Stocktaking is the act of counting and recording the stock levels in each location so that the
system knows accurately what the current stock levels are. You can choose to count certain
types of stock or certain locations only.
The stock take process happens in three phases:
1. The system takes a snapshot of the current stock levels as recorded currently.
2. The system prints a list of all the items on file (you can choose a selection of items if
you
don't want to count them all), and for the time being you stop issuing or receiving stock.
3. You count the items and write the figures by hand on the stocktake list. As soon as
that
item's count has been written on the stocktake list, you can start to issue and receive that
item (counter-intuitive, but we'll see why in a minute).
4. You enter your counts into the computer.
5. When you have finished entering them, the computer knows what the level was thought to be
at the time of the snapshot, and what the level actually was (i.e. when you counted it). So it
knows how much of an adjustment is necessary to the stock level of each item to make the
level correct, and it adjusts them automatically, recording the adjustment as a movement for
that item.
When you first start you will see:
Pressing 'Yes' takes you the next screen which is:
This screen lets you select the stock category and ranges of stock location, supplier reference
and stock reference for the items to be included in this stock-take.
Then the stock take list is printed:
after which you will see a message:
This is when you start counting stock and recording it on the stock sheets.
As you finish counting each area (or really, each item) it is OK again to start moving the stock
items.
When you have finished recording your stock levels on the list, select Stock take entry in the
menu again and you should see an entry screen as follows:
Enter into it the quantities you recorded on your stock take list.
When all the items on the list have been entered, any deviations (from the stock levels which
were noted at the time the list was printed) will be recorded as adjustments to the stock levels,
and the stock records should now be accurate.
