Overview
The model full stocktake procedure should be used if you are closing your business and counting all stock over one or two days.
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- In the navigation panel, go to Inventory then Stocktakes.
Click Start Stocktaking which is located on the top panel on the left.
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The Start Stocktaking window will display
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- Select Stocktake Mode
Select "Full (Windows)", when you intend to stocktake the whole business, everything in all locations including the balance in a final stocktake e.g., when you close the business on a weekend to stocktake everything.
Warning * This stocktake mode requires a final stocktake of all uncounted products in all locations i.e., Generate Final Stocktake. before End Stocktaking is allowed.
* The transaction generated by the Generate Final Stocktake would clear out all uncounted products in all location
- Click on OK to start stocktaking
See Starting and Ending a stocktake for more information
Enter and post your stocktakes using electronic devices only, do not do a manual stocktake!
Using a laptop to enter stocktakes
- Always use a laptop the first time you stocktake your business if your barcodes are not complete
- From the navigation panel, select inventory, then stocktakes before you enter the first stocktake
- Click on New to create a stocktake transaction
Select a Site from the drop-down list, it should default to your logged in site, make sure you know you are entering stocktakes for the correct site!
The Clear Stock Mode must be "Final stocktake"
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(See Stocktake Mode and Clear Stock Mode for more details on various combinations and suitability for the purpose)
- Leave the Description for the stocktake blank unless you want to note something special about this particular stocktake
Scan in product and key in Unit Quantity Counted, repeat this step as many times as required
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- if you find the product, click down and up arrow to enable the related button above the lines, then click on the related button, select product, then scan the bar code, select add barcode when asked if you want to add the barcode to the product
- if you can't find the product at all remove the product from the fixture and put it in a box or basket below the location. A follow-up team will do the product maintenance and stocktake to enter this product
- Click on Finalise to post the transaction
- Repeat the above steps (6-12) until you have counted all the products for the business or all the products assigned to your team
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- Assign one team member to check stocktake variances as each stocktake is finalised
- To check the stocktake variance. In the navigation panel, go to Inventory then Stocktakes.
- Every fifteen minutes. Check to see if any new stocktakes have been added which have a status of 'posted'. You will need to check those stocktakes to see if there are any large or unusual variances
- For each stocktake that gets posted:
- In the navigation panel, go to Inventory then Stocktakes. The list of active stocktakes is displayed.
- Select the stocktake for which you want to run a report. Each stocktake is time-stamped, so you can sort by date to quickly find the last stocktake you entered.
- Click Show in Report.
- Stocktake report
- Stocktake report (Variances Only)- Run during stocktake
Readysell will display a report showing all the items you have counted and how many the system still thinks you have. The description and transaction number are also displayed, so you can go back and check later.
Note When running the stocktake report variance, please note the value of the stocktake is the value of stock counted. The variance is the difference between what you counted and what is on hand.
Investigate any large variances you find, such as where a barcode might have been scanned into the quantity or the wrong unit used
- See also: Running individual stocktake reports
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- In the navigation panel, go to Inventory then Stocktakes.
Click End Stocktaking which is located on the top panel on the left.
The End Stocktaking window displays.
- Select the site where you have been performing the stocktake, then click OK.
- See also Starting and Ending a stocktake
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Question: Can you have multiple scanners for the same stocktake and multiple laptops ANSWER: NOTE: Organize your locations first if using locations - put the location number on a sticker and place it on the location so your staff can find them easily. If not using locations, the first count of a product would replace, the second count of the same product but in another area will add on. Start the stocktake once. Then click on the button New multiple times and save them. You can then have multiple stocktakes open - 1 per laptop and scanner. Each computer would have its own stocktake number that it would work on. You cannot have multiple computers using the same stocktake number. Each stocktake is for a small section of stock (preferably by location), Finalise each stocktake as you go. Then once everyone has done their stocktake number and Finalised them, then you can use the button Generate Final Stocktake which would then tell you what is yet to be counted. Once you've counted what is outstanding or corrected what is outstanding, then you can Finalise that stocktake and click on the button End Stocktaking. Question: Can you have view variances for stock that are in multiple stocktake transactions? ANSWER: Yes, In the "Stocktake Report (Variances Only)" report, after the stocktakes transactions are finalised. NOTE: If you apply the product which exists to 2 or more stocktake transactions and you need to view the variances of the product, the stocktake transactions will need to be finalised and then you can run the "Stocktake report (Variances Only)" to see the variances for the product which have been counted. Also, you can apply the column "Counted Stocktake" to the Stocktake transaction screen to see if the product has been counted in another stocktake transaction that has been posted. From this understanding, you can have a look at the location of the Product to see what has been previously counted. |