Confirming and Finishing

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As stock is counted, it will be automatically marked as confirmed once the correct count has been entered, ie. the count, or total of the counts entered matches the stock on hand figure for that location.

 

If the count does not equal the stock on hand figure, the text for that line will appear in red and the line will not be automatically confirmed. In the case of serialised, attributed or special stock, the count will not match until the exact serial numbers, attributes or special stock have been entered.

 

For example, if Jim2 shows ten pieces of serialised stock on hand but only nine are counted, the missing one must be specified using the serial numbers of the nine that have been counted. In this case, edit the stocktake session and manually confirm the line of stock.

 

stocktake confirm

 

When in the stocktake session, the Discrepancy Cost Total is calculated using an average cost. Once the stocktake is confirmed and the stock adjustment has been raised, it will use the exact cost of the stock being written off, as this can very between different purchase order receipts.

 

Once all the stock is confirmed that can be, change the status of the session to Finish and click Save. If there were any count discrepancies, a linked stock adjustment will be automatically created. The option to create a back order stocktake session for any stock that is not confirmed will be offered.

 

back order stockate

 

Info

This will finish the current session with only the confirmed stock in the session, and create a new stocktake session showing only the stock that was not confirmed in the original session.

 

warning1

Creating a back order stocktake session will lock all stock in the back order stocktake session from being used in any transactions until the session is finished or cancelled.

 

When clicking Yes, there will be a second warning. Click Yes again and all unresolved stock lines will appear on a new stocktake session, which should then be processed in the normal way. If No is clicked, the session will be finished and no back order stocktake session will be created.

 

Quality

Even though the stocktake session itself has been finished, any linked stock adjustments (if created) must be finished, in order to correctly update stock records, general ledger, etc.

 

stockadjustfinish

 

To do this, go to Stock > Stock Adjustments  on the ribbon and enter the Adjustment # that is shown beside a finished stocktake session. Alternatively, open the finished stocktake session and click the ellipsis [...] beside the Adj. # field at the top of the form.

 

open adj

 

Info

A further alternative is to right click on any adjustment number in the list to view or edit the adjustment.

 

view adj

 

Stocktake session colour codes

Text colour

Background

Meaning

Include in Stock Adjustment

Black

White/Grey

Untouched

No count recorded

N/A

Black

Green

Count confirmed

Count matches

No

Red

White/Grey

Count unconfirmed

Count does not match

No – Will be excluded from current session and transferred to Back order Stocktake session (essentially unresolved)

Red

Green

Count confirmed

Count does not match

Positive count will create a Stock Adjustment Qty +

Negative count will create a Stock Adjustment Qty --

 

Info

Once all of the stocktake count sheets are returned, if the vast majority of the counts are okay, there is a much simpler method to input the discrepancies and close the stocktake session. See Add Count & Confirm for details.

 

How to

Create a Session

Add Count

Confirm Count

Edit Count

Print Count List

Confirming and Finishing your Stocktake

Delete and Re-enter Stocktake Counts