The stock calendar.

MENU OPTION: files/setup/calendar periods

The purpose of the calendar is to define production and raw material stock movement periods.

The calendar periods can be determined by yourself, but they should be of equal duration.

A comparison of stock variances from period to period only makes sense if the periods are equal in time. The calendar periods are usually monthly but could be weekly, quarterly or annually or any other equal division of time, as required.

A period always starts with the entry of raw material opening stock in the NEW period.

Any stock transactions which take place between the starting and stopping days of this period are added or subtracted from the opening stock figure so that the computer always has an accurate record of the stock status of every raw material. These stock movements can be reported in detail at any time during the period from the menu option reports/files/stock/movement.

This report itemises all stock and production transactions and makes it possible to do a complete stock movement reconciliation. The report reconciles the opening stock from one period to the opening stock of the next period.

If you wish to report on the variance between your current stocktake and the previous one, select the previous period from the reports 'enter period' prompt.


Step 1: - MENU OPTION: files/setup/calendar periods. Create your new calendar period and select as current period

Step 2:- MENU OPTION: files/raw materials/stock/stocktake.

Click "insert" to add the new stock count for the period

If you wish to bring forward the previous periods closing stock click "YES" in the following dialog
Click "NO" if you are going top be doing a manual stocktake either by typing in the stock count or importing from excel

A stock count is entered at the start of a new stock period. This sets the opening stock for the period. This figure can only be manually entered from the physical stock count. It is never altered by the computer.

Once the stock count for a period is started no stock transactions prior to the stock count date are allowed.

Goods received into stock after the stock count is started must be dated after the stock count date. Batches issued can also only be dated after the stock count date once the physical stock count has been completed.

It should be verified with the option:'Files/ Raw Materials/Stock/Stocktake Audit.

MENU OPTION: Files/ raw materials/stock/stocktake audit

This report compares your entered stock figures with a theoretical figure arrived at by taking your last period opening stock and projecting all stock transactions up to and including the last day of your previous stock period. Any major variances should be investigated.


When comparing your opening stock figures with the computer closing stock figures in the stock take audit report you will commonly encounter variances which you wish to query.

If you encounter such variances you should query them from the menu option:reports/files/ raw material/ stock movements.

When you select this report you are asked to enter a period. The period you should enter here should be the period previous to the one you are working in since the report will itemise every transaction which has taken place from the opening stock of the entered period.

For instance if you are querying a stock variances for period 9 you should run the report for period 8 . This will itemise every transaction from opening stock in period 8 giving the resulting theoretical closing stock at the end of period 8. Any difference between this figure and the newly entered opening stock figure can be checked against their source document (GRNs, Batch Cards, Stock Adjustments) and usually be accounted for due the following entry errors:

  1. Goods received notes not entered at all or incorrectly entered. Note that an order must be generated in order to enter goods received.
  2. Batch cards issued and physically discarded without being cancelled from the program
  3. Raw material quantities on batch cards being manually changed on the batch card and not recorded when the batches are returned.
  4. Wrong entry of physical stock, especially misinterpreting the decimal point.
  5. Entry of stock against the wrong code.
  6. Failure to record actual received quantity of goods received.
  7. Confusion of litre and kilo receipts.

Once the audit has been verified the option: 'Files/ Raw Materials/Stock/Post Stocktake' must be selected. This is a batch procedure which updates the stock inventory file with the consolidated stock figure for each raw material item taking into account all stock transactions (production issued/ goods received) for that material which have been recorded ON OR AFTER the stock count date.

Raw Material Stocktake with Excel

Raw Material Stocktake with Excel

1.       Menu option ‘configure/Calendar period’

Create new period from here and switch to that period

2.       Menu option ‘files/raw materials/Stocktake’

Insert new Stocktake period. Do NOT bring forward closing stock to new period

3.       After blank opening stock entries have been created click <edit Stocktake>


(These previous 3 steps are the same as for doing a manual stock count entry.)


4.       From the ‘enter opening stock screen’ click <Generate Stocktake Sheets’


5.       Accept ‘save to excel.

6.       From this screen browse to the location where you wish to save the blank Stocktake excel workbook. A name will automatically be generated based on the Stocktake period. You can change this to your own name if desired.

Do not tick ‘Suppress Zero Items’ since you want the entire stock list to be generated.


7.       The workbook looks like this


On no account change the position of columns C or D. This is where the stock   mass or volume is read from when you import the completed workbook.


If you have some items which are counted in volume you only need to enter the volume in column D.

When you import the completed workbook volume entries in column D will automatically be converted to mass using the entered SG of the material.


If you do not count any volume items you can ignore column D, but Column D must be a blank column otherwise and entries in that column could be interpreted as volume entries.


If you have stock at more than one location you can copy the workbook to different  named workbook for entry at the different locations.



Once the workbooks have been filled in they can be imported by clicking <import from excel> on the ‘enter opening stock screen’

Once you have selected a saved workbook you will get this screen

Leave the ‘append to Existing Entries’ ticked if you are importing more than one workbook.

This will accumulate the stock counts from the several imported workbooks.

If you accidently import the same workbook more than once you will have to delete the stock count and start the import procedure again.

Once all the workbooks have been imported you can proceed with running the Stocktake audit then posting the Stocktake exactly the same as if you had manually entered the stock count.


Warning:- before importing the workbooks make sure that there are no blank rows before the end of the data. The first blank row encountered signals the end of the data to import