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Introduction to the Stocktaking Register

From time to time, you should carry out a stocktake, to check that the quantities of Items held in stock match the stock levels recorded in HansaWorld Enterprise. When you need to do this, it is recommended that you use the following procedure:
  1. Print a stock list using the Stocktaking List report. This contains spaces in which you can write the actual stock figures.

  2. Once you have carried out the stocktake, you should enter the results in the Stocktaking register (separate records per Location). You can enter these records yourself directly to the Stocktaking register or, to minimise the typing load, you can use the 'Create Stocktaking Records' Maintenance function. This will create separate records per Location in the Stocktaking register containing the current stock figures as stored in your HansaWorld Enterprise database. Each Stocktaking record can contain up to 200 rows. If you need to record more than 200 Items, enter more than one Stocktaking record with the same date. Similarly, if you have different members of staff carrying out stocktakes in different parts of a warehouse, they can each enter their own Stocktaking records with the same date. Do not use the 'Create Stocktaking Records' function if you are using Positions.

  3. If you used the 'Create Stocktaking Records' Maintenance function to create a Stocktaking record or records, update these new records to match the results of your stocktake.

  4. Approve the Stocktaking record(s) and print out the Stocktaking Comparison report. This will compare the Stocktaking record(s) you have just entered with the current stock figures in the database. Note: the report will not be correct if you forget to approve the Stocktaking record(s).

  5. Once you have checked the report and confirmed it to be correct, you can enter any discrepancies to the Stock Depreciation, Goods Receipt or Stock Movement registers, depending on the reason for the discrepancy. If a particular Item is found in a different Location to that in which it is recorded as being stored, you can move it using a Stock Movement. You can correct a quantity discrepancy using a Stock Depreciation transaction or a Goods Receipt. Again, you can enter these records yourself or, if you are not using Positions, you can use the 'Stocktaking Comparison' Maintenance function. This will create appropriate unapproved Stock Depreciation transactions and Goods Receipts.
It is recommended that you do not enter any new stock transactions during this process (especially from step 4 onwards). If this is unavoidable, make sure that the Counted Quantities in steps 2 and 3 take the new stock transactions into account.

To open the Stocktaking register, ensure you are in the Stock module, then click the [Stocktaking] button in the Master Control panel. The 'Stocktaking: Browse' window opens, listing Stocktaking records previously entered. Click [New] to enter a new record: the 'Stocktaking: New' window appears:

No.
Paste Special    Select from another Number Series
The number of the Stocktaking record. The default will be the first unused number in the first valid number sequence in the Number Series - Stocktaking setting. You may change this number, but not to one that has already been used. If you are working in a multi-user environment, the Stocktaking Number is assigned when you first save the record.

Trans. Date
Paste Special    Choose date
Enter the date on which the stocktake was carried out.

Location
Paste Special    Locations setting, Stock module
If you have various stock Locations and have carried out a stocktake for each, you should then enter separate Stocktaking records for each one. Specify the Location here.

You can specify a Location in any of the Stocktaking rows, to override the one entered here.

It is recommended that you leave this field blank only if you are not using Locations at all. If you have specified a Main Location in the Stock Settings setting, you should not leave this field blank as you would elsewhere in the Stock module when you want to use the default Location. Instead, you should enter the Main Location here.

If you are using the Require Location option in the Stock Settings setting, you must enter a Location before you can save the Stocktaking record.

A default Location can be brought in from the 'Bonus' card of the user's Person record or from the Local Machine setting in the User Settings module. The Local Machine setting is specific to the client machine you are working on..
Use the grid area that occupies most of the screen to list the Items you have in stock, together with Quantities and Serial Numbers.

Flip A

Item
Paste Special    Item register
As with all Item Number fields in HansaWorld Enterprise, enter the Item Number, Alternative Code or Bar Code of the Item. You should only enter Stocked Items.

Qty
Enter the actual quantity of the Item in the Location, as recorded in the stocktake. This quantity is given the term "Counted Quantity" in HansaWorld Enterprise and in these web pages.

Description
The Item Name will be brought in from the Item register when you enter the Item Number. You can change it if necessary.

Serial No
Paste Special    Serial Numbers of Items in stock
If the Item uses Serial Numbers or batch numbers, you must enter a valid number here.

You must enter Items with Serial Numbers at the Unit level on separate rows each with a quantity of one, to allow you to enter Serial Numbers individually.

If you have not specified a Location, the 'Paste Special' list will show the Serial Numbers of Items in all Locations, with an indication of the Location in which each Item is stored. However, if you have specified a Location at either header or row level, only those Serial Numbers stored in that Location will be shown in the 'Paste Special' list.

Location
Paste Special    Locations setting, Stock module
Enter a Location if different from the Location entered in the header.

Coeff
Default taken from    Item
The Unit Coefficient of the Item is shown here, taken from the 'Stock' card of the Item. If you are maintaining stock quantities using different units of measurement, this coefficient is the ratio between those units of measurement.
Flip B
Base Price
This field shows the unit Base Price (retail price) of the Item in the home Currency, taken from the Item record.

FIFO, Row FIFO
Usually, stock values are not shown in Stocktaking records. If you would like to see them, select 'Fill in Current Cost' from the Operations menu. The unit stock value will be brought in the FIFO field, and the total stock value for the row to the Row FIFO field. If you change the Item Number or the Quantity in a row, the figures will not be recalculated so you will need to select 'Fill in Current Cost' again to update them.

The calculation of these figures will usually use the Cost Model specified in the relevant Item or Item Group record. If that Cost Model is Default, the Primary Cost Model specified in the Cost Accounting setting will be used. Despite their names, the fields will therefore show the unit and total FIFO, LIFO, Weighted Average or other values of the row, depending on the Cost Model.
Flip C
Position
Paste Special    Position register, Warehouse Management module
Specify here the Position in which the Item is stored. This is for information only.

Width, Height, Depth
Default taken from    Item
These fields contain the dimensions of the Item.

If the Item is one that is bought and sold by area or volume, you can have the Counted Quantity calculated by multiplying the dimensions together. If you would like to use this feature, first check the Enable Quantity Calculation box in the Item Settings setting in the Sales Ledger. Then, check the Calculate Quantity box for the Unit that has been assigned to the Item. If the Item is bought and sold by area, choose the Two Dimensions option in the Unit record, and the Counted Quantity will be calculated once you have entered the Width and Height. If the Item is bought and sold by volume, choose the Three Dimensions option in the Unit record, and the Counted Quantity will be calculated once you have entered the Width, Height and Depth. Please refer to the page describing the Units setting for details and an example.
Footer
OK
Check this box when you have confirmed that the Stocktaking record is complete and correct. Once you have checked this box and saved the Stocktaking record, you will no longer be able to change it. Stock levels will not be altered and Nominal Ledger Transactions will not be created: a Stocktaking record merely allows you to compare actual stock levels with the stock levels recorded in your HansaWorld Enterprise database. You can print this comparison using the Stocktaking Comparison report (you must have approved the Stocktaking record before it will be included in this report). You can then rectify any discrepancies using Stock Depreciations, Goods Receipts or Stock Movements, all of which will affect stock levels and, if so defined in the Sub Systems setting in the Nominal Ledger and in the relevant Number Series settings, create Nominal Ledger Transactions.