Stocktakes

PRS Version	Not specified

Products ⏱ 6:05 Updated April 2026

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.

Products - Stock Locations - Stocktakes 6:05

✓ 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.

🔗 See Also

Related Page One

Related Page Two

📋 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

Mobile