Stocktaking review (IN305000)

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Use this window to view the results of a completed stocktaking and to manage the counting and data entry processes for an active stocktaking. You can select an active stocktaking document, start the count data entry process, review and edit the results of the counting, complete the stocktaking review process, or cancel the stocktaking document.

You generate stocktaking documents by using the Prepare stocktaking (IN504000) window, and count data is entered in the Stocktaking count (IN305010) window.

Button Description
Finish counting Changes the status of the stocktaking document to Counting in progress, which makes the document available for data entry. If the Freeze the inventory when the stocktaking is in data entry state check box was not selected for this warehouse, this action also reverses the freezing of the warehouse or item involved.
Complete stocktaking Completes the stocktaking review process.
As a result, the status of the stocktaking document changes to Completed.
Cancel stocktaking

Cancels the stocktaking review process and changes the status of the current stocktaking document to Cancelled.

Usually, the user cancels the document if it is not correct or it contains unmatched data.
Cancelled documents do not generate inventory adjustment transactions.

In this area, you select a stocktaking document to review its data.

Element Description
Reference no. The reference number of the stocktaking document to be reviewed.
Warehouse An info field that shows the warehouse where the stocktaking count is performed.
This field only is displayed if the Multiple warehouses functionality in the Aktivera/inaktivera funktioner (CS100000) window is enabled.
Status An info field that shows the current status of this stocktaking document.
The following options are available:
  • Counting in progress
    Indicates that the stocktaking counting process is occurring and the stocktaking document can be edited.
    You can modify and save a document with this status.
    After all the available data has been entered, you can complete the counting process by clicking Finish counting.
  • Completed
    Means that the counting and reviewing are completed.
    Documents with the Completed status cannot be modified.
  • Cancelled
    Indicates that the document was cancelled and the data in the document was not used for generating adjustments.
    Documents with the Cancelled status cannot be edited.
Freeze date

An info field that shows the date when the stocktaking document was created.

On this date, all stock items selected for the stocktaking were "frozen," meaning that no operations for these items are allowed until the document is cancelled or the counting process is completed.
Description The description of the stocktaking.
Total physical qty.

An info field showing the total actual quantity of all stock items listed in the document.

The system automatically calculates this value as the sum of all physical quantities of all items listed.
Total variance qty.

An info field showing the total variance quantity for the document.

The system automatically calculates this value as the sum of differences between the book quantity and the physical quantity for each item in the list.
Total variance cost

An info field showing the total variance cost for all stock items listed in the document.

The system automatically calculates this cost as the sum of differences between the item's book quantity and the physical quantity for all items in the document.

This tab displays the list of stock items for the selected document.
Generally, the information about item physical quantities should be entered manually using the Prepare stocktaking (IN504000) window, but it can be entered using this window too.

Depending on whether the data has been entered, the statuses of the lines in the document may change.
Documents that have lines with the Not entered status cannot be completed.
To complete the stocktaking count, for lines with Not entered status (for which the data is not available), perform one of these actions:

  • Set zeros as physical quantities by clicking Set not entered to zero.
  • Set the statuses of the lines to Skipped by clicking Set not entered to skipped.
Button Description
Add

Opens the Add line dialog box, which you use to enter a new line for the item.
This dialog box can be used to efficiently enter information about items using a bar code scanner.
Update actual cost Updates the cost of the stock items using quantities resulting from the stocktaking.
The average cost is used for all items, no matter what cost valuation method is assigned.
Set not entered to zero Sets zero as the physical quantity for each line with the Not entered status and changes the status of the line to Entered.
Set not entered to skipped For each line with the Not entered status, changes the status to Skipped.
The lines with the Skipped status are not processed by the system.
Column Description
Status

The status of the line of the stocktaking document, which indicates whether the actual physical quantity has been specified for the line.

Lines with no data have the Not entered status.
When you enter the count data in the line, its status changes to Entered.

You can also change the status of the lines from Not entered to Skipped.
The system does not process the lines with the Skipped status.
Line no. The number of the line in the stocktaking document.
Tag no. The tag number for the line item, which is the stock item with the properties specified in the line, such as location, subitem, and lot or serial number.
Item ID The item ID of the item.
Description The description provided for the item.
Subitem The subitem code of the item.
This column is displayed only if the Stock subitems functionality in the Aktivera/inaktivera funktioner (CS100000) window is enabled.
Location The warehouse location of the item.
This column is displayed only if the Multiple warehouse locations functionality in the Aktivera/inaktivera funktioner (CS100000) window is enabled.
Lot/serial number The lot or serial number of the item.
This column is displayed only if the Lot and serial tracking functionality in the Aktivera/inaktivera funktioner (CS100000) window is enabled.
Expiration date The expiration date of the item with this specific lot or serial number.
This column is displayed only if the Lot and serial tracking functionality in the Aktivera/inaktivera funktioner (CS100000) window is enabled.
Book quantity The quantity of the item available on hand at the specified warehouse location.
Physical quantity The physical quantity of the item as entered manually.
Variance quantity The difference between the book quantity and the physical quantity for the line item.
This value is calculated automatically by the system.
Unit cost The last cost of the item’s base unit as approximation of its unit cost during the count. (The last cost is shown here for all items, no matter which cost valuation method is assigned to the item.) When the stocktaking is completed, the actual unit cost will be recalculated in accordance with the valuation method, count results, and other settings.
Ext. variance cost The difference between the extended cost calculated based on the book quantity and the extended cost calculated based on the physical quantity for the item.
Reason code The reason code for the item.
To define the reason codes, use the Orsakskoder (CS211000)window.

Element Description
Barcode An optional field that contains the barcode of the item.
Item ID The item ID of the item.
Subitem The subitem code of the item.
This field is displayed only if the Stock subitems functionality in the Aktivera/inaktivera funktioner (CS100000) window is enabled.
UoM Read only.
This field displays the unit of measure for the items.
Location The warehouse location of the item.
This column is displayed only if the Multiple warehouse locations functionality in the Aktivera/inaktivera funktioner (CS100000) window is enabled.
Qty. The physical quantity of the item as entered manually.
Lot/serial number The lot or serial number of the item.
This column is displayed only if the Lot and serial tracking functionality in the Aktivera/inaktivera funktioner (CS100000) window is enabled.
Expiration date The expiration date of the item with this specific lot or serial number.
This column is displayed only if the Lot and serial tracking functionality in the Aktivera/inaktivera funktioner (CS100000) window is enabled.
Add one unit per bar code Om du markerar den här kryssrutan the system increases the item quantity by one unit each time the item barcode is scanned or entered manually.
Auto add line

Om du markerar den här kryssrutan the system automatically adds a new line to the review for each bar code scanned for the first time.

If the bar code has been scanned before, the item quantity will be increased by one unit.
Add Adds the entered data as a line to the review if the Add line automatically option was not selected.
Add and close Adds the entered data as a line to the review and closes the dialog box.
Close Closes the dialog box without adding the data to the review.

This tab displays information about adjustments generated for the document.
An adjustment is generated for all line items for which there are transactions recorded in the database.

Element Description
Adjustment ref. no.

The reference number of the adjustment document generated for the stocktaking document.

Click the number to view the adjustment.

Related concepts

About stocktaking

Related tasks

Complete a stocktaking count

Import count data from Excel

View and correct imported count data

Related windows

Prepare stocktaking (IN504000)

Stocktaking count (IN305010)