Creating a new inventory count

An inventory count is made at the end of the year or for a shorter accounting period. After an inventory count is done and entered into the (computer) system, the stock count has to be compared with the stock in (computer) system records. The comparison is made between the new, actually counted stock and the count specified in stock cards.

This chapter shows how to create an inventory count in PANTHEON Web Light.

CASE SUMMARY When the Tecta's management decides to take an inventory count of the Warehouse Wholesale at the end of the year, this task is assigned to the warehouse manager. The warehouse manager first records the actual stock in the warehouse and then enters the data into the program. This is done as follows: Opening the window New inventory Entering data into the document header Entering general data into the inventory count document Checking the data of the inventory count document

1. Opening the window New inventory

The actual stock in the warehouse is entered into the program by the person responsible, in this case the warehouse manager.

From the main menu, the person responsible selects the module Inventory count and the submodule New inventory.

A blank window for entering the details of the inventory count opens.

2. Entering data into the document header

In the header of the new inventory count document, the person responsible enters the following data:

• Document type (predefined)
• Warehouse
• Department

The program automatically populates the field Document type with the corresponding type: 9A00 – Inventory count.

The person responsible then enters the warehouse where the inventory count is being made by selecting Warehouse Wholesale from the drop-down list of Tecta warehouses.

Once the inventory count has been confirmed, documents indicating inventory excess or shortage will be prepared for this warehouse.

WARNING The name of the warehouse is mandatory entry in the new inventory count document.

Next, the person responsible selects for which department the excess or shortage identified during the inventory count will be recorded. The default department that is automatically populated when entering a new inventory count document is the department assigned to the user who created the new inventory count document.

In this case, the person responsible selects the Department: Wholesale.

HINT If the department is already defined by the default document type setting, the field Department will be automatically populated.

The field Status is left unchanged, because it automatically changes to Approved when the document is approved by the relevant person responsible.

WARNING For the inventory count document, the status Approved means that the inventory lines can no longer be changed, which is why the status will change only when the inventory count is completed.

The last field of the inventory count document header shows the document number, which is generated automatically when the document is saved.

HINT The document number consists of the current calendar year, the document type number and the consecutive number of the document.

In this case, the document number generated is 22-9A00-000005.

3. Entering general data into the inventory count document

Clicking the right arrow button (Show) displays the section General.

In the section General of the inventory count document, the person responsible specifies the desired date of the inventory count and enables the desired toggle buttons.

In this case, the person responsible enters the date: 03.01.2022.

If the toggle button Show items with no stock is enabled, it will also show items with zero stock when selecting Status in the feature Wizards. By default, the toggle button is disabled.

If the toggle button Also consider packaging and composite goods is enabled, it takes into account the items of the packaged or composite goods when searching for the inventory count (full stock or partial stock) or when entering lines. This toggled button is also disabled by default.

Next, the person responsible designates the person responsible for the inventory count, in this case Head of Wholesale, Sally Sales.

HINT The field Person responsible is populated with the currently logged-in user by default, but you can change it if needed.

The field Clerk is automatically populated with the currently logged-in user and cannot be modified.

4. Checking the data of the inventory count document

Finally, in the footer of the inventory count, the person responsible can check the total value of the sale and retail prices of all lines on the inventory count document as well as the total value of the inventory count lines and add a note if necessary.