Stocktakes (How to use)
Stocktake Summary
The Stocktakes section of Total Control Premier allows you to record stock counts of your Products. When a
Stocktake is Committed, the stock you have counted becomes the current stock level.
NOTE: Stocktakes can be backdated. In this case, the current stock level will not alter if another stocktake exists
after the date of the stocktake being saved.
NOTE: If a stocktake is backed (retrospective), then the current stock level will be adjusted by the transactions that
have occurred between the stocktake and now. The variance will be calculated to be the variance at the time, not
the variance now.
To access the Stocktake screen if you expand Stock functions sub-menu and select Stocktakes.
Stocktake Functions and Options
You can add and manage Stocktakes in the following ways:
Add a new Stocktake from scratch or add using a template.
And you will be prompted to enter the new Stocktake details. On how to Add Products in, you can type into the Product code field or start typing within the description lines.
Another way, if you click on Options and select 'Add Product Range'
You can Add the full code range by clicking 'Add Range to Transaction'.
Or, if you didn't want the full range if you click onto the Grouping tab and click on select. You can select by your main groups.
Under the Supplier tab, you can select products listed against the Supplier for example, or type into the field Seach for Supplier code will breakdown your supplier listing.
Example of the stocktake once you've pressed 'Add Range' as you find the SKU Qty field to be displayed as zero's which I have changed to include some figures from my own stock take taken.
Saving your finished Stocktake
When you save the transaction, you will be shown a confirmation as below;
The save wizard will guide you through saving the stocktake.
You must specify if the stocktake is a full stocktake (a stocktake for all products) or a partial stocktake (a stocktake for only some products).
You must also specify the date that the stocktake was counted.
This screen asks if you want to remove any products from the stocktake that have a count of zero. For a full
stocktake this should always be set to “Do Not remove…”
If any products exist on the system but are not already on the stocktake, do you want to add them with a quantity
of zero. For a full stocktake, you will need to add all products. These options will be set automatically if you set the
full/partial stocktake option on the first wizard page.
This screen asks if you want to consolidate similar lines together on the stocktake. If you are committing a stocktake,
then similar lines will be consolidated anyway. If a product appears on the stocktake more than once, and those
lines use the same SKU size, then they can be consolidated together as a single line, making it easier to read on the
screen and on the stocktake reports.
The final screen of the wizard shows a summary of the options selected on the wizard. You can check these before
clicking the Finish button to complete the save.
NOTE: You can only edit Stocktakes which have not been Committed.
You can edit an existing stocktake if this is not committed.
You can delete an existing stocktake
Merging stocktakes
When creating stocktakes, sometimes you will create several independent stocktakes covering different areas of the
system (for example, a draught stocktake, and a bottles stocktake). This often happens when using handheld
devices such as BHTs or Piccos. You could commit these stocktakes individually, but then you would not have a
variance for valuation for your whole business. To get around this situation, you can merge these separate
stocktakes together to form a single new stocktake.
To merge stocktakes together, you need to highlight each of the stocktakes that you want to merge together. This
can be done by holding down the Ctrl key, and clicking each stocktake in the stocktakes list. Alternatively, if the
stocktakes are listed next to each other, click on the first stocktake, hold down the shift key, and click the last
stocktake in the list. The example below shows both stocktakes highlighted.
If you have selected more than 1 stocktake you will be presented with a screen giving 3 options as to how to
proceed. If you have not selected more than 1 stocktake, you will see a warning message.
Merging Options
Leave the Original
If the original stocktakes are not committed, they will be left uncommitted. This is
useful if you want to check the new stocktake against the originals. However, leaving the originals
uncommitted could cause problems in that someone could go into these stocktakes and commit them,
which would affect the variance levels on your new merged stocktake.
Delete Original
This will delete the original stocktakes if they are not already committed. This method
removes the risk of anyone committing the original stocktakes and affecting the variances of the newly
merged stocktake. However, this method is not recommended as you cannot check back on the originals to
query any items or quantities.
Lock Original
If the original stocktakes are not committed, this option will “lock” them. Locking does not
commit the stocktakes, but once locked, the originals cannot be edited or committed. This way you can still
view the originals should you need to check anything, but the originals cannot be changed or committed, so
you have no risk of anyone committing them and affecting your variances on your new stocktake
More information on Stocktakes can be found in the manual here
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