Operating mode

Preamble

All the listed functions relating to stock counts will not be explained in detail, as some of them are not mandatory and are used in the 'specific' contexts of a stock count mode and related products.

Flow

Stock setup

Open: Setup > Stock > Stock parameters

Use this function to set up cycle counts (dedicated section).

In the event of manual stock counts, this setup is not mandatory.

Stock count calculation

Open: Stock > Stock counts > Stock count calculation

It is not mandatory to use this function. You will only use it if you choose the cycle count mode.

It is used to know the number of products to be counted by class and month according to the parameters set up in the Stock parameters function. The calculation is based on the last stock count date + interval defined in the setup depending on the product class, in order to determine the next stock count date and month.

Stock count sessions

Open: Stock > Counts > Stock count session

This function is mandatory to perform stock counts. It is used to enter filters, ranges, data, etc., before generating the stock count list(s).

Parameters section

• Stock count type

  Specify here if you want to perform a stock count by product or by location. The fields, ranges, etc., are disabled based on the choice made.

  Example

  All fields are disabled except the selections linked to the Location fields.

• Count mode

  Depending on the stock count mode chosen for the products-sites, you can select the requested stock count type. The products to be counted are selected according to the choice you made.

  Example

  If you choose the cycle stock count mode, the products with a last stock count date + time interval earlier than the stock count date will have to be counted.

• Count sort

  Use the stock count sort to display the stock count list in alphabetical order by product or location.

• Process

  • Global

    Select this check box to perform a stock count by product.

  • Products without stock

    Select this check box to show the products with a stock equal to zero in the system.

• Count worksheets

  • Maximum lines is the maximum number of lines authorized by site. A percentage can be applied to authorize the manual additional of lines if needed.

    Example

    2000, 1600, number of lines = 1600 per list and 400 lines can be added manually to each list.
    The limit % is used to increase or decrease this variance.

  • The number of lines is subject to the INV activity code.

  • The Number of products is the maximum number per list. It is set to the (maximum) default value of 9999 and it can be modified on entry.

    Example

    If the maximum number of products is 2 by stock count list, and there are 29 products to count, Sage X3 15 stock count lists are generated, which represents 49 stock lines (several lots, locations by products).

  • Multi-lists

    This is used to have the same product in several stock count lists, for example, for a stock count by location.

  • Location position

    This is used to generate a break in the stock count lists.

    Example

    Position 2
    There are 6 locations: A01, A02, A11, A12, A21, A22.
    3 separate lists are generated when launching the generation of the stock count lists.

• Count date

  The stock count date defaults to the creation date of the stock count session and lists. This date can be entered and can still be modified up to the validation date.

  The allocation dates of the stock movements/variances reported during the validation of lists will be set to the stock count session date.

• Class ABCD

  This block displays the number of products by class in the stock count lists of the session.
  It is possible to modify the number of products if the stock count is in Cycle stock count mode.

Selections section

This section is used to enter or set ranges for the data that need to be counted.

Several filters are possible by category:

• A Products > Start - End range block is used to set ranges for the information linked to product codes and for associated information (statistical groups, etc.). It can also be used to create formulas for all existing fields in product and product-site records.
  The Product totals formula is used to apply a filter to the ITMMVT table and thus to stock levels for example.
• The Stock block is used to apply a filter to the STOCK table and display information on identifiers, statuses, serial numbers, etc. in stock count lists.
• The Locations block is used to apply a filter on the types or locations. It can also be used to create formulas to apply to the STOLOC location table.

Lists section

This section is used to view all generated stock count lists and their statuses. It can also be used to access them by tunnel via the stock count session.

Counts

Open: Stock > Counts > Counts

Preamble

Stock count lists are used as a basis for the printing, entry and quantity addition following the physical count.

In chronological order:

• List printing
• Count
• Counted quantity entry
• Saving
• Save
• Closing.

Presentation

Use this function to print, enter, modify and add the counted quantities.
You can preload the counted quantities in order to only impact the lines were variances have been observed. You can also enter a null stock (set to zero).

Print

In the stock count function, there are several list printing options: a detailed list and an aggregated list.

• INVBOR: Stock count list
  Detailed presentation of all the stock lines to be counted.
• INVBORA: Grouped stock count list
  -> Lines can be grouped by product according to the following criteria: lot, location, etc.
• INVBORCOM: Stock count complete list
• INVBORCOMA: Aggregated stock count complete list
• INVBORECA: Stock count list variance
  Quantity and percentage variance.
• INVBORECAA: Aggregated stock count and variance list
• INVBORVAL: Valued stock count list
• INVBORVALA: Valued aggregated stock count list
  

Quantity entry

After printing the stock count lists and performing the physical count, the counted quantities must be entered.

To make the entry quicker and easier, it is recommended to optimize the display of the stock count screen in order to avoid scrolling, tabulating, moving the table from right to left or opening the detail entry screen.

Line/product/quantity addition

Stock is not found in a list but appears in another list

During the count, products or lots (or others) may be found even though they do not appear in the stock count list.
In this case, they must be added to the stock count list.

Case example:

If a stock count by location is concerned, a product may be missing from the printed list. This product needs to be added, as well as the lot and corresponding quantities.
When a line is added to a stock count list, the theoretical stock appears in another list and in this case the stock is not found.

List A

Product	Location	Lot	Theoretical quantities	Counted quantities
Prod A	EMP01	Lot001	10	9
Prod A	EMP01	Lot002	10	10
Prod B	EMP01	Lot123	10	10
Prod C	EMP01	Lot345	10	10
Prod D	EMP01	LOT333	0	10

The last line is added.

List B

Product	Location	Lot	Theoretical quantities	Counted quantities
Prod D	EMP02	Lot333	10	0
Prod E	EMP02	Lot098	10	10
Prod F	EMP02	Lot156	10	10
Prod G	EMP02	Lot483	10	10

The first line is set to 0.

-> Following this operation, the final stock after stock count will be correct (10) and it will appear in the right location.

Direct addition

In some cases, lines may be directly entered in a stock count list.
In this case, Sage X3 In this case, there is no variance between the theoretical count and the actual count: the entry or addition of lines to a stock count list is considered to be a stock entry.
To have variances between the theoretical and the actual stock, the line must appear in the stock count list.

Zero stock

When the stock found is equal to zero, the stock count cannot be saved with a quantity set to zero. In this case, after entering 0 in the counted quantity, it is necessary to set Zero stock to Yes.

Write-off

In stock counts, you can enter a write-off rate or amount. These fields are displayed for information only and are used in reports.
The value (AUC or other) is never recalculated in the base.
To actually write-off a stock, use the Value change function.

Release

By default, when a stock count list is created, the products that appear in this list are blocked. A message is displayed upon each stock movement attempt (delivery for instance).

In stock count lists, you can release products and authorize receipt and issue movements.

Stock issues to be avoided during stock counts

After generating the stock count lists,stock issuesmust be prohibited, at least before the actual physical stock count.

Stock issues (deliveries, etc.) are possible (released) only after the physical count: any issue made before the count will lead to incorrect stock when validating the stock count lists.

Examples

Saving/validation/closing

Upon saving, the status of the entered lines switches to Counted.

• The quantity can still be modified using the detail screen.

Upon validation, the status moves to Validated.

• The database stock is updated.
• It is no longer possible to modify the lines.
• It is only possible to add new lines.

Upon closing, the stock count list can no longer be modified.

Stock being counted

Open: Stock > Counts > Stock being counted

Use this inquiry to find one or several products that are being counted and display the main information associated with them.