Enter stock counts
Once you have prepared and printed the stocktake sheets, you enter the quantities of the stock that you have physically counted.
If your actual stock counts are close to the expected quantities, there is a quick method of recording the stock counts. You can choose to copy the expected quantities to the actual quantities. You can then make individual changes.
You cannot enter the actual quantity for a stock item if the expected stock level is below zero, unless you have chosen to allow entry of stock counts for items with negative stock levels in the stock control settings Options tab.
Discrepancies can occur in the stock quantities for your traceable items. This can be due, e.g. to stock being placed in the wrong bin, batch/serial numbers being recorded incorrectly, or if the item being issued with the wrong batch or serial number.
You can enter the new stock counts for traceable items. However, the stock records are not updated. (The stock records for non traceable items are updated when you complete the stocktake.) This is because correcting the stock levels for traceable items requires further investigation to make sure the correct batch/serial numbers are recorded.
When you enter the new stock quantity on the stocktake, the Discrepancy check box is selected. You can add a reason for the discrepancy in the Narrative column. This information is printed in the Stocktake Results (Discrepancy) report when you save and print the report. Use this report to help you make the required manual stock adjustments.
Note: If you do not save and print the report before completing the stock take, you will not have the information that you need to make the required manual stock adjustments.
To enter the stock counts
Open: Stock Control > Adjustments > Manage Stocktake
- Select the stocktake sheet that you want to enter the counted quantities for.
- Click Enter Values.
If stock counts have not been entered for the warehouse previously, choose whether you want to pre-fill the actual counts with their expected values.
- Enter the Current stocktake date. This is the date used to post the adjustment transactions to the Nominal Ledger.
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Enter a different nominal Variance account if required. You can also enter some descriptive text in the Narrative box.
The default nominal account that is displayed is the nominal account set up as the default for your Stock Issues.
- Select Display expected quantities and variances to show the expected quantities and any differences when the new stock counts have been entered.
- For each stock item, enter the new quantity in the Actual Qty column. This must a multiple of the stock item's stock unit.
- Traceable items are indicated with a traceable icon (
). For each traceable item with a discrepancy, select the Discrepancy box and enter a description of the problem in the Narrative box. - Select Find Location to highlight all items in a specified bin.
- Click Clear All to remove all the quantities added and start again.
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To save the new stock quantities you have entered, select Save and Print. This also prints the Stocktake Results report.
- To close the window, click OK. The stocktake status changes to Entering Counts.
Note: The Discrepancy column is used to identify traceable item discrepancies only.
Other tasks
Prepare and print the stocktake sheets
Reference