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Stocktakes

As you record purchases, make sales, move stock from one location to another, record breakages, and so on, the system keeps track of how much stock you should have. A stocktake is done to ensure that the actual quantity of stock matches what the system expects you to have. If you have recorded everything correctly and you have had no theft, your actual quantity should match the expected quantity. However, if the actual and expected are different, the system needs to make an adjustment to the expected quantity so that it becomes the actual quantity. For example, if we expected 8 units and counted 6 we need to adjust the stock by -2.  

There are two basic types of stocktakes - Store and Direct. A Store stocktake is where the system has a list of items that you need to count. When you create the stocktake, you tell the system the types of items you want to count (by department, category, group, and so on) and these items will be added to the stocktake. The current stock on hand and cost information for those items is captured by the system. This will be used when checking for variances.

A Direct stocktake is where you tell the system which items you actually counted. You go around the location and count the items then add them to the stocktake. In this case, the system can't be sure when to get the stock on hand and cost details. You need to press a button to tell the system that you have finished counting and these details can now be obtained. The advantage of this approach is that you can do a small stocktake on a subset of items, which is a good way of doing a spot check. The disadvantage is that you can't tell if you missed counting any items.

If you have a bar, quite often the items you sell are not the items you need to count. For example, you might sell a SCOTCH AND COKE, but this is really a recipe item and what you want to count is the SCOTCH and the COKE. But this can be further complicated by the fact that the SCOTCH item is just a stock keeping item that is held in NIPS and what you really need to count is the 700ML bottle of SCOTCH that was transferred to the from the bottleshop. In this case you could consider doing a 'Bar' stocktake (either Store or Direct). In this case, you edit each stock holding item (like the SCOTCH NIPS in this example) and tell the system which items can be transferred into this item, for example SCOTCH 700ML. When you do a Bar stocktake, the Stocktake Worksheet will show you the SCOTCH 700ML as the item to be counted, not the SCOTCH NIPS. The system will automatically convert the count of the SCOTCH 700ML to the appropriate SCOTCH NIPS value and show the variance for SCOTCH NIPS.

When you do a stocktake, you don't really want sales being processed and affecting any quantities. You can lock a location to indicate that a stocktake is being done and unlock it when the stocktake is accepted. The Lock Stocktake function is used for this purpose. When a location is locked, no POS transactions will be processed. If you do server based till reads, these will not show any figures until the location is unlocked.

Usually, a stocktake will be entered and then accepted. This will create adjustments for any of the items where the expected and actual count are different. However, you might want a store to do a regular stock count just to make sure the numbers look ok. The store can do a stocktake but instead of accepting it, they can choose to hold it. This has the effect of closing the stocktake so no further modifications can be done but it does not create the adjustments that would be required to make the expected and actual counts the same. Now you have a snapshot of the stocktake. You can only accept OR hold a stocktake. You cannot do both on a single stocktake.

Stocktakes also allow the use of zones. Zones allow you to split a location into multiple areas for counting purposes. You can load stock counts to a specific zone. This can help determine if all areas have been counted and where variances may have occurred. Zones are used if the Ask For Zones On Import Stock option on the System 2 tab in System Settings is checked on.

When the Import button in Stocktake is pressed for the first time on a stocktake transaction, the system will ask for the number of zones as follows:

Figure: Example Zone Setup Screen

The import screen will show a grid listing all zones. It shows the number of counts and the last time counts were added for the zone.

Various reports are available as part of the stocktake process. Options on the Stocktake Reports tab in System Settings allow further control on these reports.

Stocktake Worksheet

This report shows the items that need to be counted for the stocktake. If you are using a handheld terminal, you don't actually need to use this report.

Stocktake Variance Report

This report shows any variances between what was counted and what was expected. You can recount these items to ensure that your stocktake is as accurate as possible.

Stocktake Valuation Report

This report will show the value of the items counted on the stocktake. You can also print a version of the report that shows the value of only the variance items.

Stocktake Valuation By Department Report

This report shows the value of the items, grouped by department.

Stocktake Movement Report

This report will show the movement of the items from the last stocktake to this one, that is how many were sold, purchased, transferred, and so on. This can help you work out what happened to an item if there are variances.

Stocktake GP Report

This report shows the items on the stocktake and the expected profit for those items. This report can also be printed to show profit by categories within a department.

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