About a Stocktake in Assetminder
Carrying out a stocktake, or stock count, in Assetminder involves two process steps. In order to carry this out and achieve accurate a auditable results, it is essential that the user understands the Assetminder process.
Stocktake Event
The first, is to create what is termed, a stocktake event. In the stocktake event, the user creates the parameters of the stock take, viz. the depot involved, and within the depot, the locations concerned. Typically, in large stock warehouses or where a large number of parts are located, it isn't feasible to carry out a complete stock take in one event. Therefore, Assetminder allows the user to select parts locations within a depot for the stock take. Over a period of time, and by sequentially stock taking different locations, accurate stock take counts can be completed.
Once the stocktake event has been created, what follows is the physical counting of stock that match the selected parameters, i.e., depot and locations.
Completing the Stocktake
In this second step, the results of the stocktake event are updated on Assetminder.
PROCEDURE
Creating a Stocktake Event
To start the process, select the STOCK button on the home page as indicated below.
The main stock page will then be shown. Select the sub-menu button (three horizontal lines) in the upper left-hand corner of the page. This will show a sub-menu with five options. Click on STOCK TAKE. The following panel will be shown.
Click on the NEW or '+' symbol to create a new stock take event. This will shown a panel where the user will select the details of the stock take event, i.e., depot, and start and end location.
The user next selects the depot, the start location and the end location, using the associated dropdown options. An example is shown below.
In this example, the selected depot is DEPOT (the title used in this case for the main depot). In the start location, the user has selected locations 100-017 and the end location 101-020.
The next step is to freeze all stock movements until the count has been completed. Click FREEZE STOCK.
The Stocktake Event is now created.
Completing the Stocktake
The user is then returned to the STOCK TAKE panel, which now shows the STOCKTAKE EVENT that has been created. (If other STOCKTAKE EVENTS have been created, these too will be shown.) The STOCKTAKE EVENT that has just been created is highlighted in red.
The physical stock count can be completed using a tablet or other device, or if preferred, it can be paper-based.
To commence the stock count, click on the stock event line. NOTE do NOT click on the report icon at the extreme right-hand side of the stock take event line. This will be used later for reporting.
Clicking on the line will show the stock count panel.
On this page, (which may be a scrolling page if the number of items exceeds the length of the page), all of the parts that are within the depot and the start and end locations within the depot are shown.
On the right-hand side of the line, alongside each part, is a blank box. Enter the stock count value into this line.
Complete the process until all stock has been counted.
Click SAVE to complete the stock count procedure.
After clicking SAVE, the user is returned to the main stock take page.
Verification and Update
Having completed the stock count, the next step is the update the Assetminder stock records.
To begin this step, click on the REPORT icon on the stock take panel as indicated below, highlighted in RED.
The next page shown will be the variations data, which is, a report that shows bin stock total when the stock was frozen, the actual bin stock count, and the different. See below.
This report also shows the bin stock difference in value terms, i.e., the value loss or increase of the difference.
If required, the VARIATION REPORT can be printed by selecting the PRINT VARIATION REPORT button.
To update the stock records to reflect the physical count that was completed, click the INTEGRATE BATCH button.
The stock records will now be updated and the stock take process is completed.
The main Stock Take panel will be shown with the 'CLOSED' under the STATUS column.
The user can return to the HOME PAGE by clicking on the HOME PAGE icon in top right-hand corner of the page.
Conor Gibson
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