Count Entry

You can open this form from the Prepare Stocktake & Enter Counts form by clicking the Enter Counts button after the stocktake is prepared.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Stocktake Name

This defaults, in read-only format, to the name of the stocktake.

Inventory Item

Each inventory item included in the stocktake displays on this form. Use the blue right-arrow button to scroll through the items by location.

After you enter a Counted Quantity for an item, press F2 or click the Save icon to save what you have entered, and move to the next item/location combination. Items that display depend on the sort order selected on the Prepare Stocktake & Enter Counts form. The items are sorted by item code, analysis code, or location.

Description

The default value is the description of the item displayed.

Location

This defaults, in read-only format, to the location for the Expected Quantity, if locations are in use.

Serial/Lot

This is applicable only if the item is serial/lot controlled. It defaults, in read-only format, to the serial/lot number of the Expected Quantity.

Dimension

This is applicable only if the item is dimension controlled. It defaults, in read-only format, to the dimension of the Expected Quantity.

Expected Qty

This field displays Greentree Desktop count in read-only format, if the option Display System Qty in Count Entry was selected when the stocktake was prepared. The value represents the quantity on hand using the item/location/serial/lot/dimension (if applicable) combination displayed on the form.

Accumulated Qty

This is a read-only field used with the options to Add to existing count or Replace existing count. The count option defaults to Replace existing count. The Counted Quantity entered is assumed to the be actual (full) quantity on hand, which will replace Greentree Desktop quantity (if it differs) when the stocktake counts are updated. In this case, the Accumulated Qty field displays the counted quantity that was entered for the item.

If the count option is changed to Add to existing count, then any quantity entered into the Counted Quantity field is assumed to be a quantity that should be added to the existing Accumulated Qty. The result is the total counted quantity for the item the quantity that updates as Greentree Desktop quantity when the stocktake is finalised.

Counted Quantity

Enter the physical (actual) count here. This is the count associated with the item, location, serial, lot, or dimension combination displayed on the form. Greentree Desktop will compare it to the Expected Quantity to determine if there are any variances.

After you have entered a Counted Quantity for an item, press F2 or click the Save icon to save what you have entered, and move to the next item/location/serial/lot/dimension combination. You can re-open the Count Entry form to change quantities entered, or keep updating counted quantities for items, up until the you click the Update Counts button.

Note: Special conditions apply if the item you are counting is dimension controlled.

Multiple Entry

Click this button to change the Count Entry view, so that you can enter counts into a table, instead of using the form. You can enter counts this way.

Manually Add Inventory Item

If you find an item during a physical stocktake that was not included in the stocktake, but to record a quantity for it, add the item by clicking this button. The IN Stocktake Add Item form displays.

Enter or select the item and location in which it was found (if locations are in use). If the item is serial/lot and/or dimension controlled, you must also enter the serial/lot number and/or dimension for the count you are entering.

Enter the quantity that was counted. If you want the counted quantity to change the existing on-hand balance for the item, select the Override Existing On-Hand Balance option. Regardless of what the current on-hand quantity for the item is, the counted quantity entered becomes the new on-hand quantity, and Greentree Desktop processes an adjustment when the stocktake is finalised. If you don't select this option, Greentree Desktop processes a positive adjustment transaction for the item, for the counted quantity.

For example, if the current on-hand quantity for the item is 10, and the counted quantity entered is 5, when Override Existing On-Hand Balance is selected, the on-hand quantity updates to 5 when the stocktake is finalised. If Override Existing On-Hand Balance is not selected, the on-hand quantity updates to 15 when the stocktake is finalised. Click Close to close the form and return to Count Entry.

Approve Variances

If the stocktake cycle being applied requires approval of variances, click this button to open the Approve Stocktake Variances form.

Update Counts

When all counts have been entered, click this button to indicate that all counts are correct, and you are ready to finalise the stocktake. The Finalise Stocktake Counts form opens. You do not need to finalise the stocktake. You can do that later by opening the Finalise Stocktake Counts form from the Process > Inventory menu.

Note: You can delete an item from a stocktake by clicking the Delete rubbish icon if you are entering counts using the form, or by pressing Shift-F2 while on a line in the table if you are entering counts using multiple entry.