BPOS offers 2 modes of stocktake
Both options work in a similar manner. All items in BPOS have a "Stocktake" count field. The sequence of stocktaking, for either a department or all consists of 3 steps. Note: BPOS has a "Stocktake in Progress" flag. If you commence a stocktake, either department or all, then BPOS will not permit you to commence (Prepare) another one without finalising the in progress stocktake.
- Prepare the stock file. This process zeros out the "stocktake" count field.It does not change the "Onhand" quantity. BPOS asks if you wish to prepare the system for a stocktake. If you answer "Y" then the next step is to select "D" for department of "A" of all the store. to decideIf you decide to execute a departmental level stocktake, BPOS will ask for a valid department code otherwise BPOS will warn you that you are about prepare the entire stock file. You are asked again if you wish to prepare. Answering "Y" will then zero the stocktake quantity. Note: you must have exclusive use of the master (stock) file to prepare a stocktake.
- Stocktake. Using the barcode reader or manually entry, you will scan/count all items in either "All" or "Department" depending on the option selected. Note that as you enter the Stocktake option, BPOS will prompt for a "Default Department" this enables BPOS to ensure that all items in the system have a valid department code. It will not overwrite an existing department code. During the stocktake, BPOS will increment the "Stocktake" quantity in the database. You can leave and re-enter the Stocktake options as many times as you require before finalisation. You can also count (stocktake) on all machines in your system simultaneously. You might also consider bringing laptops into the mix and counting on those as well.
- Reports. Not a mandatory step but as you complete a stocktake, before you "Finalise" the stocktake, you can produce comparative reports which highlight the following
- Overs - stock items where the stocktake count is higher than the onhand quantity. Usually an error in receiving, typically items were not received correctly
- Unders - Stock items not found in the count. Hopefully just missed in the count however "shrinkage" (Shoplifting) is a common cause of unders.
- Negative - Stock items which are in "Negative Stock". This report isn't strictly a stocktake report. It can be run at any time and highlights, typically errors in receiving.
- Department. Shows stock values by department. Uses the "onhand" quantities.
- Totals. Shows stock values using the "stocktake" values. Useful as a comparison between current values and values at stocktake.
- Stock List - a list of all items, sorted by department, which are onhand
- Stk Take Lst - list of all items, sorted by department, which were counted at stocktake.
- Data Error - selectable values that allow a proprietor to weed out irrational values for items.
- Finalise. This "Closes" a running stocktake. Once executed, it will copy the "Stocktake" values into the onhand values for either "All" the stock or a department. The finalise is a final step. Before you execute a finalise ensure you have done the following
- Ensure you have counted everything you need too!
- Backup the system. If you then discover you have made a mistake, you can restore the data and resume the count.
- Produce all the required reports. Once finalised, the "Onhand" quantities will equal the "Stocktake" quantities and the Unders/Over reports won't be valid.
Once you are confident you have done the steps above then assuming you have exclusive use of the master file, you can then finalise. As stated above, it will copy the stocktake quantities into the on-hand quantities. It will also reset the "stocktake" flag so the you could then start a new stocktake cycle if required. Why would you do this? - maybe you are doing successive departmental stocktakes.
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