Stocktake

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Transcript:

Hi! In this video, we’ll show you how to conduct and document a stocktake in MRPeasy.

With the Stocktake functionality, you can prepare a stocktake, assign items and storage locations to counters, record counted quantities, resolve inventory discrepancies, and keep a history of completed stocktakes.

There are two roles in the stocktake process Manager and Counter. Managers prepare and manage stocktakes and handle stock adjustments, while counters focus on physically counting inventory and entering the results.

The Stocktakes page provides an overview of your stocktaking activities. Here you can see the stocktake number and name, its status, start date, and other information.

The Items tab provides a line-by-line history of the items in stocktakes, along with their counted quantities and adjustments.

Let’s create a new stocktake. Enter a descriptive name and the planned start date. If you use Multisite, also select the site where the stocktake will be performed.

In View by user, we can organize the stocktake by the people who will perform the counting. Let’s select our counters. For each counter, we can add the items and storage locations they are responsible for. This makes it possible, for example, to divide a warehouse into areas and assign each area to a different person.

To add items to be counted by a particular counter, use the three-dot menu at the right end of the counter’s row.

Items can be selected from items currently in stock or from the full item catalog.

You can expand or collapse each counter’s row to show or hide the items and storage locations assigned to them.

Each combination of an item and storage location represents a separate stocktake line.

Alternatively, View by item gives the manager an item-focused view of the stocktake.

Items can also be added here without first assigning them to a particular counter.

At this point, the stocktake has not yet been created. You can continue adding items and assigning counters as needed.

When the setup is complete, click Create to create the stocktake.

If counting will be performed on paper, count sheets can be printed for individual counters.

Once the stocktake has been prepared, select Start stocktake.

Starting the stocktake temporarily freezes stock-affecting transactions for each included item at its specified storage location.

While a stocktake line is active, you cannot receive, issue, or otherwise adjust stock for that item at that storage location.

This prevents the system quantity from changing while the physical quantity is being counted.

There is no need to wait until the entire stocktake is finished to release the stock. As counting is completed, individual lines can be reviewed and finalized. Once a line is finalized, normal stock transactions for that item and storage location can continue.

Now let’s look at the stocktake from the counter’s perspective. A counter sees only the stocktakes where they have been assigned as a counter. Inside the stocktake, they see the items and storage locations assigned to them. They can enter the physically counted quantity and, when necessary, add a counting note. Entries are saved as they are entered.

After quantities are entered for all assigned items, the counter’s state changes to Counting completed.

If the counter finds an item that was not originally assigned to them, they can add it directly to the stocktake. First, they select the storage location where they are counting and then the item they found.

Once counting results start coming in, the manager can review them in the Stock adjustment tab. The table shows the counted and system quantities, stock values, and average costs. The Quantity variance shows the difference between the counted and system quantities, and discrepancies are highlighted in red. The Show only discrepancies option makes it easy to focus on lines that require attention.

The manager can then decide how each discrepancy should be handled. If less stock was found than expected, the missing quantity can be written off. If more stock was found, the additional quantity can be added to inventory. If a discrepancy has been reviewed and no stock adjustment is needed, the manager can choose Keep system quantity.

Once the missing quantity has been written off or the surplus stock has been added, the Adjustment value is displayed.

Once a counted line has been reviewed and any necessary stock adjustment has been made, it can be finalized.

Finalizing the line locks its stocktake result and, importantly, releases that item and storage location for normal stock transactions again.

This means lines can be finalized progressively as counting is completed, without waiting for the entire stocktake to finish.

Instead of processing discrepancies individually, stock can also be adjusted automatically. This is useful when the counting results have been reviewed and the remaining discrepancies should simply be reflected in inventory.

Once counting is complete and the discrepancies have been reviewed, the manager can complete the stocktake, which finalizes all remaining lines at once.

Completed stocktakes remain available for future reference. You can review what was counted, the quantities originally recorded in the system, the counting results, and any stock adjustments that were made. This provides a documented history of your inventory counts.

There are also two options for reviewing and saving stocktake information in PDF format.

The Stocktake report provides full details of the stocktake.

The General count sheet provides a simpler overview of the counting results for all counters.

The Stocktake functionality is available in the Professional package.

Go to Settings → System settings → Professional functions → Stocktake. Here, define the default write-off type to be used for stocktake adjustments.

Next, assign the appropriate user rights for the two stocktake roles Manager and Counter.

For managers, go to Settings → Human Resources → User details and enable the appropriate rights in the Stocktakes section. For counters, enable the Update right for Counted stock quantities.

Once all the necessary settings are configured, a new Stocktakes section becomes available under Stock module.

That’s how stocktaking works in MRPeasy—from preparing the stocktake and assigning counters to recording results, resolving discrepancies, and documenting the final inventory adjustments.

To learn more about MRPeasy, check out our other videos.

Thanks for watching!