Stock checking is the physical verification of the quantities and condition of items held in an inventory or warehouse.

This topic covers how you can use Stock Check to manage your stock levels. Every Inventory Item requires a Stock Check record from which the Inventory levels are counted. When a Material Item is added to Inventory, therefore, an opening Stock Check is automatically created.

Best practice for monthly Stock Checks

• Print a Stock Count Sheet from the Stock Check module.
• Count the Stock and capture the quantities on the Stock Count Sheet.
• Ensure that all the Stock Transactions for the previous month have been captured and completed, including Transfer Orders.
• Create a new Stock Check for the day the Stock was counted - yesterday or earlier.
• Capture the quantities that were counted on the date of the Stock Check.

Discover Stock Check

• Stock Check Data Grid
• Create/Update Stock Check
• Units of Measure

Stock Check Data Grid

Navigation

Main Menu > Materials > Stock Check > View

Navigation Bar > Stock Check > View

1. Create / Update - This button triggers an immediate stock take to run, and does not update the other modules. See more below.
2. Transaction Header - This section allows you to select Category, Location, Material, Active or Description. A multi-word search functionality enables you to quickly find a material where the search term is contained in the Description, Code, Sub Category or Customer fields.
3. Grid - The data grid shows the Stock Check details by Date, Description, Category, Location, Customer, Bin No, Quantity, Unit, Count Quantity, Stock Quantity and shows additional Notes.

When a physical-count Stock Check is done, the Quantities are entered in the Qty fields. By default you will enter the Quantity in the Qty 1 column, but in the event that the Material Item has more than one Unit of Measure you will make use of the Qty 2 and 3 columns.

4. Output - Functionality is included to print the Stock Check and Stock Check - With Count.

5. Menu - This button provides additional functionality within the module. Worth noting:

• Set 'Qty 1' to 0 - Allows you to set Quantity = 1 to zero and to delete certain items.

Create/Update Stock Check

You can create a new Stock Check for a Category, Location, a selected Material Item or a combination of Category, Location and Item.

The Stock Check acts as a close off and must therefore only be created once all the Stock Transactions up until the Stock Check date have been captured.

Because the Stock Count Sheet only contains information about the Material, Bin No, Units, etc., you are able to print a Stock Count Sheet at any time without first creating a new Stock Check.

To create a new Stock Check click on the Create/Update button (Pt.1 above). A Create/Update Stock Check window will appear. See image below:

Navigation

Main Menu > Materials > Stock Check > Create/Update

1. Date - Select a date for the stock check; the Date defaults to Yesterday. QuickEasy allows you to create Stock Checks back-dated up to and including yesterday - ie. Stock Checks may not be created for today. When a Stock Check is created, all the transactions after the last Stock Check date will be linked to the new Stock Check. You are not allowed to create a Stock Check which is dated prior to the last Stock Check - an error will be logged. Only the latest Stock Check can be viewed and updated in the Stock Check module. Stock Checks may be deleted if back-dated stock transactions need to be captured - Full Control access rights are required for deleting: Main Menu > Setup > Staff > Settings > Materials & Inventory > Stock Check - Access Allowed.
2. Category - Select what Material Category will be checked, alternatively Category defaults to All.
3. Location - Select which Inventory Location will be checked, alternatively Location defaults to All.
4. Material - Select which Material Items will be checked, alternatively Material defaults to All.
5. Errors - Any Errors that occur during the stock check will be listed here.

Units of Measure

Stock can be counted in up to three different types of Units:

The Units of Measure for Material Items are set in the Units & Prices tab when creating a new Material Item. You can set up to three different Units of Measure for one Material Item. When a Quantity is entered, the Updated field will populate with the date it's been entered. See image below:

Navigation

Main Menu > Materials > Setup Materials & Inventory > New/Edit > Units & Prices

For more about Units & Prices, click here.