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S T O C K T A K I N G
Retailer has the ability to perform stocktakes in order to keep your quantity on hand figures accurate for accounting purposes. The following advice explains in detail how to perform a stocktake, the different methods available to you, and reporting on the results of your stocktake.
Stocktakes are best completed by working on one department at a time. You may decide to break up your stocktake by physical location in your store, or by supplier, department or category. You can perform a stocktake in several ways: Using a PDE scanner (Portable Data Entry) to scan and enter quantities, then connecting this back up to the system to stocktake automatically Plugging a scanner into a laptop, remotely accessing the Main computer using Remote Desktop, and walking around the store scanning products and entering quantities Using an RF (Radio Frequency) or Bluetooth scanner to walk around the shop scanning items, and having someone at the computer entering the quantities Printing a stock listing sheet and writing down the quantities of each item, then entering them into the system (see Section B: Stocktaking Reports) Taking items from the shelf to the computer and scanning them, then entering the quantity. The key to stocktaking is to get your stock figures into the system as soon as possible after counting the stock, to eliminate a discrepancy between the time you counted and the time you entered that figure. Stocktaking is required for accurate stock control and for running reorder reports.

Category General Version 2.1A+ Module Full Stock Control Windows All Updated August 07

Spot Stocktakes
When performing a spot stocktake, the quantity on hand figures are not cleared first. As you scan items into the stocktake screen, the system will check the date of the last time this item was stocktaked, then compare that to the start date of this stocktake. If the item hasnt been counted yet in the current stocktake, the quantity will be cleared and replaced with the figure you enter. If the item has already been scanned in the current stocktake (ie. You have found more of the same item in the shop), the figure you enter will be added on top of the current quantity. NOTE: Spot stocktakes should not be used to stocktake your entire shop. It should only be used for checking a handful of items.

Join the Retailer User Group Send an email with your name and your business name to retaileruserssubscribe @yahoogroups.com Purchase a PDE Scanner Contact your local Tower Systems Sales Representative for pricing. PDEs make stocktaking amazingly fast and easy. You could even organise to make a group purchase of a scanner with some other stores in your area. See Advice Sheet 68 for instructions on using the Symbol P460 PDE unit. End of Financial Year advice Are you doing a stocktake for the End of Financial Year? Do a backup on 30 June and keep it in a safe place your accountant might want some data from it. Please also see Advice Sheet G4 for more information about EOFY processes.

Section B: Stocktaking Reports

There are two reports in Retailer regarding stocktaking: the Stocktake Listing Report, and the Stocktake Discrepancy Report.

Stocktake Listing
This report gives you a list of stock items that you wish to stocktake. You can use this to walk around the shop writing down the quantity for each item, then go back to the computer to enter the figures in.

Section A: Stocktake Types

There are two types of stocktakes available in Retailer - Normal, and Spot Stocktakes.

Normal Stocktakes
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When performing a normal stocktake, you have the choice of whether to clear all of the quantities in chosen departments/categories or not. Setting the QOH to zero for the areas you are about to stocktake is recommended to ensure that the figures will be correct. It is best to clear the quantities, so that stock that you dont scan into the stocktake (therefore you dont have in stock) has its quantity set to zero.

This general advice is provided by Tower Systems free of charge to supported users of its Retailer system. No warranty is made as to benefits to be gained by following this advice.

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Section C: Performing A Stocktake

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There is an option to show barcodes on the report so you can scan the barcode off the page, then type the quantity. It is best to use this report only on small departments or categories. 1. From the Main Screen of Retailer, go to Stock Maintenance Stocktake Stocktake Listing. 2. You can select the departments here which you want shown on the report. You can also select specific categories rather than entire departments. 3. The Print barcodes on the listing option will print a barcode next to each item on the report. This allows you to scan the barcode from the report and type the new quantity in. 4. With List items without a category ticked, the report will include items in the chosen department that dont have a category assigned to them. 5. Only Show items that have a QOH > 0 will only list stock on the report that currently has a quantity on hand (QOH) figure greater than zero. 6. Print in Barcode order will sort the stock items on the report in numerical order based on the barcode. 7. You also have Select All and Unselect All buttons. Select All will tick every department and every category so that the report includes every stock item in your stock file (dependant on the Only Show items that have a QOH > 0 option). 8. Click on Preview to preview the report, or Print to send it directly to your default printer. If you preview the report, you have the option of creating a PDF document, or exporting the report to various formats (including Excel).

To perform a Normal stocktake: 1. Do a backup, and mark it before stocktake. Continue to take backups after completing key areas of your stocktake in case you accidentally clear the QOH of an area you have already stocktaked. 2. From the Main Screen of Retailer, go to Stock Maintenance Stocktake Stocktake. 3. A message will appear asking if you wish to Clear the stock-onhand figures first? Answer Yes. This will not immediately clear the current quantity on hand, but will load another screen. 4. You will be prompted to select an existing stocktake, or add a new one. If you are continuing from a previous stocktake, select this here and press OK. If you are starting a new stocktake, click on the New button. Enter a name for the stocktake (eg. FY06-07) and the date that it began. Press OK when youre finished. 5. You will be prompted with a list of all of your departments. Tick the box next to each department that you wish to clear the QOH figures of. You can also select to only clear certain Categories. You can use the Select All option to tick every department and category in your system. The Clear items without a category option will clear stock items in the chosen departments that arent assigned to a category. Carefully check this screen, then press OK to clear the figures. 6. You will be presented with the stocktaking screen. 7. Scan the barcode of the item. If you cant scan the barcode, you can type in the PLU, or press Enter on your keyboard to select the item from a list. 8. Then type in the current quantity on hand of that item. 9. If you wish to change details of the stock item (such as the department, category, or price) press Ctrl+S and change these. 10. Press Enter to move on to the next item. 11. You may see a message saying This item already has a quantity on-hand figure that is greater an 0. Do you wish to add to the current figure? This means that you have already scanned this item in this stocktake. Answer Yes if you wish to add your new quantity to the existing quantity, or No if you wish to replace the existing figure with the new one. 12. When you have scanned all of the items you wish to stocktake at this time, press Finish.

This general advice is provided by Tower Systems free of charge to supported users of its Retailer system. No warranty is made as to benefits to be gained by following this advice.

2. To perform a Spot Stocktake: 1. Do a backup, and mark it before stocktake. Continue to take backups after completing key areas of your stocktake in case 3. you accidentally clear the QOH of an area you have already stocktaked. 2. From the Main Screen of Retailer, go to Stock Maintenance 4. Stocktake Spot Stocktake. 3. You will be prompted to select an existing stocktake, or add a new one. If you are continuing from a previous stocktake, 5. select this here and press OK. If you are starting a new stocktake, click on the New button. Enter a name for the stocktake (eg. FY06-07) and the date that it began. Press OK when youre finished. General Stock Listing Report Stocktakes are usually done around the End of Financial Year, so a NOTE: For both types of stocktake, you can always continue on list of the current stock you have in the shop, and the total value of from an existing stocktake if youd like to complete it in sections. that stock is information that your accountant is likely to need. Simply choose an existing stocktake when you wish to continue on, rather than creating a new one.

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From the Main Screen of Retailer, go to Reports Stocktake Discrepancy. You can select the departments here which you want shown on the report. You can also select specific categories rather than entire departments. The Only show stock items with a discrepancy option will only show stock that has a difference in the figures. Stock without a discrepancy will not be shown. With Show Items with no category ticked, the report will include items in the chosen department that dont have a category assigned to them. List items Stocktaked within a date range will give the system start dates and end dates to consider when running the report.

Section D: Post-stocktake Reports

Stocktake Discrepancy

1. From the Main Screen of Retailer, go to Reports Stock Listing Reports General Stock Listing. 2. You can choose to select All Departments, or choose a specific one. You also have the option of choosing a specific category (if youve chosen a department). 3. Under Select Quantity On Hand Level you have four options: All Stock Items - ignores the current QOH of the stock This report should be done after completing a stocktake (see Greater than 0 - only displays stock items with a QOH of 1 or Section C: Performing A Stocktake). It shows you discrepancies more between the old QOH (pre-stocktake) and the new QOH that youve Less than or equal to 0 - only displays stock items with a QOH just entered. Differences between stock figures could be due to which is equal to or less than 0 stock being put on the shelf without being arrived, theft, and stock Less than 0 - only displays stock with a QOH of 1 or less. yet to be counted. 4. In the Details To Display section, you can choose to display either the Stock Items PLU, or the Supplier Stock Code. 5. Within Other Options, there are several options: Stock Items To Include - determines whether All stock items are included, or just Daily, Weekly, or Other titles Only Show Items With A PLU - only stock items with PLUs will be shown. Note that the PLU wont show on the report unless Stock Items PLU is selected under Details To Display, above Show Totals Only - wont show individual stock items on the report, only shows department/category totals Show The Breakdown Of Stock On Hand Per Retail Store only applies to sites with Head Office. Will break down the QOH of each stock item for each Retail Store Show Banding on Report - will show a coloured background band on odd rows of the report.

This general advice is provided by Tower Systems free of charge to supported users of its Retailer system. No warranty is made as to benefits to be gained by following this advice.