Stocktaking records
Stocktaking is the physical counting of stock to compare actual and theoretical stock levels.
Stocktaking records are documents that record the results of physical stock counts.
Stocktaking records are compared with theoretical stock levels to identify shortfalls and excesses.
A stocktake can be full or partial. A full stocktake compares theoretical and actual levels of all stock items in a store. A partial stocktake compares only the levels of the stock items that were included in the collation report.
Stocktaking records are entered into the system from ordinary paper stocktaking lists. The date on the stocktaking record entered into the system should be the date that the stocktake was actually carried out, and not the date of entry into the system.
Stocktaking records have two parts - the actual count (Collation report) and the theoretical count (Specification).
The actual (physical) count is entered into the Collation report. After processing in the storekeeping system, the Specification panel is automatically updated with the theoretical counts of the stock items that were entered in the Collation report panel.
Stocktaking records can have one of four statuses:
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Not ready — illustrated by the
icon; -
Drawn up — illustrated by the
icon; -
Processed — illustrated by the
icon; -
Registered — illustrated by the
icon.
When created, the stocktaking record is assigned the status Not ready. Assigning the status Drawn up makes the stocktaking record read-only. This stocktaking record is not run on the store.
The status Processed is assigned to the stocktaking record by the user after filling in the stocktaking record collation report.
After the Processed status has been applied, only the attributes that are not used when processing by the storekeeping system can be edited and the record specification becomes read-only. Theoretical counts are reconciled with the physical stock count.
Assigning the Registered status to the stocktaking record will make it read-only. The Registered status can also be assigned to the document with the Not ready status. This will create the Specification displaying stock items to deduct or receive.
Stock items that are deducted will be deducted according to their cost price. If any stock items are being added, their prices must be entered before the record can be registered.
To make the collation report editable again, the Not ready status must be applied to the record. This will delete the contents of the Specification panel. After changes have been made, the Processed status can be applied again, and the Specification panel contents will be repopulated.
Deleted records are given the Deleted status during processing by the storekeeping system and are illustrated by the 
icon.
Stocktaking records can also be created at a terminal in Tillypad XL POS. Only partial stocktakes can be created at terminals. The list of stores for which a stocktake can be carried out depends on the access settings of the terminal user.
Stock items in the specification of the stocktaking record also have statuses. These are automatically assigned when the document has been processed by the storekeeping system.
A document specification element can have the following states:
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OK - denotes that processing was successful.
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Stock-in volume does not cover stock-out after changes - this occurs when the on-hand supply of a stock item is less than the amount by which it has been depleted.
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Stock-in date cannot be the same or later than the date of a Stock-out directly associated with it — occurs if the date that a stock item arrived is specified as later than the date the stock item was dispatched.
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Enter stock-in amount - occurs if the stock in amount has not been entered.
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Insufficient supplies in store — occurs if the amount of a stock item specified in a stock-out document is greater than the amount of that stock item on hand in the store.
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Stock-out date cannot be the same or earlier than the date of a Stock-in directly associated with it — occurs if stock items entered into a stock-out document were received later than the date of the stock-out document.
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Theoretical on hand stock has changed since last calculation — occurs if stock item count changes while the document is being processed.
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Record missing (internal error) - displayed when a record is missed during processing. Internal program error.
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Internal error: record cannot have null volume - occurs when a null value is discovered in a stock item volume during processing. Internal programme error.