Purpose
This procedure is used to upload stock take ticket counts. This is an alternative way of entering stock counts to data entry. Using this method a “spreadsheet” style tool can be used for entry of the count quantity for a list of products.
Prior to using this upload, you should initiate (and optionally freeze) a stock take run and use the corresponding ‘download tickets’ report. Output the report in csv format to create a file of tickets to enter the count against.
For additional details on creating upload files see the note HERE.
Note: items that are Tracked (serial, batch or dual-reference tracking) may not be uploaded via this utility.
Data Input
Step 1 – Stock Take Run Number
Choose the stock take run you are uploading the count for. You must create it using the Stock Take Initiate function.
Step 2 – File Upload
Clear or Append
Choose clear to overwrite any previously counted quantity recorded on the stock take run.
Upload File
Select the spreadsheet file you wish to upload, by clicking “Browse”. This assumes you have access to the data file with the inventory items and count quantities from the browser you are currently logged in with and using.
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Step 3 – Review details
The stock take count details of the data file selected will be displayed so that you can review the individual items and confirm that the correct data has been uploaded before you commit the details to the stock take run.
Click Submit to submit all the details.
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Spread sheet format
The spread sheet must be in a csv format.
The first row of the spread sheet must be a heading row – it does not matter what the headings are, as long as they are meaningful to you e.g. you could have ‘Product’, ‘Product Code’ or ‘SKU’.
The columns required are:
| Column | Name | Additional Details |
| A | Location Code | The Location where the stock is being counted. It must be a valid Stock Location code already created in the system. Mandatory |
| B | Bin Code | The bin the stock is counted in. If left blank, then bin ‘UNKNOWN’ is used. |
| C | Stock Take Item No | Do not change this data. This is the ticket no. allocated for the product/bin. For new tickets, set this cell to N |
| B | Product Code | The Product being counted. It must be a valid Product code already created in the system. Mandatory. Add-on and service classification products are not accepted. |
| C | Product Description | This data is not uploaded, it is for visual reference when preparing the spread sheet. Optional. |
| D | Size Code | This column may be removed from the spread sheet if size option is not switched on. However, if sizes are being used this column MUST be present. Mandatory if a product is sized and must be valid for the nominated Product. |
| E | Colour Code | This column may be removed from the spread sheet if colour option is not switched on. However, if colours are being used this column MUST be present. Mandatory if a product is coloured and must be valid for the nominated Product. |
| F | Count 1 Quantity | The count quantity for this inventory item at this location and bin. If you leave this column blank, the stock on hand will be adjusted to zero on hand when the stock take run is finalised. |
Updating
Once you click submit, the rows on the spread sheet data uploaded are validated. If no invalid data is detected, the count is updated against each ticket.
Note: This upload will save the inventory count quantity to a stock take run. You should then run any required Stock Take Reports to check the adjustments being made to stock items, and to confirm the variances are acceptable. Once you are ready to complete the stock take you then need to finalise the stock take run before any actual stock adjustments take place in the Inventory Ledger.
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