Physical Stocktaking

Physical stocktaking acts can be used at any time to double-check and correct inventory amounts in ERPLY vs. physical inventory in store. These stocktakings consist of a physical count of items, then a confirmation of that count in the form of a registration or write off in ERPLY to account for variances found. Physical stocktaking acts can only be done for up to 10k inventory items at a time.

Do not create a physical stocktaking while sales are occurring. The stock levels for a Physical Stocktaking are generated at the time the document is created. These levels will not update as items are sold. Selling items while taking stock will cause errors in the stock level count, so it is recommended to do a physical stocktaking outside of normal business hours.

New Physical Stocktaking

1.) Setup the Stocktaking act by navigating to the INVENTORY module and selecting “Physical Stocktakings.”

Select “Start new Stocktaking”

Select the Location to be counted, and set filters as needed (product group, supplier, etc.). If you have more than 10,000 items in your inventory list, you will need to filter to sets of 10k or fewer using these fields.

2.) Once a new stocktaking is open, you will see list of all counts for each item in ERPLY.

This act can be saved and closed any time you want to pause your work. If planning to resume later, click “Save” before closing.

NOTE: If you receive inventory at any time during your stocktaking and update your stock accordingly, the report will only show the inventory amount from when it was started.

If you want to print out a physical copy of this list you can either use your browser’s print function to do this or close the act window and use the “More” button to access the “Print Stocktaking Sheet” function.

Go through your list and enter your manual counts into the “Counted” field.

Once saved, the differences are listed and appear color coded:

RED= items counted below what is registered in ERPLY

BLUE= items counted above what is registered in ERPLY

The “Layaway” column accounts for items that are physically in inventory but not available for sale.

(related to layaway/ prepayment invoice/sales orders)

You have two options to deal with uncounted/blank lines: you can set them all to zero and write off any stock that had been in the system, or you can set them to “Default” numbers.

“Default” will enter the current total in ERPLY into these uncounted lines as to not register or write off any items of that type. The default numbers are good for when ERPLY and your count agree. Once you choose Default or Zero, the form will fill in the blanks for you.

Once complete, Save your stocktaking act, in the bottom right corner of the act.

3.) Once saved, your Stocktaking act will display in the list on the main Physical Stocktaking page. Save your document regularly until you’re done working with it. When done, “Confirm” the stocktaking act to move to the next step.

Two new documents have now been created:

–Receive Inventory– (listing all inventory items where your count was greater than the amount registered in system)

–Write off Inventory– (listing all inventory items where your count was less than the amount registered in system)

4.) Your Inventory database has NOT yet been updated!

The final step is to open up each of these new documents and confirm them by hitting CONFIRM:

Once saved, you will notice that the documents are given a registration number:

5.) Inventory Quantities have now been updated

You can view these changes at any time by revisiting the “PHYSICAL STOCKTAKING” tab and locating this act. At this time, the new stock levels and inventory documents will be reflected on the warehouse report for affected items.