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Stocktaking List

The Stocktaking List report is a list of Items that you can use as a basis for stocktaking. It contains a single line for each Item, showing the number recorded as being in stock (if you produce the report using the Show Quantity option) and a space in which you can write the actual quantity in stock.

One method of carrying out a stocktake is to print this report on paper and to write in the quantities as you count them in the warehouse. You can then enter these results in a new record in the Stocktaking register. You can enter this record yourself, or you can create it using the 'Create Stocktaking Records' Maintenance function. Then, print these results using the Stocktaking Comparison report. Once you have checked this report, you can adjust stock levels to take any discrepancies into account using the Stock Depreciation, Goods Receipt or Stock Movement registers (depending on the nature of the discrepancy). Again, you can do this yourself or you can use the 'Stocktaking Comparison' Maintenance function.

Item No.
Paste Special    Item register
Range Reporting    Alpha
If you need a particular Item to be listed in the report, enter its Item Number here. You can also enter a range of Item Numbers, separated by a colon (:). If you leave the field blank, every Item will be included in the report.

Only Stocked Items in the range will be shown in the report. Closed Items will not be included.

Shelf Code
Range Reporting    Alpha
Enter a Shelf Code (or range of Shelf Codes) if you need the report to list the Items with a particular Shelf Code. You can assign a Shelf Code to an Item using the Shelf Code field on the 'Stock' card of the Item record.

Item Group
Paste Special    Item Group register, Sales Ledger
Range Reporting    Alpha
If you need the report to list the Items that belong to a particular Item Group, enter that Item Group here. You can also enter a range of Item Groups, but as the field will only accept five characters you may need to enter an alphabetical range (e.g. "A:M").

Item Classification
Paste Special    Item Classifications setting, Sales Ledger
If you need the report to list the Items that have a particular Item Classification, enter that Classification here. If you enter a number of Classifications separated by commas, only those Items featuring all the Classifications listed will be shown. If you enter a number of Classifications separated by plus signs (+), all Items featuring at least one of the Classifications listed will be shown. If you enter a Classification preceded by an exclamation mark (!), all Items featuring any Classification except the one listed will be shown.

For example:
1,2
Lists Items with Classifications 1 and 2 (including Items with Classifications 1, 2 and 3).

1+2
Lists Items with Classifications 1 or 2.

!2
Lists all Items except those with Classification 2.

1,!2
Lists Items with Classification 1 but excludes those with Classification 2 (i.e. Items with Classifications 1 and 2 are not shown). Note the comma before the exclamation mark in this example.

!1,!2
Lists all Items except those with Classification 1 or 2 or both. Again, note the comma.

!(1,2)
Lists all Items except those with Classifications 1 and 2 (Items with Classifications 1, 2 and 3 will not be listed).

!1+2
Lists Items without Classification 1 and those with Classification 2 (Items with Classifications 1 and 2 will be listed).

(1,2)+(3,4)
Lists Items with Classifications 1 and 2, and those with Classifications 3 and 4.

1*
Lists Items with Classifications beginning with 1 (e.g. 1, 10, 100).

1*,!1
Lists Items with Classifications beginning with 1 but not 1 itself.

*1
Lists Items with Classifications ending with 1 (e.g. 1, 01, 001).

1*,*1
Lists Items with Classifications beginning and ending with 1.
Location
Paste Special    Locations setting, Stock module
If you select the Show Quantity option below, the report will display the quantity of each Item that you have in stock. By default, the total quantity of each Item in stock in every Location will be shown. If you need the report to show the quantity in stock in a particular Location, specify that Location here. Similarly, the Show Items In Stock Only option can operate at an overall level or at the level of a particular Location.

Position
Paste Special    Position register, Warehouse Management module
If you are using Positions you can use this field to fine-tune further the Show Quantity and Show Items In Stock Only options so that they refer to a particular Position in a warehouse. If you specify a Position here, you should also specify a Location in the field above, otherwise all stock levels in the report will be zero.

Sorting
Use these options to specify whether the Items in the report will be listed in Item Number or Shelf Code order.

Show Quantity
Select this option if you need the current stock quantity of each Item to be shown in the report.

By default, this option will display the overall quantity in stock of each Item (i.e. the total quantity in every Location). If you need to see stock figures for a particular Location (or for a particular Position in a Location), specify a Location (and Position) in the field(s) above.

Show Serial Numbers
Use this option if you need Serial Numbers to be shown in the report.

Show Items in Stock only
By default, every Stocked Item will be included in the report. Use this option if you only want the Items that you have stock to be listed.

By default, an Item will be included in the report if it is in stock in any Location. If you need the report to list the Items that you have in stock in a particular Location (or in a particular Position in a Location), specify a Location (and Position) in the field(s) above.

Variety Items as Matrix
By default, Items with Varieties are treated in the same way as other Items in the report. An Item with Varieties will be shown on a single line in which you can write in the total quantity in stock (i.e. a single figure that includes every Variety). If you would like each Variety to be listed separately so you can record the quantity of each Variety individually, select this option.
Illustrated below is an example Stocktaking List report produced with the Show Quantity and Show Serial Numbers options selected:

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Reports in the Stock module: