K8 Help Stock Take V.01 Introduction This document takes you through the full stock take procedure including all preparation you need to do before the stocktake itself. 3 to 4 weeks prior to the count The first part of these instructions provides guidance on the tasks that should be carried out in preparation for a stock take and should be undertaken in the weeks leading up to the event. Update KZ99A products In order to mark any products you have set to KZ99A to Non-stock (in effect removing them from your Check file) run the Update KZ99A report found on the Stocktake tab: Click Update KZ99A Tick to UPDATE records Click OK Generate and print your check file Go to the Stocktake tab: Click Generate Check File under Prep Click Yes to confirm MKM IT Department K8 Help 09 Stocktake Guide.docx Page 1 of 11
In the next pop-up window: Select Full stock check Select Generate in strict bin order Click Generate Back on the Stocktake tab Click Print Check List Leave all settings as default Print Select Print Report to EMAIL then click Print The system will email you a PDF of your check file, use it in the normal way. MKM IT Department K8 Help 09 Stocktake Guide.docx Page 2 of 11
Amending Bin Locations (Stock Maintenance Workplace) Please refer to the amending bin locations document on the Intranet Click here or go to the Intranet > IT Support Tab > Kerridge How To Guides > Stock Maintenance Workplace Guide. If you need to remove a product from your stock file add it to location KZ99A the product will then be removed from your final stock sheets. The product must have no free stock; no stock allocated to customers and no outstanding purchase orders. In the weeks prior to the count run the following reports Stock cost < 1p Stocktake > Stock Cost < 1p Stock with no location Stocktake > Stock No Location. Run this until you are happy the report is as clear as possible MKM IT Department K8 Help 09 Stocktake Guide.docx Page 3 of 11
The week of the count In the week leading up to the count right up to the moment you Re-Freeze stock on the Friday pm (28 th Feb 2014), there are a number of areas that you will need to check and clear where appropriate. These areas are: Unfinished SOP Transactions by Operator Stocktake > Open SOP Transactions Enter a Required date and leave as Show all Click OK Order Margin Review Sales order processing > Tools > Snap shot / OMR Goods Inwards Receipts check that all goods have been booked in Supplier Returns Not Grn d Stocktake > O/s Purchase Returns not GRN d - have the goods been returned if so confirm the returns to supplier. Thursday (day before stocktake) Generate and print your final check file - these will be your stock sheets. Please print these and put them in a safe place for the Friday night of the stock take If you have any issue s please contact the IT Department for further assistance MKM IT Department K8 Help 09 Stocktake Guide.docx Page 4 of 11
Friday (Day Month Year) The Count After Confirming all Sop s/clearing OMR and Grn s Friday night after close of business go to Stocktake Tab > Stocktaking: Append to Check File This option must be taken immediately before Re-freezing the stock. Stocktaking > Append to Check File Ensure you tick the boxes Full stock check & Generate in strict bin order This compensates for all the non stock and special items ordered and receipted between generating your Stock Sheets and Re-Freezing your Stock. Select Full stock check and Generate in strict bin order Click Append Re-Freeze Stock This takes a snapshot of your up to date stock quantities for use in calculating discrepancies. This process should only be run once, all stock movements (i.e. sales, credits, goods receipts etc.) must have stopped. Stocktaking > Re-Freeze Stock Click Freeze then click OK on the pop up window Click Exit Input the count Stocktaking > input count Enter the page number from the input sheet and press TAB to get to the Counted Quantity field. Enter the count quantity (ensuring that zero is entered if there was a zero count don t just TAB over the quantity) and then press TAB to move onto the next line. Continue down the page until all counts have been entered. The page will be saved automatically once completed. You can then press NEXT or PREVIOUS to move on or you can enter the new page number for the next sheet that you wish to input. If the ellipsis appears, this means that you have a tally facility available for timber items. MKM IT Department K8 Help 09 Stocktake Guide.docx Page 5 of 11
Any items added by the Append to Check File will be added on screen at the end of the Input Stock Count list. The location will show as B, L or T Be aware that if you enter stock quantities (other than zero) against these additional on screen sheets. You could be doubling the stock count as these will more than likely be also entered against rough sheets in the location where they are found. Enter Page number Enter Sheet quantity Input counts from rough sheets Stocktaking > input rough sheet Press ROUGH SHEET and then select the sheet type and the click OK. Then select the product and enter its location and count quantity. Continue until you have entered all items for this product type. If you have any items for a different product type i.e. Timber, press ROUGH SHEET and select the new product type to continue with the entry. These sheets are automatically saved so you can exit safely at any point. Endorse the actual rough sheet with the screen page number. This will follow on from the last pre-printed sheet number and is helpful for double checking quantities and errors later. Click Rough Sheet Set to Units or Timber Click OK MKM IT Department K8 Help 09 Stocktake Guide.docx Page 6 of 11
Endorse the Rough sheet with the screen page number. This will follow on from the last pre-printed sheet number Counts Not Entered. Stocktaking > counts not entered Press PRINT and the report will be produced. Any entries found can then be entered via the Input Stock Count routine. For Branches that do not finish the count on the Friday, it is a requirement to adjust any stock counted on the Saturday for any Stock sold that day. Discrepancy Report Having entered the count you will need to run the New Discrepancy Report. Please follow the new procedures. This report should be checked and corrections or amendments made via the Input Stock Count routine please follow the instructions below. On the Stocktake tab: Click Discrepancy Report Stage 1 Select Run Discrepancy Stage 1 Click OK MKM IT Department K8 Help 09 Stocktake Guide.docx Page 7 of 11
The first stage of the reporting system will run. One complete, you will see a message on screen asking you to proceed to stage 2: Click Discrepancy Report Stage 2 A further window will open up. You may need to maximize this to see all the contents. Click to Maximize the window Within the window, your branch should be displayed. Please check this is correct before proceeding. To generate a new report, enter the required discrepancy cut-off value in the blue box. By default, the report will show all discrepancies for all products. If you wish to break this down by product type, i.e. building, lightside, timber, you can select just to include one of these product types - product codes starting with B, L or T. MKM IT Department K8 Help 09 Stocktake Guide.docx Page 8 of 11
Click the Submit button to generate your report. A second page will display your reports. If you have requested a new report, it may take 10 20 seconds for this to be generated To view a report, click the blue underlined text. This will open the report as a PDF document: Click to print The first page of the report shows the negative discrepancy products sorted into largest discrepancy first. If you scroll or page down the report, you will get to the positive discrepancies, again showing the largest discrepancy first. Click the printer icon to print the report. You may also be able to right-click on the document to select print. MKM IT Department K8 Help 09 Stocktake Guide.docx Page 9 of 11
A window will open up with the printer settings. Select the required printer (it will default to your Windows default printer, usually your photocopier). If it is not the printer you require, then choose the correct one from the drop down box as below: Once the report has printed off, click the back button (next to the print button) to return to the list of reports or start the procedure again. Valuation report normally done late Saturday Stocktake > Valuation report Click Print Select Main Spooler to printer to then click Print MKM IT Department K8 Help 09 Stocktake Guide.docx Page 10 of 11
Update Stock Only carry out this process when the count is complete and you are happy with the result. When the system prompts you to print the report please print it to the Main Spooler When updating stock please ensure everyone is out of the stocktake module apart from the person running the update stock process. Late GRN s After Stocktake, if you find that you should of GRN d in some goods pre-stocktake, you must still GRN the goods, to allow the Purchase Invoice to match. Once done, please do a Book Out to correct the Stock and e-mail Keith Thomas the Book out SOP Number. MKM IT Department K8 Help 09 Stocktake Guide.docx Page 11 of 11