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Both sides previous revision Previous revision Next revision | Previous revision | ||
items:stocktakes [2021/06/18 00:14] – [Preparing the stocktake] Mark Glover | items:stocktakes [2024/09/13 11:38] (current) – [Preparing the stocktake] Gary Willetts | ||
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===== General ===== | ===== General ===== | ||
- | There are two main types of stocktakes: | + | There are three main types of stocktakes: |
* **Partial stocktake**: | * **Partial stocktake**: | ||
* **Full stocktake**: | * **Full stocktake**: | ||
+ | * **Phased stocktakes**: | ||
- | ==== Closing | + | <WRAP center round important 60%> |
+ | A user can only create a stocktake or edit the lines on a stocktake if they have the appropriate permissions. See the [[admin: | ||
+ | </ | ||
+ | |||
+ | ==== Closing the store ==== | ||
Traditionally, | Traditionally, | ||
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==== Confirm Customer Invoices ==== | ==== Confirm Customer Invoices ==== | ||
- | + | mSupply will not allow stock that is on a Customer Invoice with status of new ('' | |
- | 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: | + | |
<WRAP center round important 60%> | <WRAP center round important 60%> | ||
- | It is <wrap em> | + | It is <wrap em> |
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: | + | * **Current: |
* **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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**Note**: there will be an additional **Program** column in the table if you have program based master lists created (see [[items: | **Note**: there will be an additional **Program** column in the table if you have program based master lists created (see [[items: | ||
- | <WRAP center round tip 60%> | + | |
- | There is little point in keeping old stocktakes with status = " | + | ==== Buttons on the Stocktake list window ==== |
+ | === New stock take === | ||
+ | A **New stock take** is the normal way that you would create a stocktake, described in more detail on the rest of this page. | ||
+ | === New blank stock take === | ||
+ | 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. | ||
+ | === Delete stock take === | ||
+ | **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 = " | ||
</ | </ | ||
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</ | </ | ||
- | ==== Filtering by location | + | === Filtering the stock by expiry === |
+ | You can carry out a stock take based on expiry dates for your stock. This is useful to review and remove expired stock from your inventory. | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | === Filtering by location === | ||
Filtering by location is an especially useful way of breaking up a large stocktake in to a series of smaller stocktakes. | Filtering by location is an especially useful way of breaking up a large stocktake in to a series of smaller stocktakes. | ||
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{{ : | {{ : | ||
- | ===== Preparing the stocktake ===== | ||
+ | ===== Preparing the stocktake ===== | ||
The stocktake list is produced: | The stocktake list is produced: | ||
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* 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. | * 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) | * fn = finalised, the stocktake is complete and cannot be edited (inventory adjustments have been created form it) | ||
+ | |||
+ | And a quick word about the columns in the table: if adjustment reasons are being used or any of the custom stock fields in // | ||
+ | |||
The stocktake is a list of your stock, providing you with a ' | The stocktake is a list of your stock, providing you with a ' | ||
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- Click **OK** | - Click **OK** | ||
- | {{: | + | {{ : |
==== Print sheets to do the stocktake ==== | ==== Print sheets to do the stocktake ==== | ||
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* **General: | * **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// - 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 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' | + | * //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 | ||
* //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// - 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 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 by location// - prints the lines for each location on a separate page. | ||
* //Stock take lines with signature// - same as //Stock take line wt quantity// but the stocktake signature entered in the [[preferences: | * //Stock take lines with signature// - same as //Stock take line wt quantity// but the stocktake signature entered in the [[preferences: | ||
* //Stock variance// - this shows the items that were adjusted after the stocktake was finalised. Similar to the //Inventory adjustments// | * //Stock variance// - this shows the items that were adjusted after the stocktake was finalised. Similar to the //Inventory adjustments// | ||
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- | If there is more of a discrepancy between what mSupply says you have in stock and what was phisically | + | If there is more of a discrepancy between what mSupply says you have in stock and what was physically |
{{ : | {{ : | ||
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* **Expiry date**: the date the stock will expire | * **Expiry date**: the date the stock will expire | ||
* **Location**: | * **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 | + | * **Weight per pack**: the weight of one pack of the item (of the **Pack size** field) in kg. |
- | * **Comment**: | + | |
- | * **Donor**: the donor of this line of stock (type the first few letters of the donor' | + | * **Sell price**: the price you sell a pack of this line of stock for. |
+ | * **Hold: do not issue**: if checked then this will put the stock line on hold so that it cannot be issued in customer invoices. **WARNING: | ||
+ | * **Comment**: | ||
+ | * **Donor**: the donor of this line of stock (type the first few letters of the donor' | ||
+ | * **Manufacturer**: | ||
+ | * **Custom stock fields 1-8**: If any of these fields are turned on in the // | ||
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). | 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). | ||
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* Expiry date: the expiry date of the item you found (click on the calendar icon to select it or enter it manually). | * 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). | * 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). | ||
+ | * Donor: the donor of this line of stock (type the first few letters of the donor' | ||
+ | * Manufacturer: | ||
+ | * Custom stock fields 1-8: If any of these fields are turned on in the // | ||
+ | * Volume per pack: the volume of one pack (of the **Pack size** field) of the stock in m< | ||
+ | * Weight per pack: the weight of one pack of the item (of the **Pack size** field) in kg. | ||
* 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. | * 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. | * Sell price: if you know it, enter it in the currency you are using in your datafile. | ||
+ | * Hold: do not issue: if checked then this will put the stock line on hold so that it cannot be issued in customer invoices. WARNING: this stockline will be put on hold immediately if this checkbox is checked, the change will not wait until the stocktake is finalised. | ||
* //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 and you can then edit the ones that aren't quite right. | * //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 and you can then edit the ones that aren't quite right. | ||
- 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). | - 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). | ||
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\\ | \\ | ||
\\ | \\ | ||
- | | // Previous: | + | | // Previous: |
---- struct data ---- | ---- struct data ---- | ||
pagestatus.status | pagestatus.status | ||
---- | ---- | ||