1 | Stocktake Overview & Starting a Stocktake

Learn how to covers general information relating to Stocktakes as well as Bepoz-specific instructions and particulars.

This article covers general information relating to Stocktakes as well as Bepoz-specific instructions and particulars.

Stocktakes Explained

Using Bepoz, Operators are able to conduct either a Full or Partial Stocktake
In a Full Stocktake, any Product not counted will have its quantity on hand (QOH) set to zero when the Stocktake is applied
Whereas in a Partial Stocktake, only Products that have been counted will be updated and all other items will remain with their theoretical QOH as the QOH after the Stocktake (this will include any actual counts of zero)
At the time of starting the Stocktake, Operators can choose to Stocktake all the Stores, or just selected Stores

A Store selected when starting a Stocktake can be deleted if required without affecting counts in other Stores

When a Stocktake in BackOffice has been started, the processing of sales from the SmartPOS Workstations will be suspended during the Stocktake

However, the SmartPOS Workstations can be used while the Stocktake is in progress, at least before the counts are entered if not when the counts are being made

Once the Stocktake has been applied, all unprocessed sales will be processed, and the Stock levels updated
Invoices, Stock Transfers and other stock functions are allowed while in a Stocktake

If one of these stock functions is completed while in a Stocktake, the QOH at the Start will be changed by the adjustment made
If a stock transfer occurs on a SmartPOS workstation while in Stocktake mode, the adjustment will be applied to the QOH End

In order for the Stocktake to report accurate Stock values, every Product needs to have a valid Cost

In venues that have multiple Stores, Stock must be transferred to the Stores so that the Quantity and Cost can be updated

However, if the Store that you are counting has no Cost, the system will use the Cost in the Inwards Goods Store, unless there is no Cost there

Prerequisites

For an Operator to have access to Stocktake functions, the Stocktake Functions flag within the Stock Control tab of Operator Maintenance must be enabled
If this flag is not enabled, an Operator will not be able to perform Stocktake functions in Bepoz

Basic Stocktake Procedure

This means that at closing if the Stocktake is completed at end of the month (31st) - all Invoices, Stock Transfers, and wastages up to and including the 31st must be entered before starting the Stocktake

Starting a Stocktake

There are two main methods for Starting and Entering a Stocktake in Bepoz BackOffice

The first is using a manual counting method, where counts are completed and written down and then entered into BackOffice
The other is using a PDE

This means counts are entered directly into SmartPDE where they are stored until downloaded into BackOffice

At the time of starting the Stocktake, Operators can choose to Stocktake all the Stores or just selected Stores

A Store selected when starting a Stocktake can be deleted if required without affecting counts in other Stores

Manual Stocktake

It is recommended that the Operators take the time to read the help section at the top of the Stocktake screen to learn more about the Bepoz Stocktake function

Functions/Field	Description
Venue	Select a Venue from the drop-down selector above Stocktake Details section
Description	This allows operators to Add any additional details regarding the Stocktake
Start Operator	This field displays the Operator who started the Stocktake
Shift	This field displays the particular shift when the Stocktake was done
Partial Stocktake Flag	Enabling this flag will allow partial Stocktake
Date Time Start	This field will display Date and Time when the Stocktake Started
Delete Stocktake	This button will Delete the selected Stocktake
Update Stock with Counts	This button allows the updating the stock records with new data
Import Counts from File	This button allows importing stock data from external source or file
Report Past Stocktakes	This button will display the report of past stocktakes conducted
Start Stocktake...	This button will Start the Stocktake

Once the Start Stocktake button is clicked, the system will now Start the Stocktake
At this point, BackOffice will calculate the number of stocked items for each Store that the Stocktake has been started in, the cost of stock on hand from when the Stocktake was started, and the Cost of Stock

When a Stocktake in BackOffice has been started, the processing of sales from the SmartPOS Workstations will be suspended during the Stocktake

However, the SmartPOS Workstations can be used while the Stocktake is in progress

To Print out the Stocktake count sheets, click on the Enter Counts button which will open the Stocktake Entry window
From the View drop-down, select the '_CountSheet' view

The _Count Sheets QTY will include the theoretical QOH on the count sheet whereas _Count Sheets will not
Furthermore, if the Parent Name header in the display area it will sort Products into Groups to make them easier to count or find a particular Product

Repeat steps until all the count sheets have been printed
Exit the Stocktake Entry window
Manually check and note down the stock counts throughout the various areas onto the count sheets
Stocktake Entry can now begin