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Prepare Stocktake and Enter Counts

Use this form to prepare a stocktake by applying specific criteria so that all items, or a sub-set of items, are included in the process. Once items included in a stocktake have been counted, you can enter actual counts into Greentree Desktop on this form.

The stocktake process involves these steps:

Prepare the stocktake
Enter the stocktake (actual) counts
Approve variances (if this is a condition of the stocktake cycle being applied). A variance occurs when item on-hand quantity when the stocktake is prepared differs from the count that is entered.
Update counts and finalise stocktake. This generates automatic stocktake adjustment transactions based on variances between expected and counted quantities.

You can determine the status of a stocktake by reviewing the Status on the form below.

Options Reference

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

Stocktake Name

Enter a description for the stocktake you are preparing. This can be up to 50 characters. You can select the stocktake by name during the stocktake process, or after it is complete.

Counter

Select a counter to be assigned to this stocktake.

Counters are set up as warehouse personnel on the Warehouse Personnel Maintenance form.

If the mobile item count applet is in use, the assigned counter is the only user that can select the stocktake from the mobile device.

Load template

If you have set up templates on the Stocktake Template Maintenance form, you can recall one. The criteria associated with the selected template defaults to the preparation form.

Preparing Inventory Items by Criteria

Select Include all inventory items to include all items in the stocktake. If you don't select this option, you can define specific criteria to include only a sub-set of items in the stocktake. Stocktake inclusion criteria is entered into the table.

These options are available:

Property: Item Code/Analysis Code/Stocktake Cycle/Location/Ranking/Stocktake Date/Stock Status

Select one or more of these properties (by line) in for a condition to include in the stocktake. If you are entering multiple criteria lines, choose And or Or as the relationship between them.

For example, to include all items with an analysis code of AA and a stocktake cycle of Monthly, enter two lines using And as the relationship. This selects only items for which both properties are selected.

To include all items with an analysis code of AA or a stocktake cycle of Monthly, enter two lines using Or as the relationship. This selects items that have either criteria.

Condition

In conjunction with the property selected, you can select any of these conditions:

Equal to
Greater than or equal to
Greater than
Includes
Less than or equal to
Less than
Not equal to

The condition joins the property and the value entered. Enter or select a value, using the property selected in the line.

The logic for selection:

Divides the criteria into blocks by the Or relationship; And relationships within each Or block relate to the Or line.
Inventory items are searched by each block, and returned items must meet all criteria in the block.
If a single item meets the criteria of more than one block it displays only once in the search results.

Display System Qty in Count Entry

Select this option if you want Greentree Desktop quantity the on-hand balance displayed for the item on the Inventory Item Maintenance form to display on the Count Entry form and on the Count from.

If this is not selected, the quantity does not display. If the stocktake criteria is for a specific stocktake cycle, this option is taken from Stocktake Cycle Maintenance.

Display Zero Quantities

Select this option to include items that have a zero on-hand quantity to include in the stocktake. If you select this option, you must confirm a count for these items in the Count Entry form.

Primary location only

This option is enabled if Display Zero Quantities is selected.

Select the option to display items on count forms only if they have a zero quantity in their designated primary location.

Include Futures

Select this option to take into account transactions dated for periods beyond the current period when the expected on-hand balance is determined against which the actual balance is compared when counts are entered.

Note: If Use serial/lot tracking or Use warehouse bin management is enabled on the Inventory Module Control form, this option is selected and is read only because there are no period summaries for serial/lots or WBM future transactions cannot be excluded. The workaround is to not enter future transactions before preparing the stocktake.

Counts Not Entered

If you select this option, you must also select one of these options:

Assume zero - Greentree Desktop assumes any count not entered for an item is zero and makes an adjustment when counts are updated.
Assume no change - Greentree Desktop assumes any that the quantity is the same as the quantity in Greentree Desktop. It doesn't make adjustments for these items when counts are updated.

Sorting - By Code, Location, Analysis code, or Tree Branch

Select one of these options to determine the order in which items are presented on the Count Entry form. Select the option that makes it easiest for the operator to enter the counts following the physical count the order in which physical count forms are worked through).

If you select Location or By Tree Branch, you can select a secondary sort of item code or description. If you select Analysis Code, you can select a secondary sort of item code or location.

Inventory Tree

If you have set up inventory item trees, you can select a tree/branch as an additional filter for items to include in the stocktake. This defaults to none. If a tree is selected, the branch details appear in the Select Branches table on the right side of the form. You can select specific branches within a tree or all branches.

Status

This is a read-only field updated by Greentree Desktop. to indicate which stage of the process the stocktake is in:

Un-prepared - The stocktake has not been prepared, even though criteria may have been entered. You can delete the stocktake if it has this status.
Snapshot Taken - The stocktake is prepared but no counts have yet been entered. You can delete the stocktake if it has this status. Once a stocktake has this status, the Stocktake in Progress option on the Main tab on the Inventory Item Maintenance form is selected. It indicates that the item is included in a current stocktake. The expected quantity, against which the (counted) quantity is compared to determine stocktake variances, is captured.

WARNING: If an item is included in a current stocktake, you can still process transactions for the item, so the on-hand quantity could change from the time it is captured when the stocktake is prepared, to the time the count is entered, so caution must be taken in this regard. You should not process any transactions for items that are included in a current stocktake until the stocktake has a status of Stocktake Completed.

Count Entry in Progress

This indicates that the Count Entry form is accessed and some, but not all, of the counts have been entered. You can delete the stocktake if it has this status.

Waiting to Update Counts

This indicates that all actual counts have been entered in the Count Entry form, but the Update Counts button has not been clicked. You can delete the stocktake if it has this status.

Waiting Variance Authorisation

If the stocktake includes items that require variance authorisation, this status indicates that the counts have been entered, but there are variances that are waiting for approval.

You can approve variances from the Count Entry form, or by accessing the Approve Stocktake Variances form. You can delete the stocktake if it has this status.

Stocktake Complete

This indicates that all steps in the stocktake process are complete.

Posting date of any adjustment transaction entered

Enter the date to be the posting date for stocktake adjustment transactions generated when a stocktake is finalised in the Update/Finalise Stocktake Counts form.

New Search

Click this button to clear the form.

Prepare Now

Click this to accept the criteria entered for a stocktake and prepare the stocktake. This updates the status of the stocktake to Snapshot Taken.

Print Sheet

Click this button to print stocktake count forms from this form.

Print Recount

Click this button to reprint count forms during the stocktake process (unless the status is Stocktake Complete).

Count Entry

Click this button to access the Count Entry form. You cannot do this until the stocktake is prepared.