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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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1. • 1. In the navigation panel, go to Inventory then Stocktakes.

     2. Click Start Stocktaking which is located on the top panel on the left. 

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     3. The Start Stocktaking window will display

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     4. 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 the barcode does not scan, the barcode will display on the product name column of the stocktake line. If so try the following:
       • type in the supplier's code for the product
       • or type in the products name and search for the product
       • 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, and 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
     • If you fill up a page of lines on the stocktake, click on Save. The lines you time in are only saved when you click save, don't create a huge stocktake without saving, as you may lose all your work if the computer looses connection to the server or if you accidentally close the screen
     • Once all the products for the location/s being counted have been entered. Click on Save
     • Click on Finalize 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 finalized
• 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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• 1. If you are not doing ad-hock stocktakes and you believe all your products have been counted. You must generate a final stocktake
  2. If you are doing ad-hock stocktakes don't generate a final stocktake!
  3. You must generate and post a final stocktake before you can run your final reports and end stocktaking. The end stocktake button will not work until the final stocktake is posted! 
  4. The purpose of the final stocktake is to clear stock on hand for all product locations that have not been counted
  5. Click Generate Final Stocktake. This will generate a new stocktake record, containing all of the products that have not had their counts recorded in Readysell for this stocktake.

  6. In the Generate Final Stocktake window, select the site and location, then click OK. 

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  7.  Review the list of products and make changes as necessary. For each product listed check that it is reasonable for that product to not have been counted in the location. Investigate any products where you expect it should have been counted. If when you investigate any products:
     • If you have no stock on hand for the product, you do not need to make changes.
     • If you have stock on hand in the location, you must enter the correct quantity in a separate stocktake. Delete the final stocktake and generate it again.
       
  8. Once you have finished, click Finalize to finalize the stocktake.
     
  9. After the final stocktake, run your final stocktake reports then click on end stocktaking
• See also Generating the final stocktake

Checking that all product locations have been counted

Navigate to the product list view
Right click on any heading and select filter editor
Past this filter
[Qty on Hand] > 0.0m And [Primary Product Site.Product Locations][[Qty on Hand] > 0.0m And [Counted] = False]
or manually add each line as per the screen shot below
This will return any products that have not been flagged as counted.
You can then do either a stock qty adjustment or extract another once off stock take for the one product for that location

Ending a stocktake

• In the navigation panel, go to Inventory then Stocktakes.

• Click End Stocktaking which is located on the top panel on the left. 

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•  The End Stocktaking window displays. 

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• Select the site where you have been performing the stocktake, then click OK.
• See also Starting and Ending a stocktake

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