Stocktaking is the physical counting of stock items on store shelves to compare actual and theoretical stock levels. Stocktaking is a major component of the system aimed at monitoring inventories and staff activities.
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 results are registered in stocktaking records.
The stocktaking record includes the actual (physical) count, which is entered into the collation report. This physical account is compared with theoretical stock levels calculated according to documents. It allows shortfalls and excesses to be identified in order to adjust stock on hand.
The actual (physical) count is entered into the collation report to the date that the stocktake was actually carried out. Then after processing in the storekeeping system, the specification panel of a stocktaking record is automatically populated.
When carrying out a full stocktake, the following stock items will be entered into the specification: those items from the collation report which actual level deviates from the theoretical one and items which have been registered but not included into the collation report.
In case of a partial stocktake the specification will contain only those stock items from the collation report which actual level deviates from the theoretical one.
Depending on the current state of a stocktaking record the user can assign a status to it. Unlike other documents stocktaking records can have one of four statuses:
Not ready – this status means that any changes can be made to the stocktaking record
Ready – temporarily makes the stocktaking record a read-only document. This stocktaking record is not run on the store
Processed – this status makes the collation report enabled to be processed, the specification is completed and editable
Registered – assigning this status to the stocktaking record makes it disabled for changes and eligible to be processed by the storekeeping system
The stocktaking record is processed in two stages: during the first state, the specification is generated, while during the second stage store supplies on hand are being adjusted according to the specification.
When created, the stocktaking record is assigned the status Not ready. When this status is active, the user is allowed to alter the attributes of the stocktaking record and make changes to the collation report: add new stock items, change attributes of stock items which are already there and delete them from the collation report.
Assigning the status Ready makes the stocktaking record read-only. This stocktaking record is not run on the store, and no changes can be made to it. The status "freezes" the document as it is while it is desirable by the user.
After filling in the collation report, the user assigns the status Processed to the stocktaking record. After that the document can be processed by the storekeeping system. After the processing the Specification panel is generated. The panel will contain only those stock items which theoretical levels differ from the actual levels specified in the collation report.
While the stocktaking record has the status Processed, its specification with actual data can be edited. As for the collation report, it can be read only.
Stock items with shortfalls identified will be deducted according to their cost price. If any stock items are being added, their prices must be specified. Once the prices are specified, the record can be registered.
After the status Registered has been assigned to the stocktaking record, the user can implement the second stage of processing. During this stage the stock supplies are reconciled with the data specified in the Specification panel. Theoretical levels of deficit stock items will be lowered by a volume given in the Specification panel. Theoretical levels to be registered will be increased.
If the status Registered is assigned to the stocktaking record, only the status itself can be changed but not its attributes. As for the collation report and specification, they can be read only.
The Registered status can also be assigned to the document with the Not ready status. This will automatically create the Specification panel, which data are used to adjust theoretical levels of stock items.
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.
Stocktaking records can also be created at the POS terminal in Tillypad XL POS . Only partial stocktakes can be created at POS terminals. The list of stores for which a stocktake can be carried out depends on the access settings of the POS 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 item can have the following states:
OK – denotes that processing was successful
Enter stock-in amount – occurs if a price for the stock in amount has not been entered
Not enough on hand 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
Theoretical on hand stock has changed since last calculation – occurs if stock item count changes while the document is being processed
Stocktaking records for all stores are kept in the document list.
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