Before you dive into the article, please make sure to learn How To Take Stock.
Stock Take Results
So, you've completed the stock take and hit the Complete the stock take button. This created a new stock take document in the table on the Inventory > Stock takes page. Hit the document number to open it.
There are multiple filters to search the stock take entries from the list. These include but are not limited to the following:
An employee that initiated the stock take
Related documents (Posting, Write-off, Transfer documents)
Here is the information the stock take results contains:
stock take date
an employee that initiated the stock take
products quantity recorded via stock take
products quantity that corresponds to the accounting information (accounting quantity and actual quantity match)
shortage and excess (in units)
product table with the following columns: Accounting quantity, Actual quantity, Excess, Shortage.
Hit the Print button to print the stock take results or click Export to download the data into the Excel file. You can always leave a comment on a document if needed.
Stock Take Settlement
Use stock take settlement to resolve excesses and shortages, and to consolidate your actual and accounting product stock levels. Orderry allows you to achieve that with postings, write-offs, and product transfers.
Hit the Stock take settlement button in the stock take document to initiate the settlement process.
The stock take settlement dialog window exposes the following information:
document number and stock take date
warehouse and product category
excess and shortage quantities in the stock take results
chart indicating the percentage of settled shortages and excesses
related documents the system generates as the stock take settlement goes
the discrepancy table divided into the following sections: Shortage, Excess, Products of other categories, warehouses, and bins, Unknown products.
Resolving Discovered Issues
We encourage you to resolve issues in the same order they appear in Orderry. First things first, check the missing products as they may be in another bin or warehouse.
Remember: Orderry generates the list of stock take issues based on the stock take results. Just add a comment and mark a product as resolved as soon as you manage to find all the missing products.
This way, you can resolve the problems one by one. There are 5 discrepancy types. Let's consider each one of them in detail.
You settle the shortage with the product write-off operations.
Select the products you need to write-off and click + Write-off. This opens a write-off dialog window with all the selected products inserted into the write-off table.
Use product posting to settle your excess issues.
Select the needed products by checking their checkboxes and click + Posting. Remember: you can only post products to a target warehouse for stock take. The system sets the default bin as the bin where you found the product if you enable bin locations. You can change the bin but it will remain the same in the settlement dialog window.
The posting dialog window you open will have all the selected products in the table. You can always change the product quantity you need to post.
Products In Other Warehouses and Bin Locations
Transferring products is a remedy for this discrepancy type.
Keep in mind: Serial products are the only ones that can cause such discrepancy because only serial products can have a specific warehouse and bin to store.
Select the needed products and click + Transferring. Don't forget that you can only transfer products from a single warehouse at the same time.
Products Of Other Categories
This discrepancy arises when you perform a stock take by the specific product category, and the product of some other category gets into a list.
You need to post each unknown product manually and mark the product as resolved.
This will create related documents of posting, write-off, and transfer.
Hit the Print button to print the stock take settlement document to see the full discrepancy list and the total discrepancy sum.
Stock Take Settlement Indicator
Every table row in the settlement has the tick icon. This icon indicates that you've resolved the problem with that specific product. You can either just click the icon to mark the issue as solved, or tick the product and create the write-off, posting, or transfer document.
There is a settlement progress indicator on the right of the dialog window. It shows the percentage of resolved problems relative to the total discrepancies in the stock take.
Keep settling the stock balances until you hit the 100% rate of solved problems.