ANSWER ID:9410While the best time to begin and carry out your stocktake will depend on your business position and needs, there are certain things to consider prior to commencing your stocktake. In the interest of completing an accurate, error free, and time-efficient stocktake, it is best to choose a time when you will have minimum interruptions, and if you are closing the store for the stocktake, choose a time which will minimise the impact on your sales and revenue. It is also a good idea to plan your stocktake by categorising certain stock and running reports to identify what stock you expect to be counting and establish staffing levels. Another good idea (if practical) is to position your computers throughout your store in strategic places with easy access to your stock. Notebook and laptop computers are great for portability, some scanners have very long cables enabling greater movement and scanning range, and there are even portable stocktaking scanners which offer cable-free scanning. Lastly, keep in mind that your counts will also need to include items which are on sales orders and lay-bys. With this in mind it is a good idea to run the Lay-By Detailed report and the Sales Order Detailed report. This is to identify old transactions which should be either completed or cancelled. The items from these old transactions do not need to be accounted for in the stocktake. Can I do my stocktake on several computers at a time? Yes, you can have several computers connected to the same database, have the stocktake window open and count items simultaneously.
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Looking at the example above, each computer counts its own items, but the grid refreshes with all items counted on either system each time an item is entered. That is: - Computer 1 counts item1 and this is added to the grid on computer 1.
- Computer 2 counts item2 and this added to the grid on computer 2, but also, the grid refreshes and adds item1. So now computer 2 displays both item1 and item2.
- Computer 1 counts item3 and this is added to the grid on computer 1, but also, the grid refreshes and adds item2. So now computer 1 displays all three items counted so far; item1, item2 and item3.
This process repeats as new items are counted and applies to all computers taking part in the same type of stocktake. Note: When all items have been counted and you are ready to commit the stocktake, make sure that you close the stocktake window on all your computers. Once closed, re-open it only on the computer where you want to commit the stocktake (We would suggest the committing computer to be the one where your RetailManager database is stored). This is so the grid contains all items counted from all computers.You will need to use caution not to count items more than once, but accurate counting over several computers can speed up the stocktake process greatly. It may even mean less staff or less time your store is closed for stocktaking. [Australia only]For information on purchasing additional Network Licences, contact MYOB Retail Customer Service on 1300 555 115. [New Zealand only]For information on purchasing additional Network Licences, contact MYOB Retail Customer Service on 0508 32 82 83. Traditionally, stock adjustment procedures have consisted of the annual stocktake; this is the one time of the year when a retailer would synchronise actual with recorded inventory levels. The MYOB RetailManager stock adjustment procedures offer several more options, which allow a busy retailer to adjust stock levels for an individual stock item or any department or category of stock items, in addition to the complete stocktake. This gives the retailer the flexibility to run a partial stocktake of a company’s goods for a representative’s visit, or adjust the stock level of a single stock item because additional stock has been found in the storeroom. The annual stocktake is still an important and major undertaking. You can use your computers and scan your stock directly into RetailManager, or you can print out stocktake sheets in RetailManager for a manual stocktake. We have the full list of detailed procedures and tips on stocktaking in the RetailManager user guide - Australia and RetailManager user guide - New Zealand. See below for a list of frequently asked questions, some of which may be helpful to your particular stocktaking needs. | HTML |
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<h2><i class="fa fa-comments"></i> FAQs</h2><br> |
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| title | I have heard of Portable Stocktaking Scanners and stocktake add-on solutions for RetailManager, do you have any information on these? |
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| Yes, there are many types of portable stocktaking scanners and add-on solutions available. They vary in their functionality and level of integration with RetailManager. Some RetailManager Professionals (RMPs) offer these devices and add-ons for sale and rental. To find out more about the particular stocktake device and services each one offers, feel free to contact them directly with your enquiry. They can be located at our website. Please note RetailManager Professionals are accredited by MYOB to support and promote MYOB products, but operate independently. MYOB is not able to provide Technical Support or advice on any stocktaking or other custom solution offered by an RMP. Portable Barcode Scanners for Stocktake in RMBelow are links to third party organisations that we know have software that is compatible with RetailManager and Portable barcode scanners. If a customer requires this software they can find information on the websites below. RM Traveller www.umd.com.au/itd/products/ricgroup.html Intermax www.intermax.com.au Barcode Logic www.barcodelogic.com.au ASP www.asp.com.au Tech Rentals www.techrentals.com.au Please note that MYOB are not aligned with any of these companies and do not recommend one company over another. |
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| title | I am scanning an item into my Partial stocktake and I am getting a message telling me that it cannot be found; yet when I scan it into the stock window, it is there, what am I doing wrong? |
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| The item you are scanning is not a part of your selected department/categories or custom values. Once you have made your selection within a Partial Stocktake, RetailManager will then only recognise items within that selection. If you would like to include that item in the partial Stocktake, then you will need to broaden your selection to include the item’s department/category or reassign the item to one of the already selected department/category/custom values. |
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| title | What happens if I need to do my stocktake over several days? |
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| It is quite common for a stocktake to span several days; for a large store, this is almost a certainty. The important thing to remember when stocktaking in RetailManager is that closing the stocktake window will not lose items |
you ve you’ve counted so far. In fact it remembers everything! This means that when you come to the end of the day, half way through counting your inventory, you will be able to close the stocktake window without losing any of your stocktake information. The same applies if you were to shut the computer down; when you restart, the stocktake grid will still display all items counted before you shut it down and you can simply continue on from where you left off. |
What about stock I sell during the stocktake? Do I count these? If you are going to be trading during your stocktake, adjustments will need to be made to account for items that are sold. You can make the adjustment by entering the items into the stocktake screen again, using a negative quantity. For example, if you counted 10 Pencil Sharpeners but later sold 2, you would enter the Pencil Sharpener bar code into the stocktake screen again with a count of 2. The final count for Pencil Sharpeners would be 8. An alternative would be to find the sold item within the stocktake grid, click the quantity field and edit the count. It is possible to sort the columns in the stocktake grid by date, description and category. Sorting the items alphabetically can make it easier to find items to adjust the quantities for. You will need to take care in making the correct adjustments for sales as they occur. It is no good to run a sales report at the end of the day for items sold during the day as items may have been sold prior to you counting it, and then sold again after. Consider the example below: - I have 7 Pencil Cases in stock. I sell 2 in the morning.
I count the Pencil Cases for my stocktake and correctly count 5.
I then sell another 3 throughout the remainder of the day.
At the end of the day I run my sales daily report for today s sales and it tells me I sold 5, so I change my count to 0 [zero] in the stocktake grid to compensate.
When I commit this stocktake, my stock level in RetailManager will be 0 [zero], but I started out with 7 and sold only 5 so I actually still have 2 Pencil Cases in stock.
This is obviously wrong and is the reason why it is important to account for sales of stock as they happen. This applies to negative sales or refunds also. The alternative to this is not to process sales during the stocktake. What about stock I receive during the stocktake? Stock received during your stocktake can be accounted for as it arrives in your store by adjusting the count of items already counted. However it can be difficult to identify which items have already been counted and which haven t. So with this in mind, it may be better to postpone the recording of the Goods received and leave the received stock out until the stocktake is complete and committed. Make sure to keep the actual goods clear of the items you are stocktaking so they are not accidentally included. Receiving stock from a negative sale or refund should be accounted for as if it were a sale; that is, make the stock adjustment in the stocktake window as it happens. What happens with the stock that is on Lay-by or Sales Order? Do I count it? Yes, RetailManager expects Lay-by and Sales Order items to be included as part of the stocktake. It will take the counted amount you have entered and assign the required amounts to open Sales Orders and Lay-by s, and then apply the balance to the in stock quantity. That is: I currently have 7 Colour-in Books, but 2 are on a Lay-By and 1 is on a Sales Order so my available stock to sell is actually 4.
If I (incorrectly) count 4 of the item, RetailManager will assign 2 to Lay-By and 1 to Sales Order and will result in there being 1 in stock. This is clearly wrong.
If I (correctly) count 7, RetailManager will assign 2 to Lay-By and 1 to Sales Order and will result in there being 4 in stock.
It is a good idea to run the Lay-By Detailed report and the Sales Order Detailed report prior to commencing your stocktake. This is to identify old transactions which may have been forgotten and should be either completed or cancelled so the items then do not need to be accounted for in the stocktake. What about items which are on Supplier Purchase Orders, do I count those? No, there is no need to include these items as they have not yet become a part of your in store stock. They will be accounted for when they are received into stock later by means of a Goods Received transaction. What reports are available for me to use for the stocktake? There are two reports available to assist with stocktaking:
- The Manual Stocktake report from the Reports Index and the Stock Sheets button in the stocktake screen will both produce a list of all items you want to include in your stocktake. They can also display the current expected amounts.
- The Discrepancy Report within the stocktake window will list items entered into the Stocktake grid showing the expected amounts versus the counted amounts and the difference between the two or, the outages (discrepancies). You can select whether to view only items with outages or all items whether there is an outage or not.
When should I run the Discrepancy Report? Note: It is important to remember to run the Discrepancy report before you commit your stocktake. This is because the report will compare the counted items in the stocktake grid against the current quantity in stock; after committing the stocktake these amounts will be identical, therefore there is no discrepancy to report. If the stocktake is committed before running the discrepancy report, you will have to connect to the automatic stocktake backup to view it. What happens when I commit my stocktake? When you commit a stocktake, several things will occur almost simultaneously: If you have not yet run the Discrepancy report, RetailManager will prompt you to do so.
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RetailManager will perform an automatic backup of your database which will be placed in the stocktake backup folder inside your shopfront folder on your computer.
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The pre-stocktake or current quantities are replaced by the counted quantities and updated for all items in the database. Items which have not been counted will either be set to 0 [zero] or will retain their current quantity depending upon which option you chose for the prompt shown below.
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The stocktake grid is cleared of all counted items and becomes blank once again. This is one of the reasons why it is important not to commit the stocktake prematurely.Does the change in stock levels transfer over to my accounting package through the Accounting Export? Not the item stock levels as such, but rather a stock adjustment or stocktake variance amount will be exported. This stocktake variance is the total value of the discrepancy picked up as a result of differences between the expected amounts versus the counted amounts. That is: My total Expected inventory value was $237,355
My total Counted inventory value is $229,560
The discrepancy or Variance is $7795.
This means that $7795 will be exported as a Stocktake Variance when the next Accounting Export is done. This variance amount is Ex-Tax. The journal will look like this:
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