Stock Take Process Flow:

Create Stock Take

This screen allows to enter the Stock into the company.

Company, Branch and Location are populated by default. Please ensure they are set to the correct values. The Branch and Location are very important to ensure that the appropriate On Hand Values are retrieved from the system and adjusted when posting later.

Name is required field: Assign a name to the Stock Take. After that, products can be added. Note that any products on an active stock take cannot be added to another stock take for the same branch and location.

Selection By: This dropdown list allows user to choose how the selection should be done for this stock take i.e. should it be on the basis of:

• Product Group
• Products
• Supplier

Please note: once you have made your selection by choice, and have selected either supplier or product, the Selection By dropdown becomes uneditable.

Adding Products to Stock Take

Selection by Supplier:

All products for a specific supplier will be added after you enter a Supplier code. You can also search for a Supplier by typing part of the name and hitting the ‘F2’ button on your keyboard to open the lookup. Once you select a Supplier all products under that Supplier in Suppliers > Master > Products will be added to the stock take.

Selection by Product Group:

Once you select a Product Group, you can further filter the products that will be added by Category and/or Brand as well. The Category can only be selected after a Product Group is selected. A Subcategory can be selected only after a Category has been selected. 

Once you have the selections for what you want to add to the count, click ‘Add Products’ to add them to the stock take. You can add multiple Product Groups by selecting another Product Group and further filters and then clicking ‘Add Products’ again. 

Selection by Product:

Products can be added and removed individually by the Product Code textbox in the top panel on the right.  To add many products at once click on the ‘Choose Products’ tab and select a filter, such as Brand. Just like the Product Group filters in the top panel, the Category doesn’t populate until a Product Group is selected and Subcategory doesn’t until a Category is selected.  Brand is available immediately though, so if your intention is to create a stock take for a particular brand this is the way to go.

You can now tick Products individually or click on the ‘Select All’ button to tick all products in the selection.  You can then un-tick any you don’t want to add before clicking the ‘Add’ button to add them to the stock take.

From the ‘Products Added In Stock Take’ tab you can select a product in the table and click the ‘Remove’ button to remove it from the stock take.

The stock take is automatically saved, each time products are added to it.

Print Count Sheet

Click ‘Print Count Sheet’ to print the selected products for the Stock Take. 

Reprint Count Sheet

A Stock Count Sheet can be filtered to show/hide counts already entered into the system. 

Stock Counting by Scan

This option helps to enter the counted numbers using the scanner which is connected via USB to the computer. Except that, all the functions are shared with with Count Summary/Post.

Count Summary/Post

Select the Stock Take ID from the drop down to load the products.

Show ALL:

This will show a full list of all the products selected for the Stock Take.

<>  Variances:

This option will display only products with variances.

Above or below $200:

This option will display only products with a variance in amount between counted and actual, either above or below $200.

Enter Stocktake Count

Click ‘Enter Stocktake Count to pop up a screen to enter counted figures for each product.

Upload Count

This is a standard format Data Manager for Stock Take option.

1. Download Data File - you can choose to show onhand values in the file as well:

2. Edit the Excel file and change/add the Batch No if necessary and Batch Counts.

3. Once ready or finished, go back to the “Upload Count” screen and click “2. Re-Upload File”.

4. N2 validates the data and if there are no errors detected, click “3. Commit Upload”.

View On PS

Gives the ability to see the products in the current stock take on Sales Orders, Purchase Orders, and on PS or Confirmed PS after stock take has been created.

If the item with same product code is used on picking / packing slip, even it has not been confirmed yet, it will be displayed in this grid.

Post

You can post only one time. The system will post the items that are counted and have variances. Firstly, click 'Authorise' and then click 'Post’. After that the stock take variance report is printed atomatically.

Finalise

Once all product counts are posted, the system finalises the stocktake automatically.    

Stock Take History

Once a Stock Take has been finalized it can be viewed under Stock Take History.  Details about On Hand and Count Quantities as well as posted Variances can be viewed and printed by clicking ‘Print Variance’.