Stocktakes

The Stock -> Stocktakes section contains a list of all stocktakes and allows planning, conducting, and documenting stocktakes.

A stocktake records what was counted in stock, compares it with the quantities recorded in MRPeasy, and resolves the differences. A stocktake can be a full count of the warehouse, for example at the end of the year, a regular cycle count of selected items or storage locations, or a quick check of a few items.

Jump to:

1. How a stocktake works.
2. Stocktake statuses.
3. Stocktakes and the Inventory page.
4. Enabling the Stocktake functionality.
5. User rights for stocktakes.
6. Stocktakes with several sites.
7. The list of stocktakes.

How a stocktake works

Each combination of an item and a storage location is a separate line of the stocktake. A stocktake takes place in four stages:

1. Preparing - the stocktake is created, and the items and storage locations to be counted are selected. They can be assigned to the users who will count them, the counters. Count sheets can be printed for counting on paper.
2. Counting - when the stocktake is started, its items are frozen at their storage locations: they cannot be received, used, shipped, or moved there, so the quantities recorded in MRPeasy do not change while the stock is being counted. The counted quantities are entered in MRPeasy.
3. Reviewing - the counted quantities are compared with the quantities recorded in MRPeasy, and each difference is resolved: the missing quantity is written off, the surplus is added to stock, or the recorded quantity is kept. The remaining differences can also be adjusted automatically.
4. Finalizing - a reviewed line is finalized, and its item can be used at that storage location again. Lines can be finalized one by one, without waiting for the whole stocktake to finish. Completing the stocktake finalizes all remaining lines.

Completed stocktakes remain available as a record of the count: what was counted and where, by whom, the recorded and counted quantities, and the stock adjustments made. This record can be printed as the Stocktake report.

Stocktake statuses

1. Planned - The stocktake has been created but not started yet.
2. In progress - The stocktake has been started or resumed. Its lines are frozen until they are finalized.
3. On hold - The stocktake has been paused. Stock movements are allowed.
4. Completed - The stocktake has been completed. It cannot be changed or restarted.
5. Canceled - The stocktake has been deleted.

Stocktakes and the Inventory page

The Stock -> Inventory page remains available when the Stocktake functionality is enabled. Both can be used to correct inventory levels after a count in different ways:

• Stock -> Inventory updates the inventory levels directly: the actual quantities are entered, and MRPeasy creates the stock lots and write-offs. Read more about updating inventory levels directly.
• Stock -> Stocktakes also covers the count itself: planning it, dividing it between counters, keeping the counted items from changing during the count, reviewing the differences before the stock is adjusted, and keeping a record of the stocktake.

It is good practice to use only one of them and to make the other one unavailable:

• If inventory levels are updated at Stock -> Inventory, disable the Stocktake functionality.
• If inventory levels are updated in stocktakes, remove the Update right for Inventory from the users. Read more about user rights.

Enabling the Stocktake functionality

The Stocktake functionality is part of the Professional package. It can be enabled at Settings -> System settings -> Professional functions -> Stocktake.

Optionally, choose the Default write-off type there. It is used by default for the write-offs created in stocktakes. Write-off types are managed at Settings -> System settings -> Write-off types.

If enabled, the following functions become available:

• The Stock -> Stocktakes section, after Inventory.
• The user rights for stocktakes. Read more about user rights for stocktakes.
• The Stocktakes format at Settings -> System settings -> Numbering formats.
• The Count sheet and Stocktake report documents in the PDF Editor.

User rights for stocktakes

Access to stocktakes is set at Settings -> Human resources -> Users -> User details, in the Resources section, under Stock:

• A user who has only the Update right for Counted stock quantities sees only the stocktakes in which they are a counter, and only the items assigned to them. Read more about the counter's view.
• If the user option Hide prices in Stock is enabled, the user does not see the values and costs in stocktakes.
• The Stock adjustments rights apply only to stocktakes. Users without them can still change stock quantities on the Inventory, Write-offs, and Stock lots pages if they have the appropriate rights.

Stocktakes with several sites

If the Multi-stock and Production Sites functionality is enabled, each stocktake belongs to one site, and its items are counted at the storage locations of that site. Use the site selection above the table to see the stocktakes of one site or of all sites.

The list of stocktakes

Use the tab menu above the table to see a list of "Stocktakes" or "Items":

• Stocktakes - one line per stocktake, with its status and dates.
• Items - one line per item and storage location in each stocktake, with the counted quantity, the difference, and the stock adjustments.

Use the ⋯ menu on a stocktake's line to Copy, See details, or Delete it. Deleted stocktakes get the status Canceled and are hidden by default. To see them, set the Status filter to Canceled.