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Stock Take Guide
Regular stock takes are essential for maintaining accurate inventory records and identifying product variances. This guide outlines the key steps for conducting a stock take.
Why Perform Regular Stock Takes?
- Ensure inventory accuracy: Account for variances such as lost, damaged, or missing products.
- Streamline operations: Identify discrepancies early to maintain operational efficiency.
- Track product usability: Remove expired or unusable items from inventory.
How to Conduct a Stock Take
1. Access the Stock Take Feature
- Navigate to the Inventory Menu and select Take Inventory.
- Review existing stock takes. If any stock takes are active and include the products you wish to count, complete or delete those stock takes before proceeding.
2. Create a New Stock Take
- Click New to start a stock take.
- Add details:
- Enter a description for the stock take.
- Assign responsibility to a team member.
- Click Next to proceed.
3. Select Products to Count
- Add products by clicking the Add button:
- To count all products under a category, select the category and press Add.
- For specific items, expand the category and select individual products.
- Once selected, press Add and then Done.
4. Activate the Stock Take
- Click Start and confirm to activate the stock take.
5. Print Stock Take Forms
- Choose from the following forms to aid your counting process:
- Inventory Count Form: Includes current inventory levels and a column to record actual counts.
- Unlisted Stock Form: For documenting products found during the stock take that aren’t in your system.
- Inventory Maintenance Form: For listing unusable items, such as expired products.
- Print the selected forms.
6. Record Counted Levels
- Enter the quantities counted under the Count column.
Handling Variances
If discrepancies are identified:
- Use the Short Stock Reasons feature to document reasons for variances (e.g., missing or damaged items).
- Select the appropriate reason for each discrepancy in the Reason column.
Finalizing the Stock Take
- Once all counts are entered:
- Press Take Inventory and confirm completion.
- If a recount is necessary, select Yes; otherwise, select No to update current inventory levels.
- The stock take will then be marked as complete.
Key Takeaways
- Complete or delete active stock takes before starting a new one.
- Use printed forms to ensure thorough and accurate counting.
- Document reasons for variances to maintain clear records.
- Finalize the process promptly to update inventory levels.