In order to perform a successful stocktake the following steps must be taken:
Steps to perform BEFORE the stocktake is created.
Create any new suppliers, stock Items, products and recipes
Enter all Goods Received and Invoices
Enter any other adjustments such as wastage, stock transfers, etc
Warning about Candy Bar Terminal Sales:
| 1. | When doing stock takes sales can still take place, it is up to the user to ensure that the stocktake is carried out at an appropriate time to ensure the accuracy of the counts. |
| 2. | It is necessary to ensure that all sales have been downloaded from the candy bar terminals prior to creating a snapshot. To ensure that all sales have been downloaded the following procedure is recommended: |
When User sign on is required for terminal:
| • | Open ShowPos Monitor on the Candy Bar Server |
| • | Sign on each candy bar terminal |
| • | Sign off each candy bar terminal |
| • | You should see an entry for each terminal with a Sign On and Off entry. This signifies that all sales have been downloaded. If you do NOT see both entries then the terminal is off-line and may still have sales to download. |
When User sign on is NOT required for terminal:
| • | Open ShowPos Monitor on the Candy Bar Server |
| • | Press the <NO SALE> key |
| • | You should see an entry for each terminal with a NO SALE entry or CASH $0.00. This signifies that all sales have been downloaded. If you do NOT see the entry then the terminal is off-line and may still have sales to download. |
Create a stocktake, the last stocktake must have previously been completed and finalised before the new stock take can be created.
Steps to perform AFTER the stock take is created.
Print the stock sheet for all stocks that were sold or changed since the last stock take. These are created when the stock take is created. These may include items that have previously been made unavailable or deleted but have had sales made since the last stock take. This can occur if the Candy Bar terminals have not been correctly updated once a change has been made to existing products, recipes and stock items.
Enter the stock on hand counted for all stock items listed.
Once all items have their stock on hand entered, press Stocktake Adjustments to lock the Stock on Hand counts in. This will also allow the software to calculate and discrepancies that may exist and need to be accounted for.
The next step is to enter any adjustments that are necessary to reconcile the stock on hand with what Showcase calculates the Closing Stock should be based on the sale of any products and any prior adjustments.
Steps to perform BEFORE the stock take is finalised.
Check if any stock on hand counts or adjustments entered prior to doing the stocktake adjustments are incorrect. These may be corrected before the stocktake is finalised.
If any invoices or adjustments have not been entered that were applicable to the current stocktake, then these items can be entered via the Invoices, Goods Received, and Stock Items functions that are available in the stocktake area after the initial stocktake snapshot has been created, but MUST be done prior to finalising the stocktake.
Finalise the stocktake. All discrepancies MUST be accounted for before the stocktake can
be finalised successfully.