Stocktakes: Difference between revisions
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! PRS Version | |||
| {{{version|Not specified}}} | |||
|} | |||
{{TrainingVideo | |||
| title = Products - Stock Locations - Stocktakes | |||
| module = Products | |||
| duration = 6:05 | |||
| updated = April 2026 | |||
| summary = How to schedule rolling stocktakes against PRS stock locations, how overdue items are highlighted, and how to complete a stocktake on PC or through the mobile app with photos for traceability. | |||
| videofile = Products - Stock Locations - Stocktakes.mp4 | |||
| transcript = | |||
<div class="ts-entry" data-time="0"><span class="ts-time">0:00</span> <span class="ts-text">Scheduling stocktakes against your stock locations.</span></div> | |||
<div class="ts-entry" data-time="21"><span class="ts-time">0:21</span> <span class="ts-text">Rolling stocktakes catch problems before they happen.</span></div> | |||
<div class="ts-entry" data-time="61"><span class="ts-time">1:01</span> <span class="ts-text">Overdue stocktakes highlighted in red on locations.</span></div> | |||
<div class="ts-entry" data-time="90"><span class="ts-time">1:30</span> <span class="ts-text">Changing stocktake frequency per location in PRS.</span></div> | |||
<div class="ts-entry" data-time="131"><span class="ts-time">2:11</span> <span class="ts-text">Completing a stocktake on the desktop.</span></div> | |||
<div class="ts-entry" data-time="177"><span class="ts-time">2:57</span> <span class="ts-text">Using the mobile app for stocktakes with photos.</span></div> | |||
| keypoints =<br> | |||
* Stocktakes can be scheduled per location and product. | |||
* Rolling stocktakes help catch discrepancies early. | |||
* Frequency can be set yearly, quarterly, monthly, or daily. | |||
* The PC flow lets you update actual vs original quantities. | |||
* The mobile app supports stocktakes with photo evidence. | |||
* Photos become a live audit record visible back on the desktop. | |||
| seealso =<br> | |||
* [[Related Page One]] | |||
* [[Related Page Two]] | |||
}} | |||
=== Overview === | === Overview === | ||
* Stocktakes on PRS can be used to ensure stock levels represented in the system are accurate | * Stocktakes on PRS can be used to ensure stock levels represented in the system are accurate | ||
* | * A physical check of the stock levels is compared to the stock levels represented in PRS for the selected locations | ||
*Relevant stock movements are then generated to correct any differences between the physical check and the PRS figures | |||
*Lines that have not changed will still produce a zero quantity stock movement, in order to maintain a record of what has been checked | |||
=== Desktop === | === Desktop === | ||
| Line 9: | Line 43: | ||
* Go to Product Management → Stock Locations → Select the Locations to Stocktake → Select the [[File:Stocktake.png|frameless]] button at the bottom of the list | * Go to Product Management → Stock Locations → Select the Locations to Stocktake → Select the [[File:Stocktake.png|frameless]] button at the bottom of the list | ||
*This button is governed by the [[Security Tokens|Security Token]] "Modify Stock Movements". Ensure it is enabled to make the Stock Take button visible | |||
[[File:Desktop stock locations.png|frameless|581x581px]] | [[File:Desktop stock locations.png|frameless|581x581px]] | ||
| Line 14: | Line 49: | ||
==== Using the Stock Take Screen ==== | ==== Using the Stock Take Screen ==== | ||
* All Stock Holdings for the selected Locations are combined in one list | * All Stock Holdings for the selected Locations are combined in one list. The columns for this grid are fixed | ||
* The quantity for each holding is shown as "Original Qty" | * The quantity for each holding is shown as "Original Qty" | ||
* "Actual Qty" can be typed in to, and is used to fill in quantities observed during the physical stocktake. This is defaulted to 0 | * "Actual Qty" can be typed in to, and is used to fill in quantities observed during the physical stocktake. This is defaulted to 0 | ||
*The "Notes" column can also be edited directly, and will become the notes for each stock movement generated when saved | |||
* The [[File:Prefill.png|frameless]] button can be used to copy over any numbers in "Original Qty" to "Actual Qty" | * The [[File:Prefill.png|frameless]] button can be used to copy over any numbers in "Original Qty" to "Actual Qty" | ||
* The [[File:Reset.png|frameless]] button can be used to reset "Actual Qty" of all lines to 0 | * The [[File:Reset.png|frameless]] button can be used to reset "Actual Qty" of all lines to 0 | ||
* The [[File:Export button.png|frameless]] button is the recommended way to generate a sheet for printing out before a stocktake | * The [[File:Export button.png|frameless]] button is the recommended way to generate a sheet for printing out before a stocktake. The generated excel sheet has the same columns as the Stock Take grid | ||
[[File:Stock take screen.png|none|thumb|1190x1190px]] | |||
[[File:Stock take .png| | |||
==== Saving ==== | ==== Saving ==== | ||
| Line 28: | Line 63: | ||
* Each line in the Stock Take will produce a Stock Movement when the Stock Take is saved | * Each line in the Stock Take will produce a Stock Movement when the Stock Take is saved | ||
** Identical quantities will produce a Stock Movement with zero received and zero issued ( | ** Identical quantities will produce a Stock Movement with zero received and zero issued (a transaction to note that this line has been checked, even though nothing has changed) | ||
** A higher actual quantity will produce a Stock Movement with the difference as the amount received | ** A higher actual quantity will produce a Stock Movement with the difference as the amount received | ||
** A lower actual quantity will produce a Stock Movement with the difference as the amount issued | ** A lower actual quantity will produce a Stock Movement with the difference as the amount issued | ||
Latest revision as of 02:36, 24 April 2026
| PRS Version | Not specified |
|---|
Overview
How to schedule rolling stocktakes against PRS stock locations, how overdue items are highlighted, and how to complete a stocktake on PC or through the mobile app with photos for traceability.
✓ Key Points
- Stocktakes can be scheduled per location and product.
- Rolling stocktakes help catch discrepancies early.
- Frequency can be set yearly, quarterly, monthly, or daily.
- The PC flow lets you update actual vs original quantities.
- The mobile app supports stocktakes with photo evidence.
- Photos become a live audit record visible back on the desktop.
📋 Transcript Click any line to jump
0:00 Scheduling stocktakes against your stock locations.
0:21 Rolling stocktakes catch problems before they happen.
1:01 Overdue stocktakes highlighted in red on locations.
1:30 Changing stocktake frequency per location in PRS.
2:11 Completing a stocktake on the desktop.
2:57 Using the mobile app for stocktakes with photos.
Overview
- Stocktakes on PRS can be used to ensure stock levels represented in the system are accurate
- A physical check of the stock levels is compared to the stock levels represented in PRS for the selected locations
- Relevant stock movements are then generated to correct any differences between the physical check and the PRS figures
- Lines that have not changed will still produce a zero quantity stock movement, in order to maintain a record of what has been checked
Desktop
Starting a Stock Take using selected locations
- Go to Product Management → Stock Locations → Select the Locations to Stocktake → Select the
button at the bottom of the list - This button is governed by the Security Token "Modify Stock Movements". Ensure it is enabled to make the Stock Take button visible
Using the Stock Take Screen
- All Stock Holdings for the selected Locations are combined in one list. The columns for this grid are fixed
- The quantity for each holding is shown as "Original Qty"
- "Actual Qty" can be typed in to, and is used to fill in quantities observed during the physical stocktake. This is defaulted to 0
- The "Notes" column can also be edited directly, and will become the notes for each stock movement generated when saved
- The
button can be used to copy over any numbers in "Original Qty" to "Actual Qty" - The
button can be used to reset "Actual Qty" of all lines to 0 - The
button is the recommended way to generate a sheet for printing out before a stocktake. The generated excel sheet has the same columns as the Stock Take grid
Saving
- Press the OK button to save (Cancel will lose any unsaved work)
- Each line in the Stock Take will produce a Stock Movement when the Stock Take is saved
- Identical quantities will produce a Stock Movement with zero received and zero issued (a transaction to note that this line has been checked, even though nothing has changed)
- A higher actual quantity will produce a Stock Movement with the difference as the amount received
- A lower actual quantity will produce a Stock Movement with the difference as the amount issued
- An actual quantity of zero will produce a Stock Movement that issues the entire amount for the original quantity (that holding is no longer there)
Example Excel File for Printing Out
