# Inventory # Performing a Stocktake During Trade Once it has been decided that you will perform a stock take during trading hours, 3 steps are required. 1. Prepare Stocktake 2. Stocktake Entry 3. Stocktake Update Items undergoing the stocktake cannot be sold or stock receipted during the physical count, until the count is entered into the Stocktake Entry screen, hence the physical count of an item must be entered into the system as quickly as possible. ### Step 1 - Prepare Stocktake To compare the value of stock before and after the stocktake, print a **Product Group Valuation** report **before** the stocktake is commenced and **after** the stocktake is completed. The Product Group Valuation Report prints the value of stock in each product group. If stock control is not currently utilized, a Product Group Valuation Report will not be accurate. For more details on producing a Product Valuation Report, refer to: **Inventory -> Stocktake -> Product Group Valuation Reports** ![Product Gropup Valuation Report.png](https://docs.computerlink.com.au/uploads/images/gallery/2023-06/scaled-1680-/product-gropup-valuation-report.png) ### You prepare a stocktake by - [ ] Select **Inventory -> Stocktake -> Prepare Stocktake** The **Prepare Stocktake** dialogue is displayed: ![Prepare Stocktake.png](https://docs.computerlink.com.au/uploads/images/gallery/2023-06/scaled-1680-/prepare-stocktake.png) - [ ] Leave the **Product Code** field set to **ALL** or a specific product can be selected - [ ] In the **Product Group** field select the product group that you wish prepare for stocktake. **F4** allows you to search for a product group select the group you require. - [ ] Proceed through to the **Store** Field which can be left at **ALL** or a specific shop can be selected - [ ] Leave the **Fixture** field set to **ALL** - [ ] **Date of Stocktake** defaults to the current date - [ ] Click the **Prepare for Stocktake WHILE TRADING** Button - [ ] WARNING: The stocktake count for each product in the selected product group(s) will be set to zero - [ ] The stocktake date for products within the product group range is set - [ ] Alternatively, choosing the **Cancel** button or pressing the **Esc** key will **cancel the Prepare Stocktake process** ### Step 2 - Stocktake Entry - [ ] Select **Inventory -> Stocktake -> Stocktake Entry** The Stocktake Entry dialogue is displayed: The stocktake entry can be done by manual counting and entering data, or using a Portable Data Entry (PDE) unit, both methods are detailed below. ![Stocktake Entry.png](https://docs.computerlink.com.au/uploads/images/gallery/2023-06/scaled-1680-/stocktake-entry.png) - [ ] Select a **Store / Cost Centre** or press **enter** to select the default one - [ ] Press **enter** to bypass the **Fixture** field - [ ] Press **enter** to move the focus to the **Product Code** field - [ ] Entering Stock Manually - [ ] Scan the barcode on the product into the **Product Code** field The description is automatically displayed in the description field to the right of the Product Code field. The Quantity on Hand figure will display zero as a result of the stock take preparation process. - [ ] Type the physical count into the **Plus** field - [ ] Press the **enter** key The focus returns to the **Product Code** Field The extra quantities of an already entered item can be added into the **Plus** field and the **Qty Counted** field will be updated accordingly. - [ ] **Entering Stock using a Portable Data Entry (PDE) unit** Use the PDE to scan a maximum of 20 items at one time in the selected product group range. It is best to download a limited number of items into the PDE at one time. Should there be a read error there is less stock to trace back the error. - [ ] Connect the PDE unit to the Computer Ensure that the PDE unit is correctly connected before attempting to download, otherwise the item count may be lost. See PDE device user manual to ensure the correct connection. (Refer client setup information for the relevant PDE unit as to how to connect the unit to the computer. ) - [ ] Choose the **Download from PDE** Button ![PDE Download.png](https://docs.computerlink.com.au/uploads/images/gallery/2023-06/scaled-1680-/pde-download.png) - [ ] Transmit Data from the PDE Unit - [ ] The data is displayed in the **PDE Download** screen - [ ] Press the **SAVE & EXIT** button in the PDE Download screen An error report will print out bar codes of any product not found in the inventory file. The report will indicate the last good barcode scanned. You will need to find the rejected product, create an inventory item, and rescan the product with the PDE. WARNING: Do not enter a stock on hand quantity whilst creating the inventory item - [ ] Repeat PDE scanning and downloading procedure until all stock with the selected product group has been entered. The PDE download will accumulate the stocktake count when a product is counted in more than one lot. ### Step 3 - Stocktake Update Once all the products in the selected product group range have been entered into the stock take entry screen proceed with the stock take update. The quantity on hand in inventory maintenance will now be updated. - [ ] IMPORTANT: Logout of Computerlink on ALL terminals - [ ] IMPORTANT: Perform a Backup of the Database (keep this separate to your normal backups) - [ ] Open and log into Computerlink on the terminal where you will be performing the stock take update - [ ] Select **Inventory -> Stocktake -> Stocktake Update** The **Stocktake Update** dialogue is displayed: [![Stocktake Update.png](https://docs.computerlink.com.au/uploads/images/gallery/2023-06/scaled-1680-/stocktake-update.png)](https://docs.computerlink.com.au/uploads/images/gallery/2023-06/stocktake-update.png) - [ ] Click the **Process** button - [ ] The current quantity on hand is calculated – it will equal the stocktake count less sales plus incoming stock that may have occurred after the stocktake entry step. - [ ] The inventory file is checked for all products that have a stocktake date set and updated with the current quantity on hand figure. - [ ] The stocktake quantity and stocktake count are set to zero and the stocktake date is deleted. - [ ] For new users, Stock Control will be set ON for each product in the stocktake. - [ ] Continue this process for each different product group to be counted. To see the difference at the end of each group, print a **Product Group Variation Report** after each group is processed. # Performing a Stocktake When Not Trading Once it has been decided that you will perform a stock take outside of trading hours, 4 steps are required. 1. Prepare Stocktake 2. Stocktake Entry 3. Print a Stock Variance Report 4. Stocktake Update ### Step 1 - Prepare Stocktake To compare the value of stock before and after the stocktake, print a Product Group Valuation report before the stocktake is commenced and after the stocktake is completed. The Product Group Valuation Report prints the value of stock in each product group. If stock control is not currently utilized, a Product Group Valuation Report will not be accurate. For more details on producing a Product Valuation Report, refer to: **Inventory -> Stocktake -> Product Group Valuation Report ![Group Valuation Report.png](https://docs.computerlink.com.au/uploads/images/gallery/2023-06/scaled-1680-/group-valuation-report.png)** #### You prepare a stocktake by: - [ ] Select **Inventory -> Stocktake -> Prepare Stocktake** The **Prepare Stocktake** dialogue is displayed: ![Prepare Stocktake.png](https://docs.computerlink.com.au/uploads/images/gallery/2023-06/scaled-1680-/Wx7prepare-stocktake.png) - [ ] Leave the **Product Code** field set to **ALL** or a specific product can be selected - [ ] In the **Product Group** field select the product group that you wish prepare for stocktake. **F4** allows you to search for a product group select the group you require. - [ ] Proceed through to the **Store** Field which can be left at **ALL** or a specific shop can be selected - [ ] Leave the **Fixture** field set to **ALL** - [ ] **Date of Stocktake** defaults to the current date - [ ] Click the **Prepare for Stocktake STORE CLOSED** Button WARNING: The stocktake count for each product in the selected product group(s) will be set to zero. The stocktake date for products within the product group range is set. - [ ] Alternatively, choosing the **Cancel** button or pressing the **Esc** key will cancel the Prepare Stocktake process ### Step 2 - Stocktake Entry - [ ] Select **Inventory -> Stocktake -> Stocktake Entry** The **Stocktake Entry** dialogue is displayed: The stocktake entry can be done by manual counting and entering data, or using a Portable Data Entry (PDE) unit, both methods are detailed below. ![Stocktake Entry.png](https://docs.computerlink.com.au/uploads/images/gallery/2023-06/scaled-1680-/stocktake-entry.png) - [ ] Select a **Store / Cost Centre** or press **enter** to select the default one - [ ] Press enter to bypass the **Fixture** field - [ ] Press enter to move the focus to the **Product Code** field - ##### **Entering Stock Manually** - [ ] Scan the barcode on the product into the **Product Code** field. - The description is automatically displayed in the **description** field to the right of the Product Code field. - The **Quantity on Hand** figure will display zero as a result of the stock take preparation process. - [ ] Type the physical count into the **Plus** field - [ ] Press the **enter** key - The focus returns to the **Product Code** Field - The extra quantities of an already entered item can be added into the **Plus** field and the **Qty Counted** field will be updated accordingly. - ##### **Entering Stock using a Portable Data Entry (PDE) unit** Use the PDE to scan a maximum of 20 items at one time in the selected product group range. It is best to download a **limited number** (less than 20) of items into the PDE at one time. Should there be a read error there is less stock to trace back the error. - [ ] Connect the PDE unit to the Computer Ensure that the PDE unit is correctly connected before attempting to download, otherwise the item count may be lost. See PDE device user manual to ensure the correct connection. (Refer client setup information for the relevant PDE unit as to how to connect the unit to the computer.) - [ ] Choose the **Download from PDE** Button ![PDE Download.png](https://docs.computerlink.com.au/uploads/images/gallery/2023-06/scaled-1680-/pde-download.png) - [ ] Transmit Data from the PDE Unit - The data is displayed in the **PDE Download** screen - [ ] Press the **SAVE & EXIT** button in the PDE Download screen An error report will print out bar codes of any product not found in the inventory file. The report will indicate the last good barcode scanned. You will need to find the rejected product, create an inventory item, and rescan the product with the PDE. WARNING: Do not enter a stock on hand quantity whilst creating the inventory item - [ ] Repeat PDE scanning and downloading procedure until all stock with the selected product group has been entered. The PDE download will accumulate the stocktake count when a product is counted in more than one lot. ### Step 3 - Print a Stock Variance Report - [ ] Select **Inventory -> Stocktake -> Stocktake Variance Report** The **Stocktake Variance Report** dialogue is displayed: ![Stocktake Variance Report.png](https://docs.computerlink.com.au/uploads/images/gallery/2023-06/scaled-1680-/stocktake-variance-report.png) - [ ] Select the **Product Group** that you are currently performing a stocktake on and press enter. - [ ] Select the **Store** you are performing a stocktake for. If you have only one store leave the selection at **ALL** and **enter** through this field. - [ ] Select how you want to output the processed report: Printer, Preview, HTML, PDF, or XLSX ![print-selection.png](https://docs.computerlink.com.au/uploads/images/gallery/2023-06/scaled-1680-/print-selection.png) - [ ] Click on the **Process** button. ### Step 4 - Stocktake Update Once all the products in the selected product group range have been entered into the stock take entry screen proceed with the stock take update. The quantity on hand in inventory maintenance will now be updated. - [ ] IMPORTANT: Logout of Computerlink on ALL terminals - [ ] IMPORTANT: Perform a Backup of the Database (keep this separate to your normal backups) - [ ] Open and log into Computerlink on the terminal where you will be performing the stock take update - [ ] Select **Inventory -> Stocktake -> Stocktake Update** The **Stocktake Update** dialogue is displayed: [![Stocktake Update.png](https://docs.computerlink.com.au/uploads/images/gallery/2023-06/scaled-1680-/stocktake-update.png)](https://docs.computerlink.com.au/uploads/images/gallery/2023-06/stocktake-update.png) - [ ] Click the **Process** button - The current quantity on hand is calculated – it will equal the stocktake count less sales plus incoming stock that may have occurred after the stocktake entry step. - The inventory file is checked for all products that have a stocktake date set and updated with the current quantity on hand figure. - The stocktake quantity and stocktake count are set to zero and the stocktake date is deleted. - For new users, Stock Control will be set ON for each product in the stocktake. - [ ] Continue this process for each different product group to be counted. To see the difference at the end of each group, print a **Product Group Variation Report** after each group is processed. # Performing a Stocktake ### Overview The stocktake module provides the valuation of stock levels. It can be performed at any time during or outside trading hours. Its results can be used for: - Taxation purposes. - Determining if stock handling procedures need to be addressed. - Stock shrinkage issues. - Zeroing stock on hand In order for the result of a stocktake to be of any future value: - Each product must have its own unique code in inventory maintenance. - Goods received must be processed through the Stock Receipts module. - Goods returned must be processed through the Stock Returns module. - Goods sold at point of sale must be sold through the Cash Register module or Invoicing module. A stocktake can be processed in two ways: - By Product Group: a stock take by product group involves selecting a product group or range of product groups to stocktake. It is best to first start with a small product group and then stocktake a range of groups or a larger group. - By Fixture: a stocktake by fixture involves selecting a section (fixture) of products in the store to stocktake. A fixture consists of products which are unlikely to shift location within the store. If stocktaking by fixture all products in the store must be counted at the time of the stocktake. ### Performing a stocktake during trade Follow the steps in the [Performing a Stocktake During Trade](https://docs.computerlink.com.au/books/inventory/page/performing-a-stocktake-during-trade "Performing a Stocktake During Trade") article to perform a stock take during trading hours ### Performing a stocktake while not trading Follow the steps in the [Performing a Stocktake When Not Trading](https://docs.computerlink.com.au/books/inventory/page/performing-a-stocktake-when-not-trading "Performing a Stocktake When Not Trading") article to perform a stock take after hours # Lotto Barcodes (Not Gold Lotto) Tatts and Golden Casket have introduced barcodes on the lotto tickets that allow you to scan the ticket at your Point of Sale. Ticket values to a maximum of $999.99 only are supported. Ticket values above this will need to be entered manually in the normal manner. Each game has its own barcode so to utilize this new function you will need to have Inventory Items for each of the following: - Lotto Syndicates - Saturday Lotto - Oz Lotto - Powerball - Super 66 - Pools - Midweek Lotto ### Adding Lotto Products to Your Inventory - [ ] Open **Inventory -> Item Maintenance** - [ ] Change to your existing #GL product. - [ ] Click **Clone This Item** - [ ] Press **F10** to edit. - [ ] Change the fields as follows - [ ] Product Code: **\#SL** - [ ] Description: **SATURDAY LOTTO** - [ ] Barcode: **87401** - [ ] Press **F12** to save. #### For each new item: - [ ] If you already have any of these items then press **F10** to edit that item. If not click **Clone This Item** to copy the data for the new item and press **F10** to edit that item. - [ ] Change the fields as follows
**Product Code****Description****Barcode**
\#SLSATURDAY LOTTO87401
\#GLSYNDLOTTO SYNDICATES87400
\#GLOZOZ LOTTO87402
\#GLPBPOWERBALL87403
\#GLS66SUPER 6687404
\#GLPOOLSPOOLS87405
\#GLMIDMIDWEEK LOTTO 87406
- [ ] Press **F12** to save. Once this has been completed then the tickets can be scanned. # Cipherlabs 8200 PDE Unit Setup Instructions - [ ] Plug USB/Communication cable into base of the communications/charging cradle Do not plug USB cable into computer at this point - [ ] Insert power connection into communications/charging cradle - [ ] Plug power pack into power and turn switch on - [ ] Place 8200 PDE unit into the communications/charging cradle. - [ ] Allow unit to charge. (Unit has been charged at Computerlink) - [ ] Remove 8200 PDE unit from communications/charging Cradle - [ ] Turn Cipherlab 8200 PDE unit on button on right hand side at the bottom - [ ] Select **1 Collect Data** then press **enter** (**blue button**) - [ ] Scan an object with a barcode (**yellow button**) - [ ] Leave quantity as **1** and press **enter** - [ ] Press the **ESC** button to return to the main menu - [ ] Open notepad on your PC (start, programs, accessories, notepad) - [ ] Place the PDE unit back in to the communications/charging cradle. - [ ] Plug the USB cable into the computer now - [ ] Press **2** on the keypad of the 8200 PDE Unit to upload Data - [ ] Device will now search for and install drivers - [ ] Give it a little moment and the barcode and the quantity item that you scanned should appear in the notepad window - [ ] On the PDE unit keypad select option **1** and **enter** to delete. - [ ] Unit will return to the main menu. - [ ] Close Notepad on your computer. Your Unit is now ready for use Please refer to [Performing a Stocktake](https://docs.computerlink.com.au/books/inventory/page/performing-a-stocktake "Performing a Stocktake") for instructions on using the 8200 PDE unit with Computerlink # Product Code Conventions Certain special characters or combinations of characters are used by the TouchPOS and therefore **CAN NOT** be used in the Product Code of an item.
**Character** **Reason**
- Used for Credits, Payouts and Discounts.
$ Used to indicate a Tender Amount.
. Used for Serial Number items (Bikes, Watches Electronic Equipment etc) and issue control of Magazines.
^ Used for Operator Cards.
27 Used for Customer Loyalty Card barcodes. Must be a valid EAN13 or EAN8 barcode.
% Used for Customer Loyalty Cards using a Mag Strip Reader.
" Double quotes cannot be used in Product Code or Description of the item. The Barcode Label printer uses this character as part of its data and it will cause a print failure of the Label.
\\ Affects some barcode label printers and should be avoided.
+ Used as part of the Bill of Materials section to combine items into a single unit.
? Used as part of the Bill of Materials section to search for items during the buildup process.
\* Used as the separator for Qty and Price.
Do not use “**double quote**" anywhere. You can substitute two single quotes which appears on the screen and reports as though it is a double quote. In other words, avoid using special characters in the product code. Use standard characters A-Z and numbers 0-9. Space is acceptable as well. An exception is macro products such as bulk lotto tickets or newspapers. They usually start with: #