Inventory > Stock Take System > Transaction Processing > Stock Take Confirmation

Stock Take Confirmation

You use this program to confirm details of the stock take capture process and to update the live inventory file with the captured quantities.

Toolbar and menu

Field Description
Start Processing

Select this to process the stock take confirmation.

Refer to Confirmation routine and Notes and warnings.
Print Select this to print the information currently displayed in the Stock Take Confirmation Error Report and Stock take Confirmation Report output panes.
Save Form Values This option is only enabled in Design mode (see Automation Design). Your selections are saved and applied when the program is run in automated mode.

Confirmation Options

Field Description
Warehouse information  
Warehouse Indicate the warehouse for which you want to confirm details of the stock take capture process.
Warehouse description Indicates description of the Warehouse.
Options  
Abort if exception lines exist

Select this to abort the confirmation process if a variance between the captured quantity and the saved quantity exceeds the specified value or percentage configured in the Inventory Setup program.

This applies only when a non-zero value is entered at the Maximum permitted field of the Stock take variance option (Inventory Setup).
Update original quantity received Select this to update the original quantity received for the lot when adjusting the quantity of a lot traceable item according to the stock take count quantity. The OrigQtyReceived in the LotDetail table is adjusted.

When deselected, the original quantity receipted for the lot does not reflect stock take adjustments made to the item.
Posting information  
Current month This indicates the period into which the confirmation will be processed.
Current year This indicates the year into which the confirmation will be processed.
Change Period

Select this to use the Change Posting Period program to post to a previous posting period.

This can be used to confirm a stock take for a previous period, providing that the period is open. This means that if you perform a stock take over a month end and confirm the stock take after running the Inventory Period End program, you can use the Change Period function to confirm the stock take for the previous month.

The Inventory module must be linked to the General Ledger in either detail or summary (General Ledger Integration - General Ledger tab) if you want to change the period in which the stock take is confirmed.

Refer to Notes and warnings.
Posting period This indicates the period into which the confirmation will be processed.
After processing completed These options are displayed within programs that can be automated. They enable you to indicate the action you want to perform once processing is complete (see Automation Design).

Stock take Confirmation Error Report

The results of the processing function you selected are displayed in this pane once processing is complete (unless you enabled the option to close the application from the After processing completed section). You use this section to print or email this information.

[Note]

The report only displays the items, bins or lots which cause the stock take confirmation to fail.

For example, if an item has two bins, one of which causes the stock take confirmation to fail, then only the details for that bin is included on the report. The same applies to lots.
Column Description
Stock code Indicates the code of the stock item.
Description Indicates the description of the Stock code.
Bin Indicates the bin location of the stock item.
Saved quantity Indicates the quantity on hand according to the system at the time the Stock Take Selection was generated.
Captured quantity Indicates the quantity counted and entered using the Inventory Stock Take Capture program.
Current free quantity This is the quantity on hand less quantity allocated plus quantity on backorder.
New quantity on hand This is the quantity that would now be the on hand quantity for the bin or the lot or the stock code if the stock take confirmation had run without errors.
Error message The details of any errors encountered in the confirmation of the item are displayed in this column.

Stock Take Confirmation Report

The information in this pane is displayed once processing is complete, providing you did not select the option: After processing completed > Close this application.

The details of the journal created for the confirmation are displayed. A message indicating that the confirmation was completed for the select warehouse is also displayed.

If any errors were encountered during the stock take confirmation, then nothing is displayed in this pane.

You use the After processing completed options to print or email this information.

Confirmation routine

The first phase of the program scans the Stock take master file/table to verify that the stock update can be performed.

The process aborts if:

  • there are missing ledger interface entries
  • there are missing warehouse records
  • there are missing bins
  • the update would cause the stock on hand value to become negative when negative stock is not allowed (Inventory Setup - General tab)
  • the difference between the saved and the counted (captured) quantity is greater than the permissible variance defined against the Stock take variance option (Inventory Setup - Options tab).

  • the Abort confirmation if exception lines exist is enabled and the difference between the saved and the counted (captured) quantity is greater than the permissible variance defined against the Stock take variance option (Inventory Setup - Options tab).

    The error: 'Quantity captured is outside the acceptable variance' is printed on the Stock Take Confirmation Error Report.

The second phase is the update phase, in which the Inventory warehouse file/table is adjusted, and the difference between the saved and the captured quantities is added to the month-to-date adjustment field.

The current Inventory on hand quantity is updated with the difference between the counted stock and the original on hand quantity (stored when the stock take was started) as follows:

  • If you selected the capture method Increase (Stock Take Confirmation), then the inventory on hand quantity is adjusted by the difference between the stock on hand at the time of registering the stock take and the actual quantity counted.
  • If you selected the capture method Replace, then the inventory on hand quantity is replaced by the counted (captured) quantity.

If the quantity counted is greater than the original quantity on hand, a positive inventory adjustment is performed. If the quantity counted is less than the original quantity on hand, a negative adjustment is performed. These are treated as inventory adjustments.

FIFO records are updated for warehouses where the costing method is set to FIFO (Browse on Warehouses).

If you are using FIFO or LIFO costing (Inventory Setup) and the FIFO/LIFO bucket selected by the system has a zero cost, then the Stock Take Confirmation program updates the FIFO/LIFO buckets as follows:

  • if you selected the option: Use zero cost bucket for returns (Inventory Setup), then the returned quantity is put into that bucket and no change is made to the unit cost of the bucket.
  • if you have not selected the option: Use zero cost bucket for returns (Inventory Setup), then a new FIFO/LIFO bucket is created with the returned quantity and the current warehouse cost.

If you are using FIFO costing (Inventory Setup) and the FIFO bucket selected by the system does not have a zero cost, then the last FIFO bucket is updated.

If Inventory is linked to General Ledger (General Ledger Integration) then a journal record is created. In addition, the records pertaining to the stock take master file are deleted (including any ticket number records) and the warehouse control record is updated to indicate that a stock take is no longer in progress.

Notes and warnings

Processing considerations

  • Regardless of whether stock is allowed to go negative, the stock take confirmation is aborted if it will result in a negative on hand quantity for an ECC-controlled item.

  • Irrespective of the whether a stock item is on full or partial hold (Stock Code Maintenance), it is updated by the Stock Take Confirmation program if it was included in the stock take (Stock Take Selection).

  • If any errors are encountered, then the entire confirmation process is cancelled, which means that none of the stock items are updated.

  • If you confirm a stock take into a previous period, then the closing Inventory balance for that period is changed, which changes the opening balance for the following period.

    This is assuming that a stock take variance exists.

    There will therefore be a difference in the balances on inventory reports (such as the Inventory Valuation and Inventory Aged Valuation), printed before and after the stock take confirmation was processed.

    The current unit cost (Warehouse cost) is used to process the confirmation. When you generate the Stock Take Variance report, you can use the options: Cost on stock take file and Cost on warehouse file to view the differences between the costs of the items at the time the stock take was selected and the costs of the items at the time the stock take was confirmed.

  • If the Available quantity in Inventory Query - Warehouse values is less than or equal to zero, then the Stock Take Confirmation program cannot confirm a negative adjustment as this would cause the stock to go negative.

    If this Available quantity is less than or equal to zero but the Quantity on hand is greater than zero, then it means that stock is allocated to sales orders or incomplete WIP jobs.

    For example:

    You process a sales order for a quantity of 20. According to the system, you have 20 available, so the entire quantity is placed into the ship field on the order. You perform a stock take, and you count and capture a quantity of 15. When you attempt to confirm the stock take, the error: 'Quantity will go negative' is printed on the report and the confirmation is cancelled.

    When you process a sales order, the stock on hand is only reduced when the invoice is generated. When you do a stock take confirmation, the stock on hand is updated immediately. The system does not allow you to sell stock that you do not have (i.e. You are trying to sell 20, but only physically have 15 in stock). To solve this problem, you need to maintain the sales order and either place 5 on back order, or the entire 20 on backorder. The stock take confirmation will then update the stock to 15 as counted and captured.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.