Stock - Stock Take Zone

Menu Selection: Document - Stock - Stock Take Zone

Purpose

This document allows the user to perform a stock take.

Prerequisites

The Product Master Records must already exist, and the product group must also exist. These can be established via the Stock - Account and Parameters - Product Groups documents respectively. 

Context

Important – this is an end of month process only.

As Stock Takes are frequently entered in past account periods and further transaction will have occurred in subsequent months, it is important to run the check balance program in Utilities before applying Variations. This Check balance must be run with the account period set for the month of the stock take.

It is equally important that the check balance program be run again after the Variations have been applied in the current account period. This will bring stock account details up to date with the subsequent transaction which occur after the stock take period.

When the variations are applied the variation quantity will adjust the stock and the value of the stock using the standard cost. If the standard cost is incorrect then the value of the stock will adjusted incorrectly. The maintenance of standard cost with your stock accounts is critical to the processing of stock takes.

Any variation applied will create accounting entries, either Debit or Credit to the Individual Stock accounts and the opposite entry to the Trading Ledger, Stock Take Account.

If an error occurs with your stock take eg wrong quantity or standard cost, then the Adjust program for the individual stock account should be used to correct the error.

About This Screen

Head of the Document
Field Enterable? Instructions
zone Yes Type in the new Stock Take Zone key or search for an existing one. 
Date Yes Type in the date when the stock take was performed.
From Group Yes Type in the from product group key (or click the right mouse button) and select the key from the list.
To Group Yes Type in the to product group key (or click the right mouse button) and select the key from the list.
From Product Yes Type in the from product key (or click the right mouse button) and select the key from the list.
To Product Yes Type in the to product key (or click the right mouse button) and select the key from the list.
From Bin Yes Type in the from physical location of the stock, or leave blank if you are not using bin locations.
To Bin Yes Type in the to physical location of the stock, or leave blank if you are not using bin locations.
Sort By Bin Yes Check this field if you want the products sorted by their Bin Location. This is used when the Stock Take Zone is populated using the Populate button.
Show Variations Yes Check this field if you want to see the variations.
Include Zeros Yes Check this field if you want to all zero balance products. This is used when the Stock Take Zone is populated using the Populate button.

Lines of the Document
Field Enterable? Instructions
Product Yes Type in the or search for an existing product key. 
Stock Count Yes Type in the amount of product counted from stock take.
Bin Yes This field is automatically retrieved from the Product Master Records. Enter in the bin location.
Product Description Yes This field is automatically retrieved from the Product Master Records. Enter in a description of this product.
Variation No Displays the error in the stock. This is calculated from the Stock Count - Stock (from the Product Master Record). This field is only updated if the Show Variations field is checked. 

Transaction Processing

Button Description
Populate Clicking the Populate button will create the lines necessary. If Include Zeros is checked, then all products that have been established and that match the from/to parameters will be added. If the Sort By Bin field is checked, then the products are sorted by their physical location.
Clear Counts Clicking the Clear Counts button will zero all the Stock Count fields.
Apply Vars! Clicking the Apply Vars! applies the variations in stock, and adjusts the stock value and quantity to be that which is established on this document.

From Here

Once the stock take has been completed, you can continue normal processing of the product accounts.