Doing a Stocktake

Assuming you have read the section on Stocktaking Overview & Initial Setup and carried out the three steps required we can now do a stocktake.

Step 1 - Create A Stocktake For A Range Of Groups Or Bin Locations

• In this option we can choose to start a new stocktake or delete an existing one. When we start a new stocktake we are then requested to specify the following:
  a) The Branch (for most businesses there will only be one)
  b) The Stocktake set (e.g. full stocktake or just Beer groups)
  c) The order we want the stocktake sheets printed (this will also be the order we will be keying in the results with)
  
  Note: You can create and be doing more than one stocktake at a time (usually partial stocktakes) e.g.
  Stocktake 1 - All Beer Groups
  Stocktake 2 - All Imported Red Wine Groups
  Stocktake 3 - The Cigarette, Chips and Ice Groups

Step 1b - Create A Stock Take For A Full Stock Take (for a single or all branches)

• When doing a full stock take you must do it by specifying it in one stock take or at the very least broken down in ranges of groups. Never specify ranges of bin locations.
  
  a) Under Stocktake Areas
  Set the Showroom to by Yes Use Bin Locations
  Set the other areas (ie Yard & Bulk Store) to not Use Bin Locations
  
  If you are going to use Tablets and Barcode scanners for the Showroom specify don't print sheets for that area
  
  b) Setup a Stock take Set that covers everything
  Give it a number and a description ie Call it "Full Stock Take"
  
  Do not fill in any Ranges of Groups or Bins or Product Codes
  
  c) Create (Start) a stock take using this set with all stock in it. If you select Bin Location the Showroom will print the Stock take sheets for the Showroom (if needed) in Bin order. The other locations ie the Yard & Bulk Store will print in Group / Code order

Step 2 - Print Stocktake

• In this option we choose the stocktake to print (we may be doing more than one.)
• Once you click the program, we will confirm the destination (fax, print) and give us the following options:
  a) Show on hand (or not) on the printout
  b) Line spacing (normally 1 line.)
  
  Note: If the Set originally selected (See Step 1 above) contained groups that were in more than one area you will get stocktake sheets for the appropriate areas and those groups will appear more than once (one per area.)
  

Step 3 – Loading A Stocktake

a) Manually

• In this option we choose the stocktake we wish to load (remember we may be doing more than one.)
• Once you click one, the program will prompt you to select the area to load (remember may be more than one area for Showroom, Warehouse and Off-site Bulk store.)
• Once selected the program will bring up the stocktake (in same order as printout) and will allow you to quickly enter the figures. (Enter qty found then [TAB] to move cursor to next line.)
  

b) Using ePos

• Start ePos if it’s not running.
  i. Select Manage Stocktake from the Stocktake menu (please contact your eAccounts representative if this is not available).
  - Enter the stocktake number (from eAccounts) in the Stocktake number field.
  - Enter the stocktake area.
  - Click the Create button.
  
  ii. Select Enter Stocktake from the Stocktake menu.
  - Click on the ellipsis (3 dots) to open the Lookup Stocktakes screen.
  - Select the stocktake line to use and click the OK button.
  - Go to the Load Stocktake screen. Load items by either scanning them or entering their barcode.
  - Enter the quantity of stock found. (#)
  - Save normal qty.
  Note: A stock item can have more than one count.
  Shows the last 4 lines.
  Check Recal & Redisplay shows all.
  
  iii. In eAccounts, mark all items as having been counted.

Step 4 - Finish Stocktake

• In this option we choose the stocktake we wish to load (remember we may be doing more than one.)
  
  
• Once you click one the program will ask us to select the area to load (remember there may be more than one area e.g. Showroom, Warehouse, Offsite Bulk store.)
  
  
• You can now print (or fax etc) the stocktake report. You MUST check all pages printed to verify that what will occur is correct, once you have done this you can update the stocktake by pressing the update button. When we do this the following occurs:
  a) Stock adjustment entries are loaded into the stock system.
  b) The stocktake originally created is marked as finished.
  
  
• Once a Stocktake is finished it will show on the lists of stocktakes (under create stocktakes) as "FINISHED" and will automatically disappear in 30 days.
  
  
• In extreme cases if you update a stocktake that is wrong, your eAccounts Representitive can reverse a stocktake that has just been confirmed.



Step 5 - Tripple check

• Tripple check that the stocktake has updated your stock quantities.
  
  
• Then and then only start updating your invoices again.