items:stocktakes

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items:stocktakes [2025/08/06 23:16] – [Example for a large warehouse] Mark Gloveritems:stocktakes [2026/01/16 12:45] (current) – [Adding items not in the stocktake list] Gary Willetts
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 ===== General ===== ===== General =====
-There are three main types of stocktakes:+There are four main types of stocktakes:
  
 +  * **Initial stocktake**:  The stocktake carried out when initially deploying mSupply at a site.  This is the most difficult stocktake as it is not only the biggest stocktake you will ever carry out in the store, it will also be one of the first things you ever do in mSupply, so you are still learning the system!
   * **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.
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 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.
  
-The inconvenience caused by closure of the store varies from minor to significant. The benefit of using mSupply's stocktake module, while requiring that the store is closed while the physical stock check is in progress, is that the store may be opened immediately after the physical count is completed. Entry of the adjusted figures into mSupply(r) may be made at any convenient time over the next few days.  Having said that normal operation can occur immediately after the stocktake, issuance will be affected by any discrepancies discovered during the stocktake.+The inconvenience caused by closure of the store varies from minor to significant. The benefit of using mSupply's stocktake module, while requiring that the store is closed while the physical stock check is in progress, is that the store may be opened immediately after the physical count is completed. Entry of the adjusted figures into mSupply(r) may be made at any convenient time over the next few days.  While normal operation can occur immediately after the stocktake, issuance will be affected by any discrepancies discovered during the stocktake, so it is still preferable to finalise the stocktake a.s.a.p.
  
 <WRAP center round important 60%> <WRAP center round important 60%>
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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.
  
-**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.+<WRAP center round info 60%> 
 +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. 
 +</WRAP> 
  
  
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 </WRAP> </WRAP>
  
 +===== Preparing for the stocktake =====
 +Prior to conducting anything but the most trivial partial stocktake, it is highly recommended to confirm or delete all customer invoices with status = ''sg''.
 +
 +It is also recommended to delete any 'Current' stocktakes (status = ''sg'') in case they are accidentally finalised.  If your store has fallen into significant disuse then this could be a daunting exercise. The mSupply Foundation has developed some code that deletes all customer invoices with status = ''sg'' and all 'Current' stocktakes (status = ''sg'').
 +
 +This is clearly a blunt instrument and should only be used with the greatest caution (the support team will guide you!). If you are interested in taking this risk, please contact [[support@msupply.foundation]] and reference [[https://wiki.sussol.net/doku.php/support:footrunner_library:delete_sg_nw_invoice_and_stocktake|Delete "sg" and "new" customer invoices and unfinalised stocktakes in the current store]].
 ===== 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 center round important 60%> <WRAP center round important 60%>
-Whatever filters you use, ad-hoc or non-stock items will **never** be included in a stocktake+**1.** Stock belonging to items that are invisible will always be added to a stocktake if the filter matches the item or stock. No stock can be hidden in mSupply! 
 + 
 +**2.** Whatever filters you use, ad-hoc or non-stock items will **never** be included in a stocktake
 </WRAP> </WRAP>
  
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 </WRAP> </WRAP>
  
 +<WRAP center round important 60%>
 +When searching for items and stock to add to a stocktake, stock that belongs to items that are invisible in the current store will always be available to be added. You will not be able to add new stock lines for items that are invisible in your store but you will be able to add existing stock for invisible items - it will show up in searches, just as though the item was visible in your store.
 +
 +No stock can be hidden in mSupply!
 +</WRAP>
  
 === Adjustment reasons === === Adjustment reasons ===
  • Last modified: 2025/08/06 23:16
  • by Mark Glover