Stock Check

Overview

  • The Stock Check module records the Stock Count as at a specific date.
  • The estimated quantity in stock is counted from when the item was created. It adds all the transactions up to the specified date.
  • You may select which unit to use for stock checks. They do not have to use the Base Unit.
  • Batch Tracking: Stock checks can only be performed on batches with entries. If a batch is empty a Goods Received transaction is needed to create the batch.
Navigation Example

Main Menu > Items > Stock Check

Settings

User Settings

Navigation Example

Main Menu > Setup > Settings > Users (tab)

Note

The defaults are the values for new databases, new users and new Transaction Types. Your database may have different values.

Setting Description Default
Items & Inventory > Stock Check - Access AllowedThe access options are:
  • None: You have no access.
  • Full Access: You can create, edit and delete entries.
  • Enter Count Only: You can only enter stock counts on existing entries.
Full Access

General Settings

Statuses Explained

Status Description
Pending
  • New stock checks start as Pending.
  • The Count Qty can be edited and reset to 0, and the stock check can be deleted.
  • The counted quantities do not change the stock yet.
CompleteThe counted quantities update the stock. Setting a Complete stock check back to Pending removes its quantities from the stock again.

List View

Buttons Explained

Button Description
ViewGenerates a list of stock-check entries.
OutputGenerates stock sheets for you to enter the quantity.
NewOpens a popup to select items to create stock-check entries.
SaveSaves any changes.
ActionsChanges all the selected records.
  • Set Status to Pending: Changes the entry's status to Pending.
  • Set Status to Complete: Changes the entry's status to Complete.
  • Update Stock Check/s: Updates only the items' estimated quantities with changes made on transactions since the stock-check entry was created.
  • Zero the Count Qty: Sets the Count to zero for all the selected records.
  • Delete: Delete the selected records. Transactions with Pending and Complete Statuses can be deleted.
Menu
  • Reset Data Filter: Resets the data filters.
  • Show Notes: Toggles hiding or showing stock-check notes below the descriptions. A note field (hidden by default) also shows a truncated version of the note and can be edited in the grid view.
  • View Audits: Provides an audit trail of stock-count changes, including the user who updated the record, the date and the time.
  • Email Excel: Opens the default Email Template and attaches the grid view in .xlsx format.
  • Export Grid: Choose a save location on their local server for the grid view in .xlsx format.
  • Layout & Grids

Filters Explained

Filter Description
SetA dropdown list of date options including No Date to display all the records.
ArrowsAdjusts the date fields forwards or backwards.
Date fieldsRefine the date option selected under Set.
CategoryA dropdown list of all Item Categories for you to select all or a specific category.
ItemA dropdown list of all Inventory Items for you to select all or a specific item.
LocationA dropdown list of all Locations for you to select all or a specific location.
StatusA dropdown list of Statuses for you to select all or a specific status.
Sort onAdditional sort fields that let you sort items by:
  • Description
  • Code
  • Bin No.
  • Subcategory
Active ItemsCheckbox. If checked, only Active Items appear.
Base UnitCheckbox. If checked, only displays records for items' Base Units.
Exceptions
  • Checkbox. If checked, displays completed stock checks where the estimated quantity has changed since the stock check was done (e.g. a transaction dated on or before the stock check date was added or changed afterwards).
  • The Exception column shows the estimated quantity now.
  • The list shows completed stock checks from all dates, whatever date filter was selected.
  • While Exceptions is checked, you cannot edit the counts.
  • To resolve an exception, see How to Update Stock Check Transactions in Stock Check Tutorial.

Fields Explained

Info

Fields marked in blue (✎) can be edited.

Field Description
Field Chooser (*)Add or remove columns.
IDThe system-generated number for the stock-check transaction at each location.
SCIDThe system-generated number allocated to the stock-check inventory item.
StatusThe Status of the stock check transaction. Statuses can only be changed using the context menu (right-click) or Actions (button).
  • Pending: Default for a New Stock Check. The stock quantity field is editable.
  • Complete: Sets the Stock Check to read-only and updates the Stock Quantity.
DateThe Date of the stock check transaction.
DescriptionThe Item's Description.
Batch No.The Batch No. for items that are tracked.
ReferenceThe Item's Reference.
CategoryThe Item's Category.
SubcategoryThe Item's Subcategory.
SupplierThe name of the Supplier that appears under Supplier Pricing. If there is more than one supplier, it shows the supplier at the bottom of the list (that is, the one with the highest unit cost).
LocationThe inventory item's Location.
CodeThe item's Code.
CustomerThe Customer linked to the item.
Created byThe user who created the entry.
Bin No.The inventory item's Bin Number.
Expires (Batch Item)The expiry date for the batch.
Bin No. (Batch Item)The bin number for the batch.
Est QtyThe Estimated Quantity (system quantity) that should be in stock.
Count Qty
  • The actual Counted Quantity in stock.
  • This field is editable if the stock check has a Pending Status.
  • If the estimated quantity is less than zero, this field automatically displays zero.
Var QtyThe difference between the Estimated and Actual Quantities in stock.
Unit (Count)The unit for the count quantity.
Total QtyThe total Quantity in Stock for the estimated unit.
Unit (Base)The item's base unit.
UpdatedThe date on which the record was last updated.
Updated byThe user who last updated the record.
Unit PriceThe stock item's unit price.
Value (Est)The estimated value of stock (unit price x quantity). The calculation includes more decimal places than appear on screen.
Value (Count)The value of the counted stock.
Value (Var)The difference between the estimated and counted values that are not attributed to rounding or decimal places.
NoteEnter a note. A note can be entered or edited directly on the grid.
Menu (...)A context menu that can also be accessed by right-clicking the entry.
  • Set Status to Pending: Changes the status to pending.
  • Set Status to Complete: Changes the status to complete.
  • Update Stock Checks: Updates the estimated quantity based on transactions that were before the stock check or since the stock check entry was created.
  • View/Edit Note: Creates or displays notes for the stock entries.
  • Open Item: Opens the item's setup.
  • View Item Summary: Opens a summary on the right with some of the item's details and a summary of transactions.
  • Delete: Deletes the line item.

Edit View

Info

When the New (button) is clicked, a popup appears for you to select the items to include in the Stock Check. The items are created with a Pending Status and in this status, the Count Qty (column) is editable.

  • Items are included on the list based on the Stock Check setting on items' Units tabs: If Count or Count (Est) was selected.
  • Items stored in multiple locations, appear on the list multiple times: once for each location.

Buttons Explained

Button Description
View (top row)Generates a list of items based on the selected filters.
Create (bottom row)Creates a stock check entry as per the date selected next to Create (button). Once selected, this date cannot be changed.
Close (bottom row)Closes the popup.

Filters Explained

Filter Description
CategoryA dropdown list of Categories for you to select all or a specific category.
LocationA dropdown list of Locations for you to select all or a specific location.
Active ItemsA checkbox. If checked, only Active Items appear.
Create Stock Check date (bottom row)A calendar to select the date for the stock check. Stock checks can only be created for a prior date (that is, yesterday or earlier).

Fields Explained

Field Description
Field Chooser (*)Add or remove columns.
StockIDThe system-generated number for each location of the inventory item.
Matunit IDThe system-generated number for the item.
StatusThe Status of the inventory item.
CategoryThe item's Category.
SubcategoryThe item's Subcategory.
DescriptionThe item's Description.
CodeThe item's Code.
ReferenceThe item's Reference.
LocationThe Location of the inventory item.
Stock CheckThe Date on which the last stock check was performed.
In StockThe quantity currently in stock.

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