STOCKTAKE USING A PDE

The general stocktake procedure is:

In the stocktake section of CONTROL (Stock->Stocktake),

Record Pre-Stocktake Quantities

This simply takes a snapshot of your stock levels. Used for comparison in the Stock Variance Report

1. Stock -> Stocktake

2. "Record Pre-Stocktake Quantities"

   1. Assume recorded, but not counted as 0? => Usually Y

   2. Include Inactive Stock Items? => Usually Y

   3. Exclude Items with no balance/movements since: => Blank

   4. Exclude Items stocktaked since: => Blank

   5. Group by Category? => N

   6. Group by Supplier? => N

   7. Area/Bin Location Order? => N

   8. From Stock Number => Blank

   9. To Stock Number => Blank

   10. Stock Number Template => Blank

   11. Are You Sure? => Y

Copy stock file to PDE (Optional)

Sends a list of valid stock numbers and barcodes to the PDE. Allows the PDE to detect if a barcode that might not be in the system.

1. Plug the PDE into the COM port of server.
2. Exit to the main menu of the PDE.
3. In CONTROL's main menu, select Stock.
4. Select Stocktake.
5. Select PDE Stocktake Operations (Optional)
6. Select "4. Generate Stock file for PDE"
7. Select the default options It will tell how records it created. Make sure this looks alright.
8. CONTROL will ask you if you want to "Transfer stock file to PDE". Choose 'Y'.
9. On the PDE, press "Download Master File".

The PDE and CONTROL should now display a rapidly increasing number. Wait for the numbers to finish and the file should be transfered.

Scan Your Stock

Pretty self-explanitory !!

1. Scan your stock. If the PDE complains about "No Record Found", take note of the barcode, item and its location.

Get the data from the PDE

1. Plug the PDE into the COM port of server.
2. Exit to the main menu of the PDE.
3. In CONTROL's main menu, select Stock.
4. Select Stocktake.
5. Select PDE Stocktake Operations (Optional)
6. Select Retrieve Counts from PDE
7. The system will ask for a filename. Press ENTER.
8. From the main menu of the PDE, press "3. Upload Counts". The PDE and CONTROL should now display a rapidly increasing number.
9. Once it is done, the system will ask you "Import stock counts into CONTROL". Choose 'Y'.
10. Print off any errors that the system may have detected.

Clear the counts from the PDE

1. The PDE will ask you if you wish to delete the data. Choose YES.

If you have more stock to scan, you will need to repeat the last three steps

Generate Stocktake Counts

Creates the counts to be used in the stocktake variance report

1. On the computer screen, press "Generate Stocktake Count Transactions"
2. Wait a minute or two while the transactions are posted.
3. If the system printed off some errors, you may need to adjust some of the counts.

Manually adjust the counts

This step is only needed if

• You have stock items that do not have a barcode and hence cannot be scanned
• Some errors have been made/detected
• Press "Enter Stocktake Counts"

• Allow Entry of Supplier Stock Codes? => Y

• Enter the stock items whose count you wish to edit

Run the Stocktake Variance Report

This shows a report of the differences between the stock levels in the system and the stock levels you just counted

1. Press "Stocktake Variance Report"

If you wish to correct some errors, you will repeat the previous step.

Generate Stocktake Adjustments

If you are satisfied with the results of the Stocktake Variance Report, you will need to adjust the stock levels to the new amounts. NOTE:If you do this, there is NO going back.

1. Generate Stocktake Adjustments.

Clear out the PDE

Erase data from the PDE so that the data is not accidentally carried across to the next stocktake

On the PDE,

1. Choose the "Delete Menu"
2. "Count File"
3. Choose the "Delete Menu"
4. "Master File"

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