The Generate check list program is used to generate the check list file that will be used for the stock-check.
If the program is run when a checklist exists, you are asked for confirmation to overwrite the existing check list. Run the program only if the existing check list is no longer required.
The system takes a snapshot of the items to be included in the stock-check list, and copies the part number, description, bin location, supplier account, re-order category, and the current stock quantity to the stock-check file. The quantities in the selected stock location are effectively frozen in the stock-check file. After the parts have been copied to the check-file, the system segments the list into manageable pages sorted by bin location or part number depending on system parameter settings. It should be understood that all further options in the stock-check procedure are directed by page numbers. The theory is that the printed stock-check list is distributed by page to the people counting the parts. Ideally, all parts on a page are in associated bin location areas in the parts holding area.
Tip: The two parameters that influence this process are Character page-break and Maximum lines/page, and can be found in the Stock Check system parameters.
If any part numbers in the selection criteria of the latest generated check list are already in the previous check lists on file and input quantities have not yet been updated on the stock file, an automatically produced report is created on the SC Check List - Exception Log. Any parts that have been added as a result of this generation are listed separately on the second part of this report. The date the part(s) were last stock-checked is also printed for reference purposes.
Warning: Be aware of the following before you commence this procedure:
It is advisable to check the Stock Check system parameters.
This procedure should be carried out at the close of business prior to the count.
Negative quantities, blank bin locations on file and parts not in bins should all ideally be corrected before running this program.
The first time a stock-check list is printed, the Start and End page numbers should be left at zero.
All further activity within the stock checking procedure up to the Update stock file process takes place on this check-file.
To generate a check list:
From the Master Menu, select the Stock checking option and the Company you require.
You are prompted for the stock location.
Select the Stock Location.
The STOCK CHECKING menu is displayed.
Select the Generate check list option.
The Generate Stock Check form is displayed.
Select the Type of stock-check, and appropriate fields for the selected type.
Click the Generate button.
If a full, partial or perpetual stock-check is active, a Confirm input dialog box is displayed. You will get one of the following results, depending upon which type of check file is currently generated:
An Overwrite existing file button is displayed under the following conditions:
A full stock-check is active and the Full stock check option is selected.
A full stock-check is active and the Perpetual stock check option is selected.
A selective stock-check is active, the Full stock check option is selected and a range of parts is entered (selective stock-check).
A partial stock-check is active and the Perpetual stock-check option is selected.
Click the Overwrite existing file button to confirm that you want to overwrite the existing check file.
If a full stock-check is active, the Full stock check option is selected and a range of parts is entered (partial stock-check), the following message is displayed:
Full check file already generated. Try adding parts to rough sheets
If a partial stock-check is active, the Full stock check option is selected and a range of parts is entered (partial stock-check), an Append to existing file option is displayed. Click this button to confirm that you want to append the selection to the existing check file.
Note: If the existing partial check file is no longer required, you must run the Free check file program.
The message Perpetual check under progress. Try freeing the check file is displayed under the following conditions:
If a perpetual stock-check is active and the Full stock check option is selected.
If a perpetual stock-check is active, the Full stock check option is selected and a range of parts is entered (partial stock-check).
If a perpetual stock-check is active and the Perpetual stock check option is selected, a check file is generated.
For steps (a), (c) and (e), the number of pages and the number of entries in the check file are displayed.
Note: The totals displayed on completion should be noted down. It is recommended that any purchases that are not in bins and have not been receipted into stock should be ignored and therefore excluded from the stock-check.
Click OK.
You are returned to the STOCK CHECKING menu.
The Generate Stock Check form is displayed when the Generate check list option is selected from the STOCK CHECKING menu.
The form is divided into three groups:
Within this group, select one of the following two option buttons:
Full stock check: Select this option to perform a complete stock-check.
Perpetual stock check: Select this option to perform a perpetual stock-check.
Complete the fields in this group, using the information below as an aid.
Note: If the Perpetual stock check option is selected, only the three boxes that relate to the Includes field are enabled. The remaining fields in the group box are disabled.
Bin range between: For a selective full-stock-check, enter the first and last bin location to be counted. Leave the fields blank to carry out a complete Full Stock Check.
Part range between: For a selective full-stock-check, enter the first and last part numbers to be counted. Leave the fields blank to carry out a complete Full Stock Check.
Value range between: For a selective full-stock-check, enter the value range of parts that you want to be counted. Leave the fields blank to carry out a complete Full Stock Check.
Not checked since: For a perpetual-stock-check, enter a cut-off date for stock items that have not been counted since this specific date. Leave blank for a Full Stock Check.
Franchises: It is possible in a multi-franchise environment to generate a stock-check for one or more of the franchises held within a branch, excluding others by default. When entering the franchises required, pad out each code to a total of 4 characters before entering the next code. For example, to select three franchises AB, BBA and C, the input would be AB followed by two spaces (2 characters of the code + padding of 2 making a total of 4 characters), followed by BBA followed by a space and finally followed by C. Leave blank for a complete stock-check.
Product groups: It is possible to generate a stock-check for parts relating to one or more of the product groups to which those parts belong, excluding others by default. When entering the product groups required, pad out each code to a total of 4 characters before entering the next code. For example, to select three product groups A1,AA1 and C, the input would be A1 followed by two spaces (2 characters of the code + padding of 2 making a total of 4 characters), followed by AA1 followed by a space and finally followed by C. Leave blank for a complete stock-check.
Models: It is possible to generate a stock-check for parts relating to one or more models only, excluding others by default. When entering the model codes required, pad out each code to a total of eleven characters before entering the next code. For example, to select three models ABC123, DEF4 and HIJ789, the input would be ABC123 followed by 5 spaces (the six characters of the model code + padding of 5 spaces making a total of 11), followed by DEF4 followed by seven spaces and finally followed by HIJ789. Leave blank for a complete stock-check.
Includes: Select the following boxes to specify which items you want to include in the check list:
Supersessions: Select to include all items which are superseded, or leave blank to include only supersessions (superseded parts) with a positive Stock Quantity
Non stock lines: Select to include all items which are non-stock lines, or leave blank to include only non-stock items with a positive stock quantity.
Blank bin descriptions: Tick this check box if you want to include all items that have blank bin descriptions. Alternatively leave the box unticked to include only stock items with a bin description.
Zero quantity: Tick this check box if you want to include zero quantiy parts to be included on the check list, untick this filter if no zero quantity parts are to be included.
Create rough sheets: Select if you have been advised on the purpose and use of rough sheets and want to use this facility.
How many: Enabled when you select the Create rough sheets box. Enter the number of sheets you estimate you will require. The rough sheets are numbered consecutively following on from the last page of the main check list, although when entering them you must use the numbering sequence 1, 2, 3 and so on.
PUSH BUTTONS:
Exit: Returns you to the STOCK CHECKING menu without generating a check list
Help: Displays help on the application in your default company browser
Generate: Generates the check list
You can exclude from the main count any lines that you consider as non-stock. Start by deciding what criteria your part numbers must meet before you consider them as non-stocking lines within your department. If one criterion is that the part has not moved for a certain number of days, you can check the Date last moved field on the Demand Tab of the Display Stock Card form.
To exclude a non-stock line:
On the Description Tab of the Display Stock Card form, select the Non-stock item box.
The part is flagged as a non-stock item.
Ensure that the Non-stock lines check-box on the Selection Group of the Generate Stock Check form is not selected.
When the check file is generated it will not contain non-stock lines.
Note: If your part number is flagged as a non-stock line and you are showing a total stock other than zero, then this will still be part of the stock check regardless of the non-stock flag.