Stock Count Schedule

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Posted on by Rosemary

Good day,

We are performing a stock count on specific classes, the schedule has been started, I believe this is where the quantities are captured.

Reconciliation for certain variances may not be completed until Tuesday, can we still do Billing, Transfer transactions.

Regards,

Rosemary

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L Vail 65,271 on at

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Hi,

You can keep operating after you 'start' the count so long as you don't wait too long to actually do the count. Quantities are captured when you start the count, but the system keeps track of actual oh-hand quantities to account for sales and receipts after the start of the count. Unfortunately, IMHO, the variance is calculated based on the captured count, not the adjusted on hand quantity. So depending on when you actually count compared to when you start the count, you might want to override the calculated variance. In my example, I sold 6 items after I started the count. When I did the actual count on 4/12/17, I found only 42 of them. If I counted after the sale, my variance would need to be changed to a positive two instead of a negative four. The window below shows the different quantities after the count is started:

Timing is everything. It's very important to know how soon after you started the count that you actually performed the count.

Kind regards,

Leslie

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Rosemary 10 on at

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Thanks Leslie for your response.

We starting to count specific classes on Saturday after posting all transactions.

We enter the counted quantities in Excel and when we tally the variance and sign off on that , then the schedules are created and started and entries done in GP

This particular instance though the reconcile may take a little longer, so the schedules will be created and started, but can we use the system for Billing, Transfers tomorrow Monday?

Regards

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L Vail 65,271 on at

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Hi Rosemary,

You can certainly do your Billing, transfer transactions. It sounds like you did your real count based on the captured quantities, so your variances are set - you're just trying to work them out.

Leslie

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Rosemary 10 on at

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That is correct, it can be a little more tedious this way.

Whatever changes needed will be done within the stock entry prior to processing.

This makes sense?

Regards

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L Vail 65,271 on at

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Yep,

Just be careful to double check that 'automatic' variance calculation. Sounds like you have it under control.

Kind regards,

leslie

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Rosemary 10 on at

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That option is usually unticked.

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Beat Bucher GP Gee... 28,058 Moderator on at

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Hi Rosemary,

Leslie provided all the technical 'aspects' of the stock count schedule :-)

Let me provide you with some practical experience from the past when I was working with a large manufacturing facility with a 200'000 sqft warehouse..

In the old days, the company was only doing one 'general' stock count per year, usually before the X-mas closing.. During 2 days, nothing was processed or shipped. Every employee on the shop-floor was teamed up in group of 2 or 3 and were responsible for certain sections in the warehouse. I'd prepare weeks ahead count sheets with bar-codes on it to identify locations and every item or part would get a bar-code to be scanned quicker when the sotck-count was done. The day the stock count happens, 1 team goes out and counts their section, and when they come back to deliver the results (usually by emptying the hand-held data), another team would go out and do spot checks on that same section.. if there were too many inaccuracies (let's say over 3%), the entire section would be recounted.

At the end of the day, all the warehouse would be done and reports with total inventory value would be produced for the auditors. All the confirmed variances would then be entered in the Stock-count schedule (usually by data upload) and then posted in GP.

Day 2 & 3 would then see the auditors come in to do spot checks and validate that the inventory count was done properly. Operations would resume soon as the auditors would give their green light.

Over the years, the company found out that there were huge discrepancies within some item classes or components / raw material used for production, thus it was decided to start doing the stock-counts on a quarterly or even monthly basis... This helped a lot to improve the accuracy of the inventory. They wouldn't do the entire warehouse every time, but like you , chose areas with known issues for some of the raw materials or smaller parts for sub-assembly.

If you're interested on the details about the processing of the data into the stock-count schedule, PM me for more info.

Good luck.

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Rosemary 10 on at

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Thanks Beat, yes Leslie is usually on point, your experience sounds like exactly what currently happens with us. Just a couple of questions, what is the hand-held solution that you use.

Ours is just retail/distribution but the process does not seem to be getting any easier.

Also, the advantage of the Excel format is that a Variance Value can be done via a formula, from GP can this be done.

Regards

Rosemary

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Beat Bucher GP Gee... 28,058 Moderator on at

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Hi Rosemary,

No, GP will just take the QTY you input in the Stock Count schedule and do the math to post an inventory adjustment into the system to correct the existing inventory Qty OnHand to reflect your true stock.

The way we used to do this, was to enter the quantites in the handheld scanner application and when a full round of items was counted, the scanner would be offloaded. The data would then flow into an Access table. During the whole counting schedule, the data would accumulate into that Access DB and at the end of the day, a process would upload the new quantites into the stock count schedule tables, and set the flag to 'checked' in GP.. This is normally a process that happens when you enter the data thru the client side GUI.. filling it from the back end doesn't flip the switch automatically.

I don't recall the exact tables & fields, I'd have to look up my old scripts and processes, since we don't do it this way in my actual company.

The handhelds that were used used to run under Windows Mobiles 6.5 and we had purchased some Rapid Application Development tools to quickly create the entry screens and logic to drive a stock count.

The HH were used in the day to day operations to track production on the assembly lines by scanning bar-codes for the product code (UPC) and serial #. Again, I'd have to dig out my old notes to get more details on that.

Today, companies like Panatrack, BlueMoon & Aceellos are offering complete integarted solutions for GP.. At that time, we didn't need a full solution and the company didn't had the money for it :-).

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