Stocktake Cycle Maintenance

Use this form to define stocktake cycles, which are assigned to all inventory items. A stocktake cycle defines the parameters for a stocktake.

Options Reference

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

Name

Enter a unique name for the stocktake cycle, up to 30 alphanumeric characters.

Frequency Type/Frequency

Select one of seven pre-defined frequency types:

Day - Combine with frequency to indicate that a stocktake is applicable every x days.
Week - Combine with frequency to indicate that a stocktake is applicable every x weeks.
Months - Combine with frequency to indicate that a stocktake is applicable every x months.
Yearly - Combine with frequency to indicate that a stocktake is applicable every x months.
Random - Indicates that a stocktake is carried out randomly.
Specific Dates - Indicates that a stocktake is carried out on specific dates. Click the button on the form to display a calendar if you can assign specific dates.
No Count Required - Indicates that a stocktake is not applicable. If a cycle of this type is assigned to an item, the item is not included for selection when a stocktake is processed.

The frequency type and frequency are used to calculate the Next Stocktake Date displayed on the Main tab on the Inventory Item Maintenance form. This is for reference only. You must prepare stocktakes using the Prepare Stocktake/Enter Counts form.

When stocktake cycles are set up, they display in the table on this form, grouped by their frequency type. Click + to expand a frequency type to see cycles set up for that type. To view the details for any previously-defined type, click the name of the cycle in the table. The details display on the right side of the form.

Display System Quantity

Select this option to print the expected quantity on the stocktake count forms for items with this cycle assigned.

Is Active

Select this option to assign this stocktake cycle to an inventory item. If it is not selected, you can't assign the cycle to an item, or select it when preparing a stocktake.

Approval Action - Variance Level

Select a variance level:

No Approval Required - Indicates that you do not require intervention and approval if the count for an item differs from Greentree Desktop (expected) count.
Approval for Variances Greater than Ranges - Indicates that you do require intervention and approval for any variance that is greater than the ranges specified.
Approval for All Variances - Indicates that you require intervention and approval for all variances.

Stocktake variances must be approved before you can finalise a stocktake.

Approval Action - Quantity & Value - Positive & Negative

If you have selected a variance level of Approve for Variances Greater than Ranges, enter the ranges here. You can specify that approvals are required based on a quantity (counted quantity ≠ expected quantity), and/or a value (counted quantity x item cost is not equal to expected quantity x item cost) variance.

Any variance that falls in the positive and negative values is presented for approval when a stocktake including this cycle is processed.

Warn on Variance

Select this option if you want the user to be presented with a warning message if they enter stocktake count that results in a variance. This is a message only, and does not prevent the user from entering the counts.