Embedded Files
Overview
Overview
The Stock Check module is used to record the Stock Count as at a specific date. When Stock Values are calculated they are calculated from the last Stock Check before the selected Date and include all the transactions from that Stock Check to the selected date.
When an Item is added to the Inventory, an opening Stock Check is created (TYPEID = 0). Opening Stock Checks are highlighted in yellow in the Stock Check module. The Date on an Opening Stock Check can be edited, for instance, when transactions linked to the Item need to be backdated to a date prior to when the Item was created.
Note: It is important that opening Stock Checks are dated before any transactions that are linked to the Item.
Navigation: Main Menu > Items > Stock Check.
Table of Contents
Settings
Settings
User Settings
User Settings
Navigation: Main Menu > Setup > Settings > Users (tab).
Items & Inventory > Stock Check - Access Allowed: Options include None, Full control, and Enter count only.
List View
List View
Buttons Explained
Buttons Explained
View: Generates a list of stock-check transactions.
Output: Generates stock sheets for users to type in the quantity.
New: Creates a new stock-check transaction.
Save: Saves any changes.
Actions
Batch Update: Changes all the selected transactions when Update (button) is clicked.
Status: Users can select Pending or Complete from the dropdown list to change the status of the selected records.
Update Stock Check/s: Updates the current Pending stock check transactions with any changes that may have been made to other transactions.
Zero the Count Qty: Sets the Count to zero for all the selected records.
Export (.CSV): Allows users to export items .csv file.
Import (.CSV): Allows users to import items in a .csv file.
Delete: Allows users to delete the selected records. Transactions with Pending and Complete Statuses can be deleted. Opening balance transactions cannot be deleted.
Menu
Reset Data Filter: Resets the data filters.
Show Notes: Toggles hiding or showing stock check notes below the descriptions.
Email Excel: Opens the default email template and attaches the grid view in .xlsx format.
Export Grid: Allows users to choose a save location on their local server for the grid view in .xlsx format.
Filters Explained
Filters Explained
Date: Checkbox that if checked will enable the Date field.
Date field: A calendar for users to select a specific Date.
Category: A dropdown list of all Item Categories for users to select all or a specific category.
Item: A dropdown list of all Inventory Items for users to select all or a specific item.
Location: A dropdown list of all Locations for users to select all or a specific location.
Active Items: Checkbox that if checked will only show Active Items.
Base Unit: Checkbox that if checked will only show stock records that are linked to the Item's Base Unit.
Alerts: Checkbox that if checked will show alerts for items that have Pending Transactions dated before the Stock Check. Enabling Alerts makes the query substantially slower.
Sort on: Additional sort fields allowing users to select to sort by an item:
Description
Code
Bin No.
Sub Category
Fields Explained
Fields Explained
Field Chooser (*): Allows users to add or remove columns.
ID: The system-generated number for the stock-check transaction at each location.
SCID: The system-generated number allocated to the stock-check inventory item.
Status: The Status of the stock check transaction.
Opening: Indicates it is an Opening Stock Check (The date on Opening Stock Checks can be changed to allow for backdated transactions).
Pending: Default for a New Stock Check. The stock quantity field is editable.
Complete: Sets the Stock Check to read-only and updates the Stock Quantity.
Date: The Date of the stock check transaction.
Description: The Item's Description.
Serial No.: The Serial Number for items that are tracked by their serial numbers.
Reference: The Item's Reference.
Category: The Item's Category.
Type: Whether the type of transaction was user or system-created.
Sub Category: The Item's Subcategory.
Supplier: The name of the Supplier that appears under Supplier Pricing. If there is more than one supplier, the supplier at the bottom of the list (i.e. the one with the highest unit cost) will be shown.
Location: The inventory item's Location.
Code: The item's Code.
Customer: The Customer linked to the item.
Created by: The User who created the transaction. User = System for automatically created transactions.
Bin No.: The inventory item's Bin Number.
Est Qty: The Estimated Quantity (system quantity) that should be in stock.
Count Qty: The actual Counted Quantity in stock. This field is editable if the stock check has a Pending Status.
Var Qty: The difference between the Estimated and Actual Quantities in stock.
Unit: The item's Unit.
Unit: The item's Base Unit.
Total Qty: The total Quantity in Stock.
Unit: (Count): The Unit for the Stock Count.
Updated: The User, Date and Time of the last update.
Menu:
View/Edit Note: Allows users to view or create any notes for the stock-take transactions.
Open Item: Opens the item's setup.
Open Item Dashboard: Opens a dashboard with a summary of the item's activity.
View Item Summary: Opens a summary on the right with some of the item's details and a summary of transactions.
View Inventory (Alerts): This will open a list of inventory alerts on the right (e.g. if there are pending transactions that could potentially affect the stock take amounts).
Delete: Allows users to delete the line item.
Edit View
Edit View
ℹ️ When the New (button) is pressed, a popup appears for users to select the items to include in the Stock Check. The items are created in the table (List View) with a Pending Status. The Count Quantity field can be changed while the transaction still has a Pending Status.
A Stock Check field in an item's Units tab (Items module) is used to flag which Units need to be added to the stock check. By default, the first unit added to an item will be flagged as the stock check item.
For a new stock check, the user may select from all the Stock Locations linked to the Units that have been flagged to use in stock checks. For example, if an item has 2 locations and 2 units, there will be 4 records.
Buttons on the Popup Explained
Buttons on the Popup Explained
View: Generates a list of items based on the selected filters.
Create: Creates a new stock check transaction in the table.
Close: Closes the popup.
Filters on the Popup Explained
Filters on the Popup Explained
Category: A dropdown list of Categories for users to select all or a specific category.
Location: A dropdown list of Locations for users to select all or a specific location.
Active Items: A checkbox that if checked will only show Active Items.
Fields on the Popup Explained
Fields on the Popup Explained
Field Chooser (*): Allows users to add or remove columns.
StockID: The system-generated number for each location of the inventory item.
Matunit ID: The system-generated number for the item.
Status: The Status of the inventory item.
Category: The item's Category.
Sub Category: The item's Subcategory.
Description: The item's Description.
Code: The item's Code.
Reference: The item's Reference.
Location: The Location of the inventory item.
Unit: The item's Unit.
Date (next to Create (button)): A Date for the stock check, defaults to the previous day.
Related Topics
Related Topics
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