Navigate to Inventory> Inventories. the mandatory fields on this screen are the Description (the name), the Organizational Unit, and the Inventory Type must be entered for each inventory.
Furthermore, you can specify a category of products, your options are All Products, All Active Products, and All Deactivated Products. Also, you may specify a Date and how many days the inventory lists should be automatically booked by.
The 4 Inventory Types
1) Perpetual inventory
Perpetual inventory is most useful for stores with large inventories.
Rather than counting your entire store’s inventory on one day of the year, perpetual inventory allows you to count a fraction of your inventory on a selected day each week, allowing you, by the end of the year, to count your entire inventory.
You can choose the day of the week you would like the system to create the inventory lists and for which stores if you have multiple. Once counted, these lists must be booked, allowing you to complete an entire year’s worth of inventory counts separately rather than at once.
Inventory lists are created here only on the set weekdays and cannot be viewed and edited before. This is necessary to include new items that are created during the billing year.
2) Inventory Sampling
The inventory sampling procedure is used to check the stock of certain manually selected products, assortments or product groups.
An empty inventory list is created automatically, which you can edit.
3) Annual Inventory
The annual inventory procedure is the most intense form of the inventory on which the entire inventory is counted on or after a certain deadline.
Here, you have the possibility to determine the maximum number of items to be displayed on an inventory list and whether these lists should be department-specific. For example, if you have 1,000 different products and only want your inventory counters to have a list no longer than 100, the system will create 10 different inventory lists to distribute among your counters. If your warehouse is also divided by product category, this will help to minimize the distances each counter has to travel. With this inventory type, the inventory lists are only created on the set date to guarantee the completeness of the lists.
Note* If you create a deadline date on the start day itself, it can take up to an hour until the inventory lists are displayed.
4) Identify Irregularities
This inventory type is similar to the sample inventory, except that the cloud suggests products to be counted. The criteria for the products included on the lists are negative stocks, or if items have not been sold for an extended period of time.
Inventory lists are created immediately as in the sample inventory.
Once stocks are counted and the corresponding actual stocks have been entered click on the “Refresh” button in the toolbar. If items were sold during the time between creating the inventory list and the actual stock was entered, or a shipment was received and booked, the nominal goods updates automatically when you enter or change the actual stock. This means that only differences on the actual stock can occur if the actual stock changes between the counting and the posting, the nominal goods is always up-to-date.
After clicking on “Book” the next page shown will be the “Validate Inventory Count”. All the differences between target and actual stock are displayed here, and you have the option to adjust the corresponding counts and specify comments for the individual differences. For items without a count value, there is a menu titled “Actions for Missing Entries” with various options for processing: remove these items from the inventory, set the count value to 0, or set the count value to nominal goods. The option selected there is immediately applied to the page for all articles without a count value.
Clicking “Book” on this page posts the final inventory list and the stock level is adjusted to the counted value or actual stock.
Double-click on the line in the corresponding list to open it or select it and click Edit Inventory Count list. The products displayed depends on the selected inventory count type.
In addition to general information on the inventory list, the list of items to be counted is displayed here. Directly above the list of products is the button “Add Product” with which you can add individual products or entire commodity groups and assortments to the list. You can use the “Scan Products” button to add items using a hand scanner. If you want to delete one or more articles from the list, select the appropriate line (s), click on the Orange drop-down menu next to the product and click the “Remove Item” button. By clicking the button “Show Nominal Goods” on the right side, you have the ability to display the target stock.
You can also export this list to a PDF or Excel spreadsheet, which can then be printed for hand inventory counts.
Edit Inventory Lists
Once you click Save, the inventory is created and the “Inventory counts lists” window appears in the lower area.
Note* the time in the section “Inventory Types” when inventory lists are generated, this will vary depending on the type of inventory count you chose.
If you are in the “Create Inventory” or “Edit Inventory Count Lists” screen, you can export a “Booked Inventory Count List” as well as a “Difference List” in PDF format using the “More” Drop down menu. The stock value of your inventory shown is for the new count or “Actual Goods”.
The current value of the goods is calculated from this as well as the purchase price.
Inventory at the POS
Create inventories at the POS
You can also use the Inventory function to create inventories at the POS terminal. Instructions for creating this button can be found on the following page: Create POS Buttons / Button Configuration
To create an inventory at the checkout, first, add items with the appropriate number to the receipt. The receipt can then be completed with the Inventory Receipt button (it is not necessary to switch to the payment screen). The receipt is automatically finalized and a sample inventory is created with the posted items in the cloud. The quantity of items posted is automatically entered in “Actual stock“ and the inventory can be posted immediately.
Access inventory from the POS
The Open Stock Management Receipt Button function is required as well as a button with the Save Stock Management Receipt function.
If the Open Stock Management Receipt button is pressed at the POS, a window opens with a list of all your open stock receipts. In addition to the counting lists of inventories, the system also displays goods receipts and purchase orders. In this window, you can create a new purchase order, goods receipt, return, or inventory. The creation of an inventory here corresponds to the above-mentioned sample inventory. Alternatively, select an available document by tapping it and press “Load Receipt”.
Once you have loaded an inventory receipt, a list of products corresponding to a count list is now displayed in the receipt window. Now you have the choice to either use the Quantity function to adjust the number of items or you adding items as usual on the receipt.
Note* If an item is listed several items on the receipt, only the quantity of the last item is transferred to the cloud as a count value.
After quantities have been correctly added to the receipt, you can be complete the inventory with the Save Stock Management Receipt button. The entered quantities are transferred to the cloud and entered as actual stock in the appropriate inventory. No counts are transferred to the cloud for items canceled on the receipt. Non-adjusted quantities are transferred with the counted value of zero.