Finalise Stocktake Counts

You can open this form from the Count Entry form, the Approve Stocktake Variances form, or from the Process > Inventory menu.

Use this form to confirm the stocktake counts and to generate the automatic stocktake adjustment transactions.

If the current stocktake is based on a template against which final update options are assigned, the values in the template default to this form when you open it.

Options Reference

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

Stocktake Name

If you access this form from the Count Entry or Approve Variances forms, this defaults to the stocktake name. Otherwise, select the name of the stocktake for which you are finalising counts.

Processing Date

The default value is today's date, but you can change the transaction entry date. The posting date is determined from the date entered when the stocktake was prepared.

Status

This field displays the status of the stocktake.

Branch

This is taken from User Preferences if a branch is assigned there, otherwise it defaults from the Inventory Module Control form. You can select a different branch.

Pos Adj Reference

Enter a reference for the positive stocktake adjustments. This must be unique.

Pos Adj Trans Type

Enter the transaction type that are applied to the positive adjustments. You can select from a type that is set up on the Transaction Type Maintenance form. This increases inventory.

Pos Adj Tax Code

Select the tax code that are applied to the positive adjustments.

Neg Adj Reference

Enter a reference for the negative stocktake adjustments. This must be unique.

Neg Adj Trans Type

Enter the transaction type that are applied to the negative adjustments. You can select from a type that is set up on the Transaction Type Maintenance form, and this decreases inventory.

Neg Adj Tax Code

Select the tax code to apply to the negative adjustments.

Warehouse Bin Management

If Warehouse Bin Management is in use, there are additional transactions created.

Item in error - Cancel update

Sometimes, as a stocktake is being finalised, and transactions are being processed automatically, an error may occur, for the same reason an error may occur if a user was entering a transaction. For example, the posting period is closed, the location is invalid, the adjustment will result in a negative on-hand balance if Allow negative available is not selected for the item, and the like.

When you select this option, if an error is encountered during processing, a message displays on form that describes the error. When you click OK on the error message, the finalise/update stocktake process is aborted, and no transactions are processed (including any that would not have resulted in an error). The status of the stocktake returns to what it was before the update.

Item in error - Continue update

When you select this option, if an error is encountered during processing, Greentree Desktop will continue to process and create transactions for all items that do not result in an error. When the process is complete, a table displays which lists the items that encountered an error, and the reason why.

The status of the stocktake remains on Waiting to update counts. This gives you an opportunity to correct errors, and then repeat the update process for remaining items. When the update is successfully completed, the transaction batch number displays to indicate the process is complete.

Update Now

Click this button when all information is entered and you are ready to generate the transactions. When you click this button, Greentree Desktop uses the information on this form to generate:

Positive and negative adjustment transactions.
The variance amounts between the quantity in Greentree Desktop and the counted quantity for each unique item/location/serial/lot number combination.

The inventory on-hand balances for all items included in the update process updates with the quantities counted in the stocktake.