Stocktakes are an important feature of Stock Module. They can be performed either on a handheld device or using the Desktop Order Entry System. This topic is designed to introduce the basic concepts of stocktake in Mobileezy and provide step by step instructions for completing the stocktake workflow.
Stocktakes can be completed quickly by using a barcode scanner in either Desktop Order Entry System or the Mobileezy Handheld App.
What is the Stocktake Transaction?
A stocktake transaction is used to reset stock levels in a stock location. After a stocktake is created and sent to the Desktop Administrator, the stocktake must be validated to update stock levels in the locations.
When to use the Stocktake Transaction
Stocktake transactions should be used whenever you want to reset stock levels in a location. This is usually done in the following circumstances:
|1.||During initial setup to set starting balances.|
|2.||During normal operation as part of the regular stocktake cycle, ie. Monthly, Quarterly or Annual stocktakes.|
Stocktake in Mobileezy is a two step process:
|1.||Enter the stocktake on the handheld or in Desktop Order Entry System|
|2.||Validate the stocktake in the Desktop Administrator (this will generate an automatic stock adjustment and reset the stock levels)|
Entering a Stocktake in Desktop Order Entry System
To enter a stocktake using Desktop Order Entry System:
|1.||Open Desktop Order Entry System|
|2.||Click on Stock in the title menu |
|3.||Click on the New Stock button |
|Starting a Stocktake in DOES|
|4.||Select Stocktake from the Stock Type drop down list |
|5.||Enter the date of the stocktake in the Date field.|
|6.||Select the stocktake location from the Location From drop down list (Note. You cannot perform a stocktake on the Transit, Wastebin or Factory locations)|
|7.||Enter the transaction items and the quantity of each item counted |
|8.||When complete press the Save button.|
|Entering a Stocktake in DOES|
Note: Items can be scanned to the stocktake in Desktop Order Entry System using a barcode scanner.
Entering a Stocktake on the Mobileezy Handheld App
What is Stocktake Validation?
Stocktake Validation is the process of reviewing the stocktake in the Desktop Administrator, committing the changes and updating the stock levels. The validation process will create an automated stock adjustment transaction, moving any lost stock into the wastebin.
Validation must be completed to finalise the stocktake and is a process that cannot be 'undone'.
Validating the Stocktake
Stocktake validation is completed under the Stock Control icon, under the Validation > Stocktake tab. In this screen, any unvalidated stocktakes will be listed in the Stocktakes window on the lefthand side. Stock count details are displayed on the right side of the window.
To validate a stocktake:
|1.||Select the stocktake transaction for validation by highlighting the row in the left hand window. All stocklines will be displayed in the right hand window with the onhand value, counted value and variance displayed. A positive variance is displayed when less stock was counted than on hand and a negative variance is displayed when more stock was counted than is on hand.|
|2.||To display only the items with a variance, select Variance Items Only from the filter in the bottom right hand corner.|
|Stocktake Validation Screen|
|3.||Select the desired action for each stocktake line from the Validation Option column. |
|▪||Stock Adjustment will adjust the line item stock level to the counted value. |
|▪||Nothing will ignore the item count, leaving the stock level as the current On Hand value.|
|4.||When all actions have been set, press the Validate button. |
|Validating the Stocktake|
Note: Validation will create an automated stock adjustment transaction and reset stock levels. There is no way to undo this action.
Validating Partial Stocktakes
A partial stocktake is when a transaction contains a subset of the total stock lines carried in a location. These may occur when you have either:
|1.||Multiple stocktake transactions for a count, for example the count is completed across multiple devices or over multiple transactions on a single device.|
|2.||Only some of the stock is counted, for example during a cycle count.|
In each of these cases, when the stocktake is validated in Mobileezy, you must ensure that the Process Only Counted Items tick box is selected. This will ensure that only items included in the count have their quantities adjusted.
|Validating a Partial Stocktake|
Stocktakes can be completed quickly in Mobileezy by using a device with an integrated barcode scanner. To enable this functionality, you will need to make sure that:
|1.||Products are labelled with a barcode (this may be as supplied or custom barcodes added by your team)|
|2.||Product barcodes are stored in the Accounting System (the location depends on your Accounting System)|
|3.||The datalink is configured to bring the barcode into Mobileezy|
When configured correctly, items can be simply scanned to add to the stocktake transaction (see Working with Barcodes).
Working with Barcodes