Purpose
This procedure is used to initiate a stock take run and upload inventory items for a stock take and the current physical ‘stock on hand’ quantity for each item i.e. the ‘count’ quantity. This is an alternative way of creating a stock take and entering stock counts via data entry. Using this method a “spread-sheet” style tool can be used to create stock take run data and for entry of the count quantity for a list of products.
As part of this function a stock take run is automatically initiated and a new ticket is created for each inventory item in the upload data with a count quantity. 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 – File Upload
Upload File
Select the spread sheet 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 using.
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Step 2 – Review details
The stock take 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 continue.
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 | 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 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 product is coloured and must be valid for the nominated Product. |
| F | On Hand | The quantity on hand/count quantity for this inventory item at this location. If you leave this column blank, the stock on hand will be adjusted to zero on hand. |
| G | Bin Code | The bin the stock is counted in. If left blank, then bin ‘UNKNOWN’ is used. |
| H | Bin Type | P = primary bin. The bin code entered in column G will be set as the primary picking bin. S = secondary bin. The bin code entered in column G will be set as the secondary bin. O = other – the bin code in column G is neither a primary or secondary bin. If bin type is left blank, it will default to ‘P’ bin type. |
Updating
Once you click submit, the rows on the spread sheet data uploaded are validated. If no invalid data is detected, a Stock Take Run is initiated and the stock take items/tickets for the inventory items created.
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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