Stock Taking [STK001]

FUNCTIONALITY OVERVIEW

The stock take module in DATASCOPE WMS is extensively used and offers great benefits over traditional stock counts with capturing directly into SYSPRO. key to this module is the fact that one can monitor the counting live and manage second and third counts on bins with variances as the count progresses. 

Also, due to the construct of DATASCOPE WMS each pick will hold one or more Track ID's and these are counted during the stock count. this means that any variance can be tracked to a particular Track ID (e,g. Pallet). 

The stock taking screen is the main review screen used during a stock take. 
This screen is used to:

1 Start, post and cancel the WMS and SYSPRO stock takes
2 Monitor the stock count progress 
3 Identify where second and third counts are needed. 

STANDARD PROCESS

Starting a stock take
All aspects of opening a new stock count can be completed from within this software program. The Start SYSPRO stock take and Start WMS stock take are used to open a new count. The count must be opened in SYSPRO before the count can be opened in DATASCOPE.

• Click Start SYSPRO stock take first, select the WH and relevant settings in the SYSPRO options, click Start processing

• Click Start WMS Stock take 

Cancelling a stock take

• The two Cancel functions are only used when a stock count is being aborted.

• DATASCOPE stores all data counted even if the stock take is cancelled. (In SYSPRO the data is deleted)

Posting to SYSPRO
The Post to SYSPRO functionality can be used as many times as desired during the stock take. This function uploads the latest DATASCOPE count detail into the SYSPRO stock count.

• The

SYSPRO Variance function is a hyper link to the standard SYSPRO stock take variance report function.

Confirming the stock take
The Confirm SYSPRO stock count and Confirm WMS stock count are used to finalize the count when all variances have been checked and the stock count is being accepted.

SPECIAL FEATURES

• Two bar graph lines are shown at the top of the screen to give progress through the stock count on this warehouse. One shows progress of bins counted while the other shows progress of TrackingIDs counted compared to totals.

• Three filters are shown at the bottom of the screen that allow the user to filter by Bin, TrackID or Stock Code. These apply to existing stock (left hand side of the screen) and not the columns labeled Stock take TrackID, Scanned Bin

• The grid can be sorted and subtotals to assist the user in identifying bins with variances. A typical sorting would be to sort by SYSPRO variance and then by times counted. Toward the end of the stock count all bins with a variance should be counted at least twice.

• Files posted to SYSPRO are sent in batches – the batch size can be controlled (System setting below) to improve posting speed

• Expiry dates for lot traceable items are posted through to SYSPRO unless the warehouse setting to post NULL expiry dates is on

• A right click option exists on the grid with the following functions: 

• Expand and Collapse is used to drip into a summarized grid of data

• The Count Details function allows a user to see who performed the counts on this bin and tracking id as well is showing when the count was done. 

• The Delete Count allows a user to remove the count. This has been adapted in v4.0.32 onward to update the qty to 0 as opposed to deleting the count. The benefit of this is that the SYSPRO qty is then updated to 0 too, as opposed to not being edited at all if no line was posted.

• The Edit Item Quantity function allows a user to override the actual quantity counted (if the user has the required permissions. This is sometimes used when the stock count controller can see that a count was entered incorrectly – e.g. units counted instead of cartons counted.

• A Comment function allows a user to enter a comment against any count. This is useful when finalizing the counts

• The Uncounted Bins tick box is useful when all counting has been completed but the count is still open. This function will list all bins that do not have any count. The list should be exported to MS Excel and these bins should be check to ensure that they are in fact empty

SYSPRO Requirements & Business objects used

• Inventory stock take

DATASCOPE Table updates

• tblStocktakeDetail

• tblStocktakeHeader

• tblPallet

• tblPalletItem

• tblPalletAction

On the scanner users can select to to open counts on pallets where all product is counted or closed pallet counts where the pallet is identified as sealed and therefore only the Track ID and bin is scanned and the software confirms all stock codes and quantities automatically. On open pallet counts the scanner software can be configured to auto step through each stock code - in other words the software identifies what should be on the pallet and asks the user to please scan and count each item.

Typical Stock Take Process

1. Complete all transactions in the warehouse you choose to stock count

2. Ideally complete all picking slips in this warehouse (i.e. run the picking and checkout stations dry)

3. Open a stock code on the selected warehouse in SYSPRO and then open the count in DATASCOPE WMS

4. Now release your stock counting teams (typically in two man teams) and start the counting process

5. In bulk, closed pallet areas where pallets are shrink wrapped the closed pallet count process can be used which is particularly fast.

6. all open pallet will be counted and posted on the scanner

7. As soon as the first bins are counted the review screen can be refreshed and variances checked.

8. Second count teams now target the bins with variances

9. The bar graphs help to monitor count progress and count details are recorded and can be managed by right clicking any count line