Stock Check Tutorial

How to Setup Items for Stock Checks

1. Navigate to Items (e.g. Main Menu > Items > Items).

2. Double-click an Item to open it.

3. Click Edit (button) if it is not greyed out.

4. Inventory = On the item's header select an option from the dropdown list next to Inventory. The options are:

   • None: The item is not an inventory item.

   • All Locations: The item is an inventory item and is stored at all or any of the Inventory Locations.

   • Fixed Locations: The item is an inventory item and stored at specific locations.

5. Click Units (tab)

   • Select an option in the Stock Check column for each unit. The options are:

     • Blank: Select this option if the item is not tracked or counted in this unit. No stock checks can be done if this option is selected.

     • Count (Est Qty): One unit must have this option, and only one unit may have this option. Select this option if the estimated quantity of stock on hand should be calculated in this unit. Permits stock checks.

     • Count: Select this option if the item is counted but is not the main unit in which counts are done. Permits stock checks.

6. Click Inventory (tab).

   • Click Add Inventory Location (button) and select a location to add or add all the locations. 

     • Note: This step is only necessary if you select Fixed Locations as the inventory option. 

7. Click Save (button) if not greyed out. 

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. Complete the details on the popup as follows: 

   1. Category = Select a Category or leave the default All.

   2. Location = Select a Location or leave the default All.

   3. Active Items = Check the box to display only active items. Uncheck the box to display all items.

   4. Click View (button).

   5. Optional: Sort the entries by clicking the applicable column headers. For example, 

      • Click Stock Check to see which items have never been counted. (If there is no date in the Stock Check column, no stock checks have been performed). 

      • Click In Stock to find records with negative quantities in stock. (Negative quantities are shown after the entries that are blank.)

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

   7. Select a date by clicking the arrow next to Create Stock Check dated. The defaults to yesterday and must be a prior date.

   8. Click Create (button).

   9. Click Close (button) to close the popup.

3. A list of the newly created entries is opened. New entries have a Pending Status.

4. After counting the stock, type the quantity in stock in the Count Qty column.

5. If the stock count is complete, right-click the entry and select Set Status to Complete from the context menu.

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

6. Click Save (button) if not greyed out.

How to Print Stock Count Sheets

1. Display a list of Stock Check transactions.

2. Click Output (button) and select an option from the dropdown list (e.g. Preview).

   • Note: If there is more than one template, additional dropdown lists will allow you to select a template.

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 Update the Statuses of Multiple Records

ℹ️ Statuses can also be changed using the context (right-click) menu. 

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) > and select one of these options:

   • Set Status to Pending

   • Set Status to Complete

4. Confirm the change on the popup.

How to Delete Stock Check Transactions

ℹ️ Individual entries can be deleted from the context menu by selecting Delete.

1. Display a list of Stock Check transactions.

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

3. Click Actions (button) > Delete.

4. Confirm the deletion on the popup.

How to View, Edit, or Create Notes 

1. Display a list of Stock Check transactions.

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

3. If there is a note, it is displayed and can be edited. A new note can be created by typing it 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 to toggle showing notes. Checkmark: Notes are shown. No Checkmark: Notes are 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 an option:  Description, Code, Bin No., or Subcategory.

3. Click View (button).

How to Zero Stock Check Counts

ℹ️ Only entries with a Pending Status are changed.

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 will be set to zero on the popup.

How to Update Stock Check Transactions

ℹ️ This feature only updates the estimate quantity (i.e. the quantity that should be in stock) to include changes made since the stock-check entry was created. 

- This procedure can be used to resolve transactions that are displayed when the Exceptions checkbox is checked. However, if there are multiple stock-check transactions it might be simpler to delete all of them and enter only one transaction that captures the current stock count (instead of resolving the exception on every single stock-check transaction).

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 a transaction on the list and select one of these options from the context menu:

   1. Open Item: Opens the item's setup screen.

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

Related Topics

• Reference: Stock Check