Careful consideration should be given to the following points concerning the status of work in progress on stocktake day.

Work in progress comprises batches which have been issued in the current period but will not be completed until after the period has been changed and a new opening stock count has been entered.

As soon as a batch card is printed, the raw materials for that batch are drawn from the stock inventory file in the current period and should therefore not be included in the new opening stock count.

On stocktake day it is assumed that all batches issued have been draw from stock. If batch cards have been printed but none of the stock items on the batch card have not been physically draw from the store then these batches should be suspended using the 'suspend batch' button on the 'Production/Work in Progress' screen before changing the period and starting the new stock count.


1.Batch cards have been issued but the stock has not yet been physically draw from the raw material store.

Status:This is not really work in progress because the computer has downdated the stock records in the 'old' period yet the stock has not yet been physically drawn from the store.

Action:Suspend batches using the 'suspend batch' button on the 'Production/Work in Progress' screen before changing the period and starting the new stock count. Destroy the batch card printouts and re-issue when ready to actually make the batches in the new period. Try to avoid this situation by only issuing batch cards when actually ready to manufacture the products.


2.Batches have been completed (all raw materials drawn form store) but are not yet filled.

Status:This is true work in progress. The computer has downdated the stock records in the 'old' period and the stock has been physically drawn from the store.

Action:No special action is needed. Once you have changed to your new period and finished entering opening stock these batches may be returned in the new period. Only the raw material adjustments and container adjustments will be stock adjusted in the new period.


3.Batch cards have been issued but only some of the raw material and/or containers have been physically drawn from the raw material store.

Status:The computer has downdated the stock records in the 'old' period for all of the items on the batch card yet the stock has been physically drawn from the store for only some of them.

Action:It is necessary to mark on the batch card which stock items have been physically been drawn in the old period. When this has been done suspend these batches using the 'Suspend Batch' button on the 'Production/Work in Progress' screen before changing the period and starting the new stock count. This returns all stock to the 'old' period. These batch cards must be attached to your stock count sheets for the new period. When entering stock for the new period you must add the marked quantities to your physical stock count for the new period (since they had been drawn from the store before the count began they are not reflected in the stock count figures).

Once you have changed to your new period and finished entering opening stock re-issue theses batches. In effect you are accounting for all the materials in those partially issued batches in the 'new' period.


MENU OPTION:Files/Raw Materials/Stock/Print Blank Stocktake Sheets

STARTING THE STOCK COUNT FOR A NEW PERIOD

Before starting a stock count it is necessary to be at the start of a new period. From 'Files/Setup/Calendar Periods' set the current period to correspond to the ' new stock period ', inserting a new period in the calendar if required.

The raw material stocktake comprises the four following menu option:-

  1. Print Blank Stocktake Sheets

  2. Enter Opening stock figures

  3. Stocktake Audit

  4. Post Stocktake

Use these options in sequence to complete a stock count.


PRINT BLANK STOCKTAKE SHEETS

This report available by code or name prints a list of the raw materials with a blank space to manually enter the stock count figures

ENTER OPENING STOCK FIGURES

When the stocktake option is selected you will see a record of any previous stocktakes

Click 'Insert' to add your new stock count.

If you have had no previous stocktakes the above screen does not appear. Instead you will be take straight to the following screen:

Enter the starting date and time for the stocktake.

After clicking 'OK' you will then be given the option to copy the previous periods closing stock values into the new periods opening stock values 'READ CURRENT STOCK TO NEW PERIOD'.

The purpose of this option 'READ CURRENT STOCK TO NEW PERIOD' is to create a theoretical opening stock for the new period by copying the closing stock of the old period to the opening stock of the new period.

It is not recommended to use this shortcut as a standard procedure since stock variances will quickly accumulate unless there is physical counting of your stock at regular intervals.

However this creation of a theoretical opening stock could be useful in the cases where it is not possible to do a full physical stock count at the start of a new period.

If you accept the default 'No' to the option 'READ CURRENT STOCK TO NEW PERIOD' then blank opening stock records for each raw material item will be created in preparation for the manual entry of the physical stock count.

Once the stocktake has been started for a period you can exit and return to this option as often as necessary in order to enter the stock count figures for the period by selecting the stocktake period then clicking on 'OK' from the stock count initialisation screen.


ENTERING THE STOCK COUNT

The entry screen has two modes, search and entry. When in search mode the message: 'PRESS <ENTER> TO EDIT' appears on the screen and it is possible to locate raw material codes by incrementally typing then code.

On pressing <Enter> the screen changes to edit mode. The message: 'PRESS <ESC>TO EXIT EDIT MODE !!' appears on the screen and it now possible to type the opening stock figures in and to scroll up and down using the up and down arrow keys.Note that the figure you enter will replace any figure already on screen. If you are counting stock from more than one location you must total the figures before entry.

STOCKTAKE AUDIT

Once all the opening stock figures have been entered the audit report should be run in order to check the entered figures against the original source data.

CLOSING THE STOCKTAKE

POST STOCKTAKE

When you enter your raw material opening stock the data is recorded in a file which is isolated from the active stock system. During the process of entering the stock figures you will typically have other operators on the system entering goods received and issuing new batch cards. All these stock transactions will have to be adjusted from thenewly entered stock count. The purpose of posting the stocktake is to process all the stock transactions which have taken place on or after the stock count entry date.

Even if there have been no stock transaction on or after the stock entry date it is still necessary to post the stocktake in order to make the entered stock count figures active in the stock system.


MENU OPTION:files/raw materials/stock/post stocktake

Once the stock count data has been verified as being accurately entered this option MUST be selected in order to update the active records. All goods received and stock drawn for batch cards issued after the stock count has been started will be taken into account during this operation.

You will be prompted to verify the date and time of the stock count posting.

DELETING A STOCK COUNT

To completely delete the opening stock figures or a period click on the 'delete button'.

After confirmation the opening stock records will be deleted. There will be a long delay while the records are deleted.

ON NO ACCOUNT SWITCH OFF THE COMPUTER OR OTHERWISE INTERFERE WITH THIS PROCESS ONCE STARTED OR YOU WILL DESTROY DATA.

You may wish delete old opening stock records when they are no longer relevant.

THE RAW MATERIAL STOCK SYSTEM IN SUMMARY

1. Stock movements are recorded within a calendar period

2. Your calendar periods should represent equal periods of time.

3. Your calendar periods must be continuous. A new period should start on the day following the end of the previous period.

4. All stock transactions are recorded by date.

5. When you post your stocktake all stock transactions which have taken place on or after the stock entry date are taken into account. For this reason you can carry on receiving goods and issuing batch cards in the new period while you are entering and verifying your stock count for this period.

6. You MUST POST YOUR STOCK in order to make your stock count figures active in the system.