Stocktakes

Stocktakes are a simple way of performing regular checks for the amount of stock that is currently on hand and available for sale.

Prerequisites for creating stocktakes:

A list or stock items must have been created (see also: Stock Items)

A list of products must have been created with matching stock items as defined by their recipes.

A stocktake should only be performed either prior to the start of day before sales have begun or after all sales have been completed for the day. This is so that staff have enough time to get an accurate physical count of stock on hand that can be entered into the system. Once an accurate count has been taken it is then possible to continuing selling.

It is not required that a stocktake be created and finalised before any sales can continue as long as an accurate physical count is taken.

There are a number of reasons why there may be discrepancies between the stock counted and what the software calculates the available stock to be. These may include:

Mis-counted stock items during the physical count,

Wastage that was not accounted for,

Invoices that may have not been entered or incorrectly entered,

Sales being incorrectly sold or not sold through the software,

Failure to download all sales from the Candy bar terminals BEFORE creating the stocktake.

Incorrectly configured recipes,

Theft by staff,

plus others.

Special considerations to take note of when stocktakes are being used at any location. The most important things to note are:

Your stocktakes will never be accurate unless the effort is applied to keep them accurate.

You must ensure that your recipes for the products that are being sold are available for sale and that they contain the quantities that are being sold.

Stocktakes must be done on a regular basis and all stock movements (invoices adjustments, wastage, etc...) must be entered on a regular basis and for the correct period, and you must ensure that all invoices and adjustments are entered correctly.

There are two areas where stock items, invoices, and adjustments can be entered.

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If the items you are about to change affect the NEXT STOCKTAKE (ie the active sales period) then these changes MUST be entered by selecting the following from the Office\Stock Control menu

Or from the Stock Control toolbar at the bottom of the screen.

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If the items you are about to change affect the LAST/CURRENT STOCKTAKE (ie missed invoices, wastage, etc ..) that has not been finalised then these changes MUST be entered by selecting the following from the Office\Stock Control menu\Stocktake menu.

Or from the Stock Control toolbar at the bottom of the screen.

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When performing a stocktake the following steps are required:

Ensure that all sales have been downloaded from Candy Bar

Enter all known adjustments that are known as these will be included in this stocktake (i.e. wastage, theft, etc, invoices). These should only be adjusted with any reason other than those with a write-off type of Stocktake Variation – these will have a [V] prefixing the reason type.

Create a stocktake

Print stock sheets

Enter the Stock Items on hand that were counted manually, all items MUST have a stock on hand count entered regardless of whether the stock is in use. If you do not want to include the stock in future stocktakes then disable the stock item. This will only take effect on the stocktake following the current stocktake period, unless the stock is changed in any way. i.e. sales recorded, or stock re-enabled.

Enter the reason for any stock item variations. These adjustments should be assigned with a reason write-off type of Stocktake Variation [V]. These are all the UNKNOWN variations that have occurred. Some of the reasons for these variations are:

Finalise All Stock Adjustments and Variations.

Print Stock Valuation reports