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 Warehouse Inventory Granule.

CASE SUMMARY  At the end of the year Tecta's employee Warehouse Inventora decides to take an inventory count of the Warehouse Wholesale. She 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 Entering inventory count data into the lines Using Wizards Checking the data of the inventory count document Confirming the inventory count

1. Opening the window New inventory

The actual stock in the warehouse is entered into the program by the person responsible.

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

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

She continues with enterin data in document header.

2. Entering data into the document header

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

In the field Document type she selects corresponding documetn type: 9A00 – Inventory count.

She then enters the Warehouse where the inventory count is being made by selecting Warehouse 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.

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

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

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.

She selects Save button to save document and automatically generate inventory nr.

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

She continues with entering document 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.

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 Warehouse Inventora.

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

4. Entering inventory count data into the lines

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

When the right item/product is found, she adds 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: ALU-A301000.

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

5. Using Wizards

Using Wizards she can quickly fill the stock on document.

She can choose:

• In stock - option to find the stock count on a warehouse. After this operation, the program fills lines and the In stock column.
• Partial stock - option to find the stock count on a particular day for a particular warehouse and only for items previously entered into inventory count lines. After this operation, the program fills in the In stock column in document lines.

WARNING The Wizards button only activates when you select a warehouse.

6. Checking the data of the inventory count document

Finally, in the footer of the inventory count, she checks 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.

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.