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Stock Take Snapshot

ASSISI STOCK-TAKE SNAPSHOT

Stocktake

Once a product has been initially booked in using the Stock Received option, for future stocktakes, it is possible to take a snapshot of the current stock holdings of your products. Profiles can be saved of groups of products which can be loaded before a snapshot is taken.

The snapshot can then be displayed, showing existing holdings at the point the snapshot was taken, and allowing you to edit the snapshot quantities and process the changes to update the stock holding figures for those products.

To Create a Profile

  1. Click Stock on the main Assisi Desktop and then click Create Stock Snapshots.

  2. Wait for the stock file to load - all products will be loaded by default so this may take a little while.

  3. Click the products to be included in your profile.

You can click any of the column headers to re-sort the products into alphabetical order of the column selected. Clicking the column header again will toggle between displaying the products in ascending and descending alphabetical order.

  1. When you have selected all of the products to be included in your profile, click Save Profile.

  2. At any point you can toggle between displaying all products or just those selected by clicking the Showing All/Showing Checked boxes.

  3. Name your profile when prompted and click Save.

  4. You can also create a profile by Sales Analysis Code.

  5. Click By Analysis on the toolbar and select the analysis code/s > required.

  6. All of the stock codes will now be displayed with the relevant > products ticked. Click Showing All on the toolbar and the > display will change to only those products that are ticked.

  7. Click Save Profile on the toolbar and name the profile when > prompted.

  8. To add or remove products from any profile, load the profile, make the changes to the selection boxes and resave the profile under its original name.

To Load a Profile

  1. Click Load Profile, select the Profile Name and click the Select tile.

  2. When you are prompted that the Profile has loaded, click OK.

  3. By default, the entire stock file will be loaded with the relevant products already ticked – this would be useful if you wished to add or remove products from the profile by making your adjustments to the selected products and clicking Save Profile. To view just the products in that profile, click the Showing All label to toggle the display to just the ticked products.

To Take a Snapshot

NOTE: You can only have one snapshot per stock location at a time. A new snapshot for a stock location will overwrite any existing snapshot for that location that has not yet been processed.

You should take your snapshot, print out a stocktake sheet and carry out and record the actual count while no-one is booking out any of the products included in the snapshot. (For batched work, the snapshot figures displayed will take account of any products that were already in the batch at the time the snapshot was taken, just don’t edit any existing batched work or add new until the count has been completed.)

Once you have counted your stock and recorded the actual stock holdings as they were at the point you took the snapshot, you can resume booking out the products. Once the snapshot has been updated and processed, the system will calculate what stock was sold between taking the snapshot and processing the stock-take figures and adjust the stock holdings accordingly.

  1. In the Create Stock Snapshots option, load the profile (if it is not already loaded), select the stock location and click Save.

  2. The snapshot will be saved and be available for checking and modifying in the Stock Take Figures option.

To Print a Snapshot Sheet

  1. Click Stock on the main Assisi Desktop and then click Stock Take Figures.

  2. Select the stock location to display the last unprocessed snapshot for that location.

On the left-hand side of the screen will be displayed the Stock Code, Description, Main Unit, Sub Unit and Ratio for each product included in the snapshot. The computer-generated Main Unit and Sub Unit quantities will be displayed on the printed sheet, along with columns for you to enter the actual Main Unit Counts and Sub Unit Counts.

  1. Click Print Sheet to print out a stocktake sheet and then count and record the accurate levels of stock for each product in the printout. Once this has been completed, you can continue booking out the products on the list and you can take your time updating the figures on the snapshot in Assisi itself.

To modify the Snapshot Figures

Once a product has been selected, it will be shaded in yellow to show that the line has been checked and, where appropriate, edited. Modifications are automatically saved line by line. You can, therefore, quit out of the Stock Take Figures option (without processing) and re-enter to continue modifying the stock holdings at a later time. Do not generate another snapshot for the same location, however, until the current one has been processed as any unprocessed quantities already added would be overwritten and lost.

Non-Traceable Batch Number Products

  1. As you click on a non-traceable batch number product on the snapshot, the stored stock holdings for main and sub units will be displayed on the right-hand side of the screen, as they were at the time the snapshot was recorded. This also applies to products that have zero stock holdings.
  1. The Main Count and Sub Count columns will initially be the same as the Main Unit and Sub Unit computer-generated quantities. If the counted quantities differ, click on the Main Count and Sub Count boxes for the product and type in the actual, counted stock holdings.

Traceable Batch Number Products

  1. As you click on a traceable product, a stock holding line will be displayed for each batch number where the expiry date has not expired during the last 31 days.
  1. There is an option to add an additional historic batch number to a product if that batch number is not already displayed. Click the tile to check whether the batch number is listed in the drop-down box. If it is not listed at all, then it will need to be booked in using the Stock Received option.

If there has never been any stock booked in for that product and no historic batch numbers exist at all, nothing will be displayed on the right-hand side of the screen when you click the product. If you wish to record stock for such a product, it will need to be booked in using the Stock Received option.

Processing the Snapshot

  1. When all of the figures have been modified where applicable, click Process. Click Yes when you are prompted to confirm that you wish to process the snapshot and the adjustments will then be confirmed and written back to the stock file.
  1. Any stock movements for products included in the snapshot made between producing and processing the snapshot will then be taken into account and levels adjusted accordingly.