Stock Check

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 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 prior to any transactions that are linked to the Item.

Data filter 

• Date - Used to filter the to a specific Date

• Category - Select an Item Category

• Item - Select an Item

• Active Items - This checks that the Status of the Item is Active and if the Item is in use. If no Transactions are linked to the Item, it is considered to be inactive. 

• Base Unit - Only show Stock Check records which are linked to the Item's Base Unit.

• Show Alerts (Unchecked by default) - When checked, the grid will highlight Items that have Pending Transactions dated before the Stock Check. Note: Enabling Alerts makes the query substantially slower.

Status

• Opening - Indicates it's an opening Stock Check (Note: You can change the date on Opening Stock Checks to allow for backdated transactions).

• Pending - Default for a new Stock Check. This Status does not update the Stock Qty

• Complete - Sets the Stock Check to read-only and updates the Stock Qty. Batch Updates can also not update Complete items.

Items

A Stock Check field in the 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. 

New Stock Check - You are able to select from all the Stock Locations linked to the Units that have been flagged to use in the Stock Checks. For example, if an Item has 2x Locations and 2x Units that can be used in a Stock Check, you can select from 4x Records.

How to create a new Stock Check 

• Click the New button to open a list of Inventory items.

• The list can be filtered by Category and by Location.

• A modal window appears where you can multi-select the Items and locations to be added to the Stock Check.

  • Multi-select the Items to be checked and set the following: 

  • Date - Select a Stock Check Date. The selected date must be yesterday or older. (Default = Yesterday) If the selected Date is the same date or prior to the date on the last Stock Check, the last Stock Check will be updated instead of creating a new Stock Check. 

  • Base Unit - Check this option if you only want to create Stock Checks for the Item Base Units.

• Click the Create button to add the selected items to the Stock Check.

• Once the Stock Check is created in the system, capture the counted quantity in the Count Qty column

Note

• Est Qty = Quantity on the system

• Var Qty = Variance between Est Qty and Count Qty

How to export a CSV file 

This functionality allows you to export a list of Items to a comma-separated-values file (.CSV) which can be updated and Imported back into the system. This is ideal for adding items to Inventory on a new database where the Inventory records have not yet been created.

The following fields are created in the .csv file. The fields that are highlighted in blue are used to import the records. The CHECKDATE field must be in the format dd/mm/yyyy.

CHECKDATE, ITEMID, LOCID, CATEGORY, DESCRIPTION, CODE, REFERENCE, LOCATION, UNIT, QTY

• Click the Actions button and select Export (.CSV)

• A dialogue pops up with options to select a Date, Base Unit Y/N and select multiple Item Categories and Locations

• Click the Email or Export button to complete the process. The Export option allows you to save the file to your local drive.

How to import a CSV file

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

• Click the Actions button and select Import (.CSV)

• Select the file to be imported and click the Select button

How the import works

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 Qty to the Stock Check Record.

Note: 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.

Actions

The Action button can be used to update multiple selected Items:

• Clear the Count Qty

• Update Stock Checks