K8 Help - MKM Learning Centrelearningcentre.mkmbs.co.uk/Assets/Knowledgebase/Custom...K8 Help Stock Take V.01 MKM IT Department | K8 Help | 09 Stocktake Guide.docx Page 1 of 11 Introduction

K8 Help Stock Take V.01

MKM IT Department | K8 Help | 09 Stocktake Guide.docx Page 1 of 11

Introduction

This document takes you through the full stock take procedure including all preparation you need to do before

the stocktake itself.

3 to 4 weeks prior to the count

The first part of these instructions provides guidance on the tasks that should be carried out in preparation for a

stock take and should be undertaken in the weeks leading up to the event.

Update KZ99A products

In order to mark any products you have set to KZ99A to Non-stock (in effect removing them from your Check file)

run the Update KZ99A report found on the Stocktake tab:

Generate and print your check file

Go to the Stocktake tab:

Click Generate Check File

under Prep

Click Yes to confirm

Click Update

KZ99A

Tick to UPDATE

records

Click OK


In the next pop-up window:

Back on the Stocktake tab

The system will email you a PDF of your check file, use it in the normal way.

Select Full stock

check

Select Generate in

strict bin order

Click Print

Check List

Leave all settings

as default

Print

Select Print Report to

EMAIL then click Print

Click Generate


Amending Bin Locations (Stock Maintenance Workplace)

Please refer to the amending bin locations document on the Intranet Click here or go to the Intranet > IT Support

Tab > Kerridge How To Guides > Stock Maintenance Workplace Guide.

If you need to remove a product from your stock file add it to location KZ99A the product will then be removed

from your final stock sheets. The product must have no free stock; no stock allocated to customers and no

outstanding purchase orders.

In the weeks prior to the count run the following reports

Stock cost < 1p

Stocktake > Stock Cost < 1p

Stock with no location

Stocktake > Stock No Location. Run this until you are happy the report is

as clear as possible

http://intranet/ITSupport/IT%20Documents/Kerridge%20How%20To%20Guides/Stock%20Maintenance%20Workplace%20Guide.pdf


The week of the count

In the week leading up to the count right up to the moment you Re-Freeze stock on the Friday pm (28th Feb 2014),

there are a number of areas that you will need to check and clear where appropriate. These areas are:

Unfinished SOP Transactions by Operator

Stocktake > Open SOP Transactions

Order Margin Review

Sales order processing > Tools > Snap shot / OMR

Goods Inwards Receipts

check that all goods have been booked in

Supplier Returns – Not Grn’d

Stocktake > O/s Purchase Returns not GRN’d - have the goods been returned if so confirm the returns to supplier.

Thursday (day before stocktake)

Generate and print your final check file - these will be your stock sheets. Please print these and put them in a

safe place for the Friday night of the stock take

If you have any issue’s please contact the IT Department for further assistance

Enter a Required

date and leave as

Show all

Click OK


Friday – (Day Month Year) The Count

After Confirming all Sop’s/Clearing OMR and Grn’s

Friday night after close of business go to Stocktake Tab > Stocktaking:

Append to Check File

This option must be taken immediately before Re-freezing the stock.

Stocktaking > Append to Check File

Ensure you tick the boxes Full stock check & Generate in strict bin order

This compensates for all the non stock and special items ordered and receipted between generating your Stock

Sheets and Re-Freezing your Stock.

Re-Freeze Stock

This takes a snapshot of your up to date stock quantities for use in calculating discrepancies. This process should

only be run once, all stock movements (i.e. sales, credits, goods receipts etc.) must have stopped.

Stocktaking > Re-Freeze Stock

Input the count

Stocktaking > input count

Enter the page number from the input sheet and press ‘TAB’ to get to the ‘Counted Quantity’ field. Enter the

count quantity (ensuring that zero is entered if there was a zero count – don’t just ‘TAB’ over the quantity) and

then press ‘TAB’ to move onto the next line. Continue down the page until all counts have been entered. The

page will be saved automatically once completed. You can then press ‘NEXT’ or ‘PREVIOUS’ to move on or you can

enter the new page number for the next sheet that you wish to input. If the ellipsis appears, this means that you

have a tally facility available for timber items.

Select Full

stock check

and Generate

in strict bin

order

Click Append

Click Freeze

then click OK

on the pop up

window

Click Freeze

then click OK

on the pop up

window

Click Exit


Any items added by the Append to Check File will be added on screen at the end of the Input Stock Count list.

The location will show as B, L or T

Be aware that if you enter stock quantities (other than zero) against these additional ‘on screen sheets’. You could

be doubling the stock count as these will more than likely be also entered against rough sheets in the location

where they are found.

Input counts from rough sheets

Stocktaking > input rough sheet

Press ‘ROUGH SHEET’ and then select the sheet type and the click ‘OK’. Then select the product and enter its

location and count quantity. Continue until you have entered all items for this product type. If you have any items

for a different product type i.e. Timber, press ‘ROUGH SHEET’ and select the new product type to continue with

the entry. These sheets are automatically saved so you can exit safely at any point.

Endorse the actual rough sheet with the screen page number. This will follow on from the last pre-printed sheet

number and is helpful for double checking quantities and errors later.

Enter Page

number

Enter Sheet

quantity

Click Rough Sheet

Set to Units or Timber

Click OK


Counts Not Entered.

Stocktaking > counts not entered

Press ‘PRINT’ and the report will be produced.

Any entries found can then be entered via the ‘Input Stock Count’ routine.

For Branches that do not finish the count on the Friday, it is a requirement to adjust any stock counted on the

Saturday for any Stock sold that day.

Discrepancy Report

Having entered the count you will need to run the New Discrepancy Report. Please follow the new procedures.

This report should be checked and corrections or amendments made via the ‘Input Stock Count’ routine please

follow the instructions below.

On the Stocktake tab:

Endorse the Rough

sheet with the screen

page number. This will

follow on from the last

pre-printed sheet

number

Click Discrepancy

Report Stage 1

Select Run

Discrepancy

Stage 1

Click OK


The first stage of the reporting system will run. One complete, you will see a message on screen asking you to

proceed to stage 2:

A further window will open up. You may need to maximize this to see all the contents.

Within the window, your branch should be displayed. Please check this is correct before proceeding.

To generate a new report, enter the required discrepancy cut-off value in the blue box. By default, the report will

show all discrepancies for all products. If you wish to break this down by product type, i.e. building, lightside,

timber, you can select just to include one of these product types - product codes starting with B, L or T.

Click Discrepancy

Report Stage 2

Click to Maximize

the window


Click the ‘Submit’ button to generate your report.

A second page will display your reports. If you have requested a new report, it may take 10 – 20 seconds for this

to be generated

To view a report, click the blue underlined text. This will open the report as a PDF document:

The first page of the report shows the negative discrepancy products sorted into largest discrepancy first. If you

scroll or page down the report, you will get to the positive discrepancies, again showing the largest discrepancy

first.

Click the printer icon to print the report. You may also be able to right-click on the document to select print.

Click to print


A window will open up with the printer settings. Select the required printer (it will default to your Windows

default printer, usually your photocopier). If it is not the printer you require, then choose the correct one from

the drop down box as below:

Once the report has printed off, click the back button (next to the print button) to return to the list of reports or

start the procedure again.

Valuation report normally done late Saturday

Stocktake > Valuation report

Click Print

Click Print

Select Main Spooler

to printer to then

click Print


Update Stock

Only carry out this process when the count is complete and you are happy with the result. When the system

prompts you to print the report please print it to the Main Spooler

When updating stock please ensure everyone is out of the stocktake module apart from the person running the

update stock process.

Late GRN’s

After Stocktake, if you find that you should of GRN’d in some goods pre-stocktake , you must still GRN the goods,

to allow the Purchase Invoice to match. Once done, please do a Book Out to correct the Stock and e-mail Keith

Thomas the Book out SOP Number.