Closing Stock Details

From Polygon Back Office,

Select Stock from the main menu, then select Stocktakes to open the Stocktakes File,

Select the desired department to stocktake,

Set the Status filter to Not Processed and then click the New button.

Note: If there is an existing un-processed stocktake in the list, the New button won't be available.  You will need to open the current, un-processed stocktake by highlighting the entry and then clicking the Change button.  

From Polygon Back Office,

Select Stock from the main menu, then select Stocktakes to open the Stocktakes File,

Select the desired department,

Set the Status filter to Processed,

Then highlight the stocktake you wish to view and click the Change button.

Processed stocktakes are read-only so can't be modified

Follow these steps to enter a closing stocktake:

1.Select the appropriate date.  Right click on the date text box to select the date from a date picker window,

2.Select the appropriate Filters.  The filters allow you to work with one Stock Type at a time, view only Active/Inactive Stock Types/Stock Items or View only Perpetual/Periodic Stock Items.  These filters can be combined.  Filtering options are described in more detail below.

3.Click the Get Records button to apply the selected filters and view the applicable stock items.

4.Enter stock quantities for each counted item (pack quantities and loose items) in the Stock Items tab.

5.Repeat steps 2 to 4 until all quantities have been recorded.

6.Review the General Ledger Adjustments in the GL Account Totals tab

7.Enter any notes about this closing stocktake in the Notes Tab

8.Click the Save Stocktake button.  Once the stocktake has been saved it can be re-opened and edited at a later time from the Stocktakes File

9.When all stock quantities have been entered, click the Process Stocktake button.  This will update the system stock quantities and adjust the general ledger accounts to reflect the value of the new stock balances.  This stocktake will be marked as processed and become read-only.  

Note: If you are unable to Process the Closing Stocktake because the Process Stocktake button is disabled or greyed out, this is because a filter is applied to the Stock Items list.  Make sure that the Stock Type, View Stock Type, View Stock Item and View Item Type filters are set to All.  This is intended to prevent users from accidentally skipping data entry for Stock which has been filtered out.  

The closing stock form displays stocktake related figures which can be filtered in a number of ways as described below:

•Stock Type - Select a particular stock type to display.  The stock items list will only display stock items belonging to the selected stock type.  To display items from more than one stock type, click the browse button , then click the multi-select tick-box on the Stock Types File, highlight the Stock Types you wish to display and click the Select button;

•View Stock Type - Select Active, Inactive or All.  This will filter the displayed stock items based on the Active/Inactive status of their stock type;

•View Stock Item - Select Active, Inactive or All.  This will filter the displayed stock items based on the stock item's Active/Inactive status;

•View Item Type - Select Perpetual, Periodic (Non-Perpetual) or All.  This filter will display stock items based on their perpetual/non-perpetual status.

Remember to click the Get Records button after changing filters to update the stock items list.

The Stock Items tab allows you to enter stock quantities for perpetual and non-perpetual stock items.  It also displays system calculated stock balance statistics.  To record a stock quantity for a stock item, enter the number of packs on the row where the stock item is listed under the Packs (SMUs) heading.  If this stock item has any loose items, enter the number of loose items under the loose items heading.  Once a stock quantity has been entered, these fields will be highlighted in gray.  Gray highlighted fields indicate that the entered stock quantities will be recorded when the stocktake is processed.  It is not a requirement to enter quantities for all stock items.  If a quantity is not entered for a stock item, its previous stocktake balance will carry over as the opening stock in the next stocktake.  

Other Information displayed in the stock items tab:

•PS - A tick in this column indicates that this stock item is a perpetual stock item.  No tick indicates it is a non-perpetual/periodic stock item;

•Stock Type - The stock type of this stock item;

•Stock Item - The name of this Stock Item;

•Opening Stock - The Opening Stock quantity of this stock item;

Movement

•Movement, Stock In - The quantity of stock received since the last stocktake;

•Movement, Stock Out - The total stock decrements since last stocktake;

•System Balance - The computed current quantity of this stock item;

Closing Stock

•Packs(SMUs) - Enter the number of full packs which were counted in your stocktake;

•Loose Items - Enter the number of loose items which you counted in your stocktake;

•Kgs/Lts - The system will calculate the current weight or volume of this item based on the figures you entered for the previous two fields;

Usage/Variance

•Kgs/Lts - The calculated difference between the System Balance and the stocktake quantities entered by the user.  This figure is shown in Kilograms or Litres.

•Pack Cost - The current pack cost of this item.  (The cost of one SMU)  

•Extended - The calculated dollar value of the variance between the system calculated totals and the totals entered by the user.  

The GL (General Ledger ) Account Totals tab displays any adjustments to the ledger accounts which will be applied when this stocktake is processed.  

The Notes tab is a free form field which allows you to enter additional information relevant to this Stocktake.

Note: To easily see if notes have been entered for the Stocktake.  Look for a magnifying glass icon shown on the notes tab.  If the magnifying glass icon isn't shown there are no notes.  

•Get Records - Clicking this button applies any selected filters and re-loads the stock items list.  

•Process Stocktake - Processing a stocktake updates the system stock quantities and adjusts the general ledger accounts to reflect the value of the new stock balances.  Once a stocktake is processed it can't be edited again.  Processed closing stocktakes can be opened and viewed from Stocktakes file.  If the Process Stocktake button is greyed out, save the stocktake and set all filters to All, then click the Get Records button.

•Save Stocktake - Clicking this button will save any changes you have made to this stocktake so that it can be re-loaded at a later time.  If you exit the stocktake form without saving changes, any data you entered in this session will be lost.  

•Reload List - This button is used in multi-user installations where multiple users may be entering data at the same time.  Clicking this button will refresh the displayed data and included any changes made by other users.  

•Clear Amounts & Tag All Items as Not Processed - Click this button to clear all entered data which is currently displayed for this stocktake.

•Print - The print button behaves differently based on which tab is currently selected.

If the Stock Items tab is currently selected, clicking the Print displays two options:

1.Print List - Selecting this option will generate a PDF report showing the data currently displayed in the Stock Items tab.

2.Print Closing Stocktake Report - Selecting this option will display the Closing Stocktake Report Selection Criteria Form where you can configure the details of the Closing Stocktake Report.  

If the GL Account Totals tab is currently selected, clicking Print will generate a PDF report which shows the General Ledger Account Totals currently displayed.  

If PDE (Portable Data Entry) Devices have been enabled from the Polygon Inventory Applicaion Settings, a button labeled Download Stocktake from PDE Device is shown at the bottom of the Closing Stock Details form.  Clicking this button will load the PDE Interface Update form where you can download any stock quantities which have been recorded on a PDE Device.  See section Polygon Inventory > Using PDE Devices for instructions explaining how to enable and use PDE devices for stocktaking.