To carry out a full stocktake go to Stock > Stocktake and click New.

Enter a name/description for your stocktake & click OK.

A message will be displayed Stock Table Populated. Click OK.

A stocktake table will be generated that lists all of the current stock items and sizes on the system, including those items on stop.

Then click Finalise Items..

**Note** This will create a list of ALL stock items in ALL warehouses INCLUDING those items on stop.

Before clicking Finalise Items you may want to filter the data by those items that are not on stop or those that are in a particular warehouse. Simply click the column heading and apply the filter. If you are unsure if you need to apply any filters please contact Datatecnix Support.

A message will be displayed Stock Items For Counting Finalised. Click OK.

This will create a table for you to enter the actual stock figures that have been counted. Click the Items For Counting tab to see all of the items and sizes.

You can Delete any items/sizes from the lower grid by clicking the line then clicking the Delete button.

To print a stocktake list click Print Counting Sheet. Use this printed list to record the actual stock figures counted for each item and size.

There are 3 ways in which you can populate the stock take table above with the counted stock take figures:

1. Manually add the quantities by clicking into the field and entering the figure for each stock item and size.

2. Use a handheld scanner to record the figures. Please click the link for instructions.

3. Download the stocktake list into excel and enter the count in excel. Please click on the link below for instructions .

Please note if there is no stock of an item you must enter 0 in the Counted column.

Once you have entered all of the counted figures you can view a list of the variances between the counted figures and the levels already on the system. Click Calculate Variances.

Variances will only be calculated for those items/sizes that have a value in the Counted column. If the figure in the Counted colum for an item/size agrees to the stock level on the system there will be no variance and it will not appear in the grid above.

The variance grid shows the quantity and price variances. This can be printed by clicking Print Variances.

To update a counted figure click the Counting Sheet button and enter the amended figure.

The variance grid also shows if any stock has been issued since the stocktake began. The Stock Issued column will display Y next to any item/size that has been issued.

Example: In the screen shot below a requisition has been dispatched during stocktake for 1 x A/A001.

When the stocktake started there were 180 in stock. There has been a Stock Movement During Count of -1 and the Stock (Now) is 179. The Stock Issued flag is set to Y. The Counted figure of 162 has not been changed.

You have the option to adjust the Counted quantity to reflect the Requisition Issue. Click on the line then click Override (Stock Issued).

Enter the amended quantity. This will be the Counted figure less the quantity Issued. In this case 161. Click OK.

The Override flag will then change from N to Y indicating that you have overridden the Counted figure. The Stock Movement Confirmed column will show the date and time the override was confirmed.

If you have already adjusted the count for the issue there will be no need to Override the count.

Once you have checked the variances and updated any counting or inputting errors click Post Stocktake in the top grid. **Please note the stock take variance calculation will use the FIFO unit price of each stock item/size. If you want the variance to be calculated using the LAST cost please ask Datatecnix Support to change the parameter 'Stocktake Post' to LAST**. The Post routine will only work if all items and sizes in the lower grid have a figure in the Counted column. If there is a blank in any of the Counted fileds the post will not work.

Post Stocktake will create a stock transaction (transaction type STKE) for every stock item and size so that the stock levels on the system agree with the actual stock counted figures.

The stocktake transactions that are generated are as follows:

The stock level before stocktake is posted is 6, actual stocktake count is 7, the stocktake adjustment will be 1
The stock level before stocktake is posted is 6, actual stocktake count is 5, the stocktake adjustment will be –1
The stock level before stocktake is posted is 6, actual stocktake count is 6, the stocktake adjustment will be 0

Finally you can print the Audit Report (Variance Posted) and Audit Report (Full) from the top grid.