Before starting a stocktaking

Before stocktaking

Here you will find a number of practical and important pieces of information that are important to review before stocktaking.

The stocktaking module requires that the store uses "Stock management with history"

Introduction to stocktaking

This video goes through what you should count, how order statuses and order processing affect the stocktaking.

Order statuses that reserve goods

A reservation is in practice a product that has been sold, but is still in the warehouse. If you have two in stock, and an order comes into the online store where someone orders one of them, you have one available and one reserved.

In order for the system to know which order statuses indicate when in your workflow the products are reserved, you can select in the setup which order statuses an order can have while the product is still on the shelf in the warehouse.

These are usually statuses such as "Not processed", "Under processing", "To pick" etc.

For the available stock to be correct after counting, it is important that this setup is correct.

Instructions and precautions

With the new stocktaking service, you are free to start and stop the stocktaking exactly when you want. Even if you have an active stocktaking, order processing will be open.

How does it work?

Start the service, select what you want to count and start counting. As products are counted, they are added to a list of open counts.

When you feel finished with the counting, go to the overview of open counts and confirm the number. The stock will then be updated with the number that was counted.

You can confirm counting at any time, which means that you can have a stocktaking running for as long, or short, as you want.

What should be counted?

As long as a product has not been invoiced/paid for by the customer, it is still the store's property and must therefore be included in the count. We therefore recommend that all orders are completed and the products are set aside before starting stocktaking.
If the store chooses to send/process an order at the same time as counting products, you must correct the counting yourself.

Stocktaking must be carried out on all products that have been purchased and produced for resale. This means that office equipment, office supplies, tools, operating materials, spare parts and the like used in the business are not counted as inventory.
Counting must not be carried out on products that have been invoiced to the customer before December 31, but not sent away at the time of stocktaking. This means that orders for products that are received before, or during, stocktaking must be counted as long as the order has not been processed. If the order has been sent (invoiced to the customer) but is still in the warehouse, it must not be included in the count.
Stocktaking must be carried out on products that have been invoiced by the supplier before December 31, but not received at the time of stocktaking.

Tips before counting!

Plan the stocktaking well in advance
Tidy up the warehouse in advance
Create a stocktaking instruction if several people are involved in the counting
All products must be included in the list, including non-current products
Ensure a good system for keeping track of what has been counted and what remains
All orders that are ready should be processed before the counting starts
Processed orders that have not been picked up by the carrier when counting starts should be set aside so that they are not counted

Important about order processing

The service does not take order processing into account when a count is active. This means that you as a user must adjust the counting yourself if you send a product when it is in a count.
We do not recommend processing orders at the same time as you are doing a stocktaking, but leave this entirely up to the store to decide.

Sales in cash register when counting

If your store has a cash register, you can choose to have it open and sell products at the same time as a stocktaking is in progress.
If you sell a product that has been counted, it is important that you correct the counting for the sale that was made. Such correction must be done manually and does not happen automatically if you sell a counted product in the cash register.

Example:

An employee has counted 10 pieces of Green sweater. Before the stocktaking is confirmed, an order comes in for 1 pc. Green sweater. If the store then chooses to process the order and send the product to the customer, you must correct the counting yourself and deduct the number that was sent. I.e. adjust down from 10 to 9.