Inventory - Count Stock

To access the Stock take module the user will click on the Inventory tab and proceed to click on the Stock take button.



To initialise the stock take the user will begin by clicking on the Stock take for field and selecting the cost centre from the list for which he wants to implement the stock take, he will then hit the enter key.

The user will then be on the Remarks field, here he will enter a remark of choice for the stock take and hit the enter key. By entering an appropriate remark it helps to find the count sheet at a later stage if the user needs to make any changes or print out any reports.

The user will have a choice of end of period or partial take. Partial stock take will be selected where the count is in the middle of the Month or if a spot check is required for the cost centre. End of Period stock take will be selected if it is the end of a period, and the information will be used to finalize a Cost Report or trading analysis for a specified period. It will be used in processing the final End of Period count for management.



Þ [Note] It is important that the user set due date for the count before the start of the new month. The user will not be able to set the date to the previous month if he enters a new month while the cost centre selection has been made. Users need to set the date of the stock take to end only after the close of business in the following day if that is the operation requirements.


Clicking on the Add count sheet button it will bring up a box where the user can select between the user that is initialising the count and click on the add button.



Next, the count sheet will be populated with the items for counting.

The user will proceed to punch in the count for the related items under the counted column. The user has a column named spoilage/breakages  where he can enter counts of items that have been written off as spoilage.



Once all the items have been counted the user has the option to display variances only if his user role has the necessary rights to do so.

The user will click on the

 button to display the variances between the actual count and the theoretical stock. This function is only available to users with the necessary authority for this function.



When  variances are displayed for the first time the user will be prompted about what stock sheets he will like to review. This situation will arise because the user may have a number of different stock count sheets for the same cost centre. Depending on what is required the user will follow the instructions on the pop-up screen.

By clicking on the Display variance button the stock count variance calculation is done and the difference between counted stock and theoretical stock will be shown in the Stock Take Totals sub-menu screen.

To access additional information from the stock take, extra buttons are available to the user. Stock Ledger and Display all are available. The Display all button returns the user to the original stock count sheet.

The variances information view consists of:

Counted - which is the original stock figure counted for this stock item.

On Hand - which is the theoretically calculated stock count is displayed in this column.

Variance - which is the calculated variance of counted figure to on hand stock figure.

Average Cost  - which is the loaded average cost price of the stock item.

Variance Total - which is the calculated variance total between the counted figure and the on hand stock figure.

On the top right hand corner the user can view a summary of the stock take under Stock take totals block.  The value of the stock items that are loaded will be calculated and populated into his section of the stock take module. The theoretical count variance is available immediately and the user can keep track of how the count is proceeding.


The legend bellow the stock form offers details as to the item counted. The legend is coloured coded so that the user will be able to see at a glance what has happened to a particular stock item. The legend also shows the user the number of stock items counted and the total amount of records in the cost centre. As the user enters information into the stock count sheet additional function buttons become available to the user.



Load Uncounted Sheets - helps the user count all those stock items that have not been included in the original stock count sheet. By clicking on the Load Uncounted Sheets button will insert an uncounted stock sheet under the Add Count Sheets column on the left hand side of the stock take sheet.

The user can then click on the sheet to load it into the stock take screen and count those stock items.

Change Behaviour - allows a user with the correct authorization to change the roll-over behaviour of a stock take. By clicking on the Change Behaviour button the user will be prompted to change the roll-over behaviour by clicking on the selection arrow under the roll Behaviour column. Selecting the appropriate roll over behaviour and then click on the close button at the bottom of the screen.

Add notes - feature has also been added to the stock take module so that the individuals or management can add notes to the count if they will like to communicate information to them if they are not available. Once the notes have been added then the notes button changes to Notes Available informing all uses of this stock count sheet about the possibility of notes that needs to be read.

Print button - allows the user to print the count sheet before the count entry, used for the physical count, or after the count has been entered for filing.

The functions keys at the bottom of the form allow the user to access various functions depending on the module.



Load by Bin - allows the user to load stock items that have been allocated to a specific bin in the cost centre.

If the user tries to load a bin when there are stock items loaded then he will be prompted that what he is about to do will overwrite the information that he has already loaded. If the user will like to continue then click on the Yes button to proceed.

Click on the OK button to accept the selection and have the stock items loaded into the stock take screen.

Load Negative Stock - where the cost centre has been set-up to go into negatives, per the branch setting, then the user will be able to load all stock items that have a negative stock figure on hand. The user will click on the button to load the appropriate stock items. These stock items will overwrite all stock items that have already been loaded into the screen.

To/From PDT - where bar-coding has been set-up for the Branch or Group a Portable Data Terminal or PDT can be used for uploading information into the system.

When the user accesses the stock take module and no stock items have been loaded into the screen he can use the PDT device to upload stock items into the stock take screen.

To upload the stock items into the stock take screen, the user will click on the To/From PDT button to load the stock items that the user has captured on the PDT. will prompt to ensure that this is the method that the user will like to use.

Click on the OK button to start the process.

The user will now be required to select the Upload option from the PDT, which should be connected to the computer to start the process.

Display variances - allows the user to view variances between counted and theoretical stock. Only users with the necessary user rights may use this function.


The user can save the current stock by clicking on the save button. At a later stage the user can open the saved stock take by clicking on the open button and selecting the desired sheet to load.



Once all the stock entries are input and the user is satisfied he will proceed to submit and finalise the stock take by clicking on the Submit button


Þ [Note] the user will be prompted to confirm that he is submitting a count sheet and any count sheet that is submitted will NOT be able to be edited.


Once all the count sheets for that specific cost centre have been entered and submitted, and the legends are yellow, only then will the Merge button be available. The counts can now be merged. The Merge button will be the only button available on the stock take toolbar.

To merge all the different count sheets, found under the Add Count Sheet column, click on the Merge button.

Once the user has clicked on the Merge button the list of users under the Add Count Sheet column disappears and the user is left with the complete stock take count sheet in the main screen.

New function buttons are revealed.



Discard button - allows the user to discard a count sheet, all counts will be lost and the user will need to restart the process.

Back button - is for reviewing the individual count sheets that have been entered by the user. It is an auditing tool only. No changes can be made to the count sheets.

Finalize button - allows the user to confirm the stock count for the cost centre. The user will click on the Finalize button.

On the next prompt click on the Yes button to finalize.

The user will be prompted to print a finalized variance report, if desired the user will click on the Yes button to print out a hard-copy.

The user is given additional print options for the finalized stock take variance.

The Show All option prints every stock item as well as the variance totals.

The next options allow the user to  print only Negative Variances, Positive Variances or a report that includes Zero/Blank Variances.

The user will click on the View button to produce a hard-copy of the report.


Þ [Note] The stock take will define the stock take report based on the department selection, it is important to ensure that all the stock items are linked to the correct department to ensure that the user has the correct variance report.

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