Step 1

Create a New Stock Take. (see image below)

When the stock take is created, Smart-IT records the theoretical quantity on hand for the selected inventory.

This theoretical quantity is the system quantity used for comparison with the physical count.

Step 2

Select Stock Take Filters

Before creating the stock take, select the inventory to be included.

Inventory Group

Select an inventory group if you only want to count specific groups of stock.

Bin Location

Select a bin location to limit the stock take to a specific storage location.

Supplier

Select a supplier if you only want to include stock supplied by a particular supplier.

Set Counted To Zero

Set Counted to Zero sets the Counted Quantity to zero for the selected stock items.

This is useful when you want any item that is not physically counted to be treated as having zero stock.

Normally, the Counted Quantity initially reflects the system's On Hand Quantity. If an item is not counted—for example, because it is not found in the store—the Counted Quantity can be set to zero so that the item appears as a stock variance.

Example:

•System On Hand Quantity: 10

•Physical Count: Item not found

•Counted Quantity: 0

•Variance: -10

Use Buying Units:

Select Use Buying Units if stock quantities should be displayed using the item's Buying Unit instead of its selling unit.

Consignment

Select Consignment if the stock take should include only consignment stock.

Has Transaction

Select Has Transaction to include only stock items that have had transactions.

This is useful when there are many active stock items that have never been purchased or sold, as it creates a smaller and more manageable stock take.

Step 3

Generate Stock Take

After selecting the required filters, click:

Create Stock Take

Smart-IT creates the stock take using the selected criteria and records the theoretical stock quantities.

Step 4

Open the Stock Take for Processing

Go to: Stock Take Report to Process tab (see image below).

Step 5

Print the Stock Count Sheet

Configure the required print options and click Print to generate the Stock Count Sheet.

Recommended Print Options

Show only active items: Excludes inactive stock items from the Stock Count Sheet.

Only Print Where Stock on Hand Is Greater Than 0

Limits the Stock Count Sheet to items that currently have stock on hand.

Important

The physical stock should be counted before stock is moved into or out of the warehouse.

Ideally, do not sell, receive, transfer, or otherwise move stock while the physical count is taking place.

Normal stock operations can resume after the physical count has been completed.

Step 6

Enter or Import Counted Quantities

Right-click the created stock take in the Stock Take Report and select Open Stock Take.

(You will also see an option for Sectioned Stock Take Count, click here for an explanation.)

Enter the physical quantities counted in the Counted column.

You can either:

•Enter counted quantities manually.

•Import counted quantities from a CSV or Excel file.

Variance

The difference between the theoretical quantity and the physical counted quantity.

The variance identifies stock shortages or surpluses that need to be investigated and, when the stock take is processed, adjusted in the system.

Step 7

Show Differences

Use Show Differences to display the differences between the stock take's theoretical quantities and the physical quantities entered in the Counted column.

The differences are also referred to as stock variances or stock take variances.

Review the differences before processing the stock take.

Step 8

Process the Stock Take

After checking the counted quantities and variances, click:

Process

Processing the stock take finalizes the count and updates the inventory records based on the counted quantities.