The Stock-taking section is a powerful tool that allows you to maintain control over your inventory by tracking product sales and writing off consumables. By creating inventory checks, you can identify discrepancies in your stock levels and take corrective action as needed.
Creating an inventory check
1. Go to the "Inventory — Stock-taking" section and click the Create an inventory check button.
2. In the window that opens, configure information about this inventory check:
- Date & Time (will be filled in automatically, however, you can change it);
- Inventory (storage for products);
- Category of products (if you want to create an inventory check for a specific category of products);
3. If necessary, you can upload a file with product barcodes. The *txt file is generated by using a special barcode scanner for products.
3.1. Create a new text file on your computer. It must have a *txt format.
3.2. Click anywhere in the open file.
3.3. Scan all barcodes for all products you have in stock into the file. You will have as many barcodes as products you scanned (if you have the same products in stock you’ll have the same barcodes in the file in the same quantity).
3.4. Save the file with a clear name.
3.5. Check the box next to the Upload a file with barcodes option.
3.6. Specify how you want the The actual balance of products that are not in the file to appear: either Set to zero or Equal to calculated balance.
3.7. Drag and drop the file you created or upload it manually.
4. Click the Start inventory audit button.
The amount of products for sale in the actual balance will be calculated based on how many barcodes of such products there were in the file.
Information on an inventory check
The system is designed to automatically calculate the balance for all products that meet the specified conditions at the time of the inventory check. These conditions will include the amount of products stored in a particular location or category that you have selected.
For added convenience, you can sort the products that weren’t added to any inventory operations by using the filters.
Products with a negative balance will appear after they were written off from the storage in which none were left.
Information in the Product name and Calculated balance columns is presented as clickable links. If you click the name of the product its card will open, and if you click the quantity in the calculated balance column the Inventory operations section with operations with such product will open.
Meaning behind the different colors of the lines:
- White is the default color. This will be the color for all lines that weren’t changed and had no discrepancies.
- Blue color will appear in the table after you edit at least one value in the inventory check. The line with the product information for which was changed will remain white and lines that weren’t edited will be painted blue.
- Green means that you’ve just edited this line.
- Red means that there are discrepancies for this product compared to the previous inventory check.
Working with the table
1. You can calculate the actual stock balance and enter it in the Real balance - Amount of packages column in the table.
2. If you have opened packages in your storage, you can weigh such products directly in the package. To take into account the weight of the product’s package enter the values for the Net and Gross weight in the product’s card (click the name of the product to quickly open the card).
3. Indicate the number of packages and brutto (gross weight).
4. If you have less products in the storage than what’s indicated in the Calculated balance then the system will create a products write-off operation automatically (On balance column).
5. If you have more products in the storage than what’s indicated in the Calculated balance column, the system will create a products arrival operation automatically.
All inventory checks are saved automatically and can be edited. If you delete an inventory check all inventory operations associated with it will be deleted as well.
If you systematically perform stock-taking and need to edit the second-to-last inventory check (or inventory checks that were completed earlier), discrepancies in all the next inventory checks will be highlighted in red.
You’ll be able to find all operations performed for inventory checks in the Inventory — Inventory operations section. A document with this inventory check will open when you click the date of such an operation.
You can export inventory checks into an Excel spreadsheet by clicking the Excel operations button in the top right corner and selecting Download as Excel option.