepancies have been found a discrepancy report will automatically be generated and appear on screen. This will highlight the discrepancies between the system held figures and the physical count figures entered. This can be printed and used as a record with which to create the stock adjustments. The report can be (re)printed as needed and deleted when no longer required.
Note: At this point no stock figures have been adjusted. This must be done as a separate exercise through the ‘Adjustments’ option.