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items:phased_stocktakes [2023/12/13 10:47] – [Some points to note:] Gary Willetts | items:phased_stocktakes [2023/12/13 17:38] – Gary Willetts | ||
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This is so important that mSupply will show you a warning message when you try to create a new stocktake if it detects any 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 any customer invoices with suggested status. Please read the warning and take suitable action. | ||
</ | </ | ||
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/* | /* | ||
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- | ===== Carrying out a phased stocktake ===== | + | ===== Creating |
Choose //Items > Show Stocktakes...// | Choose //Items > Show Stocktakes...// | ||
- | {{ : | + | {{ : |
+ | |||
+ | Note that only phased stocktakes will have a value in the // | ||
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: | ||
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* **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. | ||
+ | To create a phased stocktake click on the **New phased stocktake** button. The options window opens: | ||
- | ==== Buttons on the Stocktake list window ==== | + | {{ : |
- | === New stock take === | + | |
- | A **New stock take** is the normal way that you would create a stocktake, | + | * **Item filter**: Make settings here to select |
- | === New blank stock take === | + | * **Stock location**: Here you can select a particular aisle or level of the warehouse |
- | A **New blank stock take** This would be used only if you are going to use the stocktake process to add new stock, that is stock that you are sure is //not// already recorded as in your store. | + | * If you enter an **Aisle** value only, then a stocktake will be created for each level in that aisle. |
- | === Delete stock take === | + | * If you enter a **Level** value only, then a stocktake |
- | **Delete stock take** allows | + | |
- | <WRAP center round alert 60%> | + | * If you enter neither value then a stocktake |
- | There is little point in keeping old stocktakes with status = " | + | |
- | </ | + | |
- | ===== Creating | + | |
- | After viewing the current stocktakes, click on the ** New stock take** button, | + | |
- | {{ : | + | When you click on the **OK** button mSupply will create a stocktake for each level in each aisle you have selected to be included in the phased stocktake. Each stocktake will contain one line for each line of stock found in a location that beloings to the aisle/level combination that the stocktake is for. |
- | You can produce a stocktake | + | When the stocktake |
- | ==== Filtering the stock to be included ==== | + | {{ :items:pasted: |
- | You can filter by: | + | |
- | * [[items: | + | |
- | * [[items: | + | |
- | * [[items: | + | |
- | * [[items: | + | |
- | * [[items: | + | |
- | * [[receiving_goods: | + | |
- | * [[items: | + | |
- | * **Expiry date**. Search for items whose expiry is before a particular date. This allows you to easily remove all expired items from stock. | + | |
- | * **Randomly selected**. | + | |
- | <WRAP center round important 60%> | + | The reference in the // |
- | Whatever filters you use, ad-hoc or non-stock items will **never** be included | + | |
- | </ | + | * '' |
+ | * '' | ||
+ | * '' | ||
+ | * '' | ||
- | ==== 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. | ||
- | {{ : | + | ===== Carrying out a phased stocktake ===== |
- | ==== Filtering by location | + | To open a phased |
- | Filtering by location is an especially useful way of breaking up a large stocktake in to a series of smaller stocktakes. | + | |
- | <WRAP center round alert 60%> | + | {{ :items:pasted: |
- | Of course, it is not possible to filter by [[items:item_locations# | + | |
- | <WRAP center round info 60%> | + | |
- | | + | * **Reference**: The count reference, read only |
- | * To filter | + | * **Comment**: Enter anything |
- | </ | + | * **Stocktake |
- | + | ||
- | In this example, the location filter has been set to **equals** (the default), and the entry in the box has been typed in as '' | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | ===== Preparing the stocktake ===== | + | |
- | + | ||
- | The stocktake list is produced: | + | |
- | + | ||
- | * Sorted alphabetically, | + | |
- | * Omitting items whose stock level is zero | + | |
- | + | ||
- | At this point the status of the stocktake is **sg** (suggested i.e. it is still being worked on and has not affected stock in any way yet): | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | Now fill in the information at the top of the stocktake: | + | |
- | * **Description: | + | |
- | * **Comment:** Put any other information | + | |
- | * **Stock take date:** This is the date you performed | + | |
- | + | ||
- | **New line button**: You can add new lines to the stocktake by clicking on this button (see the [[items: | + | |
- | + | ||
- | **Delete lines(s) button**: Click on this to remove lines you have already selected in the list from the stocktake (you can use the usual Shift and Ctrl/Cmd clicking to select lines as usual). | + | |
- | + | ||
- | Just a quick word about the read-only (non-editable) information displayed at the top of the stocktake: | + | |
- | * //Stock take key//: The stock take number. This is an automatically generated number which increments by 1 for each new stocktake. It is **unique within a store** only so it is possible for stocktakes from different stores to have the same number. | + | |
- | * //Stock take entered date//: The date the stocktake was created in mSupply. | + | |
- | * //Stock take status//: The current status is the stocktake: | + | |
- | * sg = suggested, the stocktake is still being worked on and is editable - new lines can be added or deleted and values can be edited etc. | + | |
- | * fn = finalised, the stocktake is complete and cannot be edited (inventory adjustments have been created form it) | + | |
- | The stocktake is a list of your stock, providing you with a ' | ||
+ | ==== Print the count sheets ==== | ||
+ | The next thing to do is to print out the count sheets so that the warehouse operatives can take them into the warehouse to carry out the count. At this stage, when the stocktake is at sg (suggested) status, this is the only thing you can print and it looks like this: | ||
- | ==== Example for a large warehouse ==== | + | {{ : |
- | A large warehouse can have thousands of locations. | + | |
- | <WRAP center round important 60%> | + | < |
- | Remember to [[items:stocktakes# | + | **NOTE:** When the **Reference** value ends in ''/ |
</ | </ | ||
+ | Using the count sheets, the warehouse operatives count the stock in the warehouse. | ||
- | In large warehouses, stock locations are often labeled in a systematic pattern something like this: | ||
- | **A< | + | ==== After counting the stock ==== |
+ | After counting the stock, the count sheets are brought back to mSupply and the information is entered into the stocktake. | ||
- | * **A** = ' | + | The stocktake is completely blind so the batch, expiry date and number of packs of each line entered on the count sheets should be entered in the //Counted batch//, //Counted Expiry date// and // |
- | * **< | + | |
- | * **< | + | |
- | * **< | + | |
- | For example, '' | + | To enter something in one of the columns, simply click into it and type what you want to enter. If you need to enter more than the batch, expiry date, number of packs or comment then double-click on the line to make more fields available for entry: |
+ | {{ : | ||
- | ^ To create stocktakes for each ^ | + | |
- | | Aisle | **Starts with** '' | + | * **Pack size**: The number of units that are in a pack |
- | | Bay | **Starts with** '' | + | |
- | | Shelf | **Starts with** '' | + | |
+ | * **Location**: The location the stock was found in. Type the first few characters of the location and press the //Tab// key to select the location from a list of locations that begin with what you typed (if there is only one that matches then it will be selected and filled in for you) | ||
+ | | ||
+ | * **Cost price**: The cost price of one pack | ||
+ | | ||
+ | | ||
- | To speed things up //and// ensure that you have described your stocktakes correctly according to the stock locations filter, you can copy the text of your filter (before clicking OK) and then paste it at the end of the stocktake description. | + | If a new line of stock was found which isn't in mSupply |
- | Firstly, click on the **Stocktakes** button | + | When all the count sheet details have been entered into the stocktake and checked, it is time to finalise the stocktake. To do this, click on the **Finalise** button. After confirming that you want to finalise |
- | - Type **Ctrl**+**N** | + | - The stocktake will be made read-only and no further changes can be made to it. |
- | - Type **Tab** **Tab** **Tab** **Tab** **Tab** **Tab** **Tab** **Tab** (**Tab** x 8) to get to the Stock location **equals** pull-down button | + | - If there are any differencies between |
- | - Type **Down-arrow** to get to the **starts with** option | + | - if the **Reference** value of the stocktake ends in '' |
- | - Type **Tab** to move the focus to the text entry field | + | - if the **Reference** value of the stocktake ends in ''/ |
- | - Type '' | + | |
- | - Type **Ctrl**+**A** to select all text | + | If there are no differences between |
- | - Type **Ctrl**+**C** to copy the selection to the clipboard | + | |
- | - Type **Enter** (same as clicking **OK** button).\\ The **Stock take sheet...** window appears. | + | |
- | - Type **Tab** to highlight all text in the **Description** field | + | |
- | - Type **End** to move the cursor | + | |
- | - Type '' | + | |
- | - Type **Ctrl**+**V** (Pastes | + | |
- | - Type **Enter** (same as clicking **OK & Next** button).\\ The **Stocktake list...** window appears. | + | |
- | Repeat the above steps for //each// stocktake. | + | <WRAP info center round 90%> |
- | + | Note that a line that has had nothing entered | |
- | ==== Example for fast moving items using a master list ==== | + | |
- | + | ||
- | It is often useful to regularly do a stocktake of fast moving items. | + | |
- | + | ||
- | To create a stocktake containing just the items on this '' | + | |
- | + | ||
- | - [[items: | + | |
- | - Item > Stocktakes > New stock take | + | |
- | - Select the Fast movers option from the **is on Master List** pull-down | + | |
- | - Click **OK** | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | ==== Print sheets to do the stocktake ==== | + | |
- | Before printing you need to ensure | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | If you want another sort order, click a column heading for a simple sort, or choose the **Custom sort** option from the Order by button. | + | |
- | + | ||
- | You can filter a stock list by entering the item name - or the first few characters of the name - or the item code in the box **Item name/code** in the top right area of the window, then clicking the **Find** button | + | |
- | + | ||
- | Clicking on the **Print** icon displays the available options: | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | * **General: | + | |
- | * //Stock take line// - prints out all the lines on the stocktake, including their quantity, with a space to write the actual | + | |
- | * //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: {{ : | + | |
- | * //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' | + | |
- | * //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. | + | |
- | * //Stock take line wt quantity big font// - is the same as the one above but printed | + | |
- | * //Stock take lines with signature// - same as //Stock take line wt quantity// but the stocktake | + | |
- | * //Stock variance// - this shows the items that were adjusted | + | |
- | * **Inventory adjustments: | + | |
- | * **Inventory adjustments-all items:** prints information about inventory adjustments made after finalisation but includes all items, not just those which have had their quantities adjusted. | + | |
- | + | ||
- | There is, of course, a further option - you may provide the staff performing the stocktake with blank sheets, requiring them to list the items, batches, expiry dates, locations, pack sizes and quantities manually. We don't recommend you use this option unless your printer is broken ;-) | + | |
- | + | ||
- | ==== Perform the stocktake ==== | + | |
- | + | ||
- | Allocate staff to perform the stocktake, instruct them in the process you wish to follow, and issue the sheets to them. | + | |
- | + | ||
- | <WRAP center round tip 60%> | + | |
- | For a stocktake involving several staff, it is recommended to require the staff members to write their name and date on each stocktake sheet. | + | |
</ | </ | ||
- | ==== Enter quantities into the system ==== | + | ==== Add a new line to the stocktake ==== |
- | Once the physical stocktake has been completed, you are ready to make entries to record any differences in stock levels into the system. Remember that any item which mSupply calculates as having zero stock will not appear on the stocktake | + | To add a new line to the stocktake |
- | + | ||
- | === Filtering the list by item name or code === | + | |
- | To help quickly find any item you want to make any adjustments to, you can enter the first few characters of its name or its code in the **Search by item name and code** field. The displayed list of items will be changed each time you enter a character to show only the items whose name or code matches what you have entered so far. To return to the full list just delete everything in this field. | + | |
- | + | ||
- | === Making adjustments === | + | |
- | If there are no differences between what was physically seen in the warehouse and what is shown in the stocktake for a particular line then you can leave it alone - no changes are necessary. | + | |
- | + | ||
- | If the only difference between what is in mSupply and what was physically seen in the warehouse is the number of packs (the figure in //Enter Quantity// column) then click on the figure in the //Enter Quantity// column and edit it to match what was physically counted in the warehouse. | + | |
- | + | ||
- | <WRAP center round tip 60%> | + | |
- | You can press the //Tab// key on the keyboard to quickly move through the editable fields on one row and then then to the next row to edit (// | + | |
- | </ | + | |
- | + | ||
- | + | ||
- | If there is more of a discrepancy between what mSupply says you have in stock and what was phisically seen in the warehouse then double-click on the line. The line edit window will open: | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | You can now edit more details: | + | |
- | * **Stock take qty**: the number of packs you counted in the warehouse | + | |
- | * **Batch**: the batch or lot number of the stock | + | |
- | * **Expiry date**: the date the stock will expire | + | |
- | * **Location**: | + | |
- | * **Cost price**: the price one pack of this line of stock cost you. Check the **12 month average** checkbox if you want mSupply to calculate a weighted average pack price based on the supplies of this item you have received in the last 12 months | + | |
- | * **Sell price**: the price you sell a pack of this line of stock for | + | |
- | * **Comment**: | + | |
- | * **Donor**: the donor of this line of stock (type the first few letters of the donor' | + | |
- | + | ||
- | Notice that you cannot change the **Pack size** value. If you want to do that then you must set the Stock take qty for this line to 0 and add a new line with the correct pack size (see the Adding items not in the stocktake list section below for details). | + | |
- | + | ||
- | === Adding items not in the stocktake list === | + | |
- | In the event of an item being physically present in the warehouse, but not on the list then it needs to be added to the stocktake | + | |
- | - Click the **New line** button and this window will appear: {{ : | + | |
- | - If you want to add a line of stock that already exists in mSupply then, in the //Existing stock lines// table at the top, check the checkbox | + | |
- | - If you want to add a new line of stock that doesn' | + | |
- | * Stock take qty: the number of packs you found in the warehouse. | + | |
- | * Pack size: the number of items in each pack that you found in the warehouse. | + | |
- | * Batch: the batch number of the item you found. | + | |
- | * Expiry date: the expiry date of the item you found (click on the calendar icon to select it or enter it manually). | + | |
- | * Location: the shelf location in the warehouse where you found the item (if you don't know the exact location then type the first few characters of the location label, press the Tab key on the keyboard and select the location from the list that appears). | + | |
- | * Cost price: if you know it, enter it in the currency you are using in your datafile. If you don't know it, you could check the //12 month average// checkbox and mSupply will enter a weighted average price of all the stock of this item you received over the last 12 months. | + | |
- | * Sell price: if you know it, enter it in the currency you are using in your datafile. | + | |
- | * //Use details of line selected above// button: this is a shortcut to save typing values | + | |
- | - You can also select a colour for the line in the stock take using the colour picker in the top right hand corner (set to black by default, as shown in the screenshot). | + | |
- | + | ||
- | After clicking on the //Add new// button you are returned to the **Stocktake sheet** window, where the new line entered will now appear in the colour selected; note that the new line(s) appear at the bottom of the stocktake and they have a value of zero in the // | + | |
- | + | ||
- | <WRAP center round info 60%> | + | |
- | * If you add a new line to the stocktake that has the same details (pack size, batch, expiry, location, cost and sell price) as one already | + | |
- | * All details of a new line added may be edited, but only the ** quantity** or the ** location** of existing lines on the sheet may be edited; this is performed by double clicking on the row you wish to edit. | + | |
- | * The //Delete item// button will only work to delete lines which you have added yourself (i.e. lines with a snapshot quantity of zero). | + | |
- | </ | + | |
- | + | ||
- | + | ||
- | === Adjustment reasons === | + | |
- | If you have created at least one Positive inventory adjustment reason and one Negative inventory adjustment reason in the system (see the [[preferences: | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | The column is read only but, if you edit the number in the //Enter Quantity// column then the line edit window will be opened and you must select an Adjustment reason (one of those you set up in the preferences - a Positive adjustment reason if you have increased the quantity compared to the // | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | When you finalise the stocktake and create the inventory adjustments (see below), the individual lines of the inventory adjustments will be given the same adjustment reasons you set for them in the stocktake. | + | |
- | ==== Create inventory adjustments ==== | + | |
- | When all necessary adjustments have been entered, you are ready to create the inventory adjustments. | + | |
- | + | ||
- | <WRAP center round alert 60%> | + | |
- | Creating inventory adjustments (finalising the stocktake) is not reversible, so you have to be quite certain you've finished making all the changes you want to the stocktake before you do it. | + | |
- | </ | + | |
- | + | ||
- | === Inventory adjustment categories === | + | |
- | + | ||
- | After you click on the **Create inventory adjustments** button, the following window will appear to ask you to confirm this is what you want to do: | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | Before you click on the **OK** button to confirm, you can select a transaction category to give to the inventory adjustments when they are created by clicking on the drop down list (these can be useful when it comes to reporting later). This drop down list is populated with all the transaction categories in your datafile that have a type of //inventory adjustment// | + | |
- | + | ||
- | === What if there is insufficient stock to adjust? === | + | |
- | + | ||
- | If an item has limited stock and that stock is allocated to an invoice during stocktake, when you try to adjust the stock the following | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | For the excel option a spreadsheet | + | |
- | + | ||
- | {{ :items: | + | |
- | + | ||
- | Of course, closing off transactions until a stocktake is complete and avoiding these kinds of issues is by far the best practice. | + | |
- | + | ||
- | <WRAP center round info 60%> | + | |
- | If you have the //Can edit stocktake dates// permission (see [[admin: | + | |
- | </ | + | |
- | + | ||
- | <WRAP tip center round 90%> | + | |
- | Any changes to lines in a stocktake that don't include a change in quantity (e.g. a change in batch, expiry date or sell price only) will also result in stock in the system being updated when you click on the **Create inventory adjustments** button but it will not result in any lines being added to an inventory adjustment. You can see the changes in the system by viewing the details of the individual stock lines and all such changes are logged, on the stocktake (see the //log// tab when viewing the stocktake or [[admin: | + | |
- | </ | + | |
- | + | ||
- | ==== Viewing inventory adjustments ==== | + | |
- | + | ||
- | Once inventory adjustments have been created, the status of the stocktake changes from suggested (**sg**), to finalised (**fn**). You will now observe a change in the buttons appearing on the Stocktake sheet: | + | |
- | * in the upper area, only the **Print** button is present | + | |
- | * while at the bottom two new buttons are present; **Show added adjustments** and **Show reduced adjustments**. | + | |
- | {{ : | + | |
- | * Click on either button to display the related inventory adjustment transaction. | + | |
- | + | ||
- | === If the inventory adjustment quantities look wrong === | + | |
- | + | ||
- | It is possible for the stock reduction inventory adjustments created by your stocktake to have smaller quantities on them that you expect. They may even be zero like the example in this screenshot (and you know there should definitely be a reduction in stock because the counted quantity was less than the snapshot value in the stocktake): | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | The quantity might not be zero but still less than the snapshot minus the counted quantity specified in the stocktake. | + | |
- | + | ||
- | This scenario is because stock was found on new or suggested status customer invoices. This stock is reserved for customers by mSupply but not removed form your total stock (see [[issuing_goods: | + | |
- | To avoid this scenario follow the golden stocktake rule: | + | {{ :items: |
- | **Review | + | Enter the first few characters of the item the stock is for in the **Item** text box and press the //Tab// key on the keyboard to select the right item from a list of items beginning with what you typed (if there is only one item that matched it will be selected for you and entered in the **Item** text box). |
- | If you must leave some customer invoices unconfirmed before finalising | + | Now enter the details of the stock in the //New stock line// section: |
+ | | ||
+ | * **Pack size**: The number of units that are in a pack | ||
+ | * **Batch**: The batch of the stock | ||
+ | * **Expiry date**: The expiry date of the stock. Enter is manually or select it by clicking | ||
+ | | ||
+ | * **Donor**: The donor of this stock (only shown if the option to track donor is turned | ||
+ | * **Cost price**: The cost price of one pack | ||
+ | * **12 month average checkbox**: Check this to replace | ||
+ | * **Sell price**: The sell price of one pack | ||
- | To understand further see the [[faq: | + | When you've added all the details click on the **Add new** button to add the line to the stocktake. It will appear at the bottom of the table of stocktake lines. |
- | ==== Print the report | + | ==== Delete a line from the stocktake |
- | Clicking | + | To delete one or more lines from the stocktake, select them in the table and click on the **Delete line(s)** button. After confirmation the selected lines will be deleted. |
- | {{ : | + | Please note, you can only delete lines from the stocktake that you manually added to it uysing the **New line** button. |
- | In this example, three adjustments have been made: | ||
- | * Magnesium carbonate: present at the physical check but not on the sheet, has been added | + | ===== After finalising a stocktake ===== |
- | | + | After finalising a stocktake |
- | | + | |
- | Items that weren' | + | {{ :items: |
- | == Some points | + | When you finalise the last stocktake with the same **Count reference** (as entered in the options window when creating the phased stocktake) then you will be asked if you want to print out the //Stock comparison report//, which will show you all the discrepancies recorded in all the stocktakes with the same count reference. |
- | * When you have created the stocktake sheet, it's like `taking a snapshot'; | ||
- | * New transactions can however, be entered into the system. | ||
- | * the Log tab on the ** Stocktake sheet** will list any anomalies. An anomaly may occur if a transaction has been entered after the stocktake that issued more stock than you physically counted. Obviously someone has made a mistake in such a situation. | ||
- | * There is on the stocktake window (lower left corner) a checkbox ** Locked** , which, if checked, will allow neither deletion of the stocktake nor any changes to be made to it. | ||
- | {{ : | ||
- | <WRAP clear/> | ||
- | * **Ok and Next** - if you have no more stocktakes to add, click the ' | ||
- | <WRAP clear/> | ||
- | {{ : | ||
\\ | \\ | ||
\\ | \\ |