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items:phased_stocktakes [2023/12/13 12:21] – Gary Willetts | items:phased_stocktakes [2024/09/13 14:43] (current) – [Add a new line to the stocktake] Gary Willetts | ||
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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: | ||
Line 46: | Line 48: | ||
* **Count reference**: | * **Count reference**: | ||
* **Item filter**: Make settings here to select the stock that is included in the stocktake. The filters work the same as for standard stocktakes as described on the [[items: | * **Item filter**: Make settings here to select the stock that is included in the stocktake. The filters work the same as for standard stocktakes as described on the [[items: | ||
- | * **Stock location**: Here you can select a particular aisle or level of the warehouse to include in the stocktake. Enter the identifier of an aisle in the **Aisle** textbox or the identifer of a level in the **Level** textbox. | + | * **Stock location**: Here you can select a particular aisle or level of the warehouse to include in the stocktake. Enter the identifier of an aisle in the **Aisle** textbox or the identifer of a level in the **Level** textbox: |
- | * If you enter an **Aisle** value only then a stocktake will be created for each level in that aisle. | + | * If you enter an **Aisle** value only, then a stocktake will be created for each level in that aisle. |
- | * If you enter a **Level** value only then a stocktake will be created for that level in each aisle in the warehouse. | + | * If you enter a **Level** value only, then a stocktake will be created for that level in each aisle in the warehouse. |
* If you enter an **Aisle** and **Level** value then a single stocktake will be created for the level in the aisle specified. | * If you enter an **Aisle** and **Level** value then a single stocktake will be created for the level in the aisle specified. | ||
* If you enter neither value then a stocktake will be created for every level in every aisle in the warehouse. | * If you enter neither value then a stocktake will be created for every level in every aisle in the warehouse. | ||
- | 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. | + | 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. |
- | ==== Filtering | + | When the stocktake creation is complete you will be told how many stocktakes were created |
- | 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%> | + | {{ : |
- | Whatever filters you use, ad-hoc or non-stock items will **never** be included in a stocktake | + | |
- | </ | + | |
- | ==== Filtering | + | The reference in the // |
- | You can carry out a stock take based on expiry dates for your stock. This is useful to review | + | * '' |
+ | * '' | ||
+ | * '' | ||
+ | * '' | ||
+ | * '' | ||
- | {{ : | ||
- | ==== Filtering by location ==== | ||
- | 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%> | + | ===== Carrying out a phased |
- | Of course, it is not possible to filter by [[items: | + | To open a phased |
- | + | ||
- | <WRAP center round info 60%> | + | |
- | * The "Shelf location" | + | |
- | * To filter the stock take by shelf location to include what stock is actually stored there (according to mSupply records!), use the **Stock location** filter. | + | |
- | </ | + | |
- | + | ||
- | 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 | + | |
- | + | ||
- | * Sorted alphabetically, by name | + | |
- | * 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 | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | Now fill in the information at the top of the stocktake: | + | |
- | * **Description: | + | |
- | * **Comment: | + | |
- | * **Stock take date:** This is the date you performed the stocktake and is set to the date the stocktake was created by default. Users will only be able to edit this if they have the //Can edit stocktake dates// permission set (see [[admin: | + | |
- | + | ||
- | **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 | + | |
- | + | ||
- | Just a quick word about the read-only (non-editable) information displayed at the top of the stocktake: | + | |
- | * //Stock take key//: | + | |
- | * //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 ' | + | |
+ | {{ : | ||
- | ==== Example for a large warehouse ==== | + | * **Description**: |
- | A large warehouse can have thousands | + | * **Reference**: |
+ | * **Comment**: | ||
+ | * **Stocktake date**: the date the stocktake count was started, set to the creation date by default | ||
- | <WRAP center round important 60%> | + | < |
- | Remember to [[items: | + | The table in the above screenshot shows the default columns. If any of the custom stock fields in // |
</ | </ | ||
+ | ==== 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: | ||
+ | {{ : | ||
- | In large warehouses, stock locations are often labeled in a systematic pattern something like this: | + | <WRAP info center round 90%> |
- | + | **NOTE:** When the **Reference** value ends in ''/ | |
- | **A<nowiki>##</ | + | |
- | + | ||
- | | + | |
- | | + | |
- | * **< | + | |
- | * **< | + | |
- | + | ||
- | For example, '' | + | |
- | + | ||
- | + | ||
- | ^ To create stocktakes for each ^ | + | |
- | | Aisle | **Starts with** '' | + | |
- | | Bay | **Starts with** '' | + | |
- | | Shelf | **Starts with** '' | + | |
- | + | ||
- | 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 | + | |
- | + | ||
- | Firstly, click on the **Stocktakes** button on the **Items** navigator\\ The **Stocktake list...** window appears. | + | |
- | - Type **Ctrl**+**N** to start a **New stock take** | + | |
- | - Type **Tab** **Tab** **Tab** **Tab** **Tab** **Tab** **Tab** **Tab** | + | |
- | - Type **Down-arrow** to get to the **starts with** option | + | |
- | - Type **Tab** to move the focus to the text entry field | + | |
- | - Type '' | + | |
- | - Type **Ctrl**+**A** to select all text | + | |
- | - Type **Ctrl**+**C** to copy the selection to the clipboard | + | |
- | - Type **Enter** (same as clicking **OK** button).\\ | + | |
- | - Type **Tab** to highlight all text in the **Description** field | + | |
- | - Type **End** to move the cursor to the end of the existing text (If you are on a laptop where the **End** key is hard to find, the Right arrow (**→**) key will also work here) | + | |
- | - Type '' | + | |
- | - Type **Ctrl**+**V** (Pastes the clipboard) | + | |
- | - Type **Enter** (same as clicking **OK & Next** button).\\ The **Stocktake list...** window appears. | + | |
- | + | ||
- | Repeat the above steps for //each// stocktake. | + | |
- | + | ||
- | ==== 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 that the order in which items are displayed is appropriate. By default the list is alphabetical, | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | 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 counted quantity. It looks like this: {{ : | + | |
- | * //Stock take line discovered items// - prints out a sheet with all the headers but containing | + | |
- | * //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 in landscape with a bigger font. This is particularly helpful in warehouses with poor lighting (powercuts, etc. :-( ) | + | |
- | * //Stock take lines with signature// - same as //Stock take line wt quantity// but the stocktake | + | |
- | * //Stock variance// - this shows the items that were adjusted after the stocktake was finalised. Similar to the //Inventory adjustments// | + | |
- | * **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. | + | |
</ | </ | ||
+ | Using the count sheets, the warehouse operatives count the stock in the warehouse. | ||
- | ==== Enter quantities into the system ==== | ||
- | 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 sheet. | ||
- | === Filtering | + | ==== After counting |
- | 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 | + | After counting the stock, the count sheets are brought back to mSupply |
- | === Making adjustments === | + | 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 |
- | If there are no differences between what was physically seen in the warehouse | + | |
- | If the only difference between what is in mSupply | + | 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 |
- | <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 (// | + | |
- | </ | + | |
+ | * **Counted number of packs**: The number of packs counted on the shelf | ||
+ | * **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 on the calendar button | ||
+ | * **Location**: | ||
+ | * **Donor**: The donor of this stock (only shown if the option to track donor is turned on - see the [[preferences: | ||
+ | * **Adjustment reason**: Only displayed if adjustment reasons are turned on (see the [[preferences: | ||
+ | * **Cost price**: The cost price of one pack | ||
+ | * **12 month average checkbox**: Check this to replace the cost price with an average of the cost prices for stock of the same item received in the last 12 months | ||
+ | * **Sell price**: The sell price of one pack | ||
+ | * **Hold: do not issue**: If checked then the stock line is on hold and cannot be issued. **WARNING**: | ||
+ | * **Custom stock fields 1-4**: Fields for these will be displayed at the bottom if they are turned on in // | ||
- | If there is more of a discrepancy between what mSupply says you have in stock and what was phisically seen in the warehouse | + | If a new line of stock was found which isn' |
- | {{ :items:stk_take_line_edit.png?450 }} | + | 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 the stocktake, this will do two things: |
+ | - The stocktake will be made read-only and no further changes can be made to it. | ||
+ | - If there are any differencies between the the batch, expiry date or number of packs that were entered for a line and the actual batch, expiry date or number of packs of the stock line in mSupply then: | ||
+ | - if the **Reference** value of the stocktake ends in ''/ | ||
+ | - if the **Reference** value of the stocktake ends in ''/ | ||
+ | |||
+ | If there are no differences between the batch, expiry date or number of packs that were entered for all lines and the actual batch, expiry date or number of packs of the matching stock lines in mSupply then nothing further is done and the user is shown an alert message to say that the count for this aisle/level combination is complete. | ||
- | You can now edit more details: | + | <WRAP info center round 90%> |
- | * **Stock take qty**: the number of packs you counted in the warehouse | + | Note that a line that has had nothing entered |
- | * **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 in mSupply: | + | |
- | - 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 in all the fields in this section. If the details are similar to a stock line that is shown in the //Existing stock lines// table above then click on the line in the table to select it then click on this button. mSupply will copy the details of thew line into the fields in this section | + | |
- | - 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 | + | |
- | + | ||
- | <WRAP center round info 60%> | + | |
- | * If you add a new line to the stocktake | + | |
- | * 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 | + | ==== Add a new line to the stocktake ==== |
- | If you have created at least one Positive inventory adjustment reason and one Negative inventory adjustment reason in the system (see the [[preferences: | + | To add a new line to the stocktake (for stock that you find during the stocktake that is not in mSupply already), click on the **New line** button. |
- | + | ||
- | {{ : | + | |
- | + | ||
- | 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 | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | When you finalise | + | |
- | ==== 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 | + | |
- | </ | + | |
- | + | ||
- | === 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 | + | |
- | + | ||
- | 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 window will display giving you two options to choose from: | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | For the excel option a spreadsheet will open allowing you to analyse the invoices to which the stock is allocated. | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | 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 | + | |
- | </ | + | |
- | + | ||
- | ==== 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 on - see the [[preferences: | ||
+ | * **Adjustment reason**: Only displayed if adjustment reasons are turned on (see the [[preferences: | ||
+ | * **Cost price**: The cost price of one pack | ||
+ | * **12 month average checkbox**: Check this to replace the cost price with an average of the cost prices for stock of the same item received in the last 12 months | ||
+ | * **Sell price**: The sell price of one pack | ||
+ | * **Hold: do not issue**: If checked then the stock line is on hold and cannot be issued. **WARNING**: | ||
+ | * **Custom stock fields 1-4**: Fields for these will be displayed at the bottom if they are turned on in // | ||
- | 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/> | ||
- | {{ : | ||
\\ | \\ | ||
\\ | \\ |