Resetting inventory and Reporting

This article explains how to reset stock levels and generate reports after stocktaking in Acendy. It provides guidance on correcting inventory discrepancies and creating accurate reports for accounting purposes.

Resetting Products

Why Reset Stock Levels

Many stores have a large product catalog, but not all products are in stock. Since stocktaking only updates what you have actually counted, it's important to be able to correct products that were not included in the count.

A product may have had a positive stock level by mistake. If this was not counted during stocktaking, the stock was not corrected and would continue to be displayed in the online store with a positive stock level.

Find Products to Reset

To reset, or correct, stock levels, use the "Bulk editor" feature and filter to find the desired product selection, then select the action "Adjust physical stock". By setting the physical stock value to 0, the stock level will be reset.

Example of filtering: In this example, we have chosen to filter for all products with the following data:

Manufacturer: Yale

Physical stock: greater than or equal to 1

Products that have not been counted in the period December 27 to December 31

In addition, we have chosen to show columns for "Date of last count" and "Physical stock".

You choose which filters, columns, and search terms you want to use to find the desired products.

This gives us a result with 3 products. In the counting column, we see that the last count was outside the period we chose in the filter.

Next, we select all the products to be reset and proceed to actions by clicking on "Bulk editor".

Adjust Physical Stock (Reset)

When adjusting the physical stock, it is important to select only the products you have not counted. If you are not careful with this, you risk changing the stock level of items that you have counted.

In order for only products and variants without counting to have the physical stock changed, it is important to activate the function "Change products without stocktaking" in the action.

When this is activated, the date period must be set to the same period as the goods were counted. You will therefore change the stock on goods that have not registered counting in the desired date period.

Once this is done, the action must be confirmed before it can be started. After the action is completed, you will see a log of all products that were adjusted under "Overview" in the left sidebar menu.

Important - Choice of Date Period

If you count and confirm products in November, but then choose a date period for December when resetting, the products that were counted in November will be reset.

Resetting is an advanced function that is mainly intended for use when counting the entire stock in one go and not for ongoing counts throughout the year.

Reports

After you have counted your stock at the end of the year, you must extract a report for the accounts. You can find this under "Reports" in the sidebar menu (only available on desktop, not mobile view).

Only counts that have been confirmed will be included in the report basis.

Selection on the Report

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

Format: CSV or Excel

Report period: All products that have been counted (and are confirmed) in the selected period will be included in the report.

Example 1: Your company counts the entire stock 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 in the report will then be all products that have been confirmed during those days. Products without counting or confirmation will not be included in the report.

Example 2: Your company counts the entire stock from December 27 - December 30 but confirms all counts in the same round 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 count was confirmed, i.e. December 31. The result in the report will then be all products that have been confirmed on December 31. Products without counting or confirmation will not be included in the report.

Selection for Longer Periods

It is entirely possible to take a selection over longer periods. You can, for example, extract a report on all products that have been counted in the last 6 months.

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

We recommend everyone to carry out a main count at the end of the year where the entire stock is counted.

Quote taken from Altinn:

The stocktaking should take place as close as possible to the closing date for the period. If you count the stock before the closing date (most commonly 31.12), you must remember to deduct goods you have sold and add goods that have come in between the count and 31.12. If you count after 31.12, you must deduct goods that have been purchased and add goods that have been 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 stocktaking done as close as possible to the closing date.

Report Columns

The finished report contains the following columns:

Product ID (the unique ID of the product in the database)

Variant ID (the unique ID of the variant in the database)

Manufacturer

Variant

Article number

FAQ

Question: I have counted a product but want to add variants. What do 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 have variants edited.

Here's how to do it:

Find the product in "Open counts" or "Perform count"

Adjust the number counted back to "-"

You can now edit the product on the product page and add variants

Go to "Perform count" and count the variants.

Question: An order just came in for an item I have already counted 10 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 debited from the account, the item must be included in the count. The item is considered the store's property until the customer has paid for it.

Question: What if I process the order at the same time as the item is in an open count?

Answer: Then the item becomes the customer's property and should not be included in the count. You must then ensure that you correct the item if it is in an open count.

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

Answer: If the goods are paid for before the end of the year, they must be included in the count, even if they have not been received into physical stock. One should therefore go through the supplier invoice to check whether one has paid for goods that have not yet been received. If you do not want to update the stock with goods that have not been received, you can make these adjustments in the export after the end of the stocktaking, so that the number in the reporting is correct without affecting the stock.

Resetting inventory and Reporting