Stock Sheets - Updating Stock
Once you have completed your counts, this section describes updating the Inventory stock on hand figures so that the store is working from actual physical counts.

  • Multiple stock sheets can kept on file in different stages of completion if necessary
  • To swap between Stock Sheets or to find a stock sheet, click back on the 'Stock Sheets' Tab option to view a list of all the current stock sheets, in order of the most recent at the bottom of the list.

After all the information from the stock count has been added to (or imported to)  the Stock Sheet, the Stock reports should be reviewed for accuracy and problem areas. ('Inventory Functions' Tab option) 

Use the 'Print Stock On Hand' option to review the data entered.

  • If necessary a recount can be done on part or all of the sheet and the figures adjusted accordingly.
  • There is no 'UNDO' on posting figures to stock so be happy with your counts before you update your system with count data. 

You can then adjust the live stock levels in the store to the levels entered on the sheet.

It is recommended that you use the 'Adjust Inventory Stock by Over/Short Amounts Only' option. This is because the live levels may have changed since the count was done, especially in the case of a large count entered over a few days.

 e.g. if the count showed that the stock for an item was 2 less than the system count, then it will subtract 2 units from the stock on hand, whenever it is posted.

To Post Adjustments only;

  • Select the 'Adjust Inventory Stock by Over/Short Amounts Only' option  (Recommended) 
  • Select the 'Close/Save Stock' Sheet option (Recommended)
  • Click on the 'Apply Selected' button and
  • Click 'Yes' on the confirmation box.

 

 

Once this process goes through,

  • The units on hand figure for each item in the Store will be adjusted to a figure based on your counts.
  • Your Stock Sheet will also be updated to reflect the new counts.
  • The Sheet will be available for viewing only in the Inventory - Period Activity reports section.
  • It will retain the information on the Sheet for use in that report.
  • Closed stock sheets can still be printed or re-opened from the Inventory - Period Activity section.
  • If the sheet is re-opened, another post to Inventory can be run from it if necessary.
The other options on the 'Inventory Functions' Tab are  NOT recommended for general use and get applied to the Inventory file directly as follows:
  • Replace Inventory Stock On Hand Figures with Counts - REPLACES Stock On Hand figures with counted figures This is a dangerous option to use unless you know that no sales figures or receivings figures have been applied to the file since the stock was counted.
  • Update Inventory Opening Stock Figures from Counts - Only use this option when setting up a Store file, the first time Stock is counted.
  • Update Inventory Opening Count from Stock Counted Minus Sold. - Speciallized function for Subtracting any previous sales from the Opening Stock
To close a Stock Sheet automatically after posting it - select the Close/Save Stock Sheet option on the 'Inventory Functions' Tab prior to posting the adjustments.  This option is selected by default. 

Closing a Stock Sheet will make it available to the 'Period Activity Report'

Once in the Period Activity report list, the Stock Sheet can be reprinted for reference or reopened to make adjustments. When a Stock sheet is re-opened you are returned to the Inventory/Stock Sheets form.
  • Re-select the sheet, make any changes and close it again.
  • You can go through this process as often as you like!
  • When you post a sheet all the system values on it are set equal to the counted values. 
  • The last adjustment is stored on the Inventory file and is shown when the 'Stock' Tab option in the Inventory/Item Maintenance editor.


A history of all counts can be seen in the 'History' Tab on the same form if the Stock Sheets are saved.