About overview of stocktaking options

By using Visma.net ERP, you can create as many stocktaking types or types of stocktaking counts as you need using the Stocktaking types (IN208900) window.
A stocktaking type may describe a stocktaking that is performed periodically, such as a full stocktaking or a stocktaking performed at a specific warehouse for particular stock items.
The definition of each stocktaking type includes the following:

• What method is used to generate the list of stock items for counting
• Whether the stocktaking should be always performed at a particular warehouse or can be performed at any warehouse

The particular list of items is generated when you prepare the stocktaking sheets for the stocktaking of the selected type using the Prepare stocktaking (IN504000) window.

If you select the Full stocktaking generation method in the Stocktaking types (IN208900) window, the resulting stocktaking document includes all stock items available in the specified warehouse, in all locations or only selected ones and lot or serial numbers.

Counting all the items in the warehouse is a time-consuming procedure generally performed during a planned closing.
All movements of inventory involved in counting should be stopped during counting, and no transactions are released during counting.

Depending on how you have defined item classes, you may decide to perform counts by item class.

For example: One item class may include your company's most valuable items, which you stocktaking more frequently.

If you select the By item class method in the Stocktaking types (IN208900) window, you can choose the class on the Item class selection tab, which appears once you select this method. You can create a type for each item class.

You can create stocktaking cycles (Stocktaking cycles) using the Stocktaking cycles (IN208700) window.
Stocktaking cycles are used to group different stock items for counting by your chosen criteria. For each cycle, you specify the frequency of counts (by the stocktaking-per-year value) performed for items of the cycle. Once all items are assigned to cycles, you can organise stocktaking counting by cycles.

The By cycle generation method has two variations, depending on whether you specify a cycle or select the By frequency check box on the Stocktaking cycle selection tab, which appears when you choose this generation method:

• Including in the stocktaking only the items assigned to a particular cycle: For this variation, specify a cycle in the Cycle ID field and clear the By frequency check box.
• Including the items of all cycles for which counting is due based on the frequency associated with their cycles: For this variation, do not specify a cycle; instead, select the By frequency check box.

To ensure that no items will be skipped during the stocktaking counts, follow these steps:

• Perform an initial full stocktaking.
• Conduct counts in one of these ways:
  • At a frequency defined by the largest number of counts per year among all cycles.
    
    When you create the stocktaking type, select the By frequency option, and when you are preparing the stocktaking document, only items that are due for counting by their cycle frequencies will be included. In this case, a stocktaking document can include items of more than one cycle, if the stocktaking-per-year values for different cycles are factors of the largest stocktaking-per-year value.
  • As often as specified for each cycle in your system (by the stocktaking-per-year value).

Multiple studies show that the more often a product is received or shipped, the less accurate its availability data becomes.
Thus, it may be reasonable to conduct more counts for items with higher turnover rates.
In Visma.net ERP, you define movement classes using the Movement classes (IN208600) window and assign items to classes either on a permanent basis or by using their turnover rates during the specified turnover period.

The By movement class generation method has two variations, depending on whether you specify a movement class or select the By frequency check box on the Movement class selection tab (which appears when you choose this generation method):

• Including in a stocktaking only the items assigned to a particular movement class: For this variation, specify a movement class in the Movement class ID box and clear the By frequency check box.
• Including the items of all classes for which counting is due based on the frequency associated with the movement class: For this variation, select the By frequency check box rather than specifying a movement class.

Once items are assigned to movement classes, you can organise counting by movement classes in the following way:

• Perform an initial full stocktaking count
• Conduct counts in one of these ways:
  • By creating a type for each movement class and performing counts of each type at the frequency defined for the movement class.
  • By creating a type with the By frequency check box selected for the By movement class generation method.
    Make sure that the stocktaking-per-year values are factors of the largest stocktaking-per-year value.
    A stocktaking document in such a case can include items of several movement classes, for which stocktaking-per-year values are factors of the largest stocktaking-per-year value.
    Conduct counts at a frequency defined by the largest value of counts per year required for movement classes.

If your company uses ABC codes to identify items critical to your business, select the By ABC code generation method to have counts performed based on the frequencies required for items with different codes assigned. ABC codes, created using the ABC codes (IN208500) window, group items by their stock value in a specific warehouse in a specific period, based on period-to-date balances of appropriate inventory accounts. ABC codes divide items into groups that require different management and controls; for example, A code items, because of their high impact on the business, should be counted more often than items with other codes assigned.

The generation method for counting based on ABC codes has two variations, based on your specifications on the ABC code selection tab, which appears when you choose this generation method:

• Including in a stocktaking only the items assigned to a particular ABC code: For this variation, specify a code in the ABC code field and leave the By frequency check box clear.
• Including the items with any code for which counting is due based on the frequency associated with the ABC code: For this variation, select the By frequency check box and don't specify an ABC code.

Once ABC codes are assigned to items, you can organise counting by ABC codes in the following way:

• Perform an initial full stocktaking.
• Conduct counts in one of these ways:
  • Create a type for each ABC code defined in the system (which has a specific frequency specified in the ABC codes (IN208500) window).
    Conduct counts for items assigned to every code with the appropriate frequencies.
  • Define one type for counts based on ABC codes with the By frequency option selected.
    
    Make sure that the stocktaking-per-year values for different codes are factors of the largest stocktaking-per-year value.
    
    Then, when you are preparing the stocktaking document, only items that are due for counting by their code frequency will be included.
    
    A stocktaking document in this case can include items with different codes assigned, for which stocktaking-per-year values are factors of the largest stocktaking-per-year value.

Counting by ABC codes usually works best for maintaining accurate stocktaking counts because in most businesses, a small number of items generally accounts for the largest value of stock, and this method lets you stocktaking the high-value items most frequently.

By using the By inventory generation method, you can create stocktaking types that generate stocktaking lists for items with a negative book quantity, randomly selected items, items selected by the date of previous counts, or particular items that you specify.

Select the appropriate Selection method on the Stock item selection tab, which appears when you choose this generation method.

Consider the following specific types of counts:

• Items having negative book quantity:
  
  Visma.net ERP can allow a negative inventory balance for items of specific item classes.
  
  Negative quantities may apply to a warehouse or to a specific location in a warehouse if the aggregated inventory is positive.
  
  The stocktaking may show positive values.

  You can create a stocktaking type based on the Items having negative book qty. selection method and specify that items should be selected for counting only if they have negative quantity at one or more locations. With this type, you can check the actual availability of items shown on the books with negative quantities.

• Items selected at random:
  
  To evaluate the accuracy of item availability data, it is helpful to occasionally stocktaking items selected at random.
  
  By using this option, you can also check the accuracy of the full stocktaking.

  To do this, select the Random items (up to) selection method and then specify the number of items for counting.
  
  The system generates the list of items for random counting.

• Items selected by previous stocktaking date:
  
  You can create a stocktaking type for a particular warehouse or any warehouse that would generate the joint list of items that were counted a specified number of days ago or earlier.
  
  To do this, choose the Last stocktaking on or before selection method, and in the field that appears to the right of the option, specify the number of days.
  
  Items counted the specified number of days ago are included in this list, regardless of what type of stocktaking the item was involved in earlier.
• Only particular items:
  In some cases, you may want to perform stocktaking for only particular items; for example, you may want to stocktaking the most valuable items stored at a specific location every other day. To stocktaking only particular items that you specify, select the List of items selection method and add items to the list.