Stocktake Details

The Stock -> Stocktakes -> Stocktake details page shows all information about one stocktake: the items to be counted, their counters, the counted quantities, and the stock adjustments made based on the count.

The Stocktake details page allows

preparing a stocktake and assigning items to counters,
printing count sheets,
entering counted quantities,
reviewing the differences and adjusting stock,
completing the stocktake and printing the Stocktake report.

Jump to:

Preparing a stocktake.
Starting a stocktake.
Entering counted quantities.
The counter's view.
Reviewing the results and adjusting stock.
Finalizing lines and completing the stocktake.
Pausing and resuming a stocktake.
Copying a stocktake.
Deleting a stocktake.
Count sheets and the Stocktake report.
Notes, stock history, and accounting.

Preparing a stocktake

For creating a new stocktake:

Go to Stock -> Stocktakes.
Click + Create.
Enter the Name and the planned Start date.
If you have several sites, choose the Site.
Add the items to be counted and assign them to counters.
Click Create.

The main section of the page has three tabs:

View by user - the counters, each with the items assigned to them. Items without a counter are on the Unassigned line.
View by item - all items of the stocktake in one table.
Stock adjustment - the counted lines, their differences, and stock adjustments. It is used after the stocktake is started.

Adding and removing items

Items can be added for a particular counter, or without a counter:

For a counter: in the View by user tab, click the ⋯ menu on the counter's line and choose + From items in stock or + From all items.
Without a counter: in the View by item tab, click the ⋯ menu in the table header and choose one of the same options.

The two options list different items:

+ From items in stock lists the items in stock according to MRPeasy, with a separate line for each storage location where an item is stored.
+ From all items lists all items, also those that are not recorded at the storage location being counted. First select the storage location, then the items.

Up to 1,000 items can be selected at a time. A stocktake can have up to 5,000 lines, where each item at each storage location is a separate line. To count more, for example in a large warehouse, divide the count into several stocktakes, such as one per product group or storage location.

To remove items, click the ⋯ menu on an item's line, or select several items and use the ⋯ menu in the table header, and choose Remove from stocktake. Items that have been finalized or have stock adjustments cannot be removed.

Assigning counters

Each line is assigned to one counter or is unassigned. Any user can be selected as a counter. To enter counted quantities, the counter needs the right to enter counted quantities.

To add a counter, select the user in the User column of the Unassigned line in the View by user tab.
To change the counter of items, click the ⋯ menu on an item's line, or select several items and use the ⋯ menu in the table header, and choose Change assigned user.
To hand all items of a counter over to another user, change the user on the counter's line. Counted quantities and notes are kept.
To remove a counter, click the ⋯ menu on the counter's line and choose Remove from stocktake. The counter's items stay in the stocktake as unassigned.
In the Note column, you can write a note for the counter. The counter sees it when they open the stocktake, and it is printed on their count sheet.

Starting a stocktake

For starting a stocktake:

Open the stocktake.
Click Start stocktake and confirm.

The status changes to In progress, the Start date is set to the actual start time, and counted quantities can be entered.

While the stocktake is in progress, each of its lines is frozen until it is finalized, so that the quantity recorded in MRPeasy does not change while it is being counted. Outside the stocktake, the item cannot be received, consumed, shipped, moved, or adjusted at that storage location. The same item at other storage locations is not affected.

Entering counted quantities

Counted quantities can be entered in the View by user and View by item tabs, after the stocktake is started:

Click a cell in the Counted quantity column.
Enter the counted quantity.
Move to another cell or click elsewhere. The value is saved automatically.

Tips:

Use Enter, Tab, and the arrow keys to move to the next cell.
Enter 0 if nothing was found. An empty cell means that the line has not been counted.
Optional notes can be entered in the Counting note column.

The counter's view

A user who has only the right to enter counted quantities sees only the stocktakes in which they are a counter, and only the items assigned to them.

For entering counted quantities as a counter:

Go to Stock -> Stocktakes and open the stocktake.
When the stocktake is in progress, enter the Counted quantity of each item, and optionally a Counting note. Each value is saved automatically when you move to another cell or click elsewhere.

To print the list of your items, click Print count sheet in the stocktake.

If you find an item that is not on your list, click + in the table header, select the storage location where you are counting, and select the item. It is added to your list in the stocktake.

Reviewing the results and adjusting stock

The results are reviewed in the Stock adjustment tab. It lists the counted lines with their System quantity (the quantity recorded in MRPeasy), Counted quantity, and Quantity variance (the difference).

To see only the lines where the counted quantity differs from the system quantity, check Show only discrepancies. Counted quantities can be changed until the line is finalized.

To resolve a difference, click the ⋯ menu on the line and choose:

Write off missing quantity - if less was counted than recorded.
Add surplus stock - if more was counted than recorded. A new stock lot is created.
Keep system quantity - the difference is accepted without adjusting the stock.

Stock adjustments are made right away. The adjustments of a line can be seen by expanding it.

Writing off a missing quantity

Click the ⋯ menu on the line and choose Write off missing quantity.
If Tracing is enabled, choose the Stock lot.
Check the Adjustment quantity. It is prefilled with the missing quantity.
Optionally, change the Write-off type and enter a Note.
Click Write off.

Notes:

If the missing quantity is in several stock lots, write off each lot separately.
If the written-off items were booked for customer orders, manufacturing orders, or RMA orders, these bookings are canceled, and the orders are listed in the stocktake's Notes.
Items booked for a transfer order or packed in a shipment cannot be written off here. Release them in the transfer order or shipment first.

Adding surplus stock

Click the ⋯ menu on the line and choose Add surplus stock.
Check the Adjustment quantity. It is prefilled with the surplus quantity.
Check the Cost per unit.
Click Add stock.

Adjusting stock automatically

Instead of resolving the lines one by one, the stock can be adjusted automatically:

Select the lines.
Click the ⋯ menu in the table header and choose Adjust stock automatically.
Confirm.

The stock of each line is set to its counted quantity, in the same way as at Stock -> Inventory.

Stock found at another storage location

If the count shows that an item is at a different storage location than recorded in MRPeasy, there are three options:

Move the stock lot, in one of two ways:
- Choose Keep system quantity for both lines (the recorded storage location and the counted one), finalize them, and then move the stock lot to the counted storage location.
- Pause the stocktake, move the stock lot to the counted storage location, and resume the stocktake. When the stocktake is resumed, the system quantities of its lines are updated to include the move. Pausing allows stock movements for all lines of the stocktake, so any other changes made during the pause are included as well, and a note lists all lines whose system quantities changed.
Adjust stock automatically: the item is written off at the recorded storage location and added as a new stock lot at the counted one.
Resolve the lines manually with Write off missing quantity and Add surplus stock.

To count an item at a storage location where it is not recorded, add it with + From all items.

Finalizing lines and completing the stocktake

Finalizing a line ends the stocktake for that line: its result can no longer be changed, and the item can be used at that storage location again. Finalizing cannot be undone.

For finalizing counted lines, in the Stock adjustment tab:

Click Complete stocktake. If all lines are already finalized, the stocktake is completed right away.
Otherwise, a confirmation pop-up opens. If there are discrepancies, choose what to do with them:
- Keep system quantity - no stock adjustments are made.
- Adjust stock automatically - the stock is set to the counted quantities, as described in Adjusting stock automatically.
Click Complete stocktake.

Completing the stocktake finalizes all lines, and stock movements are allowed again. Lines that were not counted keep their system quantities. A completed stocktake cannot be changed or restarted.

Pausing and resuming a stocktake

To pause a stocktake, click the arrow next to Complete stocktake and choose Pause stocktake. The lines that are not finalized are released, and stock movements are allowed until the stocktake is resumed.

To continue, click Resume stocktake. If the recorded quantities of some lines changed during the pause, they are updated, and a note lists these lines.

Copying a stocktake

To copy a stocktake, click the arrow next to the main action button and choose Copy stocktake, or use the ⋯ menu at Stock -> Stocktakes. The new stocktake has the same items and counters, without the counted quantities and counting notes.

Deleting a stocktake

Click the arrow next to the main action button and choose Delete stocktake, or use the ⋯ menu at Stock -> Stocktakes. The stocktake gets the status Canceled, and all its lines are released. Stock adjustments already made remain. Lines that were not finalized keep their system quantities.

A deleted stocktake cannot be restored, but it remains available for reference. To find it, set the Status filter at Stock -> Stocktakes to Canceled.

Count sheets and the Stocktake report

A count sheet lists the items to be counted. It can be printed:

For one counter: in the View by user tab, click the ⋯ menu on the counter's line and choose Print count sheet. Counters can print their own count sheet with the Print count sheet button.
For all items: click the arrow next to PDF and choose General count sheet.

The Stocktake report is a record of the stocktake. It shows the number of lines and discrepancies, the total adjustment value, and all stock adjustments. To print it, click PDF.

Both documents can be customized in the PDF Editor.

Notes, stock history, and accounting

The Notes section at the bottom of the page is for notes about the stocktake. The software also adds notes about important events, for example when bookings are canceled or when uncounted lines keep their quantities.
Write-offs and stock lots created in a stocktake refer to it in the Stock history reports.
For accounting, these write-offs and stock lots are treated like other manual write-offs and stock lots, also in QuickBooks Online and Xero.