Zeroing inventory and reports
  • 03 Oct 2023
  • 5 Minutes to read
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Zeroing inventory and reports

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Article summary

Reset items

Most people have a large product catalogue in their store, but far from all products are in stock.
Since the inventory count only updates what you have actually counted, it is important to be able to correct items that were not included in the count. 

For example, a product has had positive stock by mistake. As this was not counted during the inventory count, the stock was not corrected and it would then continue to be in the online store with positive stock.

In the side menu there is a menu option Reset inventory .

Here you can generate a data source that shows all items that were not counted and have positive inventory balances in the date range that you select.

This list can also be exported via the "Actions" menu, e.g. if you want to open it in Excel to do searches and selections.

If you find items on the list that should have been counted, correct this yourself by going to "Perform count", looking up the item(s) and counting the quantity you want. Then confirm the count of the products you have counted.
Once that's done, you can generate a new data base before doing a reset.

"Reset inventory" will reset all items with positive inventory balance that have not been counted in the date range you select, so it may be smart to carefully review the data first.  

If this list looks correct, you can proceed to reset the inventory.

When the reset is started, the job will be divided into several steps (all depending on the number of items) and an indicator of progress will appear, as the picture below illustrates: 

Important - the choice of date range

For example, if you count and confirm goods in November, but then select the date range for December at a reset, the items that were counted in November will be reset. 

Reset is an advanced feature that is mainly intended to be used when counting the entire inventory in one go and not for continuous counts for an entire year.


Reports

After you have counted your inventory at the end of the year, you need to retrieve a report for the accounts, this can be found under "Reports" in the side menu (only available on desktop, not mobile view).

Only counts that have been confirmed will be part of the report basis.

Selection on the report

When creating a report, you can choose between format, period, and add a description of the report. To generate a report, select the date when you confirmed the count.

Format:
CSV or Excel

Reporting period:
All items that have been counted (and have been confirmed) during the selected period will be included in the report. 

Example 1:
Your company counts the entire inventory from December 27 - December 30 and confirms counts every day during the period.
When the report is to be generated, you choose to set the report period to the same date, i.e. December 27 to December 30.
The result of the report will then be all goods that have been confirmed as follows. those days.
Items without a count or confirmation will not be included in the report.

Example 2:
Your company counts the entire inventory from December 27 - December 30, but confirmed all counts in the same batch on December 31, after you have finished counting.
When the report is to be generated, you choose to set the report period to the same date as the entire census was confirmed, i.e. 31 December.
The result of the report will then be all items that have been confirmed on December 31.
Items without a count or confirmation will not be included in the report.

Selection for longer periods

It is quite possible to take a selection on longer periods of time.
You can, for example, retrieve a report on all items that have been counted in the last 6 months. 

Important!
The report will only retrieve the quantity that was set during the count, we do not take into account orders that have been processed or inventory adjustments that have been made. 

We recommend everyone to do a master count at the end of the year where the entire inventory is counted.

Quote taken from Altinn:

The inventory count should take place as close as possible to the end date of the period. If you count your inventory before the closing date (most commonly 31.12), remember to subtract items you have sold and add items that have come in between the count and 31.12. If you count after 31.12, you must subtract items purchased and add items sold between 31.12 and counting. If you do not have a warehouse system that takes care of this, it can quickly become challenging to get the count right. Therefore, try to get the item count done as close as possible to the closing date.

Rapportens kolonner

The final report includes the following columns:

  • Producer
  • Product *
  • Variant
  • Article number
  • Category
  • GTIN
  • Input Price *
  • Price excl. VAT.
  • Number of tents
  • Date of counting
  • Total line item *
  • Total value *


FAQ

Question: I've counted a product but want to add variants. What should I do?

Answer: If you have counted a product without variants where you want to add variants, you must first remove the count. Products that are in open counts cannot be edited variants.

Here's how to do it:

  1. Find the product in "Open counts" or "Perform count"
  2. Adjust the number of tents back to "-"
  3. You can now edit the product on the product page and add variants
  4. Go to "Perform counting" and count the variants. 

Question: An order just came in for an item I have already counted 10 pieces of, should I change the count? 

Answer: As long as the order has not been processed, so that the customer has not been invoiced or had the amount deducted from the account, the item must be included in the count. The product is to be regarded as the property of the store until the customer has settled it. 


Question: What if I process the order while the item is in an open count?

Answer: Then the item goes to be the customer's property and should not be included in the count. You must then make sure to correct the item if it is on an open count.


Question: I have ordered and paid for goods with my supplier that I have not yet received. Should these be included in the count then? 

Answer: If the goods have been paid for before the end of the year, they must be included in the count, even if they have not been received to physical storage. You should therefore go through supplier invoices to check whether you have paid for goods that have not yet been received. If you don't want to update your inventory with items that haven't been received, you can make these adjustments to the export at the end of the inventory count so that the quantity in the reporting is correct without affecting the inventory.

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