Basic - How to do stock take using stock take by segment

Basic - How to do stock take using stock take by segment

1.0 What is Stock Take

Stock take is the process of inventory checking for physical verification of the quantity and conditions of the items that are stored in the outlet or warehouse. This may be done to provide an audit of the existing stock and the source of stock discrepancy information.  


  1. Things to take notes before Stock Take

  1. Make sure there are no pending transactions such as sales, transfers, purchase orders or returns, receiving, and adjustments
  2. All data had been fully synced up for stock take outlet.

 

2.0 What is Stock Take by Segment

Stock take by segment is a function that allows user to do stock take by brand, batch or even location of the inventory. You may assign some segments for different staff to do stock take-by segment so that multiple stock take for different brands or locations of the inventory can be done at the same time. 

This function also helps for outlets, especially FnB that are doing stock take for same inventory items frequently (i.e every day after EOD) where they just use back the same stock take segment rather than need to create back the the item list every time stock take need to be done, which is very time consuming and there risks of some items might be left out due to human error.

3.0 How to Create a Profile for Stock Take for Segment

Before you can do stock take by segment, you need to create a stock take by segment profile. This will allow you to reuse the same profile each time you want to do the stock take for the same inventory items.

  1. In Xilnex Classic, go to Inventory at the top menu and find Stock Take by Segment Profile.

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Alternatively, you can also use the search bar and search for stock take by segment profile.

  1. Keyin the name for the profile

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  1. Click on the + button, then a pop-up message will show you to choose all relevant items that you want to include for this stock take segment.    
  1. After you have done selecting the relevant items, click Save at the top to save and create the profile.
  1. Example: for this profile, it will include all items under group “(SF) Premium”

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4.0 How to do Stock Take using the Stock Take by Segment Profile

After you are done creating the profile for Stock Take by Segment from the previous step, you may use it in any stock take session that you want.

  1. Go to Inventory, and find Stock Take by Segment

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  1. Click at the Functions at the top right of the screen and click on Load ProfileA screenshot of a computerAI-generated content may be incorrect.. 


  1. Select the related profile that you created for this stock take session, and click on Add

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  1. All the relevant items will be loaded, and you may proceed to key in quantity. After done, you may 
  1. Click on Save button to save it (if you intend to double check and do any amendments later)
  2. Click on the Confirm button if you have already finalized the quantity.

If you click on the Confirm button, the stock take by segment record will be posted to Stock Take.

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5.0 How to Post the Stock Take by Segment to Stock Take

After you have confirmed the Stock Take by Segment from the previous step, you may continue the next step which will post all the quantity and related items to the Stock Take record.

  1. On the Stock Take by Segment (from previous step), click on Advance and Post to Stock Take.

Note: Post to Stock Take will only appear after you confirm the stock take by segment.

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  1. All the items and information (quantity) from the Stock Take by Segment process will be displayed on Stock Take screen. 

You can click Save button to save this Stock Take session, and the status will be updated to Pending. Once saved, you are still able to amend the quantity (Physical Quantity column).


Note: Stock Take screen will display all items in the system. You may filter the items by filtering Physical Quantity (select non-blanks)

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  1. Once you have finalized everything, you can proceed to click on the Post to Adjustment.

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  1. Stock Adjustment will show all the information from the previous Stock Take process.

To apply/update the quantity from the Stock Take to your inventory, click on the Confirm button.


Note: Stock Adjustment will only show the items that are having difference between Physical and OnHand quantity.

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FAQ

1. Which setting is to enable UOM in stock take by segment?
Answer: There are no setting to enable UOM function in Stock Take by Segment, you may just scan the code of the package item and Xilnex will add into document with the UOM configured. During stock take process, when there are UOM item added, Xilnex will make the conversion to base item UOM and there are column UOM Quantity to edit the UOM quantity. 

2. Why does the system sum the quantities from multiple stock takes? Is there a recommended way to correct or update the stock quantity after the initial stock take has been posted? Can the system be configured to use the latest stock take quantity instead of accumulating the previous stock take quantity?
Answer: The purpose of stock take is always want to update the Onhand item quantity to follow current Physical Quantity so Xilnex will not sum multiple stock takes, system will based on the stock take calculated difference to do the adjustment. Normally when first stock take is update to wrong quantity, the suggestion will be re-create another stock take to update the item to expected physical quantity. Take note if using previous stock take by segment into the new stock take might cause the item being over scanned. Currently Xilnex will get the followed stock quantity based on selected date + time, so take note on the date and time selected while doing stock take.

3. During the stock take, the item is shown using the Package Code (Parent Item). However, after posting the stock take, the item changes to the Sub Item (Child Code). Could you please clarify why the item code changes from the Parent/Package Code to the Child/Sub Item Code when the stock take is posted?
Answer: This question is related to the UOM function in Stock Take, as the Package Item don't have physical quantity in Xilnex inventory, so the system will convert the package/uom item to the base item to accumulate the quantity. There are UOM column in stock take module to update the quantity by UOM.

4. Stock take completed can be deleted or not?
Answer: In Xilnex, the Stock Take will show as POSTED status when everything is done until adjustment for the stock take process. When the Stock Take is updated to posted, we are not allow to Cancel/Delete the stock take. User is recommend to create new stock take if need to make another adjustment to the inventory.

5. How to set restricted qty for stock take by segment?

Answer: There is column as "Restricted Quantity" in Stock Take by Segment module, user may key in the quantity of Restricted quantity into the column and when posting into Stock Take, Xilnex will update the quantity separate with Quantity to Physical Quantity and Restricted Quantity to Restricted Quantity.