Checking partial stock

The option Partial stock searches for the inventory count on a specific day for a specific warehouse and only for the items that have been previously manually entered into the inventory document lines.

This chapter shows how to use an inventory count document to check partial stock in a warehouse.

CASE SUMMARY Tecta's warehouse manager first records the actual stock in the warehouse and then enters the data into the program. The person responsible is interested in the stock at the Warehouse Wholesale for specific items, because there are some discrepancies with the supplier. This is done by following the steps below: Opening the window New inventory Entering data into the document header Entering general data into the inventory count document Entering inventory count data into the lines Selecting the relevant option in Wizards Entering actual stock data Confirming the inventory count Printing 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.

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

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

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.

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.

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: 15.05.2023.

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.

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. Entering inventory count data into the lines

The person responsible can search for items from the drop-down list by code, name or supplier code.

When the right item/product is found, the person responsible can add it to the document line by clicking the plus button (Add line item) pressing or the key Enter.

The person responsible starts entering the inventory data into lines, with the first item in the line: CARPET9.

The same procedure is repeated for the following items:

• CARPET9
• CHAIR

Next, the person responsible selects the relevant option in Wizards.

5. Selecting the relevant option in Wizards

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 stock
• Partial stock

In this case, the person responsible selects the option Partial stock. This option searches for the stock status on a specific day as specified in the document general data for a specific warehouse and only for the items that have been previously manually entered in the inventory count lines.

After selecting this option, the program populates the column In stock in all document lines.

Next, the person responsible enters the actual stock data.

6. Entering actual stock data

The person responsible enters the actual inventory count data 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 CHAIR is 210.

When the actual stock according to the inventory count is entered, the value in the field Difference is automatically recalculated. In this case, the stock balance in the program and the actual number of items according to the inventory count are different, the difference is: -8.

HINT When the difference between an inventory stock line and the actual stock entered is negative, an inventory shortage document must be created.

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 Confirmation 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, documents of internal receiving or issuing (i.e. inventory excess and inventory shortage) are created.

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.

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.

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.