Stocktaking review (IN305000)
You can select an active stocktaking document, start the count data entry process, review and edit the results of the counting, complete the stocktaking review process, or cancel the stocktaking document.
You generate stocktaking documents by using the Prepare stocktaking (IN504000) window, and count data is entered in the Stocktaking count (IN305010) window.
## Search line in list window If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view. There are two types of search fields: + White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or **%** and get different results: + space: the result contains the words in any order, + **%**: the result contains the words in the specific order, and the **%** functions as a wildcard as well. + Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.The window toolbar
| Button | Description |
|---|---|
| Finish counting | Changes the status of the stocktaking document to Counting in progress, which makes the document available for data entry. If the Freeze the inventory when the stocktaking is in data entry state check box was not selected for this warehouse, this action also reverses the freezing of the warehouse or item involved. |
| Complete stocktaking | Completes the stocktaking review process. As a result, the status of the stocktaking document changes to Completed. |
| Cancel stocktaking | Cancels the stocktaking review process and changes the status of the current stocktaking document to Cancelled. Usually, the user cancels the document if it is not correct or it contains unmatched data. Cancelled documents do not generate inventory adjustment transactions. |
The top part
In this area, you select a stocktaking document to review its data.
| Element | Description |
|---|---|
| Reference no. | The reference number of the stocktaking document to be reviewed. |
| Warehouse | An info field that shows the warehouse where the stocktaking count is performed. Note This field only is displayed if the Multiple warehouses functionality in the Enable/disable functionalities (CS100000) window is enabled. |
| Status | An info field that shows the current status of this stocktaking document. The following options are available:
|
| Freeze date | An info field that shows the date when the stocktaking document was created. On this date, all stock items selected for the stocktaking were “frozen,” meaning that no operations for these items are allowed until the document is cancelled or the counting process is completed. |
| Description | The description of the stocktaking. |
| Total physical qty. | An info field showing the total actual quantity of all stock items listed in the document. The system automatically calculates this value as the sum of all physical quantities of all items listed. |
| Total variance qty. | An info field showing the total variance quantity for the document. The system automatically calculates this value as the sum of differences between the book quantity and the physical quantity for each item in the list. |
| Total variance cost | An info field showing the total variance cost for all stock items listed in the document. The system automatically calculates this cost as the sum of differences between the item’s book quantity and the physical quantity for all items in the document. |
The Stocktaking details tab
This tab displays the list of stock items for the selected document. Generally, the information about item physical quantities should be entered manually using the Prepare stocktaking (IN504000) window, but it can be entered using this window too.
Depending on whether the data has been entered, the statuses of the lines in the document may change. Documents that have lines with the Not entered status cannot be completed. To complete the stocktaking count, for lines with Not entered status (for which the data is not available), perform one of these actions:
- Set zeros as physical quantities by clicking Set not entered to zero.
- Set the statuses of the lines to Skipped by clicking Set not entered to skipped.
| Button | Description |
|---|---|
| Add | Opens the Add line dialog box, which you use to enter a new line for the item. This dialog box can be used to efficiently enter information about items using a bar code scanner. |
| Update actual cost | Updates the cost of the stock items using quantities resulting from the stocktaking. The average cost is used for all items, no matter what cost valuation method is assigned. |
| Set not entered to zero | Sets zero as the physical quantity for each line with the Not entered status and changes the status of the line to Entered. |
| Set not entered to skipped | For each line with the Not entered status, changes the status to Skipped. The lines with the Skipped status are not processed by the system. |
| Column | Description |
|---|---|
| Status | The status of the line of the stocktaking document, which indicates whether the actual physical quantity has been specified for the line. Lines with no data have the Not entered status. When you enter the count data in the line, its status changes to Entered. You can also change the status of the lines from Not entered to Skipped. The system does not process the lines with the Skipped status. |
| Line no. | The number of the line in the stocktaking document. |
| Tag no. | The tag number for the line item, which is the stock item with the properties specified in the line, such as location, subitem, and lot or serial number. |
| Item ID | The item ID of the item. |
| Description | The description provided for the item. |
| Subitem | The subitem code of the item. Note This column is displayed only if the Stock subitems functionality in the Enable/disable functionalities (CS100000) window is enabled. |
| Location | The warehouse location of the item. Note This column is displayed only if the Multiple warehouse locations functionality in the Enable/disable functionalities (CS100000) window is enabled. |
| Lot/serial number | The lot or serial number of the item. Note This column is displayed only if the Lot and serial tracking functionality in the Enable/disable functionalities (CS100000) window is enabled. |
| Expiration date | The expiration date of the item with this specific lot or serial number. Note This column is displayed only if the Lot and serial tracking functionality in the Enable/disable functionalities (CS100000) window is enabled. |
| Book quantity | The quantity of the item available on hand at the specified warehouse location. |
| Physical quantity | The physical quantity of the item as entered manually. |
| Variance quantity | The difference between the book quantity and the physical quantity for the line item. This value is calculated automatically by the system. |
| Unit cost | The last cost of the item’s base unit as approximation of its unit cost during the count. (The last cost is shown here for all items, no matter which cost valuation method is assigned to the item.) When the stocktaking is completed, the actual unit cost will be recalculated in accordance with the valuation method, count results, and other settings. |
| Ext. variance cost | The difference between the extended cost calculated based on the book quantity and the extended cost calculated based on the physical quantity for the item. |
| Reason code | The reason code for the item. To define the reason codes, use the Reason codes (CS211000) window. |
The Add line dialog box
| Element | Description |
|---|---|
| Barcode | An optional field that contains the barcode of the item. |
| Item ID | The item ID of the item. |
| Subitem | The subitem code of the item. Note This field is displayed only if the Stock subitems functionality in the Enable/disable functionalities (CS100000) window is enabled. |
| UoM | Read only. This field displays the unit of measure for the items. |
| Location | The warehouse location of the item. Note This column is displayed only if the Multiple warehouse locations functionality in the Enable/disable functionalities (CS100000) window is enabled. |
| Qty. | The physical quantity of the item as entered manually. |
| Lot/serial number | The lot or serial number of the item. Note This column is displayed only if the Lot and serial tracking functionality in the Enable/disable functionalities (CS100000) window is enabled. |
| Expiration date | The expiration date of the item with this specific lot or serial number. Note This column is displayed only if the Lot and serial tracking functionality in the Enable/disable functionalities (CS100000) window is enabled. |
| Add one unit per bar code | If you select this check box, the system increases the item quantity by one unit each time the item barcode is scanned or entered manually. |
| Auto add line | If you select this check box, the system automatically adds a new line to the review for each bar code scanned for the first time. If the bar code has been scanned before, the item quantity will be increased by one unit. |
| Add | Adds the entered data as a line to the review if the Add line automatically option was not selected. |
| Add and close | Adds the entered data as a line to the review and closes the dialog box. |
| Close | Closes the dialog box without adding the data to the review. |
The Adjustment info tab
This tab displays information about adjustments generated for the document. An adjustment is generated for all line items for which there are transactions recorded in the database.
| Element | Description |
|---|---|
| Adjustment ref. no. | The reference number of the adjustment document generated for the stocktaking document. Click the number to view the adjustment. |