Carrying out a stocktaking

With a stocktaking you reconcile the stock in allverto with what is really on the shelf. It is created and evaluated in the ERP under Warehouse → Stocktaking; counting for all warehouses is done in the warehouse app.

#Before you start

• Owner, Administration and Warehouse may create and Discard stocktakings (permission Create stocktaking); to count you need the warehouse app (permission Use the mobile warehouse app).
• Only Owner and Administration may Post differences.
• If your role is restricted to certain warehouses, you only see, count, print and discard stocktakings of those warehouses.

#Creating a stocktaking

1. Click Create stocktaking.
2. Choose the Warehouse and the type (reference-date or perpetual stocktaking) and, if applicable, the Reference date.
3. In a WMS warehouse you narrow down which bins are counted: Zones, Aisles, Bin types, From bin and To bin (bin range by bin code), Bin code prefix, Only bins not counted for a long time, Include empty bins.
4. For an item-based stocktaking you choose Product groups and/or Categories (including subcategories): then only bins with stock of these items go into the count list, and only these items are counted.
5. Optional: Name (e.g. “Zone A, Q4”), Note and Blind count – then counters don't see any expected quantities.
6. Click Create count list.

The count list is sorted by walking route and can be printed as a PDF. Bins that are already in another open stocktaking are skipped. A standard warehouse has no bins – there the stock is counted per warehouse.

#Counting (in the warehouse app)

1. Open the stocktaking and click Count in the warehouse app – the warehouse app opens in a new tab.
2. There you count bin by bin (in a standard warehouse, the stock in the warehouse) – see Stocktaking in the warehouse app.
3. In the ERP you see the progress: which bins have been counted and where something is still missing.

For a paper count, the warehouse app offers Take current stock for all uncounted bins or, per bin, Take target quantities: afterwards you only enter the deviations from the paper list. This is not possible for a blind count.

If a count doesn't look right, click Request recount: all counted bins with a difference go back into the count list of the warehouse app – ideally for another person. The first count remains visible.

#Posting differences

Under Differences you see Missing stock and Surplus with their value. As in the stock valuation, the value is based on the average purchase price (from goods receipts including incidental costs); if an item has none yet, on the purchase price of the preferred supplier, and finally on the sales price. The column shows the basis (avg. PP, PP or SP). Also lines without difference shows everything. Click Post differences – allverto posts exactly the differences and remembers the count date of the bins.

If you don't want to accept the count, click Discard. The bins can then be counted again in the warehouse app.

#Settings

Under Warehouse → Stocktaking → Settings you define (Owner and Administration may change them):

Items with batch/BBD are counted per batch, items with serial numbers number by number. Serial numbers not found are set to “missing” after posting.

The stocktaking lock is set per WMS warehouse under Warehouse settings → Put-away & bin locks (Bins in open stocktaking): Notice only or Lock bins.

#Frequently asked questions

#Are the bins blocked during the stocktaking?

That depends on the warehouse. If Bins in open stocktaking is set to Lock bins, allverto automatically locks the bins of an open stocktaking: no put-away, no withdrawal, no transfer, and the stock does not count as available. Posting or discarding the stocktaking removes the lock. If the setting is Notice only, the bins only get a notice – shipping and replenishment continue.

#Can I count just a single bin?

Yes: in the warehouse overview, right-click → Stocktaking for this bin…. Counting is then done in the warehouse app.

#Can I count only certain items?

Yes: choose Product groups or Categories when creating it. The count list then only contains bins with these items, and only these items are counted and posted.