Guidance on the Inventory Count / Stock Take procedure.
(Guide for Pastel Partner 14, but older versions will loosely follow the same method).
The inventory count is a process where you would do a physical stock count and compare them to the quantity levels in your Pastel data, if there are any adjustments, Pastel will update and record the variance in the system.
- To begin, go to 'Process > Count Inventory'.
- You will be prompted with the following messages asking if you want to Rebuild the Batch Quantities first. It is advisable to do this to correct any quantity levels.
- You now need to do an Inventory Snapshot, which counts all quantities on hand and keeps them in a snapshot in case you cancel the procedure at any time and continue with it later. Click on 'Next' to start the snapshot.
- You can now choose a range of Stores and Inventory Items to snapshot, if you want to do all items then leave the filters as they are and click on 'Next'.
- Click on 'Process' to begin the snapshot.
- Please be patient and allow the snapshot to run through all the way, this can take a long time if there are a lot of inventory items in your data. When it has completed, you will get the confirmation message and you just need to click 'OK' to finish it.
- Click on 'Continue' to begin the adjustments / counting.
- You will now be brought to a window with many options to choose from, the first option is to print out a count sheet which you can fill in as you count the stock physically.
- Select the relevant store and items in the filters to then print out the count sheet.
- The next option is to enter the counted quantities on hand manually.
- Fill in the quantities which were counted next to the relevant item and store (also the serial numbers if you use the serial number tracking add on module) and click 'Next' when this has been done.
- If you wish to import a text file ( .TXT file) you can choose the option to Import.
- Select the relevant options and click on 'Browse' to find your .TXT file to import. For details about the file requirements for importing [click here].
- Once the counted quantities have been entered, you can now choose the option to print out a count variance, which will show you the variance between the counted quantities and the quantities in the Pastel data.
- Fill in the report filters as needed and then click 'OK' to see the variance report.
- The next option is to update the quantities, which will post an Inventory adjustment to correct the quantities in the Pastel Data, this will also update the relevant general ledger accounts like the inventory variance.
- You can now select the relevant date and period to post the transactions in Pastel.
- To finish with the update, click 'Process' in the confirmation window.
- Please be patient and allow the process to run through all the way, this can take a long time if there are a lot of inventory items in your data. When it has completed, you will get the confirmation message and you just need to click 'Finish'. This will also clear the current snapshot in the system.
- If at any point you wish to cancel the process and clear the snapshot, then select the bottom option to clear it.
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