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- Inventory
- Barcodes
- Stock Tracking
- Requests For Quote
- System Products
- Accounting details for Products
- Deactivating Products
- Configuring Product Settings
- Products in Portal
- Suppliers
- Supplier Pricing
- Working with Landed Costs
- Suppliers & Products
- Multi-currency for Purchasing
- Configurable Products
- Time Billing
- Stock Transfers
- Bay Locations
- Time Products
- Products
- Stock Locations
- Stocktakes
- Product Batches
- Serial Numbers
- Inbound Shipments
- Different Price Types
- Purchase Orders
- Backorders
- Managing Stock
- Variable Products
- FROM Location-based pricing
- Manufacturers and Suppliers
- TO Location-based pricing
- Features
- RFQ Web Templates
- PO Web Templates
- Quantity-Based Price Breaks
- Location-based Price Breaks
- Customer-Specific Pricing
- Deleting Special Prices
- Training
- Reporting
Stocktakes
You can update your stock levels by performing a physical stocktake at any of your Locations and then update your stock levels in CRM line with your actual levels on hand by creating a new Stocktake record.
You can also use a Stocktake as an opportunity to update the batch and serial numbers for your stock and perform stock adjustments in bulk.
Create a Stocktake
- In Inventory > Stocktakes, click on the New Stocktake button.
- Give the stocktake a Name, assign it to a User, add the Date the stocktake was performed and select the Location it relates to.
- Click Save & Close.
Creating a new Stocktake for a Location
Add items to a Stocktake
On the saved record, go to the Items tab.
Here you have 4 ways that you can add items to a stocktake:
1 – Add Item
Lets you select an item from the list.
You can then enter in the new quantity of the item and press Save or Save & New to continue adding items.
You can also update the item quantities via import.
2 – Add Products
Brings up a search box that allows you to filter, sort and then select multiple items at once to add.
For each item you’ve added, you can click on it on the list to reveal the option to enter in the new quantity of the item and press Save or Save & New to continue adding items.
You can also update the item quantities via import.
3 – Add All Products
This will automatically add every stock-tracked item at the selected Location.
For each item you’ve added, you can click on it on the list to reveal the option to enter in the new quantity of the item and press Save or Save & New to continue adding items.
You can also update the item quantities via import.
4 – Import Items
You can download an import template, add the relevant part numbers for items you are stocktaking and the new quantities and then import this into the record.
Import template sample
A quick way to populate the import template is to export the stocktake to Excel and then copy in the part numbers.
When you click on the Import Items button on the toolbar, the import window will open and you can add your file.
Then click on Upload to start the import process.
When the process is complete, a message will display and you can press Done to return to the Stocktake.
Batches and Serial Numbers
You can manage batch and serial numbers associated with stock from the named tabs.
See below for more detailed information.
If you want to add a batch-tracked item to the Stocktake, you can click on the Add Batch button which will allow you to select an item, associate it with an existing batch number and input a quantity.
If you’ve already added a batch-tracked item to the Stocktake, you can update the batch quantity by selecting the item from the list, inputting a new quantity and clicking on Save.
If you need to add new batched items, numbers and quantities to the Stocktake, you can download the import template and then import the numbers into the record.
Batch import template sample
When you are ready to go, click on the Import Batches button on the toolbar and add your file.
Then click on Upload to start the import process.
When the process is complete, a message will display and you can press Done to return to the Stocktake.
If you want to add serialised items to the Stocktake, you can click on the Add Serial Number button which will allow you to select an item, associate it with an existing serial number and input a quantity.
If you’ve already added a serialised item to the Stocktake, you can update the quantity by selecting the item from the list, inputting a new quantity and clicking on Save.
If you need to add new serialised items, numbers and quantities to the Stocktake, you can download the import template and then import the numbers into the record.
Serial import template sample
When you are ready to go, click on the Import Serial Numbers button on the toolbar and add your file.
Then click on Upload to start the import process.
When the process is complete, a message will display and you can press Done to return to the Stocktake.
You can remove items from the Stocktake by selecting them in the Items tab and then clicking on the Delete Selected Item button on the toolbar.
Important: once you have marked a Stocktake as Complete, the record is locked and you cannot make any changes to it.
You can quickly export a Stocktake to Excel using the button on the toolbar.
A Stocktake exported to Excel
When you have finished updating your Stocktake record, click on the Complete button to apply the changes to your system – your changes will then be reflected when you go back to the Stocks module.
Important: once you have marked a Stocktake as Complete, the record is locked and you cannot make any changes to it.
When you adjust the level of stock using a Stocktake, you can view the changes from a Product record using the Stock Movements tab.
Stock Movements tab on in a Product record
If the Product is batch or serial tracked, stock movements will be shown on the Serial Number Tracking or Batch Number Tracking tab instead.
You will also see the updated stock figures shown in the Inventory > Stocks area.
Before you push a Stocktake record to your accounting system manually, you must perform the following steps IN SEQUENTIAL ORDER:
- Export all your Invoices to MYOB/Xero.
- Export all your Supplier Bills for receipted goods to MYOB/Xero.
- Allow 5 minutes for these exports to complete.
- Then push your Stocktake record manually to MYOB/Xero.
You can push all your Invoices OUT to MYOB/Xero from the sync settings page by clicking on the MYOB/Xero logo and then choosing Export.
You can push your Supplier Bills for receipted goods to MYOB/Xero by opening a record and clicking on the Create button next to the MYOB/Xero logo.
Ensure you have followed the steps in the section above before you export your Stocktake.
Once the Stocktake record is marked as Complete, you can export the Stocktake to your accounting system using the Xero or MYOB button that will show on the form – this button will not be visible until the Complete button is clicked.
If your stock levels have not changed, the export to your accounting system will not take place.
Example of the button to push the Stocktake to your accounting system