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Use this function to select one by one the stock count lists generated for a session and to proceed with the counting of the selected stock. The selection panel displays all the stock count sessions and their respective lists.

This function is based on the setup of the stock count transactions: you can, for example, choose to perform a detailed stock count entry or an "aggregated" count entry for all the lots, sub lots, serial numbers of a product (see the Stock count transaction setup documentation).

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

Entry screen

Presentation

General

When entering the stock count function, the system requires that you choose a stock count transaction amongst those available.

A stock count list is attached to a stock count session. Choose a list for a given session from the selection panel and proceed with the automated count of the selected stock.

Depending on the selected Transaction setup, stock count lines displayed on the stock count note can be grouped or not: a stock count line reflects a stock line (or a product line for products in the selection where the stock is null).
Depending on the setup of the stock count session, the counting process can be performed as a multiple count. The operating rules are described hereafter.

A stock count list applies to a site and a session.  It can have one of the following status:

 To be counted: the list has been generated, but it has not yet been the object of a count or is only partially counted.

 Partially validated or validated: the count of all or part of the stock count lines has been performed and validated. The stock count variance movements have been posted and thus the validated lines can no longer be modified. However, you can still add new stock count lines to the list.

*Closed: the count entry is finished, all the stock count lines have been validated. Click Closing to close the stock count list. Adding a new stock line is prohibited. In the case where stock count lines have not previously been validated at the moment of closing, these lines will be canceled: previously entered counts that have not been validated will be lost.

Count of a line

You can perform a count on a stock count line (entry of the counted quantity):

  • Directly from the note line (or grouping line if the stock count transaction includes grouped lines),
  • Or in details.  Click Detail count from the Actions menu available on each grouping line: the details window opens.

You can thus enter the counted quantity for a line, either in packing units or in stock units.

To enter a null stock, select Yes in the Zero stock column of your given line. All the lines within the group are then marked zero stock in this case.

If the line displays a group of several stock count lines and the quantity counted for the group is different from the theoretical stock, the system opens a detailed count entry window where the detail of the stock count lines in the group is displayed. You can then distribute the counted quantity to the stock count lines.  If the distribution of this counted quantity is different from the quantity entered at the level of the grouping, the system sends a warning.

Displayed in the detail window are all the lines corresponding to a group or to the list, within this only the non-validated lines are modifiable.

Depending on the management mode of the product concerned, the fields: lot, sublot, major version (the non-discriminating minor version is not displayed as it is not recorded in the stocks table), serial number and location can be activated in the detail window.

If the product is managed with serial numbers, the quantity for each stock count line is automatically set to 1, and cannot be modified. Only the Zero stock check box can be used to intervene on the quantity associated with a serial number. If a serial number does not physically exist, it is necessary to select Zero stock and, if necessary, create a new line to enter the proper serial number.

Multiple counts

When the stock count session includes multiple counts (three counts total, one being final), additional columns are displayed on the stock count note. These are:

  • columns used to enter the counted quantities during the first and second counts.
    If a preloading is required at entry transaction level, the theoretical quantities of the stock are suggested by default in the first and second counts. They still can be modified. Once recorded, these quantities can no longer be modified (if necessary, you can still delete the last count by clicking Clear counts in the actions panel).
    When the quantity counted during the second count is the same as the quantity counted in the first count, then it is loaded automatically on the final count (it can still be modified). Once the quantity of the final count has been recorded, the status of the line automatically changes to: Counted.
  • a column named *. It displays the counts evolution:
      • +: the list is subject to a multiple count. The count has not started yet.
      • +1: the first count has started; +2: the second count has started; +3: the final count has started.
      • *1: the first count is compete; *2: the second count is complete. The line keeps the status: To be counted:
      • the field is blank once the three counts have been completed. The status of the line changes to: Counted.
Add a line

During the stock count, it is possible that a product, or a lot, sub-lot etc. may be found physically in stock whilst it is non-existent in the theoretic stock. The system allows the addition of the count for this stock using the Add a line to the stock count list. This line addition can be made at different levels :

*Either by the entry of a new line during the count entry in the detail window: on this new line, the system loads the stock characteristics that are common to the lines already displayed in the detail (characteristics that are display-only).

*Or by activating the Add Line button available in the Actions menu on a grouping line: the empty entry detail window opens, using the shortcut key F2 is used to carryout entries directly on the first field that can be entered: on this new line, the system loads the stock characteristics that are common to the lines that are grouped on this line.

*Or also by entry of a new line directly at the level of the group screen.

If you add a new line related to a nonexistent lot, a lot details window opens where you enter the characteristics of the new lot.

Valuation of the lines and the variance movements

The stock count lines are valued according to the rule assigned for issue valuations in the product record.

The variance movements for a stock count are valued according to the rule retained in the product valuation method: it is possible to set up a rule to value negative variance movements, as well as an alternative default and a rule to value positive variance movements, as well as an alternative default. (see the documentation related to the setup of the methods of product valuation).

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Fields

The following fields are present on this tab :

Block number 1

Enter or select a storage site at which the selected product is active.

The Selection icon (magnifying glass) only suggests products that are referenced in the products-sites table.
  • Stock count session (field CUNSSSNUM)

Stock count session number.
  • field CUNSSSDES

Reference used to identify the stock count session.
  • field CUNSSSTYP

Radio button indicating whether the stock count is performed by Product or by Location.

  • In the case of a stock count selection by Product, it is possible to request:

    - either a Global processing (Global flag active), in which case only the Product selection criteria are available,
    - or a non-Global processing (Global flag inactive), in which case all the selection criteria are available.
     
    When warehouses are managed, it is possible in both cases to request that the processing be applied to Product-warehouses, in which case the selection criteria for warehouses are also available.
     
  • If the selection is a stock count by Location, only the selection criteria applying to locations are available for creating stock count lists.

Block number 2

  • Count worksheet (field CUNLISNUM)

Stock count list number.
  • field CUNLISSTA

This non-enterable field displays the session status:

  • In creation :
    the stock count lists for this session have not yet been generated.
     
  • To be counted:
    the lists have been generated, but they have not yet been subject to a count or have only been partially counted.
     
  • Closed:
    All the lists for the session have been closed (all the counts have been made and the stock count variance movements have been posted).
  • Number of lines (field NBRLIG)

This field indicates the maximum number of lines in the grid.

Block number 3

  • Movement description (field MVTDES)

A free description is entered in this field that will be registered in all the stock transactions associated with the shipment line.
This description is also accessible from the stock issue detail window. If it has been modified by this function, it will be automatically recovered and registered on the shipment line in this field.

If a user code is entered in this field, the process only includes accounting documents entered by the user. If left blank, only accounting documents for the current user are included.

  • Date created (field CREDAT)

This field displays the creation (entry) date of the object.
  • Allocation date (field IPTDAT)

This is the date used to record the stock movements and variances identified upon validation of the stock count list. The default value for this date is the creation date of the stock count session on which the list depends. However, it can be modified by the user if the entry transaction used authorizes it and if the stock count list is being counted. If the stock count has already been partially or fully validated, this date cannot be modified.
The entered date:

  • cannot be later than the current date,
  • can be earlier than the creation date of the stock count session provided no stock movement has been performed between these two dates.
  • Count manager 1 (field CTGUSR1)

This field is used to indicate the Count manager number.
When the stock count session is set with a multiple count (three counts total, one being final), three fields are available to enter or display the names of the three Count managers, with respect to the entry transaction.

In translatable fields such as this one, you can enter a description in a language other than the connection language: Click On line translations from the Actions menu.
SEEREFERTTO For further information, see On line translation of descriptions.

 
  • Count manager 2 (field CTGUSR2)

 
  • Count manager (field CTGUSR)

 

Grid

  • Status (field CUNLISSTAD)

 
  • * (field SAICOD)

 

This field indicates the references of the product to process.
  • Description (field ITMDES1)

This is the description entered on the product record. This description is transferred from the sales invoice to the purchase invoice in case of inter-company invoicing. When the invoice stems from another document, the standard description is inherited from the source line.

The presence of this field is subject to the activity code WRH. This is he reference of the warehouse to which the stock count line applies.
  • Location (field LOC)

Reference of the location to be processed.

  • Lot (field LOT)

This field indicates the lot linked to the stock movement.
  • Sublot (field SLO)

Sub-lot concerned by the stock transaction.

Storage or packing unit being the subject of the detailed allocation.

  • Status (field STA)

The stock status is used to define if a product is:

  • A: Accepted
  • Q: Pending Quality Control
  • R: Rejected
    A sub-status of two alphanumerical characters is used to further define the status.
    Example:
  • RD: Rejected products to be destroyed
  • SR: Supplier return

The statuses and sub-statuses authorized in a stock transaction can depend on various factors:
- the "subject to control" code of the product,
- the "subject to control" code of the received order,
- a list of configurable values associated with the stock transaction.

The stock totals for the product are updated according to the status entered in the movements:
- Physical stock: total of stocks with status "A"
- Stock under quality control: total of stocks with status "Q"
- Rejected stock: total of stocks with status "R"
  • Stock PAC (field QTYPCU)

Quantity in packing unit allocated on the document line.

  • PAC-STK conv. (field PCUSTUCOE)

The PAC-STK conversion factor is used to calculate the quantity in stock unit from a quantity entered in packing unit: Qty in STK = Qty in PAC * coeff .
This coefficient can be accessed if the packing unit has been entered, and has a value different from the stock unit. It can be initialized using the conversion factor table if the combination exists.

Product storage unit.

  • Stock STK (field QTYSTU)

 
  • Counted stock PAC 1 (field QTYPCUNEW1)

Counted stock in packing unit of measure
  • Counted coef. 1 (field PCUSTUNEW1)

The PAC-STK conversion factor is used to calculate the quantity in stock unit from a quantity entered in packing unit: Qty in STK = Qty in PAC * coeff .
This coefficient can be accessed if the packing unit has been entered, and has a value different from the stock unit. It can be initialized using the conversion factor table if the combination exists.
  • Counted stock STK 1 (field QTYSTUNEW1)

Counted stock in stock unit of measure
  • Null stock 1 (field ZERSTOFLG1)

 
  • Counted stock PAC 2 (field QTYPCUNEW2)

 
  • Counted coef. 2 (field PCUSTUNEW2)

 
  • Counted stock STK 2 (field QTYSTUNEW2)

 
  • Null stock 2 (field ZERSTOFLG2)

 
  • Counted stock PAC (field QTYPCUNEW)

Counted stock in packing unit of measure
  • Coef. count (field PCUSTUNEW)

 
  • Counted STK stock (field QTYSTUNEW)

Counted stock in stock unit of measure
  • Zero stock (field ZERSTOFLG)

In the case where a quantity is recorded as null indicate "YES".

  • Serial number (field SERNUM)

This is the product serial number.

  • Identifier 1 (field PALNUM)

 
  • Identifier 2 (field CTRNUM)

 
  • ABC (field ABC)

Specifies the product class.

  • Variance (field QTYSTUDEV)

This is the variance between the theoretical quantity and the counted quantity.

  • Variance % (field PRCDEV)

This is the variance in percentage between the theoretical quantity and the counted quantity.

  • Unit val. (field CUNCST)

This is the unit value taken from the issue costing mode of the product.

  • Theoretical val. (field CUNAMT)

This is the theoretical value: unit value x theoretical quantity (US Stock).

  • Counted val. (field CUNAMTNEW)

This is the counted value: unit value x counted quantity (Counted stock PAC).

  • Blocked stock (field CUNLOKFLG)

Locations under stock count taken into account.
  • Notes (field LINFLG)

Enter your comments.

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Action icon

Release

Use this action, similar to the one of the actions panel, to release the stock line(s) corresponding to the selected stock count line.

Stock count detail

This button is used to open the detailed entry of the count for the selected line.

Line(s) addition

Use this action, available in the Actions menu on a given grouping line, to open the empty detail entry window. 

Dimensions

The analytical dimensions carried by a stock count line can be viewed or modified by clicking Analytical dimensions from the Actions icon available on each stock count line or using the Analytical dimensions option in the actions panel of the stock count line details window.
The analytical dimensions of a stock count line are loaded at the creation of the list by the default dimension code STKINVD. The modification of these dimensions is possible irrespective of the status of the list (validated, closed...).

The analytical dimensions relating to the stock count movements (STOJOU table) cannot be modified and are loaded using the dimension code STJINV.

Line(s) deletion

Click on this action to delete the lines of the selected group.
This action is not accessible if the stock count is global (Global field in the stock count session ticked) or if a quantity has been counted for a group line.

Product deletion

Click on this action to delete all the stock count lines related to a product included in a list. This button is not accessible if a quantity has been counted for a grouped product line.

Serial no. to be counted

 

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Reports

By default, the following reports are associated with this function :

  INVBOR : Stock count list

  INVBORA : Grouped stock count note

  INVBORCOM : Stock count complete form

  INVBORCOMA : Aggrg stck count complete form

  INVBORECA : Stock count variance form

  INVBORECAA : Agg stk count & variance form

  INVBORVAL : Valued stock form

  INVBORVALA : Valued agg stk count form

This can be changed using a different setup.

Menu bar

Once a list is generated, the stock to be counted for this list is blocked, that is to say it is no longer possible to make any stock movements for the products concerned.

The stock is released:

  • either after total or partial validation of list count,
  • either by directly releasing the stock by clicking Release in the Actions panel to release the stock lines of the whole list, or using the Actions icon of the given group line to unlock the stock lines included in the group.  

It is thus possible to carryout movements on stock that is still in the process of stock count entry on the system. The potential stock count variance movements generated when validating the list are added to the stock journal before the movements used in the stock release (see the details of the stock movements creation in the Stock journal structure documentation).

Use this action to validate the list when all the lines have been counted, or to perform a partial validation in the case of a lines group, provided that all the lines of the same product have been counted. The validated lines are no longer available for modification. On the other hand, the addition of lines still remains possible if all the lines in the list have been validated.

Validation of a stock count line leads to the generation of any stock variance movements resulting from the count. These movements are written in the stock movements table (STOJOU) under a specific type and can be viewed using the stock movement inquiry by product or date. The display of movements of the Miscellaneous type must be enabled.

At the same time, the validation of a stock count line also leads to the following updates:

*The product: the ‘Stock count in process list’ is deleted and the Product blocked for stock count flag is disabled (if it has not already been done by a manual release of the stock count line).

*The product-site totals: the stock totals are updated, as well as the stock at last stock count. The date is calculated for the next stock count if that is required at the level of the stock count session.
When the stock count session if of the Global type and applies to Product-warehouses (managed by location), the date of the last stock count and the reference of the last list are updated on product-warehouses.

When closing the list (using this action) the system reviews the lines in the stock count list. The counted or non counted stock count lines that are not validated are canceled after confirmation by the user.
Once a session is closed, no new line can be added.
If all the lists in a session are closed, the session also changes to the Closed status.

Menu Bar

Options/Transaction

Click to view the setup of the stock count transaction used for the stock count in process.

Options/Dimensions

The dimensions attached by default to the stock count list header are loaded at the creation of the list based on the default dimension code STKINVH.
To view and modify these dimensions:

  • click Options > Analytical dimensions. You can modify these dimensions regardless of the status of the list (validated, closed...).

Reminder: to view or modify the analytical dimensions relating to the stock count line: 

  • click Analytical dimensions in the Actions menu available on each stock count line,
  • or go to Options > Analytical dimensions in the actions panel from the detail window of a stock count line.

The analytical dimensions of a stock count line are loaded at the creation of the list by the default dimension code STKINVD. The modification of these dimensions is possible irrespective of the status of the list (validated, closed...).

The analytical dimensions carried by the stock count movements (STOJOU table) are not modifiable and are loaded using the dimension code STJINV.

Options / Clear counts

This action is particularly useful with multiple counts. Once the quantities of the first and second counts have been entered and modified, you can no longer modify them. Using this action, you will be able to delete the last count performed.

Error messages

In addition to the generic error messages, the following messages can appear during the entry :

The product has a status not usable, expired or not renewed 

It is not possible to add to a stock count list the count for a product marked as not usable or expired or not renewed unless the session explicitly allows it.

Update impossible: the counted quantity is lower than the allocated quantity  

It is not possible to enter a stock count a quantity that is less that the total quantity allocated for this stock. If such a case arises, it is necessary to review the allocations before a count entry.

The total quantity has been modified. Confirmation?

This message occurs where a counted quantity is entered at the level of a group line and then, at the time of the detailed count entry for this line, the total quantities entered at the detail level is different to the quantity counted for the group.

Stock count list full

The total number of lines for a planned list at the level of the session has been reached, it is no longer possible to add a new line to the list.

Tables used

SEEREFERTTO Refer to documentation Implementation