Description

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 use and configuration of the Datapel Warehouse Management System for stock counting, 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.

Detail Steps

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 Stock, Take the following steps to 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 Accounting software should be received and Put Away in WMS.

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


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

IMPORTANT!

Please only unpick orders which are 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 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: Then 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: Then Press Generate Report

STEP 9: Print report

NOTE: These two reports have 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 Accounting software databases.

To print the count list – select Reports – Stock – Count and choose the print options:
The stock count sheets can be exported to Excel if you need to reformat or condense the report layout.

Once the count sheet s is printed, staff can use it to check off the quantities of an item by Bin / Batch or Serial Number.


Performing a MANUAL Stock Take

When performing a manual count, it is typical to assign two roles: the counters and the recorders.


The counters typically start ahead of the recorders/checkers; they are assigned areas or product lines and are given count sheets with the ACTUAL COUNTS MASKED OUT. That way, there is no tendency to estimate counts based on current figures in the system. The counters will mark their respective sheets with names and highlight items they have counted. The use of post-it notes to mark off completed bins/bays is also suggested.

The recorders have Count Sheets that show the actual system SOH counts – they follow the counters and update their count sheets.

 

Updating Stock Counts in WMS

Once the stock counts are collated by the recorders and presented to the Warehouse Manager, they must be loaded into the WMS. This is done using the Stock Adjustment form. There are options to enter these directly into the stock Adjustment form, OR more typically, a STOCK TAKE FILE (STF) is created in EXCEL and then IMPORTED into the WMS to bulk update the item counts.

ONCE the STF information has been loaded into the WMS Stock Adjustment screen, and the counts verified the Adjustment should be recorded and labeled STOCKTAKE (as the comment).

If required, a corresponding Adjustment should be synchronised with Accounting software and reconciled against the various COGS/COS Accounts to ensure stock Value On Hand is correct.

Importing the Created Stock Take File (STF)
 
1. Open up WMS
2. Click on the “Items List” icon at the top of the screen.

3. Click on any item on the list
4. Right-click on the item so that it now appears highlighted, and a drop-down also will appear.
5. Choose “Item Adjustment.” The Stock Adjustment screen will open up.

6 . On the top left-hand corner, there is a “Select location” field; click on the drop-down box and choose the location of where the stock take is occurring.

7. On the right-hand side of the screen, there is an “Adjustment by” field; click on the drop-down box and choose the name of the list of who is making the adjustment. [This will probably be you]

8. In the comments field, type in the following: [location-stock count adjustment-Date]

E.g., Sydney Stock Count Adjustment 16 Jun 2021
9. At this point, you can now click on the “Import STF” field, which appears on the left-hand side of the screen, about halfway down.

10. At this point, an “Open” screen will appear, asking you to choose the stocktake file you created. [If you’re unsure what the file name is, you can always identify it by the date of the file as well]. Remember your created file, and the creation date will obviously be quite recent.

11. Once you click on this file name, click on the “Open/Upload” button. Your data will now appear on the screen.
12. Click on the “Record Adjustment” field on the bottom right-hand side of the screen.

13. Click “OK.”
 
A message will now appear asking you something similar to the following:

“This action will create an Adjustment as an Accounting software item purchase” Click on OK.
 
Occasionally a message might appear saying that the replication to Accounting software had failed.
 
14. At this point, all you can do is click on the OK option. A manual replication will now have to be done in Accounting software. The reasoning behind the failure might require assistance from Datapel Support.
 
If the replication to Accounting software is successful. Then the stocktake procedure is complete.

 
CONVERTING WMSadjust file in MYOB to a bill.
 
Log on to MYOB.
 
Click on the “Purchases” icon.
 
Click on “Purchase register.”
 
Click on the “Quotes” tab.
 
The last entry will describe your site [Sydney etc.] in the “Supplier” column.
 
Double click on this entry. This will open up your stocktake adjustment screen.
 
On the bottom of the screen, there is a “Bill” button. Click on this option.
 
On the bottom right-hand side of the screen, there is a “Record” button.
 
Click on the “Record” button.
 
At this point, you will receive a message on the screen. Click OK to this message.
 
The stocktake procedure is completed in MYOB.

CONVERTING WMSadjust file in Xero to a bill.

Log on to Xero.
 
Click on the “Business” icon.
 
Click on “Purchase Orders.”
 
Click on the “All” or “Approved” tab.
 
The last entry will describe your site [Sydney etc.] in the “Supplier” column.
 
Double click on this entry. This will open up your stocktake adjustment screen.
 
On the top of the screen, there is a “Mark as Billed” button. Click on this option.
 
At this point, you will receive a message on the screen. Click OK to this message.
 
The stocktake procedure is completed in Xero.


 
 
Note: Please process full (maintenance) replication in WMS and run Reports > Stock > Reconciliation to ensure your report is blank and the stocktake process is done correctly.

How to re-pick released Picked/ Part-Picked orders for Stock Take

IMPORTANT!

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

Before re-picking orders, please run the Stock and Stock Reconciliation report again to ensure Stocktake was successful.    

STEP 1: Take your previously printed reports with a Picked Part-Picked order list.

STEP 2: Go to Despatch Register

STEP 3: Select orders in the report that is in your PICKED orders list. DO NOT SELECT PART-PICKED ORDERS IN THIS STEP

STEP 4: Right-click

STEP 5: Select Quick Despatch > Pick Orders

STEP 6: All Picked orders will be in Picked status again as per your Report.

STEP 7: Select one by one PART-PICKED orders and Pick the line item shown on your report.


Related Information

Stock Taking