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Stock Count Manager

Stock Count Manager

Updated over a week ago


The optional stock-taking module can be used in conjunction with a wireless scanner and the Wireless Mobility Server.


Please contact Datapel Sales if you would like to purchase this module.

  • Provides additional reporting allowing for count issues to be highlighted and resolved before recording adjustments.

  • Identifies missed counts.

  • Identifies duplicate counts.

  • Reduces manual entry errors.

The following Workflow describes how the Datapel Warehouse Management System is used to perform an inventory stocktake or stock count.

It is common for ALL warehouses to have mismatches between recorded stock OnHand (SOH) quantities and actual stock on shelf (SOS) quantities. These count errors are normally attributed to stock theft, incorrect picking of orders, loss or misplacement of stock, poor returns management procedure, and incorrect item counting at goods inward.

This document describes the Datapel Warehouse Management System's use and configuration for stock counting and stock adjustment procedures.

This document assumes the reader is familiar with WMS and Accounting software and has basic accounting/stock control procedure training.

Before beginning a stock count, the Warehouse Manager needs to prepare the warehouse for stocktaking.

Preparing for Stock Take
As with all activities, stock take requires some prior planning and allocation of responsibilities. Sales and receiving operations can interfere with the counting procedure and need to be controlled during the count. This typically involves “freezing” order picking, despatch, receiving for the period of the stock count.

It is recommended that all business managers, sales, purchasing, warehouse etc., agree on the scope of the stocktake and the duration of the activity.

Warehouse Management System Setup
Before starting the Stocktake, the following steps need to be completed within the Warehouse Management System:

  • All Sales, Transfers and assembly Orders with PICKED lines must have that stock physically removed from the allocated Bin. The stocktake is only concerned with freely available inventory, and it is assumed to be in its correct bin location. (PLEASE FOLLOW STEPS ‘’HOW TO RELEASE PICKED/PART-PICKED ORDERS’’ and then proceed to the next step).

  • All returned stock that has been returned to the shelf should be marked in the WMS as received.

  • All Receiving Orders marked as closed must have that stock put away in the designated Bin. All Purchase Bills in MYOB should be received and Put Away in WMS.

  • Perform a Maintenance Replication - Run the Sales and Stock reconciliation reports between MYOB – if at all possible correct the errors.

How to release Picked/ Part-Picked orders for Stock Take


Please only unpick orders using the pre-allocation method, meaning they are picked in the system, but the stock has not been removed from the Shelf.

All other allocated and physically picked orders should not be released/unpicked.

STEP 1. Run the Report for Picked orders.

Go to Reports > Sales > Sales Summary > Analyse Sales.

STEP 2. Untick ‘’Start date’’ as per the below image.

STEP 3. Go to Advanced Tab and tick Status ‘’Picked’’ as per the below image.

STEP 4. Press Generate Report.

STEP 5. Print report.

STEP 6. Follow steps 1-2.

STEP 7. Go to Advanced Tab and tick Status ‘’Part - Picked’’ as per the below image.

STEP 8. Press Generate Report.

STEP 9. Print report.

NOTE: These two reports been printed out for ‘’Releasing’’ Picked and Part-Picked purposes.

STEP 10. Open Despatch Register.

STEP 11. Select all the orders in your two reports as per the image below or manually one by one:

STEP 12. Right-click.

STEP 13. Select ‘’Release Orders’’. Now all the orders will be back in RTP Status.

Updating Stock Counts in WMS

Before updating Stock count BACKUP WMS and MYOB databases.

In WMS: File > Backup > Backup.

In MYOB: File > Backup.

To print the count list – select Reports > Stock > Count and choose the print options.
User can export the stock count sheets to Excel if you need to reformat or condense the report layout.

Once the count sheets are printed, staff can use them to check off the quantities of an item by Bin / Batch or Serial Number.

Detail Steps

  1. Back up your database, following your normal procedure.

  2. Go to "Tools" and then "Stock Count Manager..."

  3. Select "New..." to load the wizard.

The Stock Count Wizard

  1. Review new count instructions shown.

  2. Select "Continue...".

  3. Enter a reference number or accept the auto-assigned number.

  4. Enter a date for the count; in 99% of cases, this should remain today's date. The exception to the rule would be when producing paperwork on a Friday night for a stock count on Monday morning where no stock movement will be made over the weekend.

  5. Select the Count location; only one location can be counted per snapshot.

  6. Select the stock count manager.

  7. Click "Continue...".

  8. Choose from "Full Count" Or "Cycle Count Selection".

  9. When using cycle count selection, select the "..." box to the right of the selection to use the stock lookup assistant; when you have loaded the required items, select "Use Selected".

  10. Add a comment if required.

  11. Select "Continue...".

  12. Review the Step 3 Screen; It is recommended that there are no "On Hold" or allocated Stock groups for the items selected to count in the location.

    If you have stock "On Hold", ensure the stock is removed from the shelf and placed in the picked stock area, the user should not count this stock. Also, if you have stock physically picked, ensure the system has the stock mark as picked.

  13. Select "Continue...".

  14. "Ready to create Inventory Snapshot?" Ask that all use now refrains from using the WMS stock that you will be counting. Orders may still be entered but not picked.

  15. Select "Yes".

  16. The total number of Count tags created is shown; this is the number of individual stock records included in the snapshot.

  17. Select "Continue".

  18. Print count forms; if you prefer, the forms can be printed later.

  19. Create Backup.

  20. Select "Continue..." and review.

  21. Select "Continue..." to return to the stock count manager.

  22. The stock count snapshot is added to the register.

Editing a Snapshot

  1. Double click on the snapshot line in the register to review the snapshot details and update the available fields.

Cancelling a Snapshot

  1. Highlight the snapshot in the register.

  2. Select "Cancel..." from the sidebar.

Entering Counts

  1. Select "New Count Session..."

  2. Enter Comment

  3. Select Operator

  4. Select Counter

Manual Entry

  1. Enter details manually


Import Snap Tags

Select "New Count Session..."

Select "Import Snap Tags..."

Enter starting tag number or accept the default to load all tags.

Enter Ending tag number or accept the


Import Tag STF

Select "New Count Session..."

Select "Import Tag STF..."

Locate and select CSV file

Click Open

File will import

Select exit with a session report.

Wireless Mobility Server


Count Tags…

Snap tags report can be filtered and sorted or sent to excel for further analysis.

Session Count(s)...

List of entries of counted items.

Duplicate Count(s)...

List of Snap tags counted twice.

Snap Reconciliation...

List of uncounted snap tags.

SnapShot Exceptions...

List of Snap tags that have been missed, duplicated, or the wrong details entered against a tag number.

Tag Exceptions...

List of entered counts that have been duplicated or the wrong details entered against a tag number.

Variance Analysis...

List of the count's v's the tags with details of variance in quantity and Value.


  1. Some actions are restricted by the user's access rights found in tools, User Management and some actions may require the superuser login.

  2. Lot = 0 for all untracked items and 1 for batch tracked items in systems where lot numbers are not utilised.

  3. Expiry = 0 for untracked items.

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