When performing a scanned stock-take the following steps must be completed:
- Create a stock-take list.
- Scan (or enter) the items as you count them.
- Validate the scan file.
- View the serial numbers not scanned and write them off if required.
- Update the scanned stock-take list.
- View the discrepancy report.
- Update the stock-take.
Step 5 should NOT be confused with the Stock Take Update.
Creating a stock-take list
Navigate to the correct window
- Navigate to Inventory / Stock Take / Create Stock Take List.
Specify the stock-take list options
- Select the sort order in the Sort Order group.
- Select the stock type for the items on the list from the Stock Type group.
- Select the Include only items with active serial number tracking checkbox, if required.
- Select the stock location for the items on the list from the Location dropdown list.
- Enter an appropriate file name in the File Name text box.
- Click the Accept button.
Generate the list
- Use the Enter key on your keyboard to select and deselect items until only the items that should be included in the list have *’s in the SEL column.
- Click the Accept button.
- Check that the following message box has appeared: The file has been created successfully.
- Click the OK button.
Hint
If you have set bin locations and/or stock categories for your inventory items, you can make use of the following buttons:
Select All: Select all the items in the list
Select None: Select none of the items in the list
In Stock > 0: Select all the items on the list with on-hand quantities greater than 0
Select Cat: Select all the items on the list with the same category as the item that is currently selected
Select Cat In Stock > 0: The same as above, except only for items with on-hand quantities greater than 0
Select Bin: Select all the items on the list with the same bin location as the item that is currently selected
Select Bin In Stock > 0: The same as above, except only for items with on-hand quantities greater than 0
Select From: Select all the items on the list starting from the current selected line to the end of the list
Select From In Stock > 0: The same as above, except only for items with on-hand quantities greater than 0
Unselect From: Unselect all the items on the list starting from the current selected line to the end of the list
If you have set bin locations and/or stock categories for your inventory items, you can make use of the following buttons:
Select All: Select all the items in the list
Select None: Select none of the items in the list
In Stock > 0: Select all the items on the list with on-hand quantities greater than 0
Select Cat: Select all the items on the list with the same category as the item that is currently selected
Select Cat In Stock > 0: The same as above, except only for items with on-hand quantities greater than 0
Select Bin: Select all the items on the list with the same bin location as the item that is currently selected
Select Bin In Stock > 0: The same as above, except only for items with on-hand quantities greater than 0
Select From: Select all the items on the list starting from the current selected line to the end of the list
Select From In Stock > 0: The same as above, except only for items with on-hand quantities greater than 0
Unselect From: Unselect all the items on the list starting from the current selected line to the end of the list
Scanning, (or entering) items as you count them
If you are doing a recount, you will have to firstly scan the barcode or item number with a negative quantity so that the item quantity ends up at 0. If this is not done, the recount’s quantities will be added to the already scanned quantities, effectively overstating the quantities.
Navigate to the correct window
- Navigate to Inventory / Stock Take / Stock Take Scan / Scan Stock Items.
Specify the stock-take options
- Select the stock type for the items on the list from the Stock Type group.
- Select the stock location for the items on the list from the Location dropdown list.
- Enter (or select) the appropriate file name in the File Name text box.
- Click the Accept button.
Start the scan
- Click the Start Scan button.
What are you scanning?
Serial Numbers
- Enter (or scan) the serial number in the Scan Value text box.
Barcodes
- Enter (or scan) the barcode in the Scan Value text box.
- Click the Quantity button and enter the quantity you wish to scan, then press Enter.
Entering the quantity is an optional step, do this only if you want to include more than one quantity of a barcode in one go.
Item numbers
- Enter (or scan) the item number in the Scan Value text box.
- Click the Quantity button and enter the quantity you wish to scan, then press Enter.
Entering the quantity is an optional step, do this only if you want to include more than one quantity of a barcode in one go.
Finalise the scan
- Once scanning is complete, click the End Scan button.
- Click the Close button to close the window.
Validating a scan file
This process replaces your counted stock with the contents of the scan file. This means that if you used Enter Stock Count, instead of Stock Take Scan, your entered counts will be removed and replaced with whatever is in the scan file.
It is highly recommended that you choose either a manual stock-take or a scanned stock-take, and not use a hybrid for this reason.
It is highly recommended that you choose either a manual stock-take or a scanned stock-take, and not use a hybrid for this reason.
- Navigate to Inventory / Stock Take / Stock Take Scan / Validate Scan File.
- Specify the stock-take list options as required.
- Click the Accept button.
What are all these serial numbers that are reflecting?
The Validate Scan File process goes through the entire scanned stock-take and identifies any serial numbers that should no longer be on the file (such as serial numbers that have been sold). Fincon Accounting will remove these serial numbers from the scan file.
The Validate Scan File process goes through the entire scanned stock-take and identifies any serial numbers that should no longer be on the file (such as serial numbers that have been sold). Fincon Accounting will remove these serial numbers from the scan file.
Viewing serial numbers not scanned
Note that Fincon Accounting will only show serial numbers that were not scanned on the condition that at least one serial number of that item has been scanned.
- Navigate to Inventory / Stock Take / Stock Take Scan / Serial Numbers Not Scanned.
- Specify the stock-take list options as required.
- Click the Accept button.
You can print this list by clicking the Print button, or you can “write off” these serial numbers by clicking the Write Off button.
Updating the scanned stock-take list
Navigate to the correct window
- Navigate to Inventory / Stock Take / Stock Take Scan / Update Stock Take List.
Update the scanned stock-take list
- Specify the stock-take list options as required.
- Click the Accept button.
- At the confirmation window, click the OK button.
Viewing a stock-take discrepancy report
- Navigate to Inventory / Stock Take / Discrepancy Report
- Specify the stock-take list options as required.
- Click the Accept button.
You can print this report by clicking the Print button, specifying the print options, and clicking the OK button.
Updating the stock-take
You won’t be able to perform this process if there are users who are currently working on certain database tables. It is recommended that all users close what they are busy within Fincon Accounting before continuing.
Navigate to the correct window
- Navigate to Inventory / Stock Take / Stock Take Update.
Specify the stock-take options
- Select the stock type for the items on the list from the Stock Type group.
- Select the stock location for the items on the list from the Location dropdown list.
- Enter (or select) the appropriate file name in the File Name text box.
- Click the Accept button.
Update the stock-take
- Click the Accept button.
- Enter I am SURE in the corresponding text box.
- Click the Accept button.
- Check that the following message box has appeared: The stock update was successful.
- Click the OK button.