Stock Take

Introduction

This document describes the required screens to be used in the stock take configuration and process. Other guides describe the set up of company, user, warehouse, stock codes etc.

This is a generic guide based on the version of the SCE system at the time of writing.

It can also be used by clients to specify their specific data values to aid initial system set up as well as for future reference.

Note that fields marked ‘**’ are mandatory and are needed to ensure correct set up of the system.

Overview

Before a stock take cycle can commence, it must be confirmed that all the products affected by the stock take comply with the following:

• GRN's must be completed. (If the GRN is at Pre-Advice status then the stock take cycle can be started.
• Orders are completed. (If there is stock with status with status ‘Allocated’, the stock take will fail. If orders have status ‘1’ Committed, the stock take cycle can be started).
• No outstanding Movements.
• The stock selected is not already under a stock take cycle.
• No system holds

Supporting Reports

It is advisable that the following reports are run before a stock take cycle is generated.

WHS1968 - GRN's Not Putaway Report
SOS1170 - Order Status Report
WHS1545 - Outstanding Movements Report
WHS1970 - Unconfirmed Movements Report
SOS1170 - Held Stock Status Report (Check for pallets on system holds suce as 85 Down Date at despatch and 90 Awaiting Putaway)

Process Flow

Stock Take Template (WHS0552)(Optional)
Stock Take Cycle Generation (WHS0541)
Stock Take Report (WHS0543) or Stock Take Error Report (WHS0541A)
Stock Take Count Input (WHS0544)
Stock Take Variance Report (WHS0546)
Stock Take Update (WHS0544)
Stock Take Cleardown (WHS0547)

Stock Take Template (WHS0522)

This screen allows entry of a complete Warehouse Stock Take Template. At each main prompt, you may choose No, or return to take the default value of ‘ALL’ or you may choose Yes, this will allow entry of specified values.

Stock Take Cycle Generation (WHS0541)

On entry to this screen the cursor will be in the Stock Take No field and the screen will be in enquiry mode. This allows previous generated stock take cycles to be viewed.

If the user stops the enquiry mode then a message “All movements must be completed before running stock take cycle generation” is given.

The user can then enter either a template code, which will bring up the stock take details of that code, or start a new definition using the same fields as the template program (details below)

See details of stock take template (WHS0552) for field information.

On entry of the stock take details and date/time the Generate Cycle button can be used to start the stock take. A message “Cycle to be submitted to batch. OK to continue?” is given and the user can select yes or no, if no is selected then nothing happens.

If yes is selected then a new stock take number will be automatically generated and displayed. The generate cycle procedure will take a precise snapshot record of the status of the selected stock in the warehouse, as known to the system at the specified date and time as entered on the screen.

Please note, all selected stock is ‘held’ when the snapshot is taken and only released after the completion of the stock take. This completion is done when either the stock take is confirmed, or rejected at Stock Take Update.

Stock Take Report (WHS0543)

This screen generates the stock take report print

PICTURE< REPORT and Table

Stock Take Error Report (WHS0541A)

If a Stock Take cycle fails (i.e. status ‘Cannot Complete’), this report provides the user with an explanation of why it happened. It can be used to correct those items that have caused the stock take to fail. Displayed details include Allocated quantities, outstanding movements, system holds and other stock take cycles. The stock take cycle will then have to be cancelled in the Stock Take Cleardown screen.

Stock Take Count Input (WHS0544)

The stock take updates comprise of inputting the stock details, updating these to the system and then clearing down the stock take.

This screen allows the manually counted stock to be input against the locations of the stock take. If the stock take type is by Exception then the figures in the Cases/Units field will be automatically set to the system generated figures, these can then be changed as and when needed.

New Data Input (WHS0542)

This screen allows the addition of new stock within a given location and for a given owner and stock code. In addition to the ‘normal’ data required for new stock a valid Reason Code and Employee Code must also be entered for auditing purposes.

Stock Take Update (WHS0545)

Each stock take cycle can be rechecked until the stock take supervisor is satisfied that the stock take is correct. At this time, the update screen can be used to accept or reject the stock take and revise the system details accordingly.

If a stock take count number is entered, only those discrepancies accepted by that stock count number would then be updated. This then allows a phased update of remaining discrepancies over several re-counts. Those pallets that are accepted are released for further processing within the warehouse operation.

Stock Take Cleardown (WHS0547)

The stock take Cleardown is usually done a few weeks after the stock take has taken place. This clears down the cycle numbers so that the next cycle will start again at ‘1’

NB The Cleardown can be done on a range of Stock Take Cycles. Entry of the number of the highest cycle that is not at status pending, and all cycles at status rejected, confirmed and cannot complete will be deleted. Any cycles at status pending will be unaffected by the Cleardown.