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Stock Take

Overview

A Stock Take in Vinsight is the operation of adjusting stock item levels so that their recorded units in stock reflect what you physically have in stock.

 

Overview of Workflow

The basic workflow of a Stock Take is as follows:

  1. Download a spreadsheet from Vinsight that includes the Stock Items you want to adjust.
  2. Populate the spreadsheet with the correct stock levels.
  3. Upload the new spreadsheet back to Vinsight.
  4. The system will then go and create a Purchase Order for each location and receive them for you automatically.

Detailed Workflow

The first step to doing a Stock Take in Vinsight is to go to Stock Items in the  Count > Stock area.  From there you can click on the “Stock Take” button:

StockTake

 

This will open up the Stock Take view.  Here you need to tick all the areas you are interested in adjusting. You can refine the spreadsheet by Location and by Stock Item type.  If you leave everything unchecked, the spreadsheet will contain all stock items for all locations:

 

 

Stock Take 1

 

Also note that you can change the date that the stock take applies to.  For example, you could do a Stock Take for the end of the previous month after the fact.  Stock that is adjusted for a day in the past will come in to effect at the end of the selected day:

ST AsAT

 

Click “Download Stock Take Spreadsheet” to download the spreadsheet to your computer. If you browser asks, you should press “Save”. A good place to save it is on your desktop, so that you can easily access it again when you are uploading it back to Vinsight:

Stock Take Downloaded

image

 

Now open the file that you saved in Microsoft Excel. It will look like this:

ST spreadsheet

Enter the new unit in stock number under the column “Correct Units In Stock” (NB: If you type in the Current Units or make both columns the same the system will not see this line as needing adjusting).

You can also choose to edit the “Or Net Adjustment” column instead of “Correct Units In Stock”:

ST Adjusting

 

Save the spreadsheet, it may ask you if you are happy to save in csv format, just say yes:

image

 

Now take the saved spreadsheet file and either drag it in to the box at the bottom of the Stock Take view or click on the button to browse your file system for it:

image

Once you have uploaded the spreadsheet, you will be taken to this page:

ST Confirm

Here you can select reasons as to why the stock items are out of sync, for example “Breakages” or “Losses”.  In the table, you should check all the lines that relate to that reason, and then press “adjust stock”.  If you have multiple reasons, just do them one at a time. After each adjustment, you will be taken back to this page to select more items and give them a different reason.

 

Pressing “adjust stock” will automatically create a Purchase Order for each different location of the selected items. It will use positive quantities to increase the stock level and negative ones to decrease it. The Purchase Order will be given a contact with the same name as the account reason you chose above. Then the Purchase Order will be automatically received to the correct location for you, so you don’t have to do anything after that.

When everything has finished, you will be presented will this screen. You can now close the view:

ST Success