items:stocktakes

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items:stocktakes [2023/01/23 00:23] – [Confirm Customer Invoices] Mark Gloveritems: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**:  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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 ==== Closing the store ==== ==== Closing the store ====
- 
 Traditionally, during a full stocktake, the store is closed, and no transactions may take place until the exercise is completed. Traditionally, during a full stocktake, the store is closed, and no transactions may take place until the exercise is completed.
  
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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 (''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]]. 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.
 </WRAP> </WRAP>
- 
- 
  
 /* /*
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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:programs|]]) so that you can easily see if any of your stocktakes are program based. **Note**: there will be an additional **Program** column in the table if you have program based master lists created (see [[items:programs|]]) so that you can easily see if any of your stocktakes are program based.
  
-==== Buttons on the Stocktake list window ==== 
  
 +==== Buttons on the Stocktake list window ====
 === New stock take === === 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. A **New stock take** is the normal way that you would create a stocktake, described in more detail on the rest of this page.
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 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"). 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> </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 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. 
 + 
 +{{ :items:stock_take-2023-04-19-t18-07.png?400 |}} 
 + 
 +=== 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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 {{ :items:stock_loc_fltr.png?400 }} {{ :items:stock_loc_fltr.png?400 }}
  
-===== 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 //File//>//Preferences//>//Stock// tab then columns for those will also be displayed in this table.
 +
  
 The stocktake is a list of your stock, providing you with a 'snapshot' of your stock at a point in time.  From this, mSupply enables you to create printed lists of your stock items from which you and your staff can do the physical stocktake. The stocktake is a list of your stock, providing you with a 'snapshot' of your stock at a point in time.  From this, mSupply enables you to create printed lists of your stock items from which you and your staff can do the physical stocktake.
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     * //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. :-( )
 +    * //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:printing#edit_messages_on_printed_forms|printing preferences]] is printed at the end.     * //Stock take lines with signature// - same as //Stock take line wt quantity// but the stocktake signature entered in the [[preferences:printing#edit_messages_on_printed_forms|printing preferences]] is printed at the end.
     * //Stock variance// - this shows the items that were adjusted after the stocktake was finalised. Similar to the //Inventory adjustments// option below but a slightly different format.     * //Stock variance// - this shows the items that were adjusted after the stocktake was finalised. Similar to the //Inventory adjustments// option below but a slightly different format.
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-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:+If there is more of a discrepancy between what mSupply says you have in stock and what was physically seen in the warehouse then double-click on the line. The line edit window will open:
  
 {{ :items:stk_take_line_edit.png?450 }} {{ :items:stk_take_line_edit.png?450 }}
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   * **Expiry date**: the date the stock will expire   * **Expiry date**: the date the stock will expire
   * **Location**: where the stock is located in the warehouse (type the first few letters of the location's code and press the //Tab// key on the keyboard to select the right location from a matching list)   * **Location**: where the stock is located in the warehouse (type the first few letters of the location's code and press the //Tab// key on the keyboard to select the right location from a matching list)
-  * **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  +  * **Volume per pack**: the volume of one pack (of the **Pack size** field) of the stock in m<sup>3</sup>. You can enter in litres or ml by typing ''l'' or ''ml'' after the figure you enter. 
-  * **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**: anything you want to remember that was notable about this line during the stocktake +  * **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. 
-  * **Donor**: the donor of this line of stock (type the first few letters of the donor's code and press the //Tab// key on the keyboard to select the right location from a matching list). Will only be available if the **Allow tracking of received stock by donor** preference is turned on (see the [[preferences:invoices#invoices_1_tab|Invoice preferences]] page for details) +  * **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:** this stockline will be put on hold immediately if this checkbox is checked, the change will not wait until the stocktake is finalised. 
 +  * **Comment**: anything you want to remember that was notable about this line during the stocktake. 
 +  * **Donor**: the donor of this line of stock (type the first few letters of the donor's code and press the //Tab// key on the keyboard to select the right location from a matching list). Will only be available if the //Allow tracking of received stock by donor// preference is turned on (see the [[preferences:invoices#invoices_1_tab|Invoice preferences]] page for details). 
 +  * **Manufacturer**: If the //Able to enter manufacturer when receiving, ordering or quoting for items// store preference is turned on then this field will show and you can edit the manufacturer of the stock. Type the first few characters of the manufacturer's name and press the //Tab// key on the keyboard to select the right manufacturer from a list. 
 +  * **Custom stock fields 1-8**: If any of these fields are turned on in the //File//>//Preferences//>//Stock// tab then they will show on this window and you can edit their values as appropriate.  
  
 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's code and press the //Tab// key on the keyboard to select the right location from a matching list). Will only be available if the //Allow tracking of received stock by donor// preference is turned on (see the [[preferences:invoices#invoices_1_tab|Invoice preferences]] page for details).
 +    * Manufacturer: If the //Able to enter manufacturer when receiving, ordering or quoting for items// store preference is turned on then this field will show and you can edit the manufacturer of the stock. Type the first few characters of the manufacturer's name and press the //Tab// key on the keyboard to select the right manufacturer from a list.
 +    * Custom stock fields 1-8: If any of these fields are turned on in the //File//>//Preferences//>//Stock// tab then they will show on this window and you can edit their values as appropriate.
 +    * Volume per pack: the volume of one pack (of the **Pack size** field) of the stock in m<sup>3</sup>. You can enter in litres or ml by typing ''l'' or ''ml'' after the figure you enter.
 +    * 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:  **[[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: 2023/01/23 00:23
  • by Mark Glover