Stock Check Tutorial

How to Allow a Stock Check to Be Performed

1. Navigate to Main Menu > Items > Items.

2. Double-click to open the Item you want to perform the Stock Check on.

3. In the header information, check the checkbox next to Inventory.

4. Navigate to Inventory (tab) and add a Location.

5. Navigate to Units (tab) and tick the block under Stock Check for every unit you want to permit a stock check on.

   • Note: If the Inventory or Unit tabs are not displayed, click Menu (button) > Set Tabs and click the tabs on the dropdown list.

How to Display Stock Check Transactions

1. Navigate to Stock Check.

2. Adjust the filters as needed.

3. Click View (button).

How to Create New Stock Check Transactions

1. Click New (button).

2. On the popup: 

   1. Select a Category or leave the default All.

   2. Select a Location or leave the default All.

   3. Click or unclick Active Items (only active items will be displayed if there is a checkmark).

   4. Click View (button).

   5. Select the Entries to import (use ctrl + left click to multi-select).

   6. Adjust the Stock Check Date if necessary (defaults to yesterday and must be a prior date).

   7. Click Create (button).

3. The new entries will be created with a Pending Status.

4. Type in a new Quantity in the Count Qty column (if applicable).

   2. • Note: While the transaction still has a Pending Status, you can freely change the amount in the County Qty column.

5. Change the Status from Pending to Complete (if applicable).

   2. • Note: You need Full Control under Settings > Users > Stock Check Access Allowed to change the Status of the transaction.

6. Click Save (button).

How to Print Stock Count Sheets

1. Navigate to Stock Check.

2. Apply the Filters so that only the items you want stock count sheets for are displayed.

3. Click View (button).

4. Click Output (button).

How to Email or Export Stock Check Transactions in .xlsx Format

1. Navigate to Stock Check.

2. Click Menu (button) > 

   1. Email Excel to open your default email template with the current view attached as a .xlsx file, or

   2. Export Grid to choose a save location for the .xlsx file on the server.

How to Export Stock Check Transactions in .csv Format

ℹ️ The following fields are created in the .csv file: CHECKDATE, ITEMID, LOCID, CATEGORY, DESCRIPTION, CODE, REFERENCE, LOCATION, UNIT, QTY

The fields highlighted in blue are used to import the records. 

The CHECKDATE field must be in the format dd/mm/yyyy.

1. Navigate to Stock Check.

2. Click Actions (button) > Export (.CSV).

3. On the popup:

   1. Select a Date.

   2. Click the block Base Unit to show the Base Unit (Inventory Unit) of all the stock records.

   3. Click the Categories to exclude (by default, they are all included).

   4. Click the Locations to exclude (by default, they are all included).

4. Click Export (button):

   1. Choose a save location on your local or cloud server for the .csv file.

   2. Click Save (button).

How to Import Stock Check Transactions

Files can only be imported if they are in the same format and contain all the columns as the Export file. (See above)

After selecting the file to be imported, each line will be processed as follows.

▶ Check if an Inventory record exists for the selected Item and Location and create one if it does not exist. 

▶ Check if a Stock Check record exists for the selected Date, Item, Location and Unit and create one if it does not exist.

▶ Update the quantity (Qty) in the Stock Check record.

▶ The Category, Description, Code, Reference and Location fields are there to make it easy for users to populate the file - these fields are not required for the import.

1. Navigate to Stock Check.

2. Click Actions (button) > Import (.CSV).

3. Navigate to the file on your local or cloud server to import and click Open (button).

How to Update the Statuses of Multiple Records

1. Display a list of Stock Check transactions.

2. Select the Transactions to change (use ctrl + left click to multi-select).

3. Click Actions (button) > Batch Update.

4. Select Status from the dropdown list next to Batch Update and select the new status (Pending or Complete) in the dropdown list of Statuses next to it.

5. Click Update (button).

6. Confirm the Status change on the pop-up.

How to Delete Stock Check Transactions

1. Display a list of Stock Check transactions.

2. Select the Transactions to delete (use ctrl + left click to multi-select).

   • Note: Only records with the Status Pending or Complete can be deleted. (Records with the Status Opening Balance cannot be deleted.)

3. Click Delete (button).

4. Confirm the deletion on the popup.

How to Create Notes on Stock Check Transactions

1. Display a list of Stock Check transactions.

2. Right-click the applicable transaction and select View/Edit Note from the context menu.

3. Type in a Note in the block provided.

4. Click Save (button).

How to Display Notes on Stock Check Transactions

1. Display a list of Stock Check transactions.

2. Click Menu (button) > Show Notes. 

   • Note: If there is a checkmark, Notes will be shown below the record. If there is no checkmark, the notes will be suppressed.

How to Sort Stock Check Transactions

ℹ️ All the usual Filters are available (e.g. the soft-filter icon next to each column heading). This function is an additional quick-sort option.

1. Display a list of Stock Check transactions.

2. Click the arrow on the dropdown list next to Sort on: and select Description,  Code, Bin No., or Sub Category.

How to Zero the Stock Check Counts

ℹ️ This feature only works on Stock Check transactions with a Pending Status. Although it will ask to confirm resetting the Count Quantity on Stock Check transactions with other Statuses, it will not change anything.

1. Display a list of Stock Check transactions.

2. Select the Pending transactions to change.

3. Click Actions (button) > Zero the Count Qty.

4. Confirm that the Count Quantity will be changed to zero.

How to Update Stock Check Transactions

1. Display a list of Stock Check transactions.

2. Select the records with a Pending Status to change.

3. Click Actions (button) > Update Stock Check/s.

4. Confirm the update on the popup.

How to View Item Information

1. Display a list of Stock Check transactions.

2. Right-click any transaction on the list and select an option from the context menu:

   1. Open Item: Replaces the current view with the item's setup screen.

   2. Open Item Dashboard: Replaces the current view with a  list of all the item's transactions and prices

   3. Open Item Summary: Opens a summary of the item's details on the right including some setup information and transactions

   4. View Inventory (Alerts): Opens a summary of the item's details on the right showing Inventory Transactions (tab) to display any alerts.

      • Note: You can also click the Alerts checkbox (on the 2nd row from the top), to show or hide alerts.

Related Topics

• Reference: Stock Check