Inventory > Stock Take System > Transaction Processing > Stock Take Confirmation

Stock Take Confirmation

You use this program to confirm details of the stock take capture process and to update the live inventory file with the captured quantities.

Toolbar and menu

Field Description
Start Processing

Select this to process the stock take confirmation.

Refer to Confirmation routine and Notes and warnings.
Print Select this to print the information currently displayed in the Stock Take Confirmation Error Report and Stock take Confirmation Report output panes.
Save Form Values This option is only enabled in Design mode (Automation Design). Your selections are saved and applied when the program is run in automated mode.

Form values and defaults are applied at operator level. They are not saved at role or group level.

Confirmation Options

Field Description
Warehouse information  
Warehouse Indicate the warehouse for which you want to confirm details of the stock take capture process.
Warehouse description Indicates description of the Warehouse.
Options  
Abort if exception lines exist

Select this to abort the confirmation process if a variance between the captured quantity and the saved quantity exceeds the specified value or percentage configured in the Inventory Setup program.

This applies only when a non-zero value is entered at the Maximum permitted field for stock take variance option (Inventory Setup).
Update original quantity received

Enable this to update the OrigQtyReceived field for the lot in the LotDetail table with the adjustment quantity made.

This option is disabled by default, and only applies to lot traceable items.

[Note]

Refer to the Original Quantity Received for Lots section in Notes and warnings for additional information on the consequences of enablng/disabling this option.
Nett warehouse level FIFO adjustments

This option only applies when the warehouse included in the stock take selection uses FIFO costing and Multiple bins are in use.

When enabled, and the total counted quantity equals the total saved quantity, then the FIFO buckets are not adjusted, but the bins could be adjusted. The FIFO buckets are only updated as follows when the total quantity captured for the stock code has changed:

  • Decreased stock (counted quantity less than saved quantity) - diminish from the oldest FIFO bucket to the most recent FIFO bucket for the stock code in the warehouse.

  • Increased stock (counted quantity more than saved quantity) - add to the most recent FIFO bucket for the stock code in the warehouse.

  • If the counted and saved quantities are the same, but adjusted within the bins, then:

    • when this option is enabled, the FIFO buckets are not adjusted.

    • when this option is not enabled, the FIFO buckets are adjusted.

If this option is not enabled, then adjustments are posted on a bin by bin basis per stock code in a warehouse.

See also Confirmation routine.
Posting information  
Current month This indicates the period into which the confirmation will be processed.
Current year This indicates the year into which the confirmation will be processed.
Change Period

Select this to use the Change Posting Period program to post to a previous posting period.

This can be used to confirm a stock take for a previous period, providing that the period is open. This means that if you perform a stock take over a month end and confirm the stock take after running the Inventory Period End program, you can use the Change Period function to confirm the stock take for the previous month.

The Inventory module must be linked to the General Ledger in either detail or summary (General Ledger Integration) if you want to change the period in which the stock take is confirmed.

Refer to Notes and warnings.
Posting period This indicates the period into which the confirmation will be processed.
After processing completed

These options are displayed within programs that can be automated. They enable you to indicate the action you want to perform once processing is complete (see Automation Design).

Stock take Confirmation Error Report

This pane displays the results of the processing function you selected once processing is complete (unless you selected the option to close the application from the After processing completed section).

[Note]

The report only displays the items, bins or lots which cause the stock take confirmation to fail.

For example, if an item has two bins, one of which causes the stock take confirmation to fail, then only the details for that bin is included on the report. The same applies to lots.
Column Description
Stock code Indicates the code of the stock item.
Description Indicates the description of the Stock code.
Bin Indicates the bin location of the stock item.
Saved quantity Indicates the quantity on hand according to the system at the time the Stock Take Selection was generated.
Captured quantity Indicates the quantity counted and entered using the Stock Take Capture program.
Current free quantity This is the quantity on hand less quantity allocated plus quantity on backorder.
New quantity on hand This is the quantity that would now be the on hand quantity for the bin or the lot or the stock code if the stock take confirmation had run without errors.
Error message The details of any errors encountered in the confirmation of the item are displayed in this column.

Stock Take Confirmation Report

The information in this pane is displayed once processing is complete, providing you did not select the option: After processing completed > Close this application.

The details of the journal created for the confirmation are displayed. A message indicating that the confirmation was completed for the select warehouse is also displayed.

If any errors were encountered during the stock take confirmation, then nothing is displayed in this pane.

You use the After processing completed options to print or email this information.

Confirmation routine

The stock take confirmation is processed as follows:

  • The first phase of the program scans the Stock take master file/table to verify that the stock update can be performed.

    The process aborts if:

    • there are missing ledger interface entries
    • there are missing warehouse records
    • there are missing bins
    • the update would cause the stock on hand value to become negative when negative stock is not allowed (Inventory Setup)
    • the difference between the saved and the counted (captured) quantity is greater than the permissible variance defined against the stock take variance option (Inventory Setup).

    • the Abort confirmation if exception lines exist is enabled and the difference between the saved and the counted (captured) quantity is greater than the permissible variance defined against the stock take variance option (Inventory Setup).

      The error: 'Quantity captured is outside the acceptable variance' is printed on the Stock Take Confirmation Error Report.

  • The second phase is the update phase, in which the Inventory warehouse file/table is adjusted, and the difference between the saved and the captured quantities is added to the month-to-date adjustment field.

    • The current Inventory on hand quantity is updated with the difference between the counted stock and the original on hand quantity (stored when the stock take was started) as follows:

      • If you selected the capture method Increase (Stock Take Confirmation) then the inventory on hand quantity is adjusted by the difference between the stock on hand at the time of registering the stock take and the actual quantity counted.
      • If you selected the capture method Replace, then the inventory on hand quantity is replaced by the counted (captured) quantity.

    • If the quantity counted is greater than the original quantity on hand, a positive inventory adjustment is performed. If the quantity counted is less than the original quantity on hand, a negative adjustment is performed. These are treated as inventory adjustments.

    • FIFO records are updated for warehouses where the costing method is set to FIFO (Warehouses).

      • If you are using FIFO or LIFO costing (Inventory Setup) and the FIFO/LIFO bucket selected by the system has a zero cost, then the Stock Take Confirmation program updates the FIFO/LIFO buckets as follows:

        • if you selected the option: Use zero cost bucket for returns (Inventory Setup) then the returned quantity is put into that bucket and no change is made to the unit cost of the bucket.
        • if you have not selected the option: Use zero cost bucket for returns (Inventory Setup) then a new FIFO/LIFO bucket is created with the returned quantity and the current warehouse cost.

      • If you are using FIFO costing (Inventory Setup) and the FIFO bucket selected by the system does not have a zero cost, then the last FIFO bucket is updated.

      • If you are using FIFO costing (Inventory Setup) and Multiple bins apply to the warehouse and you enabled the option: Nett warehouse level FIFO adjustments, the total expected stock quantity for a stock code against all bin locations in a warehouse is compared to the counted quantity of all the stock code quantities across all the bin locations in that warehouse. The FIFO buckets are only updated when the total quantity captured for the stock code has changed.

  • If Inventory is linked to General Ledger (General Ledger Integration) then a journal record is created. In addition, the records pertaining to the stock take master file are deleted (including any ticket number records) and the warehouse control record is updated to indicate that a stock take is no longer in progress.

Notes and warnings

Prerequisites

  • Before confirming the stock take, you should generate the Stock Take Variance report to identify the stock items responsible for the variance value which is ultimately posted to the General Ledger. The stock take confirmation should only be run after the variances have been investigated and found to be acceptable.

Processing considerations

  • Regardless of whether stock is allowed to go negative, the stock take confirmation is aborted if it will result in a negative on hand quantity for an ECC-controlled item.

  • Irrespective of the whether a stock item is on full or partial hold (Stock Codes) it is updated by the Stock Take Confirmation program if it was included in the stock take (Stock Take Selection).

  • If any errors are encountered, then the entire confirmation process is cancelled, which means that none of the stock items are updated.

  • If you confirm a stock take into a previous period, then the closing Inventory balance for that period is changed, which changes the opening balance for the following period.

    This is assuming that a stock take variance exists.

    There will therefore be a difference in the balances on inventory reports (such as the Inventory Valuation and Aged Inventory Valuation) printed before and after the stock take confirmation was processed.

    The current unit cost (Warehouse cost) is used to process the confirmation. When you generate the Stock Take Variance report, you can use the options: Cost on stock take file and Cost on warehouse file to view the differences between the costs of the items at the time the stock take was selected and the costs of the items at the time the stock take was confirmed.

  • If the Available quantity in Inventory Query - Warehouse values is less than or equal to zero, then the Stock Take Confirmation program cannot confirm a negative adjustment as this would cause the stock to go negative.

    If this Available quantity is less than or equal to zero but the Quantity on hand is greater than zero, then it means that stock is allocated to sales orders or incomplete WIP jobs.

    For example:

    You process a sales order for a quantity of 20. According to the system, you have 20 available, so the entire quantity is placed into the ship field on the order. You perform a stock take, and you count and capture a quantity of 15. When you attempt to confirm the stock take, the error: 'Quantity will go negative' is printed on the report and the confirmation is cancelled.

    When you process a sales order, the stock on hand is only reduced when the invoice is generated. When you do a stock take confirmation, the stock on hand is updated immediately. The system does not allow you to sell stock that you do not have (i.e. You are trying to sell 20, but only physically have 15 in stock). To solve this problem, you need to maintain the sales order and either place 5 on back order, or the entire 20 on backorder. The stock take confirmation will then update the stock to 15 as counted and captured.

Original Quantity Received for Lots

The OrigQtyReceived column in the LotDetail table is used as a control when receiving in lot traceable items to ensure that you cannot credit or return more than originally received when, for example, processing a credit note in Sales Order Entry or processing a negative material issue using the WIP Job Issues program.

When the quantity being credited exceeds the quantity in the OrigQtyReceived column, you will be unable to process the credit transaction, irrespective of the Quantity available or the Quantity on hand for the lot.

The OrigQtyReceived column should only be updated when receiving in stock using from an Inventory receipt, a Job receipt or a Purchase order receipt. However, it can be manually updated when adding a new lot using the Lot Maintenance program by entering a positive quantity in the Original qty received field. It can also be updated by enabling the Update original quantity received option when processing adjustments using the Stock Take Confirmation program or the Inventory Movements program.

It is important to note the following when processing adjustments for lot traceable items using either the Inventory Movements or Stock Take Confirmation program:

  • If you do not enable the Update original quantity received option, then you may not be able to process credit notes or negative material issues at a later stage, as the OrigQtyReceived will be insufficient to do so.

  • The option to update the original quantity received was only introduced into the Inventory Movements and Stock Take Confirmation programs in SYSPRO 7 Update 1, so adjustments processed prior to this will not be included in the OrigQtyReceived.

  • The Update original quantity received option must be consistently applied when processing adjustments in these programs. You should not sometimes enable the option and sometimes not enable it, especially when processing negative adjustments, as this can result in inconsistent results in the OrigQtyReceived column, which could lead to problems when you try to return an item to the lot.

    Note that the Update original quantity received option is disabled by default.

  • It is possible for the original quantity received column in the LotDetail table to contain a zero or even a negative quantity when you do not consistently enable the Update original quantity received option.

    For example:

    The following steps will result in a negative value in the OrigQtyReceived column of the LotDetail table:

    1. Using the Lot Maintenance program, you add a new lot and you leave the Original qty received field as zero.

    2. Using the Inventory Movements program, you process a positive Adjustment for a lot traceable item using this new lot and you do not enable the Update original quantity received option.

    3. Using the Inventory Movements program, you process a negative Adjustment for the same lot traceable item and lot number, but this time you enable the Update original quantity received option.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.