Stock Take Selection

This program lets you select the stock codes you want to include in a stock take count. The selection of stock items to count is the first step in the stock take process.

Exploring

Once you've selected the items to count, you typically print a stock take form (using the Stock Take Forms program) against which you record the counted quantity of each item.

You can also print stock take tickets for a selected range of items you are counting within a warehouse using the Stock Take Tickets program.

This program is accessed from the Program List of the Syspro menu:

  • Program List > Inventory > Stock Take System > Transaction Processing

A stock code is a number that uniquely identifies an inventory item that is bought or manufactured and which is typically stored in one or more warehouses.

All activity relating to the forecasting, purchasing, manufacturing, stocking and selling of a stocked item is tracked by means of the stock code.

A stock code can be linked to one or more lot numbers if the item is defined as lot traceable. If there is a warranty, the stock code can be defined as serialized and linked to one or more serial numbers.

Starting

  • If you want to take stock of items that are traceable or serialized (or if you are using multiple bins) then you should run the Balance function of the Inventory Period End program before using the Stock Take Selection program.

    This is especially necessary if you have encountered errors during the processing of lot traceable or serialized items.

  • If you intend counting serial numbers and using the serials as the basis of the stock take, then you should first run the Serial File Balance Report to identify any discrepancies between the on-hand quantity for a stock code within the serial tracking system and the on-hand quantity within the warehouse file.

    This should be done even if no errors have occurred during the processing of serialized items, as any discrepancies need to be resolved before processing a stock take.

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

The following items are excluded from the stock take:

  • Traceable items residing in the inspection warehouse.
  • Stock items defined with the following part categories:
    • G - Phantom part
    • K – Kit part
    • N - Notional part
    • P - Planning bill
    • S - Subcontracted
  • Serialized items for which not all bins have been included in the stock take.
  • In a multiple bin warehouse (where FIFO is in use) you won't be able to select a single or range of bins, as the entire warehouse needs to be included in the stock take. As FIFO buckets are not linked to bins, all bins need to be counted to balance the quantity in the FIFO buckets with the quantity in bins (e.g. in case of an adjustment).
  • If Multiple bins in use is not selected against the warehouse, you cannot change the default bin when there is a stock take in progress for the warehouse regardless of the stock code/bin selection.

Solving

The following items are excluded from the stock take:

  • Traceable items residing in the inspection warehouse.
  • Stock items defined with the following part categories:
    • G - Phantom part
    • K – Kit part
    • N - Notional part
    • P - Planning bill
    • S - Subcontracted
  • Serialized items for which not all bins have been included in the stock take.

You can define up to 160 stock codes to be selected for the stock take.

Using

  • Columns in a listview are sometimes hidden by default. You can reinstate them using the Field Chooser option from the context-sensitive menu (displayed by right-clicking a header column header in the listview). Select and drag the required column to a position in the listview header.

  • Fields on a pane are sometimes removed by default. You can reinstate them using the Field Selector option from the context-sensitive menu (displayed by right-clicking any field in the pane). Select and drag the required fields onto the pane.

    The captions for fields are also sometimes hidden. You can select the Show Captions option from the context-sensitive menu to see a list of them. Click on the relevant caption to reinstate it to the form.

    If the Show Captions option is grayed out, it means no captions are hidden for that form.

  • Press Ctrl+F1 within a listview or form to view a complete list of functions available.

Referencing

Field Description

Start processing

This applies your selections and begins the stock take.

A snapshot is taken of the selected inventory at the current time (i.e. the costs and quantities for the selected stock items are saved). Therefore, inventory movements that are processed against the selected stock items after you have run the Stock Take Selection program, are not reflected against the saved quantity.
Print

This prints the information currently displayed in the listview, Report or output pane.

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 (i.e. they are not saved at role or group level).
Field Description
Warehouses  
Warehouse selection

This lets you select a single or defined list of warehouses to include in the stock take.
Warehouse This lets you indicate the single warehouse for which to perform the selection.
Warehouse description This displays the description of the selected warehouse.
List of warehouses This lets you indicate a list of warehouses in which to perform a stock take.

The system treats each warehouse as a separate stock count, i.e. you will have to confirm the stock count in each warehouse separately.
Options  
Include zero quantities on hand

This lets you include stock codes in the stock take that have a zero quantity on hand.
Include stock on hold

This lets you indicate whether you want to include stock codes that are currently on hold.

Includes stock codes that are on hold in the stock take.

Excludes stock codes that are on hold from the stock take.

Includes only stock codes that are on hold in the stock take.
Include stock with a supersession date

This lets you indicate a specific supersession date for which to include stock codes in the stock take.

If this option isn't selected, all items with a supersession date are ignored.
From supersession date This lets you indicate the specific supersession date for which to include stock codes in the stock take.
Part category

This lets you indicate a specific part category for which to include stock codes in the stock take.

Select All to include stock codes irrespective of their part category.
Show results in the listview

Select this to load results as follows:

  • Stock codes included in the stock take are displayed in the Selected Stock Codes Report pane.
  • Stock codes excluded from the stock take are displayed in the Excluded Stock Codes Report pane.
License plate numbers  
LPN selection This lets you indicate the LPNs you want o include in the stock take.
From license plate number This field will be activated if the Range LPN selection option was selected. Select the From LPN.
To license plate number This field will be activated if the Range LPN selection option was selected. Select the To LPN.
List of license plate numbers This field will be activated if the List LPN selection option was selected. Define a list of LPNs.
Stock codes  
Stock code selection

This lets you indicate the stock codes you want to include in the stock take.

You can define up to 160 stock codes for the stock take.
Supplier  
Supplier selection This lets you indicate the suppliers for which you want to include stock codes in the stock take.
Bin location  
Bin location selection This lets you indicate the bin locations for which you want to include stock codes in the stock take.

You can't select a single or a range of bins when any warehouse included in the stock take selection uses FIFO costing and multiple bins. In this case, all bins are automatically included for the warehouse selection.
Product class option  
Product class selection This lets you indicate the product classes for which to include stock items in the stock take.
Cycle count option  
Cycle count selection

This lets you indicate the stock items you want to include in the stock take, based on the cycle count defined against the item.

The number of times you want to count a stock item is defined against the Quantity cycle count field in the Stock Code Maintenance program.
Unit of measure option  
Unit of measure selection This lets you indicate the units of measures of the stock items you want to include in the stock take.
Warehouse ABC classes  
Warehouse ABC class selection

This lets you indicate whether the ABC class must be used to select stock codes for the stock take.

The Stock Take Selection program selects stock items for the specific warehouse being counted.

If you want items to be selected based on the ABC classification, then you must ensure that the ABC analysis required option is enabled against the stock items in the Stock Code Maintenance program and that the ABC Analysis report is processed for each warehouse for which a stock take is required.

This lets you include all stock items in the stock take, regardless of their ABC classification.

This lets you select specific classes of stock items you want to include in the stock take.
'A' items This indicates that 'A' class items must be selected for the stock take.
'B' items This indicates that 'B' class items must be selected for the stock take.
'C' items This indicates that 'C' class items must be selected for the stock take.
'D' items This indicates that 'D' class items must be selected for the stock take.
Warehouse default bin selection

This option is only available when the warehouse is not using multiple bins (i.e. multiple bins is not enabled).

Indicate a selective range of warehouse default bins for which you want to include stock codes in the stock take (i.e. this lets you select items based on the warehouse default bin).
After processing completed

These options are displayed within programs that can be automated. They let you indicate the action you want to perform once processing is complete.

Print the report

This generates a report after processing is complete.
Email the report

This emails the report to selected recipients after processing is complete.
Email recipients

This indicates the email addresses of recipients to whom you want to email the information displayed in the output pane.
Close this application

This exits the program once processing is complete.

Don't select this if you want to be able to view the information on screen when processing is complete, or you want to print or email the contents of the Report pane.

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).

Information is only displayed in this pane if you selected the Print this report option from the After processing completed section.

This pane displays the stock codes that have been excluded from the stock take.