Counts

General

When entering the stock count function, choose a stock count transaction amongst those set up. Using the stock count transaction setup, you can specify if you wish to perform:

• a detail stock count,
• an "aggregated' stock count for all lots, sub-lots, serial number of one product for instance.
  See the Stock count transaction setup documentation.

Depending on the setup, the stock count lines displayed on the stock count note can be grouped or not: a stock count line corresponds to a stock line or to a product line when the products in the selection with a null stock are concerned.

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 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 subject to 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.

In the detailed entry window, you can view all the lines corresponding to the group or list. Only non-validated lines can be modified.
Depending on the management mode of the product used, the fields Lot, Sub-lot, Major version (the non-discriminating minor version is not displayed as it is not recorded in the Stocks table), Serial number, Location and License plate number can be enabled in the detail window.

When the entry is performed on the note line or on the detailed entry window:

• if the serial number management of the product is not global, the quantity on each stock count line is set to 1 and cannot be modified. Only the Zero stock check box can be used to affect the quantity. If a serial number does not physically exist, you can select Zero stock, create a new line and add the proper serial number.
  
• if the serial number management of the product is global and if the counted quantity differs from the line quantity, the Serial number(s) to be counted window automatically opens. In this window you can enter the serial number(s) to be received or select serial number(s) to be issued.

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).