Stock Take Processing

Off the parts menu there is now a new option of Stock Take, this is an automated stock take routine which will save users a lot of time when doing a stock take.

• Click Parts
• Click Stock Take

Create Stock List

If a stock list already exists a warning message is displayed and you are not allowed to continue unless you log in as SUPERVISOR, this will give a warning that a list is already in progress but will allow you to continue on to create a new list.

• Print By can be selected either by 'Part Number' or 'Bin Number' order
• Full List will generate a list of all stock numbers from the stock file in accordance with any check boxes set
• Random Sample will provide a shorter list of stock numbers by reading through the stock file and picking stock at intervals in accordance with any check box selected.

On both lists you have the option of

• Print Decontrolled Items – these will be things like Consumables or Sundries or Environmental charge and you generally won’t be recording quantities
• Print Quantities – if you are a parts manager, print them. When you find the quantity different you will look up down left and right to find them. If you have staff helping you, don’t print them then they will only be able to put down the right quantity.
• Exclude if On Hand Zero – I can’t think why you would want to do this as the record may be incorrect and if you have any in stock, then you would have to make a separate note of the part no and quantity.

A new stock list is generated when the print out has been produced, if you exit before this point the new list will not be created.

View Stock List

Function Keys

(<<) and (>>) go to previous and next page of items.

Operator 

Who is inputting the information on system

Enter an Operator Name

and/or

Enter an Assigned to – who is doing the physical check

Select radio button to apply

All pages / Items will fill entire list with entered names

Page(s) will give you an entry box which will allow a page or range of pages to be entered separated by comma. E.g. 1-5,7.8,10-15 

Page / Items will allow you to enter a page number and item on the page.

Adjust

A pop up screen will be displayed and the details of Operator and Authority code (this will default to the operator initials) must be filled in before you are allowed to edit the grid. If you want to get out of this screen press escape key.

If the details have been entered the cursor will be moved into the grid where you can enter the adjustments.

You can press the return key to move down the grid.

If no number is entered then the record will not be updated even if you want a zero value; you must physically enter a zero and then return for the record to be updated.

When you reach the bottom of the page the screen will change to the next page.

You can also use the mouse to move to required record and enter a value.

You can also use the goto function. This allows you to enter a page number to skip to.

The adjustment entered will immediately update the stock and movement file, even if zero value or same value so you know it has been checked.

To check the values have been updated go to the parts maintenance screen. The stock on hand and last checked date should now display the adjusted value and current date.

Click on the movements tab, the type will show as ‘Adj’ and source will show as ‘Chk’.

Print

Current Page will print the page currently displayed on the grid

All pages will print the whole of the stock list

Page(s) will allow you to enter a page or range of pages separated by comma that will be printed

E.g. 2-5,7,9

·         GOTO

Allows entry of a page number and then moves to that page. If a page is entered that does not exist a warning message will be displayed.

·         Exit

On exit the program will check if the stock take has been completed. If all adjustments have been made then the message “STOCK TAKE COMPLETE” will be displayed. This will change the status of the stock list and allow you create a new list.

Reports

The reports will use the latest stock list available.

Exceptions Report will produce a list of all items that have not been updated.

Variance Report will produce a list of all items in the stock report and give a stock value difference.