This module lets you review and manage Stocktaking documents. A stocktaking document records the count of your warehouse stock: for every item you see the warehouse quantity held in the system and the found quantity that was actually counted. The list view gives you access to every stocktaking document you have created in one place: you can search among them and start the most important actions directly from here (create a new document, open, close, delete, clone, download, send email).
The possible statuses of a Stocktaking document are: Draft, Closed, Cancellation, Cancelled — the restrictions of each status are explained in the Frequently asked questions section.
Clicking the Main menu / Stock management / Stocktaking / List menu item shows every stocktaking document created so far. Above the table, the Actions tab gives you the following buttons for the selected document:
Right-clicking a document row gives you the same quick actions (New, Open, Close, Delete) from a context menu, plus Cloning, which creates a new document from the data of the selected one — faster than entering everything from scratch for recurring stocktakings.
Clicking the Search tab above the table reveals the filtering options. The fields shown right away are Document number, Status (you can select several statuses at once) and Site. Clicking "Expand" opens further filters: searching by Document date (from and to date), Employee and Internal comment. Use the Search button to apply the selected conditions.
The View and layout tab lets you set how the list is displayed to you:
These settings are saved per user, so they are kept the next time you log in as well.
The panel shown below the list lets you quickly check the details of a selected stocktaking without having to open it. The panel contains two tabs:
The tabs only appear if they are turned on in the View and layout > Preview window setting.
The Additional functions tab offers extra options for the selected document that support your daily work:
If you need the file or a printed copy of the stocktaking right after closing it, do not download it in a separate step: choose Close and download or Close and print from the arrow next to the Close button. And if you only want to check that the document is correct, Download > PDF preview also works on a draft.
The table columns and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Document number | The unique identifier of the stocktaking document. | |
| Document date | The date the document was created. | |
| Employee | The name of the colleague who recorded the stocktaking. | |
| Status | The current state of the document (Draft, Closed, Cancellation, Cancelled). |
The columns of the Items tab in the preview panel and their meaning:
| Field / Column | Required | Description |
|---|---|---|
| Name | The name of the counted product. | |
| Item number | The unique item number of the product, by which it can also be identified in the master data. | |
| Warehouse quantity | The stock quantity recorded in the system at the time of the stocktaking. | |
| Found quantity | The quantity actually counted during the stocktaking. The difference between the warehouse and the found quantity shows the shortage or surplus. |
The columns of the Related documents tab in the preview panel and their meaning:
| Field / Column | Required | Description |
|---|---|---|
| Document number | The identifier of the related document. | |
| Document date | The date the related document was created. | |
| Document type | The kind of the related document. | |
| Issuing employee | The name of the colleague who issued the related document. |
Only documents in Draft status can be closed, and only documents in Draft or Closed status can be deleted — documents in Cancellation and Cancelled status can be neither closed nor deleted. In that case the system shows an error message (closing is only possible for open documents, deleting only for open or closed documents). If closing stops with a different error message, read the message, check the items of the document and try again.
The availability of the buttons depends on the status of the selected document. Close, Close and print and Close and download can only be used in Draft status, while the final PDF and sending email require Closed status (or beyond). For a draft, the PDF preview and the XLSX exports are available. Also make sure the row is selected in the table, because without a selection the buttons are not active.
The panel only shows data if a row is selected in the table and the Items or Related documents tab is turned on in the View and layout > Preview window setting. The "The list is empty" text means that no items or related documents are recorded for the stocktaking. The preview panel is for viewing only: to change the warehouse or found quantity, open the document with the Open button.
The list is for reviewing and managing stocktaking documents; in the preview panel you can see the warehouse and found quantity of the items side by side. The evaluation is done on a separate page: via the Main menu / Stock management / Stocktaking / Evaluation menu item, described in the Stocktaking evaluation guide.
Filter the list to the documents you need on the Search tab, then use Download > XLSX list to export the whole list you currently see into a spreadsheet, even without a selection. If you also need the items, use the XLSX item list option.
The Stocktaking module only appears under Main menu / Stock management if it is assigned to your user. If you do not see it, ask the system administrator to check the module assignment in your user settings.
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