Start a New Stock Take

To start a new stock take:

Utilities > Stock Utilities > Stock Take

The Stock Take window is displayed showing a stock locations grid.

The columns Initialised, Count sheets, Keyed, and Uploaded show date-time stamps of those steps in the process. Custom filter is an additional filter as a partial SQL statement that may be applied to each location.

Select the location where you want to carry out the stock take.

Double click a location row (or click the Details tab) to show the location detail and edit its custom SQL filter if required.

Options

Several options global to all locations may be set. This is usually performed once only when the database is set up. From the toolbar, click the Options button ( ).

Selection

Exclude Batch Tracked Stock Items – Condition 1. Check this item to exclude batch tracked stock items from stock take.

Note: This option will only appear if profile Enable stock batch codes is set to true. It is disabled if excluding batch-tracked items.

Summarise stock holding for batch tracked items: Condition 1 & 2. If unchecked the system will create a separate stock take row for each batch number within the item (i.e. the count of batch tracked items will be at a stock batch code level). Check this item to create a single row per stock item for batch-tracked items. This allows consolidated counting of the item ignoring the batch breakdown. If a discrepancy is found then a single batch code is then keyed to receive the variance posting.

Exclude Serialised Stock Items – Condition 3. Check this item to exclude any serialised stock items from the stock take.

Note: This option will only appear if profile Enable serial numbers tracking is set to true.

Custom Filter – A custom SQL statement may be entered here. It applies to all stock locations. There is also an additional Custom filter per each stock location. The entry here should form an extension to the WHERE clause used by stock take initialisation. (e.g. STOCKGROUP2 <> 37 would always omit items for group 37)

Sorting for Countsheets and Keying by

This option controls the native sequence that rows are added to the stock take count grid. The selected option becomes the default for the key entry grid and the stock take reports. The options here are:

BinCode, Stock group, Stock code
Stock group, Stock code
Description, Stock group, Stock code
Stock code, Description

Other Options

Initialise cost prices (initial stock upload or import) – This is normally only used when importing stock such as when first creating the database or when creating a new location. Check this box to make an additional column for unit cost available to the count sheet keying or CSV import processes. When this option is checked then the stock transactions written for variances during the upload process take this keyed cost rather than defaulting to the average cost already on the stock item master.

Reporting Options

Show system quantities on count sheets – Check this option if you want to show the computer system quantities on the count sheets. When uncheck the system quantities do not print (blind stock take).

Exclude lines with zero stock from variance report – Check this item to exclude items with no stock variance from the variance report.