Stock Check

Settings

User Settings

Navigation Example: Main Menu > Setup > Settings > Users (tab)

• Items & Inventory > Stock Check - Access Allowed: The access options are:

  • None: The user has no access.

  • Full Access: The user can create, edit, and delete entries.

  • Enter Count Only: The user can only enter stock counts on existing entries.

General Settings

• See Item Settings.

List View

Buttons Explained

• View: Generates a list of stock-check entries.

• Output: Generates stock sheets for users to enter the quantity. 

• New: Opens a popup for users to select items to create new stock-check entries.

• Save: Saves any changes.

• Actions: Changes all the selected records.

  • • Set Status to Pending: Changes the entry's status to Pending. 

    • Set Status to Complete: Changes the entry's status to Complete.

    • Update Stock Check/s: Updates only the items' estimated quantities with changes made on transactions since the stock-check entry was created. 

    • Zero the Count Qty: Sets the Count to zero for all the selected records.

    • Delete: Allows users to delete the selected records. Transactions with Pending and Complete Statuses can be deleted. 

• Menu

  • Reset Data Filter: Resets the data filters.

  • Show Notes: Toggles hiding or showing stock-check notes below the descriptions.

  • View Audits: Provides an audit trail of stock-count changes, including the user who updated the record, the date, and the time.

  • 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.

  • Layout & Grids

Filters Explained

• Set: A dropdown list of date options including No Date to display all the records.

• Arrows: Adjusts the date fields forwards or backwards.

• Date fields: Allows users to refine the date option selected under Set.

• 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.

• Status: A dropdown list of Statuses for users to select all or a specific status.

• Sort on: Additional sort fields allowing users to select to sort by an item:

  • Description

  • Code

  • Bin No.

  • Subcategory

• Active Items: Checkbox. If checked only Active Items are displayed.

• Base Unit: Checkbox. If checked only displays records for items' Base Units.

• Exceptions: Checkbox. If checked displays items that have Pending Transactions dated before the Stock Check.

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. Statuses can only be changed using the context menu (right-click) or Actions (button).

  • 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.

• Batch No.: The Batch No. for items that are tracked.

• Reference: The Item's Reference.

• Category: The Item's Category.

• Subcategory: 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) is 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 entry.

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

• Expires (Batch Item): The expiry date for the batch.

• Bin No. (Batch Item): The bin number for the batch.

• 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. If the estimated quantity is less than zero, this field automatically displays zero.

• Var Qty: The difference between the Estimated and Actual Quantities in stock.

• Unit (Count): The unit for the count quantity.

• Total Qty: The total Quantity in Stock for the estimated unit.

• Unit (Base): The item's base unit.

• Updated: The date on which the record was last updated.

• Updated by: The user who last updated the record.

• Unit Price: The stock item's unit price.

• Value (Est): The estimated value of stock (unit price x quantity). The calculation includes more decimal places than are displayed on screen.

• Value (Count): The value of the counted stock.

• Value (Var): The difference between the estimated and counted values that are not attributed to rounding or decimal places.

• Menu (...): A context menu that can also be accessed by right clicking the entry.

  • Set Status to Pending: Changes the status to pending.

  • Set Status to Complete: Changes the status to complete.

  • Update Stock Checks: Updates the estimated quantity based on transactions that were before the stock check or since the stock check entry was created.

  • View/Edit Note: Creates or displays notes for the stock entries.

  • Open Item: Opens the item's setup.

  • View Item Summary: Opens a summary on the right with some of the item's details and a summary of transactions.

  • Delete: Deletes the line item.

Edit View

ℹ️ When the New (button) is clicked, a popup appears for users to select the items to include in the Stock Check. The items are created with a Pending Status and in this status, the Count Qty (column) is editable.

- Items are included on the list based on the Stock Check setting on items' Units tabs: If Count or Count (Est) was selected.

- Items stored in multiple locations, appear on the list multiple times: once for each location. 

Buttons Explained

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

• Create (bottom row): Creates a new stock check entry as per the date selected next to Create (button). Once selected, this date cannot be changed.

• Close (bottom row): Closes the popup.

Filters 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. If checked only Active Items are shown.

• Create Stock Check date (bottom row): A calendar to select the date for the stock check. Stock checks can only be created for a prior date (i.e. yesterday or earlier). 

Fields 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.

• Subcategory: 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.

• Stock Check: The Date on which the last stock check was performed.

• In Stock: The quantity currently in stock.

Related Topics

• Stock Check Tutorial