Stocktake options at a glance
There are three main stocktake methods in Fred Office Plus: (a) stocktake while trading; (b) stocktake after hours; (c) append stocktake quantities to existing quantities. You can view the available stocktake options in the Assistant tab > Stocktake > New.
Select your stocktake options carefully. Once committed, a stocktake cannot be undone. If you select the incorrect option when you first create the stocktake, you can alter you selection before committing.
Stocktake during business hours (while I continue trading)Select Adjust stock on hand by difference when stock count was performed.
This the recommended option if you want to count the stock while the store is still trading.
This option will adjust the stock on hand only by the difference in quantity between what the system assumes you have (the Expected value) and what you did count (the Current Count). The system takes into account stock movement since you last counted it (sales, orders, etc ...).
(Recommended) If performing a full stocktake, select Full Store Stocktake to ensure any item not counted has their SOH figure reset when the stocktake file is committed.
When this option is selected, your count must include all stock in your store, including:
- stock on shelves
- stock in the storeroom
- any committed stock awaiting collection
If an order arrives during your stocktake, receive the stock using Fred Office Plus Ordering (as per regular process).
Do not count this stock as part of the stocktake: the system will automatically adjust these quantities when the stocktake is committed.
Stocktake after hoursNo quantity changes will occur between counting and committing the stocktake.
Select Set stock on hand to point to stock count was performed.
This option changes the quantity in your system to the quantity counted when the stocktake is committed. It does not take into account what has happened to the item since you counted it. This is the most appropriate option to use when the stocktake will be counted and committed while the store is closed.
This option changes the quantity in the system to the quantity counted. This change is applied at the time the stocktake file is committed. For this reason this entire process must be completed after hours (including committing the stocktake file).
If performing a full store stocktake, it is recommended to also tick Full Store Stocktake, so that any items not counted will have their SOH figure reset to zero when the stocktake file is committed. Additionally when using this option, your count must include all stock in your shop including stock on shelves, in your storeroom and any committed stock awaiting collection.
If the stocktake is committed after the store begins trading once more then your SOH figures may no longer be accurate. The figures entered will overwrite what is in your database without taking into account any changes to the item (sales, orders etc).
Add the quantity I stocktake to the existing quantities This applies when stocktaking the storeroom.
Select Append stock to current stock on hand.
This option adds the quantity counted in the stocktake to the stock on hand quantity already in the system. This option is commonly chosen when counting stock in a storeroom which has not previously been counted.
This option is useful if you have already completed a stocktake for all items in the front of shop but have not counted items in another location (for example, the storeroom). This option also enables you to report on the items (and stock value of items) in the storeroom (or other location) separately to the items in the rest of the shop.
If your storeroom has previously been counted as part of the full store stocktake, this option is not appropriate as items will be counted twice.