Before a stocktake can begin, the following must be completed:
- All invoices/picking slips that have been printed must be picked
- All picking slips that have been picked must be invoiced
- All processed credits must be putaway
- All processed returns must be putaway
- Any credits returned to the shelf must be printed
- All pending claims must be reviewed and if possible released (if they have been added to the stock) from pending
- All charge only invoices must be entered and processing completed for warehouses undergoing a stocktake
Once a stocktake has begun:
- No picking may take place
- Appropriate stock reports should be run
Inventory controllers determine the parameters and item range for each stocktake cycle. The choice of items selected within the stocktake is flexible. A stocktake can be opened for all items within the system down to a single item. It can refer to all warehouses or one particular bin location. A stock value range can be specified as well as the ABC class. A selection range aids in the selection of these optional parameters.
On opening a stocktake, stock is frozen meaning a snapshot or copy of the stock on hand at the time of running the selection is taken and stored on the stocktake file. The copy includes stock levels by location/carton quantity and costing details. From this point on the physical quantity of stock in the warehouse should not change until the stocktake is closed (that is items should not be added to or removed from the warehouse). Order processing can continue whilst the stocktake reconciliation takes place.
After selections have been made, the system automatically generates a stocktake cover sheet, reflecting the selections made and the number of bin locations as well as the stocktake entry sheet. The stocktake entry sheet or counting sheet, lists in warehouse code sequence, for each bin number the item details and current carton quantity. The stocktake details then can be written on the entry sheet for each item.
Alternatively stock counts can be entered using RF terminals. With RF counting task may be interleaved with other warehouse tasks such as picking, replenishments or putaways.
When the count quantity is entered into the computer the system does not change the stock on hand quantities to equal the quantities entered. Rather it adjusts the stock on hand quantities by the difference between what the computer thought was hand and what was keyed in as being on hand.
Stock availability is verified at the time of order entry, not at the time of an invoice run. This is the reason why orders should not be entered after the last invoice before stocktake.
Regarding the recommendation to release as many pending claims as possible, the reason is that pending claims have had their stock returned to the shelf but the computer has not yet updated the stock quantities. The stock will not be updated until these claims become credits. Because of this, these items can not be included in the stock count. If any claims are pending before stocktake begins, one of the following must be done (this only applies to items included in the stocktake):
- Reduce the stock count of the applicable items by the quantity that is in pending
- Physically remove from the shelf the quantities that are pending so that these will not be counted during stocktake
The use has several stocktake reports at their disposal for accurate stocktake control, highlighting any discrepancies that may occur during the stocktake. Each report offers access to the range of a specific stocktake cycle.
The stocktake module offers easy to use and concise inquiry facilities that enable the user to form a complete picture of one particular item. This is of great assistance in tracking down discrepancies.
Cycle counts can be automatically generated for a variety of reasons. For Example if a pickers discover an incorrect product in a bins or empty bins where they system expects to find products or discrepancies in actual stock available to pick versus system’s exception of stock available.
Counts can be generated based on the frequency of movements or sales of a product.
