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    Start a Stocktake

    You can start a stocktake after it has been created and after a time has been set. When your stocktake has started, you can download the stocktake sheets or spreadsheet to complete the physical count.

    Go to Products > Stocktakes and locate the stocktake you are ready to start. You can use the search bar or the Filter to narrow your search. Open the stocktake by selecting anywhere on the line.


    Select Start Stocktake to start the stocktake.


    A window will appear asking you to confirm that you want to start the stocktake. Select Confirm. This action will lock the stocktake and prevent it from being edited. 


    Delete

    If the Start Stocktake button is not available, select Edit to adjust the stocktake time. The stocktake time must be in the past in order to start the stocktake. 


    You will see a notification on the lower part of the screen.


    The stocktake will now have the status of 'Started' and the Products and Batches tabs will appear. The stocktake parameters cannot be edited from this point. If you need to make changes, create a new stocktake.  


    The In Stock and Allocated figures used in the stocktake will be those calculated when Start Stocktake is selected and based on the date and time of the stocktake. These figures will not change if any subsequent transactions dated prior to the stocktake are created.     

    Capturing the physical count

    You and other staff can capture the data from a physical count in two ways. You can either: 

    • print the stocktake sheets and count using a pen and paper, and then enter the figures manually
    • export the stocktake sheets as a .csv file, complete the count on the spreadsheet, and then upload the spreadsheet data.


    Print the stocktake sheets

    Select Print Sheets in the taskbar. 


    A window will display giving you two options for including or excluding products on the stocktake sheets, the option to include product barcodes, and the option to add blank serial number pages. 



    Options to include and exclude products

    You can choose to include or exclude products from the stocktake sheets with an expected quantity of zero. You can also choose to include or exclude stock balance figures on the sheets. 

    If you select 'Include in stock balances', the stocktake sheets will show the number of in stock, allocated, and expected products. 


    If this option is not selected, the stocktake sheet will only display a space for counting the products.

     

    Serial number pages

    You can add one or more blank serial number pages to the stocktake sheets. These pages are for writing down additional serial numbers that you may not already have on the list as you complete the physical count. Products that track serial numbers need to have the quantities recorded against the specific serial numbers when the count is entered on the Products tab.

     

    Select Run Report to export a PDF file of your stocktake. You can choose to print, open, or download the sheets.


    Print one or multiple copies of the stocktake sheets, depending on the number of people completing the stocktake. The physical count can now be completed. The next step in the process will be to enter batch counts into Infusion. 


    Export and prepare the stocktake spreadsheet for capturing data and importing

    To export your stocktake sheets as a .csv file, select the More Options button in the toolbar, and then select Export Stocktake Sheets. The .csv file will automatically download. It displays details about each product included in the stocktake. 


    To prepare the spreadsheet for capturing the count and to make importing the data easy and straightforward, you can delete any columns not needed. The screenshot below shows the row and columns to delete shaded in blue. 

    Keep two columns and add a new one.

    • Keep the ‘Product Code’ column — this is needed for the import 
    • Keep the ‘Product Description’ column — this will be a reference for the person taking the count and can be deleted before the import
    • Add an empty column next to the ‘Product Description’ column — this is where to enter the count and is needed for the import


    Note: If you want staff to be able to view the In Stock, Allocated, and Expected data, leave the columns in the spreadsheet.


    Delete a stocktake

    To delete a stocktake, go to Stocktakes on the main menu and locate the stocktake on the list. Select the spill buttons at the end of the row and select Delete. You can delete a stocktake at any time as long as the stocktake is not posted. 


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