In this module you manage Stocktaking documents. A stocktaking document compares the stock of a site with what you actually found on the shelves: for every item you see the Warehouse quantity recorded in the system and enter the Found quantity next to it. This guide presents the edit page of a single document: how to create a new stocktake, how to load the stock of the site, how to record the quantities you found, and how to close it.
The statuses of a Stocktaking document are: Draft (a new document always starts like this), Closed (the stock correction has been made) and Cancelled (the deleted document). The Cancellation status does not occur for stocktaking. The meaning and restrictions of each status are explained in the Frequently asked questions section.
Click Main menu / Stock management / Stocktaking / New to open an empty document. You can open an existing document from Main menu / Stock management / Stocktaking / List. At the top of the page you find the Actions, Additional functions and View and layout tabs, below them the document header, and then the Items tab and the other tabs.
In the header you find the following fields - the detailed description is in the Field descriptions section:
When you select the Site, a Warning (Figyelmeztetés) window asks whether the item list should be filled with the stock of the products currently in the warehouse of that site. You can choose from three buttons:
In the loaded rows the Found quantity is initially 0. Loading completely replaces the previous list of items, so if you have already entered items, think twice before selecting the site again.
You manage the content of the document on the Items tab, with the buttons above the item table and in the table. Items can only be edited while the document is in Draft status. The columns of the table are: Name, Item number, Warehouse quantity, Found quantity, Location code and Serial number. With the search field above the table you can filter the items already added.
On the single tab of the item window, called Actions, you can choose from the following buttons:
In the window you select the product by entering the Item number and the Name, the Warehouse quantity field is read-only, and in the Found quantity field you enter the counted number of pieces (decimals are allowed). With the Storage locations and shelves field you can assign a location code to the item. If the product is not in the product master data, you get an error message - in that case create the product first (see the Additional functions part).
Besides the Items tab there are further tabs:
On the Actions tab you find the buttons that control the life cycle of the document:
When you close the document, the system compares the Warehouse quantity recorded on each item with the Found quantity and settles the difference immediately:
The resulting receipt and issue are created for the Site of the stocktake, item by item with the location code entered, and the system closes them automatically, so the stock is set to the found quantity right away. When you delete the stocktake, the system also deletes these documents, so the stock correction is reversed.
On the Additional functions tab you find extra options that help your daily work: with the New product button you can add a new product to the product master data (it opens in a new tab, so the stocktake stays open), and with the New task button you can create a task related to the document.
On the View and layout tab, the Interface and behavior button lets you customise how the page is displayed. This setting is saved for your user, so it is kept the next time you sign in.
After loading the stock the Found quantity is 0 in every row, and closing books the items you did not actually count as a full shortage. So only load the stock for a site and product list that you can really count through, and before closing check that no uncounted row is left. For shelf storage, loading with Yes, with location code helps you work from shelf to shelf.
The fields in the header and on the tabs of the document, and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Document number | The unique identifier of the document. Created automatically on the first save, cannot be edited manually. | |
| Status | The state of the document (Draft, Closed, Cancelled). Draft for a new document; the system changes it as a result of the actions (closing, deleting), it cannot be edited manually. | |
| Document date | The day the document was created, filled in automatically, not editable. | |
| Site | The site whose stock you are counting; the stock of the items and the receipt/issue created on closing both refer to it. It can no longer be changed after the first save of the document. | |
| Internal comment | A note visible only within the company; it can also be loaded from a saved text template. |
The columns of the item table on the Items tab and their meaning (in the item window you edit the same fields):
| Field / Column | Required | Description |
|---|---|---|
| Name | The name of the counted product; filled in automatically when you select the product. The product must exist in the product master data. | |
| Item number | The item number of the product, by which it can be identified in the master data. With the refresh button next to the field you can reload the product data. | |
| Warehouse quantity | The stock recorded in the system at the site of the stocktake (for an item with a location code, at that location). Read-only; when closing, the system compares the found quantity with it. | |
| Found quantity | The quantity actually counted. You must enter a number; decimals and negative numbers are allowed. In the loaded stock rows it is initially 0. | |
| Location code | The identifier of the storage location (shelf, bin). In the item window you can enter it in the Storage locations and shelves field; when the stock is loaded with Yes, with location code, the system fills it in. | |
| Serial number | The serial number belonging to the item. It cannot be edited in the stocktaking item window, the column is usually empty. |
A stocktaking document has no Settings (Beállítások) tab, partner or currency: the document is tied to the site and the items.
A stocktake is tied to the stock of one site, so the Site can no longer be changed after the first save. If you chose the wrong site, you can still switch it before saving (the system then asks again whether to load the stock). For a saved document you can start a new one with the Delete and copy option.
Yes (Igen) loads one row per product with the whole stock of the site. Yes, with location code (Igen, helykóddal) creates a separate row for each storage location, so you can count the shelves one by one. In both cases loading overwrites the previous list of items, and the Found quantity starts from 0.
The system compares the Warehouse quantity recorded on the items with the Found quantity. It settles a surplus with a Warehouse receipt and a shortage with a Warehouse issue document, and closes them automatically, so the stock is set to the found quantity right away. Because the comparison uses the warehouse quantity stored on the item, avoid stock movements between creating the stocktake and closing it.
Save only records the data: the document stays in Draft status, the stock does not change, and you can return to it any time. Close finalises the document and makes the stock correction, after which it can no longer be modified. If you are sure of the data, Save and close does both in one step. To save a new document you need at least one item.
Yes, you can delete a stocktake in Draft and Closed status. After deletion the document is in Cancelled status and cannot be restored. When you delete a closed stocktake, the system also deletes the warehouse receipt and warehouse issue documents created on closing, so the stock correction is reversed. If you only want to correct something, use the Delete and copy option.
Items can only be edited while the document is in Draft status, and the Open and Delete buttons are only active when a row is selected. Closing finalises the document, so the item buttons can no longer be used and the Close button is not available either.
Under Main menu / Stock management / Stocktaking / List you see all documents, and you can also search and filter there. You can read about using the list in the Stocktaking list guide, and about evaluating the differences of stocktakes in the Stocktaking evaluation guide.
The module only appears in the menu if it is assigned to your user. If it is missing, ask the company administrator to check the module assignment of your user.
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