Perform a stocktake
You can record a stocktake for each warehouse. You can count your stock records in Sage 200 by selecting individual stock items stored in the warehouse, or by selecting the bins the items are stored in.
Stages of a stock take
There are four stages to a stock take:
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Prepare the stocktake sheets.
Decide which items or bins you want to count in Sage 200. The status of the stocktake is set to Selecting items.
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Print stocktake sheets and count the stock.
Use the stocktake sheets to record the counted stock. The status of the stocktake is set to Sheets printed.
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Enter the new stock quantities in Sage 200.
Record the quantities of the stock items that you have counted. You can print a report detailing the difference between the expected stock quantities and the actual stock quantities. The status of the stock take is set to Entering counts.
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Complete the stocktake.
This finalises the amended stock quantities. The necessary transactions are posted to the Nominal Ledger. If required, the stock records and the stock movement history are updated. The status of the stocktake is set to Complete.
We recommend that there is a period of time when trading is stopped and no changes made to the stock, either through Sage 200 or physically at the warehouse, when a stock take is performed.
When the stock take count sheets are produced, the quantity in stock at that time is recorded as the Expected Quantity. When the stock is counted and the new Actual Quantity entered, any adjustments made are based on the Expected Quantity already recorded. Any changes that are made to the stock quantity after the stock sheets are produced are not taken into account.
- Stock take sheets are produced and a stock item has 10 in stock at the time.
- The stock take is carried out and 8 items are counted. This new quantity is entered on the stocktake sheets but the stock take is not completed.
- Before the stocktake is completed, a sales order is despatched for 3 items. The quantity in stock is now 7.
- The stocktake is completed and an adjustment made to the stock level of -2 as this was the difference that was recorded on the stocktake sheets.
- The stock level for this item is now correctly 5.
Stock takes with stock items that do not allow negative stock
When you are using stock items that do not allow negative stock, it is sensible to make sure that trading is stopped until the stock take has been completed. This is to make sure that stock levels do not become negative as a result of stock take adjustments.
If stock is received and despatched and is entered into Sage 200 after producing the count lists, the resulting adjustment when the stock is completed may make the stock level negative, even when the stock item does not allow negative stock levels.