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Count a Shelf

Count one outlet's shelf and let the system post the difference. The count sheet, System says, You counted, Difference, why a blank box is not zero, the Note, Save draft and Post N counted.

Who uses it:ManagerOwnerWhere:Back office
On this page

Count a Shelf is the sheet you carry round the store room. It lists every item that tracks stock at one outlet, with what the system thinks is there. You type what you actually found. When you post, the system works out the difference for each item you counted and corrects the shelf by it, so the balance then reads what you saw.

Only the boxes you fill in are counted. A box left empty means "I did not count this", which is not the same as counting nothing.

Before you start

  • Count a Shelf is in the menu only for whoever may post a stock document: Stock Documents, Post a stock document in your back office access group.
  • A count is of one outlet's shelf. With several outlets, count each one on its own.
  • Count when the shelf is quiet if you can. Sales go on while you count, and the system re-reads its own figure at the moment you post.

Open Count a Shelf

  1. In the back office's menu, under MASTERS, click Stock, then Count a Shelf. Or press Count a shelf in the Store Room.
  2. With more than one outlet, choose the outlet in the Outlet box. It has no All outlets.

The sheet, part by part

Count a Shelf at one outlet: three tiles, the note and the two buttons, then one line per item.
  1. Count a Shelf: under MASTERS, in the Stock category.
  2. The title: Count a Shelf, with the outlet being counted when you have more than one.
  3. Outlet: the shelf you are counting. Choosing another outlet with counts already typed asks first: The counts typed so far are for this outlet's shelf. Leave them and count another outlet? OK clears them and opens the other outlet's sheet.
  4. Counted: how many items you have typed a count for, out of how many are on the sheet.
  5. Disagreeing: how many of them differ from what the system says, in amber when there are any.
  6. Value change if posted: what the differences are worth at the shelf's average cost: red when stock is missing, green when there is more than the system thought.
  7. Search…: narrows the sheet by name or code.
  8. Note: what this count was, such as Month-end count, dry store. It is kept with the count.
  9. Save draft: saves the count as a draft stock document, without moving anything.
  10. Post 3 counted: saves the count and posts it at once. The number is how many items you counted.
  11. System says: what the system thinks is on this outlet's shelf, in the item's unit.
  12. You counted: type what you found. Leave it empty for an item you did not count.
  13. Difference: what you counted minus what the system says: green with + for more, red for less, grey 0 when they agree, — while the box is empty.
  14. Last counted: the day the item was last counted at this outlet, or never.

The sheet lists every switched-on item that tracks stock, by name, even one that has never moved (its System says is 0).

Count and post

  1. Walk the shelf with the sheet open on a tablet or a laptop.
  2. For each item you count, type what you found in You counted. For a shelf that is empty, type 0.
  3. Leave the box empty for anything you did not count.
  4. Type a Note, such as Month-end count, chiller only.
  5. Clear the Search… box, so every line you typed is on the sheet.
  6. Click Post 3 counted. It reads Posting….

The big green SAVED says TK26-00004 posted, and a green line says TK26-00004 posted — 2 shelf/shelves corrected, 1 already agreed. The boxes empty, and the sheet reads again with the new figures.

What posts is the difference, never the count. If the system said 30.5 KG of rice and you counted 27.5, the shelf is corrected by -3, and then reads 27.5. On each item's stock card the correction reads Adjusted, with the count's number. The counts report lists every count and its difference: Other Reports › Stock: Counts.

A blank box is not zero

You typedWhat happens
NothingThe item is not counted. Its shelf is left exactly as it is.
0You counted it, and found none. Its shelf is corrected to 0.
27.5You counted 27.5. Its shelf is corrected to 27.5.

So you can count one corner of the store, the chiller, the bar, and post just that, without emptying everything else.

Save a draft and post it later

  1. Type your counts, then click Save draft.
  2. The big green SAVED says TK26-00004, as a draft, and the line says TK26-00004 saved as a draft. Nothing has moved yet.
  3. Later, open Stock Documents. The draft is there as Stock take, with A count is retyped on the Stock count screen.
  4. Click Post on its row to post it, or Discard to drop it.

A count draft cannot be edited: to change it, discard it and count again here.

What if…