See also: Frequently Asked Questions for this module.
The Autoline Stock Checking module enables the stock file to be counted in one of three modes:
Mode 1: Full Check. Counts the entire stock file.
Mode 2: Partial Check. Counts a selective range of parts or bin locations, based upon selection criteria entered.
Mode 3: Perpetual Check. Counts a small number of parts each day on a continuous, daily basis.
Modes 1 and 2 are known as BLOCK STOCK CHECK and Mode 3 is known as PARTS PERPETUAL INVENTORY (P.P.I.).
Essentially, these different modes of stock checking are carried out using the same options from the STOCK CHECKING menu. In practice, the procedures of the physical count, inputting the counted items to the system, and the updating of the stock file, are identical. The essential differences are the information required in the Stock Check system parameters, which determine the mode in which the parts are to be selected.
Note: Two methods of counting cannot exist simultaneously.
This help system primarily addresses itself to running a full, or partial, Block Stock Check. Details relating to the Perpetual Stock Check Options are described in a separate topic.
One of the main objectives of a stock check is to ensure that the stock records accurately reflect the quantities held in the bins. This is achieved by updating the stock file quantities with any variation found whilst counting, and simultaneously recording both the quantity and value of those variations for accounting and auditing purposes.
Whichever mode of stock check is used, the system has complete integration with the Stock Management module, generating transactions into the log file and creating financial postings into the respective accounts within the Nominal Ledger. A full audit trail will be found of all stock adjustments made during a stock check.
The options on the STOCK CHECKING Menu are listed below in the same sequence that you would follow to carry out a straightforward stock check:
Generate a list of parts to be counted
Print and distribute the check list
Count the stock
Input the figures (from stock count)
Print discrepancy reports (quantities and values)
Update the stock file to reflect the input figures
Exclude any non-stock lines from the main count
Regardless of the stock check mode selected, items 1 to 6 always function in a similar manner.
Before generating a check list, ensure that you are familiar with the Stock Check System Parameters and that they are set up correctly to achieve your aim.
The STOCK CHECKING menu is displayed when you select the Stock checking option from the Autoline Master menu, then the location to check. It provides you with access to all the programs you need to perform a stock check.
Display check file: Displays the current stock check file, enabling you to view all the stock checking information currently available for a selected part number
Display stock card: Displays the stock card form, enabling you to view all the stock card information for any part number held in the parts file
Generate check list: Used in order to initiate the stock check. The form displayed when this option is selected enables you to choose either to generate a perpetual, or full, stock check.
Re-allocate pages: Enables you to carry out a page segmentation on the stock-check file, which is described in much more detail in System Parameters
Print extra rough sheets: Enables you to print further rough sheets throughout the stock count, as required
Print check list: Enables you to print the check list
Re-freeze check list: Used if you need to re-freeze the stock-check file
Input stock count: Enables the input of the physical count quantities from the check sheets
Input rough sheets: Enables the input of the physical count quantities from the rough sheets used
Find items not counted: Enables you to print a report that identifies all items that have not yet been counted
Valuation report: Enables you to print a valuation report in detail, including variances, and so on.
Merge rough sheets: Merges the part numbers and quantities entered via the rough sheets into the main stock check file
Warning: This program can be run only once, so extreme caution must be exercised when it is run.
Update stock file: Updates the stock file from the check file for items that meet the relevant criteria
Free check file: Initialises the stock-check file in preparation for the next stock check
Perpetual options: Enables you to set up and fine-tune the Perpetual Inventory
Reports & enquiries: Gives you access to the Reports and Enquiries options. These enable you to select a variety of standard reports with regard to stock checking.
System maintenance: Gives you access to the Systems Maintenance options. This area is primarily for use by your system supervisor.
