Stock Check

Overview

Stock Check refers to the process of verifying and assessing the quantity and availability of materials or products in inventory. The purpose of a Stock Check is to maintain inventory control and facilitate efficient production planning and order fulfilment.

Menu Navigation: Main Menu > Materials > Stock Check

Settings

User Settings

Navigation: Main Menu > Office > My Organisation > Double-click to open a Staff File > Settings (tab)

Materials & Inventory > Stock Check - Access Allowed: Options are None, Full Access or Count Only (only allows users to enter the count quantity).

Item Settings

Navigation: Main Menu > Setup> > Materials > Double-click any Material > Units (tab)

Stock Check (column): Checkbox that if checked allows a stock check to be done for that Item, and that Unit. 

List View

Buttons Explained

• Reset: Resets the selected data filters.

• View: Generates a report based on the selected data filters.

• New: Creates a new Stock Check.

• Save: Saves any changes.

• Output: Outputs Stock Count Reports. First choose:

  • • Print

    • Print (Show Dialogue)

    • Preview

    • Email

    • SMS

    • Then choose:

      • Stock Check - Count

      • Stock Check - System Qty

• Actions

  • Set 'Qty Count' to 0: Sets the quantity of the selected records to 0.

  • Set Status to Pending

  • Set Status to Complete

  • Delete Stock Checks (Pending only): Deletes all the Pending Stock Checks from the selected records.

• Menu

  • Email Excel: Opens the default email template and attaches the list of stock checks in .xlsx format.

  • Export Grid: Opens a file chooser for users to select where to save the list of stock checks.

  • Layout 

    • Save Grid

    • Restore Grid

    • Restore Default Grid (All Users)

• Help (?): Opens the online help documentation.

Filters Explained

• Category: Dropdown list of categories to select All or a Specific Category.

• Material: Dropdown list of materials to select All or a Specific Material.

• Location: Dropdown list of locations to select All or a Specific Location.

• Active Materials checkbox: Checkbox that if ticked will only show Active Materials.

• Sort on: Dropdown list for additional sort functions. Options include: 

  • Description

  • Code

  • Bin No.

  • Subcategory

Fields Explained

• Field Chooser (*): Allows users to add or remove columns from the view.

• ID: The system-generated number allocated to each line of the stock check transaction.

• SC ID: The system-generated number allocated to the stock check transaction.

• Status

  • The Status of the transaction.

  • When new stock check transactions are created, they are added to the list view with a Pending Status.

• Date: The Date of the transaction.

• Description: The Description of the material item.

• Reference: The material item's reference.

• Category: The material item's category.

• Type: The Type of stock check transaction.

• Subcategory: The material item's subcategory.

• Customer: The customer linked to the material item.

• Location: The location of the stock item.

• Bin No.: The stock item's Bin Number.

• Code: The material item's code.

• Created by: The User who created the transaction. For auto-generated transactions the user = System.

• Updated by: The User who updated the transaction. For auto-generated transactions the user = System.

• Qty Count: The Quantity on hand. Can be typed in when a transaction is pending. Negative quantities are converted to zero.

• Qty Count (Base): The Quantity on hand in base units. Will be calculated automatically from the quantity on hand.

• Qty Est (Base): The Quantity committed in current estimates. This field is auto filled.

• Unit (Count): A Description of the unit in which the count is.

• Unit (Base): The material item's Base Unit.

• Notes: A field with a Note facility for users to type in a note.

• Menu (...)

  • Open linked Material Item: Opens the material item's setup view.

  • View Material Summary: Displays a report with the material item's details and transactions.

  • View Detailed Register: Displays the Detailed Inventory Register.

Edit View

When clicking New (button) a popup appears from which you can select the materials. Edit View refers to this pop-up. However, the newly created records are edited in List View.

Buttons Explained

• View (top row): Displays a list of materials based on the selected filters.

• Create (bottom row)

  • Creates the records in the List View. 

  • There is no confirmation that the records were created.

  • They can only be seen by sorting the list view on Pending Status.

  • New stock-check records are automatically set to Pending.

• Close (bottom row): Closes the pop-up.

Filters Explained

• Category: A dropdown list of all the categories to select All, or specific Categories.

• Location: A dropdown list of all the locations to select All, or a specific Location.

• Date (bottom row)

  • The Date defaults to yesterday.

  • A Stock Check must be created for a previous date.

Fields Explained

• Field Chooser (*): Allows users to add or remove columns.

• StockID: The system-generated number allocated to the inventory item at each location.

• MatUnit ID: The system-generated number allocated to the material item in general.

• Status: The Status of the material item.

• Category: The material item's Category.

• Subcategory: The material item's Subcategory.

• Description: The material item's Description.

• Code: The material item's Code.

• Reference: The material item's Reference.

• Location: The current Location of the material item.

• Unit: The Unit of the material item.

Opening Stock Check Balances

• When an item is added to inventory, an Opening Stock Check is created.

• The Status fields for Opening Stock Checks are highlighted in blue.

• The SC ID (Stock Check ID) for Opening Stock Checks are highlighted in yellow.

• The Opening Stock Check transaction cannot be deleted, but the Date can be changed.

• The field TYPEID = 0 identifies the Opening Stock Check.

Changing the Base Unit of Stock Check Items

• When the Base Unit on a Material item is changed, all the existing Stock Checks that were created after the Opening Stock Check will be deleted.

• The Opening Stock Check will be adjusted to the new Base Unit Quantity if the Quantity is greater than zero.