Opening Stock Details

From Polygon Back Office,

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

For Multi-Department Users: Select the Department which you will enter an opening stocktake for,

Then click on the New button and select Opening Stock.  

Note: If an opening stock has already been entered, the closing stock option will automatically be loaded.

The Stock Items tab allows you to enter stock quantities for perpetual and non-perpetual (periodic) stock items.  It also displays Item stock types, Stock Codes, Pack Cost and Extended Cost (equivalent to the entered stock balance multiplied by the pack cost).  

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 balance will carry over as the opening stock in the next stocktake.  

The GL (General Ledger ) Account Totals tab displays adjustments required in the ledger accounts.  These adjustments will be applied when the 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.  

•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 have entered since the last save will be lost.  

•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 modified.  

Note: If you are unable to Process the Opening Stocktake because the Process Stocktake button is disabled or greyed out, save the stocktake and make sure that the Stock Type, View Stock Type and View Stock Item filters are set to All.  This is intended to prevent users from accidentally skipping data entry for Stock which has been filtered out.  

•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 display any changes made by other users.  

•Clear Amounts & Tag All Items as Not Processed -This button to clears all entered data which is currently displayed for this stocktake and marks the records as un-changed.  

•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 Opening Stocktake Report - Selecting this option will display the Opening Stocktake Report Selection Criteria form where you can configure the details of the Opening 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 Opening 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.