Overview
Video
The model full stocktake procedure should be used if you are closing your business and counting all stock over one or two days.
Video
Preparation before the stocktake
Before conducting the stocktake:
- Determine how many stocktake teams will be on site during the stocktake. You need:
- One person or stocktake team to do product maintenance on any stock the counters can't find
- A number of counter teams. Normally composed of one person to count the stock and the other person to enter the product and count into the laptop or mobile app
- One person to run stocktake variance reports and to chase up any large differences. This may be the same person/s that are doing product maintenance
- A supervisor that is in charge of everyone doing the stocktake
- Ensure you have enough electronic devices to do the counting. Each counting team needs:
- one mobile add device with blue tooth scanner
- or one laptop with blue tooth scanner and trolley to rest the laptop on
- you need at least one spare device in case one brakes during the stocktake
- Check your wifi network is working with all your devices. Your device should be able to connect and work with your wifi in the whole area being counted
- Conduct sufficient staff training:
- access the test system and perform all the steps in the procedure below on test
- get each stocktake team to enter a few stocktakes in the weeks before the stocktake date. Check their results and ensure they don't have any major questions
- repeat starting stocktake, entering counts, finding products that don't scan, running variance reports, final stocktake and ending stocktake a number of times until you are confident in the procedure
- Inform Readysell about your full stocktake date. It helps us to know that we might be required to assist if you have any questions
- Stocktakes are easy to stuff up. The process is simple but it requires a lot of control. Dealers do sometimes stuff up stocktakes. It requires that everyone knows the steps they need to take and nobody double counts or makes any other of the obvious errors.
- If you are not confident in your ability to control the stocktake:
- Consider having Readysell run some training sessions with you
- Consider having Readysell send someone to your site during the stocktake to control the stocktake.
Procedure
Start stocktaking once on the first day of the stocktake only
- In the navigation panel, go to Inventory then Stocktakes.
Click Start Stocktaking which is located on the top panel on the left.
Expand title Show me 
The Start Stocktaking window will display
Expand title Show me 
- 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"
(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
- 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 maitenance 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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