Checking stock for an entire warehouse
The Wizards option In stock searches for the actual stock on a specific day for all the items in a given warehouse. 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 use an inventory count document to check the stock of all items for an entire warehouse.
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CASE SUMMARY
Tecta's warehouse manager as the person responsible has been assigned the task of creating an inventory count for the entire Warehouse Retail. The person responsible does this as follows:
- Opening the window New inventory
- Entering data into the document header
- Entering general data into the inventory count document
- Selecting the relevant option in Wizards
- Entering inventory count data into the lines
- Entering actual stock data
- Confirming the inventory count
- Printing the inventory count document
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1. Opening the window New inventory
Tecta's warehouse manager as the person responsible has been assigned the task of creating an inventory count for the entire Warehouse Retail.
To to this, the person responsible selects the module Inventory count and the submodule New inventory from the main menu.
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:
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 Retail 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.
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WARNING
The name of the warehouse is mandatory entry in the new inventory count document.
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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: Purchasing.
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HINT
If the department is already defined by the default document type setting, the field Department will be automatically populated.
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The field Status is left unchanged, because it automatically changes to Approved when the document is approved by the relevant person responsible.
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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.
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The last field of the inventory count document header shows the document number, which is generated automatically when the document is saved.
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HINT
The document number consists of the current calendar year, the document type number and the consecutive number of the document.
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Once the header of the inventory document has been filled in, the person responsible can start entering general data.
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: 05.01.2022.
Next, the person responsible designates the person responsible for the inventory count, in this case: Warren Warehouse.
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HINT
The field Person responsible is populated with the currently logged-in user by default, but you can change it if needed.
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The field Clerk is automatically populated with the currently logged-in user and cannot be modified.
Once the fields in the section General have been filled in, the person responsible can start adding lines with the items for which the inventory count will be made.
4. Selecting the relevant option in Wizards
Once the document header and general data have been filled in, the person responsible saves the document by clicking the toolbar button Save.
Once all the lines of the items, for which the inventory count will be made, have been entered, the person responsible clicks the button Wizards in the toolbar. Here, two options are available:
In this case, the person responsible selects the option In stock.
This option searches for the actual stock status of the entire Warehouse Retail.
5. Entering inventory count data into the lines
After selecting this option, the program populates the document with items from this warehouse.
All document lines in the column In stock are automatically populated based on the data from the database.
6. Entering actual stock data
The person responsible enters the actual inventory count data for the items in Warehouse Retail into the program.
In the field Inventory count in the lines, the person responsible enters the actual stock according to the inventory count made. In this case, in the first line, the number of items for the item COOKING3 is 20.
When the actual stock according to the inventory count is entered, the value in the field Difference is automatically recalculated. In this case, no difference is recorded, because the actual count corresponds to the program count.
The field Warehouse price is calculated according to the price set for valuation at the selected warehouse.
The Sales price and Retail price are populated with data from the Items register.
The same process is repeated for all items.
7. Confirming the inventory count
When all the inventory count data has been entered, the person responsible confirms this by clicking the button Confirm in the toolbar.
The inventory count is confirmed when an alert pops up confirming that the inventory count has been successfully completed.
At the same time, the corresponding inventory excess or shortage documents are created for Warehouse Retail.
When the inventory count is confirmed, the document status changes to Confirmed and the date of the warehouse inventory count is copied to the warehouse in the Subjects register.
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HINT
The confirmed inventory count document is locked and can no longer be modified. However, you can change its status to Unconfirmed and then correct the document.
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8. Printing the inventory count document
Finally, the person responsible can preview the inventory count document in different preview formats by clicking the the button Print.
A drop-down list with different report types appears:
- Inventory count
- Excess
- Shortage
- Summary reports
In this case, the person responsible selects the inventory count report: 25D - Inventory count.
