items:stocktakes

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items:stocktakes [2021/06/18 00:30] – [Displaying stocktakes already performed] Mark Gloveritems:stocktakes [2023/12/12 14:51] (current) – [Some points to note:] Gary Willetts
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 ===== General ===== ===== General =====
-There are two main types of stocktakes:+There are three main types of stocktakes:
  
   * **Partial stocktake**:  A partial stocktake means counting only a part of your stock. This may be a good way of splitting up counting all your stock, part of a system for counting all your stock in sections over a longer period of time or carrying out smaller periodic checks.  You may select the stock to go in a stocktake by different locations, stock groups, types of items etc.   * **Partial stocktake**:  A partial stocktake means counting only a part of your stock. This may be a good way of splitting up counting all your stock, part of a system for counting all your stock in sections over a longer period of time or carrying out smaller periodic checks.  You may select the stock to go in a stocktake by different locations, stock groups, types of items etc.
   * **Full stocktake**:  All items are counted at one time.   * **Full stocktake**:  All items are counted at one time.
 +  * **Phased stocktakes**: Items are counted in phases. See the full details on the [[items:phased_stocktakes]] page.
  
 <WRAP center round important 60%> <WRAP center round important 60%>
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 ==== Confirm Customer Invoices ==== ==== Confirm Customer Invoices ====
  
-mSupply will not allow stock that is on a Customer Invoice with status of suggested (**sg**) to be taken out of stock by //any// other transaction process, including an inventory adjustment flowing from a stocktake - refer [[items:stocktakes#create_inventory_adjustments|Creating inventory adjustments]].+mSupply will not allow stock that is on a Customer Invoice with status of new (''nw'') or suggested (''sg'') to be taken out of stock by //any// other transaction process, including an inventory adjustment flowing from a stocktake - refer [[items:stocktakes#create_inventory_adjustments|Creating inventory adjustments]].
 <WRAP center round important 60%> <WRAP center round important 60%>
  
-It is <wrap em>HIGHLY RECOMMENDED</wrap> to process (take the stock off the shelves) and confirm any customer cnvoices with a status of suggested (**sg**) //before// doing a stocktake - please see [[issuing_goods:issuing_goods_customer_invoice#confirm|Issuing Goods to a Customer (Customer Invoices), Confirming an invoice]] for details on how to do that.+It is <wrap em>HIGHLY RECOMMENDED</wrap> to process (take the stock off the shelves) and confirm any customer invoices with a status of new (''nw'') or suggested (''sg'') //before// doing a stocktake - please see [[issuing_goods:issuing_goods_customer_invoice#confirm|Issuing Goods to a Customer (Customer Invoices), Confirming an invoice]] for details on how to do that.
  
 This is so important that mSupply will show you a warning message when you try to create a new stocktake if it detects and customer invoices with suggested status. Please read the warning and take suitable action. This is so important that mSupply will show you a warning message when you try to create a new stocktake if it detects and customer invoices with suggested status. Please read the warning and take suitable action.
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 The //Show:// filter allows you to choose which stocktakes are displayed in the list. Options are: The //Show:// filter allows you to choose which stocktakes are displayed in the list. Options are:
   *  **All:** shows all stocktakes in the current store with any status for all time. Could be many of them!    *  **All:** shows all stocktakes in the current store with any status for all time. Could be many of them! 
-  *  **Current:** selected by default when the window is displayed and shows all stocktakes with a status of **Suggested (sg)**.+  *  **Current:** selected by default when the window is displayed and shows all 'suggested' stocktakes (status = **sg**).  These are stocktakes which have not yet been processed into inventory adjustments (finalised; status = **fn**)
   *  **This year:** shows all stocktakes of any status that have been created in the current year.   *  **This year:** shows all stocktakes of any status that have been created in the current year.
   *  **Last year:** shows all stocktakes of any status that were created in the year before the current one.   *  **Last year:** shows all stocktakes of any status that were created in the year before the current one.
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 === Delete stock take === === Delete stock take ===
 **Delete stock take** allows you to delete stocktakes that have not been processed (finalised) into inventory adjustments. **Delete stock take** allows you to delete stocktakes that have not been processed (finalised) into inventory adjustments.
 +<WRAP center round alert 60%> 
 +There is little point in keeping old stocktakes with status = "sg", especially if you are about to create a new stocktake containing the same items.  Indeed, it can be quite dangerous to leave old stocktakes with status = "sg" in your system.  If time has passed since the stocktake was created, then the snapshot and actual quantities are almost certainly incorrect.  For good housekeeping reasons, it is good practice to delete old "suggested" stocktakes (status = "sg"). 
 +</WRAP>
 ===== Creating a new stocktake ===== ===== Creating a new stocktake =====
 After viewing the current stocktakes, click on the ** New stock take** button, and the following window will appear: After viewing the current stocktakes, click on the ** New stock take** button, and the following window will appear:
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 </WRAP> </WRAP>
  
 +==== Filtering the stock Expiry ====
 +You can carry out a stock take based on expiry dates for your stock. This is useful to review and to remove expired stock from your inventory.
 +
 +{{ :items:stock_take-2023-04-19-t18-07.png?400 |}}
 ==== Filtering by location ==== ==== Filtering by location ====
 Filtering by location is an especially useful way of breaking up a large stocktake in to a series of smaller stocktakes.  This also allows different teams to undertake different smaller stocktakes simultaneously. Filtering by location is an especially useful way of breaking up a large stocktake in to a series of smaller stocktakes.  This also allows different teams to undertake different smaller stocktakes simultaneously.
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   - Click **OK**   - Click **OK**
  
-{{:items:pasted:20200902-010822.png}}+{{ :items:pasted:20200902-010822.png?400 |}}
  
 ==== Print sheets to do the stocktake ==== ==== Print sheets to do the stocktake ====
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   * **General:** contains several options. Click on it and you are presented with a further window: {{ :items:stocktake_general_print_options.png?400 |}} The Form to use drop down list contains these options:   * **General:** contains several options. Click on it and you are presented with a further window: {{ :items:stocktake_general_print_options.png?400 |}} The Form to use drop down list contains these options:
-    * //Stock take line// - prints out all the lines on the stocktake, including their quantity, with a space to write the actual counted quantity. It looks like this: {{ :items:StocktakeSheet.jpeg | }} +    * //Stock take line// - prints out all the lines on the stocktake, including their quantity, with a space to write the actual counted quantity. It looks like this: {{ :items:StocktakeSheet.jpeg?600 | }} 
-    * //Stock take line with space// - is the same as the one above but with no quantity and 5 lines of space under each line. Useful if you know there's a lot of stock in the warehouse that isn't in mSupply.+    * //Stock take line discovered items// - prints out a sheet with all the headers but containing only blank rows. Perfect for writing down the details of new batches you discover during the stocktake. Looks like this: {{ :items:stocktake_sheet_blank.png?600 |}} 
 +    * //Stock take line with space// - is the same as the //Stock take line// printout but with no quantity and 5 lines of space under each line. Useful if you know there's a lot of stock in the warehouse that isn't in mSupply.
     * //Stock take line wt quantity// - is the same as //Stock take line// but with no quantity. This is the one we recommend you normally use to give to the people carrying out the physical count.  This helps to ensure that the quantity of stock on the shelves is actually counted and not just guessed!     * //Stock take line wt quantity// - is the same as //Stock take line// but with no quantity. This is the one we recommend you normally use to give to the people carrying out the physical count.  This helps to ensure that the quantity of stock on the shelves is actually counted and not just guessed!
     * //Stock take line wt quantity big font// - is the same as the one above but printed in landscape with a bigger font.  This is particularly helpful in warehouses with poor lighting (powercuts, etc. :-( )     * //Stock take line wt quantity big font// - is the same as the one above but printed in landscape with a bigger font.  This is particularly helpful in warehouses with poor lighting (powercuts, etc. :-( )
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-|  //  Previous:  **[[items:splitting_a_stock_line]]** | | Next: **[[items:inventory_adjustments]]** //  |+|  //  Previous:  **[[items:splitting_a_stock_line]]** | | Next: **[[items:phased_stocktakes]]** //  |
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  • Last modified: 2021/06/18 00:30
  • by Mark Glover