IN THIS ARTICLE
- Stock count: Overview
- Video Guide:
- Perform a stock count transaction
- Text Guide:
- Navigate to the Transactions page
- Perform stock count
- View stock count transaction
Stock count: Overview
Stock-taking is the physical verification of the quantities and condition of items held in an inventory or warehouse. This may be done to provide an audit of existing stock. It is also the source of stock discrepancy information, and the operation is used for adjusting the error in inventory in order to match it to the physical stock at the entity by batch.
VIDEO GUIDE
TEXT GUIDE
Navigate to the Create Transactions page
- Click on the Inventory tab in the main menu
- Select the Transactions sub-tab from the options in the drop-down list
- Select the Create Transaction tab
Perform a Stock count
STEP 1: Enter details of the transaction
- Enter the first alphabet(s) of the entity name in the Entity search field
- Select an entity from the drop-down list that appears
- Click on the small Edit icon beside the Entity field to reset the choice and select another entity
- Select the Stock count as the type of operation in the Transaction type field
- Click on the small Edit icon beside the Transaction type field to reset the choice and select another type of transaction
- Select the Date of actual transaction, the date the transaction is actually being performed
NOTE Mandatory fields have a red asterisk near them. Fields can be set as mandatory or optional in the CONFIGURATION section. |
STEP 2: Enter details of the material(s) that need to be counted
- Click on the small Tag icon to view all the categories of materials that are listed
- Select a category to view only those materials listed within that category
- Scroll down the list and select a material
- Or enter the name in the text box below and select from a drop-down
- As soon as you choose/enter the material name, you can see the total amount of stock in the entity, along with the minimum quantity that should be stocked at the facility and maximum quantity that should be stocked with the facility
- The next column shows the amount of stock available for transaction (stock that has not been allocated for use)
- Enter the actual amount of stock (after conducting a physical count) in the store/entity in the Quantity field
- Select the Reason for performing a stock count:
- Audit
- Correction
- Multiple materials' stock counts can be updated in a single transaction, so continue with all stock counts
- If an entry needs to be deleted, click on the Trashcan icon on the right of the row
- Click on the Submit button to proceed with the transaction or on the Reset button in order to reset all the entries
- If the Submit button is selected, a pop-up will confirm that the transactions have been sent
Enter stock count for batch-managed material
- Select a batch-managed material
- View Stock on hand, which is the material that currently exists at the facility, along with min and max figures
- View Available stock, which is stock that can be transacted
- Click on the Enter by batch button to open up a table that lists all available batches of that material
- View how many batches of the material are there in stock
- View the unique Batch ID
- View the Manufacturing date in dd/mm/yyyy
- View the Manufacturer's name
- View the Expiry date in dd/mm/yyyy
- View the Stock on hand within the entity
- View the Available stock within the entity
- Enter the Quantity of the stock at hand within the entity
- Select the Material status of the material
- Click on the blue + (plus) button to add a new batch of that material
- Enter the unique Batch ID of the material
- Select the Manufacturing date from the drop-down calendar
- Enter the Manufacturer's name
- Select the Expiry date from the drop-down calendar
- If the quantity is not entered in the right multiples of units (value can be configured) a prompt will pop up to inform that an incorrect unit value has been entered
- Enter the correct Quantity in the right multiples
- Select the Material status
- Click on the X on the top right of the Batches of material table to collapse the table (ALL CHANGES WILL BE LOST)
- Click on the trashcan icon to clear entries of that row
- Click on Save to save changes to all batch-managed materials or Cancel to quit without saving
- Select the Reason for the stock count: Correction, Audit
- Continue with taking stock count of other materials
- When all the stock counting is done, click on Submit to submit the information or Reset to quit without sending
View stock count transaction
- Go to the Inventory tab on the main menu
- Select the Transactions sub-tab from the options in the drop-down list
- A list of the stock counts that were just performed will appear, you can confirm if the details entered are correct