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Stocktake
Stocktake

Stocktake Overview and Step-by-Step Guide for Using the Stocktake System in ProdSys

Updated over 3 months ago

Stocktake in ProdSys allows businesses to conduct inventory checks, ensuring that actual physical stock matches the quantities recorded in the system. This process helps in identifying discrepancies and managing stock levels more effectively. Below is a step-by-step guide to help you navigate and use the Stocktake system in ProdSys.

Step 1: Access the Stocktake Module

  1. Log in to ProdSys: Begin by logging into your ProdSys account.

  2. Navigate to Stocktake: From the left-hand side menu under Logistic, select Stocktakes. This will display a list of all current and past stocktakes, as shown in the image. Each stocktake will include details such as:

    • Date

    • Description

    • Created By

    • Date Created

    • Warehouse

    • Status (Active/Passive)

Step 2: Create a New Stocktake

  1. Start New Stocktake:

    • Click the "+" New button located at the top of the Stocktake list.

  2. Enter Stocktake Details:

    • Description: Give the stocktake a descriptive name (e.g., "Q1 Stock Audit").

    • Warehouse: Select the warehouse where the stocktake will be conducted.

Step 3: Edit Items to the Stocktake

  1. Selecting a Stocktake: Click on the specific stocktake from the list to view the detailed breakdown of items. You will be taken to the screen that shows individual inventory items within that stocktake.

  2. Edit Items: Items from the selected warehouse are automatically added based on the stock present in that location.

Step 4: Entering Counted Stock Quantities

  1. Enter Counted Quantities: In the Counted column, enter the physical count of items.

    • For example, if 10 items of an article are found in the warehouse, enter "10" in the Counted field.

  2. Confirm Expected Quantities: If the pre filled qty is correct check the Checked box

  3. Check Differences: ProdSys will automatically compare the Expected stock with the Counted quantities. Differences will be displayed in the Diff column, highlighting discrepancies in green (surplus) or red (shortage).

Step 5: Adjusting Stock Data

Modify Articles: The Edit Item screen, opened from the Action Menu on a Stocktake Line, allows users to make detailed adjustments to individual stock items.

  1. Warehouse (Required):

    • Displays the warehouse where the item is stored. You can select from the available warehouses in the dropdown menu.

  2. Location (Required):

    • Select the specific location within the warehouse where the item is stored. You can choose from pre-defined locations.

  3. Article (Required):

    • Shows the article number and description of the item being edited. You can choose the specific article that is being stock checked.

  4. Quantity (Required):

    • Enter the current counted quantity for the stock item. This value represents how many units of the article are present in the selected location.

Dimensional Fields:

These fields allow for additional information about the physical characteristics of the item, such as its size. These are especially useful for industries dealing with raw materials, construction items, or any goods where dimensions impact storage and handling.

  1. Length:

    • Enter the length of the item, if applicable.

  2. Width:

    • Enter the width of the item.

  3. Height:

    • Enter the height of the item.

  4. Thickness:

    • Enter the thickness of the item, if relevant to the product.

Adding New article to the list

Click the "+" New button located at the top of the Stocktake list.

Enter the information for the new record and save

Step 6: Finalizing the Stocktake

  1. Review and Verify: Once all items have been counted and discrepancies have been noted, review the data for accuracy.

  2. Finalize the Stocktake: To finalize the stocktake, open the Stocktakes list
    Open the Action menu "Three dots" in front of the Stocktake

    Select Set Stock
    This will activate this stocktake from the stocktake date

Step 7: Exporting Stocktake Data

  1. Export Data: If you need to export the stocktake data for further analysis, click on the Export button from the Action Menu. You can export the data to Excel or CSV formats.

Tips for Using Stocktake Effectively:

  • Customize Stocktake form: ProdSys allows users to customize the Stocktake page using grouping and filtering options in the data grid. This flexibility helps users segment the stock data according to specific needs, making it easier to organize, count, and manage different parts of the stock.

  • Regular Stocktakes: Conduct regular stocktakes to maintain accurate inventory records.

  • Monitor Discrepancies: Pay attention to discrepancies and investigate significant stock shortages or surpluses.

  • Update Stock Levels: After each stocktake, ensure that system records are updated to reflect the correct stock levels.

By following these steps, you can efficiently use the Stocktake feature in ProdSys to manage your inventory and ensure accurate stock levels across your warehouses.

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