Stock Taking [STK001]

The Stock Take module in DATASCOPE WMS is extensively used and offers great benefits over traditional stock counts when captured directly into SYSPRO. One of the key benefits of this module is that one can monitor the counting life and manage second and third counts on bins with variances as the count progresses. 

Also, due to the software’s architecture, each pick will hold one or more TrackID counted during the stock count. Any variance can be tracked to a particular TrackID (e.g. Pallet). 

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

• start, post, and cancel the WMS and SYSPRO stock takes

• monitor the stock count progress

• identify where second and third counts are needed. 

This software module can complete all aspects of opening a new stock count. 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 

Prepare for a stock take

Warehouse managers can speed up a stock take, by running a Stock Take Prep Report before the scheduled stock take. This report can identify all slow-moving stock and a scheduled cycle count can happen to confirm that these bins only have to be counted in a closed pallet count.

It is also advised to close all open pick slips prior to a stock take. The Outstanding Pick Slips Report can assist the user to identify any open pick slips.

Start SYSPRO stock take

• Select the Warehouse, from the Warehouse drop-down, in which you want to do the stock take

• Select the Start SYSPRO Stock Take button. This will take you into SYSPRO Stock Take Selection.

Start a WMS stock take

• Select the same Warehouse you have selected in SYSPRO

• Select the Start WMS Stock Take button

• The Information note next to the Warehouse will change to Stock Take Started Successfully

• Select the Refresh icon to load the data in the data grid

• The DATASCOPE WMS information will populate on the left-hand side of the data grid. The Stock code, Description, Lots, current TrackIDs, Bins, and TrackID quantities will display

• The right-hand side of the data grid will be blank

Count the physical inventory

• Next, the users on the floor will start counting and capturing each Bin and each TrackID logically and sequentially with the HTML5 scanners, using the Stock Taking module.

• If you refresh the screen, during or after the physical count the scanned items will be populated on the right-hand side of the screen. Each scanned item on the right-hand side will be next to the original line on the left-hand side

• If DATASCOPE WMS doesn’t find a match of a scanned item on the left-hand side it will create a new record on the right-hand side, but with no matched data on the left-hand side.

• Notice that the Bin Count % and TrackID Count % progress bars have increased accordingly.

• The above process must be done sequentially throughout the entire warehouse.

• Once all stock has been counted the supervisor can refresh the pc-based Stock Taking data grid to see what stock must still be counted

• Once the entire warehouse has been counted, the quantities and values can be checked against the SYSPRO quantities.

Check the physical counts against SYSPRO data [Post to SYSPRO]

• Select the Post to SYSPRO button at the top of the Stock Taking screen

• This action will post the captured quantities into the SYSPRO stock take tables. A pop-up will appear indicating that the standard SYSPRO Stock Take Variance Report can be reviewed. To view the report, follow the steps below:

  • Open SYSPRO to review the report

  • On the SYSPRO Programs menu, you can browse Inventory / Stock Take System / Reports / Stock Take Variance

  • The Stock Take Variance Report will open

• To do a recount for a specific stock code within DATASCOPE WMS you can simply right-click on the count record and select Delete Count Item. This will remove that specific count from the count records

• To remove several records at once you must scroll to the far right of the screen and select a few lines in the DeleteCount column

• Once selected you can click on the Delete Selected Counts button and those records will be removed

• You also have the option to add a comment to a counted record. Again, you must right-click on the line and select Add Comment

• The Stock Taking data grid contains other detailed information as well, which includes the SYSPRO Cost Variance pulled through from SYSPRO. This is useful for comparison purposes

• Right-clicking on any count and selecting Count Details will show you more details regarding that specific count. Information like who counted it when it was counted and whether there was a recount

• At the bottom of the Stock Taking screen, you have access to a few Quick Filters, which will filter both sides of the data grid by the value or values entered. This can assist you to make count reconciliation easier

• You also have the option to Export the data grid

• Once your entire warehouse has been counted and you are happy with all the variances in DATASCOPE WMS, you can select Post to SYSPRO for the last time

• Review your SYSPRO Variance Report within SYSPRO

• You can now confirm your stock take.

Confirming your stock take

• From the Program menu in SYSPRO, browse to Inventory / Stock Take System / Transaction Processing / Stock Take Confirmation.

• The Stock Take Confirmation screen will open. Select the Warehouse and click on Start Processing on the top left corner of the screen to Confirm the Stock Take in SYSPRO

• You will receive a SYSPRO stock take successful confirmation

• Open DATASCOPE WMS and browse to the Stock Take screen (located under Stock Take and Cycle Counting / Stock Taking / Stock Taking on the Main Menu)

• Select the Confirm WMS Stock Take button at the top of the data grid

• DATASCOPE WMS will update all TrackID quantities to match the scanned quantities and will also write off any stock that you didn’t count

• The result of this process is that all your DATASCOPE WMS theoretical stock quantities will match your physical counted quantities as well as the SYSPRO theoretical stock quantities

• You have the option to start the entire process again. You can cancel the SYSPRO Stock Take by selecting the Stock Take Cancellation in SYSPRO and then re-open it again, as well as, canceling the DATASCOPE WMS stock take by selecting the Cancel WMS Stock Take button, and re-open it again

• A double check can be done to ensure all data has been posted successfully by running and reviewing the Balance Report. To open the report, you must browse in DATASCOPE WMS on the Main Menu to KPI Dashboard & Reporting / Standard Reports / Balance Report. This report must be clean for the warehouse

Canceling a stock take

• The two Cancel functions (Cancel SYSPRO Stock Take and Cancel WS Stock Take) are only used when a stock count is being aborted. the Cancel SYSPRO Stock Take must be selected first, and then only can you Cancel WMS Stock Take

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

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.

• 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 TrackID as well is showing when the count was done. 

  • The Delete Count item 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.

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

  • The Copy will copy the text on which you have right-clicked so be pasted somewhere else.

  • The VB Scripting is standard on all screens and allow users to customize a screen. However, there’s nothing scriptable on this screen.

• 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

TECHNICAL

• Files posted to SYSPRO are sent in batches – the batch size can be controlled to improve posting speed. From the Ribbon bar, select Settings / System Settings and locate STOCKTAKE in the System Name drop-down. Update the UPLOAD_BATCH_SIZE value.

SYSPRO REQUIREMENTS & Business Objects used

• All SYSPRO transactions must be completed and SYSPRO users must be logged out of the system.

• Before starting a DATASCOPE WMS stock take ensure to take a snapshot of the current quantities within SYSPRO. This can be done from the Stock Take Selection screen in SYSPRO. Browse to Inventory / Stock Take System / Transaction Processing / Stock Take Selection

RELEASE NOTES

• Release notes 23.3 (Ticket #6390) - various usability issues has been fixed, which includes Counting Empty Bins and Reporting views. For more information, refer to the Stock Take Reports User Guide.

REFERENCE

STK001