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Procurement & Expense Management Training Guide
Store Management
QUALITY ENDORSEMENT - ISO9001 Quality Management Systems - Requirements
ABOUT TECHNOLOGYONE
TechnologyOne (ASX: TNE) is a leading enterprise software solutions provider. For more than 20 years we have been providing deeply integrated software solutions for business, government, financial services, health and community, education and the utilities sectors. Tens of thousands of people each day use our world class solutions, which we develop, implement and support. Our enterprise wide solution suite is based on leading edge technology and is backed up by a substantial R&D program. Our consulting teams provide world-class services and this provides our customers with a long term, secure and valuable partnership. TechnologyOne employs more than 800 people and has offices in each State and Territory of Australia, as well as New Zealand, Asia and the United Kingdom.
Our enterprise software solution suite encompasses financials, supply chain, human resources, payroll, strategic and performance planning, business intelligence, budgeting, property and rating, student management, project and asset management and maintenance, enterprise content management and stakeholder management. For further information please visit www.TechnologyOneCorp.com.
COPYRIGHT
All rights reserved. No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means electronic, mechanical, photocopying, recording or otherwise, without the prior permission of Technology One Limited.
SUPERSESSION CLAUSE
Upon receipt of this document please ensure any earlier versions are destroyed. No earlier versions may be retained without the written permission of Technology One Limited
DOCUMENT INFORMATION
Document Name: GEN STM P&EM - Store Management
Date created: 13 April 2016
Author : Mark Brett
Version Date: 13 April 2016
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Store Management Contents
Contents
1. Important note for users .................................................................................................................. 1
1.1 Workplace and Tab Names ................................................................................................................ 1
2. Store Management ........................................................................................................................... 2
3. Stock Needs Analysis ...................................................................................................................... 3
3.1 Overview ............................................................................................................................................ 3
3.2 Run Stock Purchasing Worksheet ..................................................................................................... 4
3.3 Stock Purchasing Worksheet Reviewed ............................................................................................ 8
3.4 Amend Order Quantities on a Worksheet ........................................................................................ 10
3.5 Print Suggested Order Report .......................................................................................................... 12
3.6 Close and Finalise Worksheet ......................................................................................................... 15
3.7 Review Created Requisitions ........................................................................................................... 19
4. Stock Requisition & Issue ............................................................................................................. 21
4.1 Overview .......................................................................................................................................... 21
4.2 Create a Stock Requisition ............................................................................................................... 22
4.3 Print a Stock Requisition Notice ....................................................................................................... 25
4.4 Approve a Stock Requisition ............................................................................................................ 27
4.5 Assign Pick Jobs to a Reserved Stock............................................................................................. 29
4.6 Confirm Pick Jobs ............................................................................................................................ 31
4.7 Despatch Picked Stock .................................................................................................................... 32
5. Stocktake Processing .................................................................................................................... 34
5.1 Overview .......................................................................................................................................... 34
5.2 Create Stocktake Selection .............................................................................................................. 35
5.3 Run Stocktake Selection Anomalies Report .................................................................................... 38
5.4 Produce Stocktake Count Sheets .................................................................................................... 41
5.5 Stocktake Count Entered Against Products ..................................................................................... 44
5.6 Stocktake Bulk Count Entry ............................................................................................................. 47
5.7 Calculate Stocktake Adjustments ..................................................................................................... 50
5.8 Review Stocktake Adjustments ........................................................................................................ 53
5.9 Finalise Stocktake ............................................................................................................................ 58
Appendix A – Document Control ................................................................................................................. 62
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Store Management Important note for users
1. Important note for users
These STM Manuals are used across TechnologyOne Solutions; therefore; please note that the screenshots are for illustrative purposes and may differ from the actual screenshots in your training session.
1.1 Workplace and Tab Names
This manual is used across Solutions, so there may be some solution-specific workplaces and screen tabs used. Document these in the following section so that they can be replaced when creating a Solution-specific STM Manual.
Workplaces
Enter all generic workplace names used in this document.
Generic Workplace name Training / Solution-specific
Purchasing Officer workplace.
Stores Officer workplace
Screen tabs
Enter all tab names used in this document.
Tab Names Training / Solution-specific
Processing tab
Stock Requisitions tab
My Workflow tab
Inventory tab
Note to trainer: you can enter the Training / Solution-specific terms into this section, or use Search & Replace to replace the terms and delete this section.
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2. Store Management
Store Management leverages off the Procure to Pay end-to-end process for stock ordering. It expands on this to facilitate stock requests and issues as well as inventory management processes like stocktakes and distribution between locations. The store management process is made up of the following key sub processes illustrated below:
Procurement & Expense Management
Store Management
Stock Needs Analysis - Internal
Stock Needs Analysis
Stock Requisition & Issue
Stock Returns
Stocktake Processing
Stock Ordering & Receipt
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Store Management Stock Needs Analysis
3. Stock Needs Analysis
3.1 Overview
The Stock Needs Analysis process is used to analyse and calculate stock reorder requirements. It can be used to generate a Suggested Order Report to reorder stock on behalf of a number of locations.
Stock Needs Analysis
Sto
res
De
pa
rtm
en
t
Procurement & Expense Management Stores Management
Run Stock
Purchasing
Worksheet
Review Stock
Purchasing
Worksheet
ResultAmend Order
Quantities
Amendment
required
No Amendment Required
Suggested Order
Report
Review OrdersResult
Amend
Finalise
Close & Finalise
Worksheet
Requisition
to Order
3.1.1 Purpose
The Stock Needs Analysis process ensures consideration is given to the stock level requirements of the organisation across different locations. It provides a mechanism to determine the need for stock in one or more Locations and to suggest a quantity of stock to order from one or more Suppliers. Purchasing Requisitions are then generated automatically.
3.1.2 Indicators and Controls
Stock levels are determined by amalgamating the purchasing requirements of the nominated sources of inventory (referred to as inventory locations). Stock is purchased to maintain correct stock levels, and this level is determined by the difference between the current stock level and the ideal stock levels defined against the product.
3.1.3 Outputs
The Stock Needs Analysis process results in two key outputs: the Suggested Orders Report and Purchase Requisitions. The Suggested Orders Report details the stock that requires reorder. The Purchase Requisitions is sent to suppliers, once the Purchase Officer or Stores Controller has decided on the Orders they wish to proceed with.
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3.2 Run Stock Purchasing Worksheet
A standard min/max calculation method will be used for the purposes of ordering required stock.
1. Log into the system and select the Purchasing Officer workplace.
2. Select the Processing tab and then click Purchasing Worksheet Selection.
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3. Enter the Purchasing Worksheet General details.
• Enter a Description for the worksheet
• Enter a Comment to further describe the worksheet.
• Select the Warehouse Location that requires stock to be reordered.
• Select the Distribution Plan for the worksheet. The distribution plan will determine which products can be selected on the sheet.
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4. Verify that the Order Creation details are correct and then click Select Worksheet on the task pane to create the Stock Purchasing Worksheet for the selected location.
5. Once the selection process has been completed by the system, click View Last Job Details on the task pane display the processing details, along with any errors.
6. Click Close on the toolbar to exit back to the Processing tab menu.
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3.2.1 Exercise
Step Data / Additional Information.
Create a Distribution Plan.
Generate a Purchasing worksheet.
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3.3 Stock Purchasing Worksheet Reviewed
In this step, the results of the purchasing worksheet selection will be reviewed, and may be altered prior to the generation of purchase orders.
1. Log into the system and select the Purchasing Officer workplace.
2. Select the Processing tab and then click Purchasing Worksheet Product List.
3. Click Retrieve to obtain a list of products for a worksheet.
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3.3.1 Exercise
Step Data / Additional Information.
Review the Products selected in the purchasing worksheet created in the earlier exercise.
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3.4 Amend Order Quantities on a Worksheet
In this section we will see how you can amend product purchasing details or even exclude products selected in the purchasing worksheet.
1. Following on from the previous section, in the Purchasing Worksheet Products screen, click the Product ID of the item to be amended for the selected worksheet.
2. Update the Order Quantity and Unit Prc and click Accept under Actions to Perform on the task pane.
3. Repeat steps 1 and 2 for each item to be amended on the worksheet.
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3.4.1 Exercise
Step Data / Additional Information.
Select a product from the purchasing worksheet.
Amend the order quantity.
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3.5 Print Suggested Order Report
The Suggested Order Report shows details of all products selected in the worksheet along with suggested order quantities and cost for each product.
1. Following on from the previous section, click Close on the toolbar until the Processing tab is displayed.
2. Select Suggested Order Report – Warehouse. This will show details of all products to be ordered from suppliers to replenish the warehouse.
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3. Select the Worksheet Name and click Start Processing on the task pane.
4. Review the order report and the products that need to be reordered.
5. Click Close on the toolbar.
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3.5.1 Exercise
Step Data / Additional Information.
Run the suggested order report
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3.6 Close and Finalise Worksheet
Closing and finalising the worksheet will generate the appropriate purchase requisitions for re ordering stock as defined by the purchasing worksheet.
1. Following on from the previous section, click Close until the Processing tab is displayed.
2. Click Close Purchasing Worksheet.
3. Ensure Update on Close is selected and then click Close Worksheet on the task pane. This will generate purchase requisitions for the products selected.
If update on close is not selected, then no purchasing requisitions will be selected but the purchasing worksheet will be closed.
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4. Click Close on the toolbar and then click Purchasing Results Report. – This will show details of the requisitions created on finalising the purchasing worksheet.
5. Click Start Processing on the task pane to generate the report detailing the requisitions created.
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6. Review the report.
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3.6.1 Exercise
Step Data / Additional Information.
Close and Finalise the purchasing worksheet created earlier
Run the purchasing results report to view details of the requisitions created.
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3.7 Review Created Requisitions
The requisitions generated will need to be either approved and released, or just released depending on the authorisation level of the user creating the purchasing worksheet.
1. Following on from the previous section, click Close on the toolbar until the Processing tab is displayed. Select the Requisitions tab.
2. Review the purchase requisitions generated for the requisitions.
3. The Close and Finalise Worksheet step will typically generate accepted requisitions if your authorisation level allows you to approve requisitions you have created. Else requisitions will be created with a suspended status, in which case they will need to be approved.
You will need to run the Print & Release Orders function to generate the purchase orders.
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3.7.1 Exercise
Step Data / Additional Information.
Review requisitions and Print & Release the orders.
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Store Management Stock Requisition & Issue
4. Stock Requisition & Issue
4.1 Overview
Stock Requisitions are internal requests for goods issued directly or transferred between inventory locations, for the internal supply of goods within your organisation.
Stock Requisition & Issue
Ap
pro
ver
Org
anis
ati
on
Sto
res
Procurement and Expense Management Stores Management
ActionCreate Stock
Requisition
Action
Submit for Approval
Reject
Amend Stock
Requisition
Stock Requisition
NoticeResultDelete Stock
RequisitionDelete Amend
Approve
Requisition
to Order
Stock Available Result
No
Backorder Stock
Lines
Reserve Stock
LinesYes
Picking Slip
Confirm Pick Despatch
Despatch Notice
4.1.1 Purpose
The purpose of the Stock Requisition & Issue process is to allow the controlled movement of stock throughout the organisation by enabling:
• The business to see stock that has been requested, is in transit or stock that has arrived at its final
destination.
• Warehouse or store personnel are involved in the process, along with shop personnel or staff at an
inventory location that have access to the functionality.
• Where stock is not available the process will allow Stock Needs Analysis to determine the additional
stock that is to be ordered.
4.1.2 Indicators and Controls
The Stock Requisition Delegation will be checked when the requisition is approved. This ensures a broad range of users can create the Stock Requisitions. However, managers or users with the correct delegation will be required to approve the requisition before it is actioned.
4.1.3 Outputs
Several reports can be produced throughout this process:
• Stock Requisition Notice
• Picking Slip
• Despatch Notice
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4.2 Create a Stock Requisition
1. Log into the system and select the Stores Officer workplace.
2. Select the Stock Requisitions tab and then click Stock Requisition Entry.
3. Click Blank Issue Requisition on the task pane.
4. Enter the General details.
• Select the Location to requisition goods from.
• Enter a Comment to describe the requisition.
• Select the Required Date
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Field names with an asterisk (*) next to them indicate that an entry is required.
5. Enter the products required in the Lines section
• Select the Product Number of the product(s) that are required.
• Enter the Quantity of each product requested.
• If the quantity of goods required is more than that available, the Quantity Backordered needs to be entered. Any goods available will be reserved and the number reserved will be displayed.
• Select the Account Number of the expense account to use. This can be a ledger account or work order #.
6. Repeat the previous step for each product required.
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7. Click Submit for Approval under Actions to Perform on the task pane.
8. Select the user to approve the requisition in Assign Next User and enter some Comments to the user about the requisition.
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4.3 Print a Stock Requisition Notice
Following on from the section, once the requisition has been approved or submitted for approval a stock a requisition Notice can be produced.
1. Click Print Requisition on the task pane.
2. Select the method to use to produce the requisition and click Print.
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3. Review the requisition and print it.
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4.4 Approve a Stock Requisition
The approver will receive an email informing them that they have a Stock Requisition that has been submitted to them for approval.
1. Log into the system and select a workplace that allows the approval of requisitions.
2. Select the My Workflow tab.
3. Click Inbox and select a requisition awaiting approval.
4. Click Open Stock Requisition on the task pane.
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5. Review the requisition and click Approve Requestion, Reject Requisition or Refer to Someone Else it as appropriate.
• Click Approve Requisition so it can be processed by the stores team.
• Click Reject Requisition to pass it back to the requestor.
• Click Refer to Someone Else to refer to the requisition to another approver for approval.
6. Click Approve Requisition on the task pane and enter a Comment.
7. Click OK to finalise the approval and send the requestor an email notifying them that the requisition has been approved.
Provided the approver’s financial delegation is sufficient to approve the requisition.
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4.5 Assign Pick Jobs to a Reserved Stock
Once the requisition has been approved the stores officers are able to process the requisition and issue the products out of inventory. To process a requisition:
1. Log into the system and select the Stores Officer workplace.
2. Select the Stock Requisitions tab and then click Assign Pick Jobs.
3. Select the items to assign to a pick job and click Picking Slip on the task pane.
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4. Select the Transmission Method for the picking slip.
5. Review and pass the picking slip to the staff member who will be picking the goods from the bins in the store.
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4.6 Confirm Pick Jobs
Once the goods have been physically picked from the store the actual quantities picked must be entered into the system. To enter the quantities:
1. Log into the system and select the Stores Officer workplace.
2. Select Stock Requisitions tab and then click Confirm Pick Jobs.
3. Enter the actual quantities for each item and click Confirm Pick Selected Lines on the task pane.
4. Click Confirm Pick Selected Lines on the task pane.
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4.7 Despatch Picked Stock
Once picking is confirmed, the goods need to be dispatched from the store. This process will complete the issue of goods. To despatch picked stock:
1. Log into the system and select the Stores Officer workplace.
2. Select the Stock Requisitions tab and then click Despatch Picked Stock.
3. Enter the Quantity to despatch.
4. Click Despatch Notice on the task pane.
5. Check and adjust the Shipment Number if necessary.
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4.7.1 Exercise
Step Data / Additional Information.
Create a Stock Requisition
Generate a stock requisition notice
Approve a Stock Requisition
Process a stock requisition to despatch
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Store Management Stocktake Processing
5. Stocktake Processing
5.1 Overview
Stocktake Process refers to the process an organisation undertakes to physically verify the quantity of the organisation’s inventory. Where an adjustment is required, it will be automatically calculated by the system.
Stocktake Processing
Locati
on
Sto
res
Procurement and Expense Management Stores Management
Enter Counted
Stock
Finalise Stocktake
worksheet
Select Stock for
Stocktake
Create Stocktake
worksheet
Generate
Stocktake PDE
Export
Perform Stocktake
Update Count
Sheets
Result
Generate Count
Sheets
Report CSV Format
Result
Update Stocktake
PDE File
Import Stocktake
PDE File
Finalise Stocktake
worksheet
Report
CSV format
Update for changes
since selection
Update for changes
since selection
Inventory and
Ledgers adjusted
5.1.1 Purpose
The Stocktake Process allows stores to verify their record of stock is accurate in terms of both quantities and location. Counts are performed at desired locations and any difference between expected and counted forms part of the automatically generated adjustment at the end of the process.
5.1.2 Indicators and Controls
In general, stocktake processing within the system is limited to only one or a few users within the stores Department (e.g. Stores Controller) for control purposes. However, once stock has been selected for processing, the physical counting can distributed to and performed by the relevant locations.
Counts are blind counts meaning the number expected is not shown on the count sheet. Counts can also be performed using a barcode device or PDE and import of the count data can be done in bulk.
5.1.3 Outputs
The follow reports can be produced throughout this process:
• Stocktake Count Sheets
• Stocktake Analysis – Summary
• Stocktake Analysis – Detail Report
• Stocktake Adjustment - Estimate
• Finalise Stocktake Results Report
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5.2 Create Stocktake Selection
This step will detail how products are selected for inclusion in a stock take.
1. Log into the system and select the Stores Officer workplace.
2. Select the Inventory tab and then click Stocktake in Progress Report.
3. Enter the Stocktake Selection details.
• Select the Inventory to perform a stocktake on.
• Enter the Stocktake Name
• Enter a Description.
• Select the Location where the stocktake will be performed and whether or not all products will be included in the stocktake.
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4. Click Select Stocktake on the task pane
5. Click View Last Job Details under Actions to Perform on the task pane and then review the processing log.
• The log will show the number of products selected along with any products that have been excluded.
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5.2.1 Exercise
Step Data / Additional Information.
Generate a stock take selection
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5.3 Run Stocktake Selection Anomalies Report
This report will show details of any products that meet the selection criteria but have not been included in the stock take selection.
1. Log into the system and select the Stores Officer workplace.
2. Select the Inventory tab and then click Stocktake Selection Anomalies.
3. Verify that the General report options are correct and click Start Processing.
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4. Review the Anomalies Report. This report will be blank unless there are products that have been excluded from the stocktake selection.
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5.3.1 Exercise
Step Data / Additional Information.
Generate the stock take selection anomalies report.
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5.4 Produce Stocktake Count Sheets
Count sheets are used by those performing the stock counts to record their findings.
1. Log into the system and select the Stores Officer workplace.
2. Select the Inventory tab and then click Stocktake Count Sheets.
3. Check that the General report settings are correct and click Start Processing on the task pane.
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4. Print the count sheets for handing out to staff that are doing the actual counting.
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5.4.1 Exercise
Step Data / Additional Information.
Produce the stocktake count sheets.
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5.5 Stocktake Count Entered Against Products
This step will detail how the stock count details are entered into the system.
1. Log into the system and select the Stores Officer workplace.
2. Select the Inventory tab and then click Stocktake Count Entry.
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3. Select the Product/Stock Item Nbr to record a count for, enter the Count and select the Units (if required).
4. Select Auto Advance so that the system will automatically move to the next item to be counted and click Save on the task pane.
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5.5.1 Exercise
Step Data / Additional Information.
Enter stock take counts for all products in your stocktake selection created earlier.
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5.6 Stocktake Bulk Count Entry
This will cover an alternative method of entering stock counts using the bulk entry method.
1. Log into the system and select the Stores Officer workplace.
2. Select the Inventory tab and then click Stocktake Bulk Count Entry.
3. Click Retrieve to obtain a list of all products in the Count section.
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4. Enter the Count and Unit for each product. Click Save on the task pane.
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5.6.1 Exercise
Step Data / Additional Information.
Perform a second count using the bulk count entry method.
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5.7 Calculate Stocktake Adjustments
Once the count has been entered the stock adjustments must be calculated. To calculate the stocktake adjustments:
1. Log into the system and select the Stores Officer workplace.
2. Select the Inventory tab and then click Calculate Stocktake Adjustments.
3. Check that the Inventory and Stocktake Name are set correctly and click Start Processing on the task pane.
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4. Click View Last Job Details on the task pane and then review the processing log for any errors that may have occurred.
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5.7.1 Exercise
Step Data / Additional Information.
Calculate stocktake adjustments after completing the counts in the previous exercise.
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5.8 Review Stocktake Adjustments
A series of reports is available to allow you to review the results and financial impacts of the stocktake counts entered.
1. Log into the system and select the Stores Officer workplace.
2. Select the Inventory tab and then click Stocktake Analysis – Summary.
3. Check that the General report settings are correct and then click Start Processing on the task pane.
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4. Review the report to ensure the adjustments are correct.
5. Click Close on the toolbar and then click Stocktake Analysis – Detail Report.
6. Check the General settings for the report and click Start Processing on the task pane.
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7. Review the detail report.
8. Click Close on the toolbar and then click Stocktake Adjustment – Estimate.
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9. Check the General settings for the report and click Start Processing on the task pane.
10. Review the report.
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5.8.1 Exercise
Step Data / Additional Information.
Calculate your stocktake adjustments.
Run the stocktake Analysis Summary Report.
Run the stocktake Analysis detail report.
Run the Stocktake Adjustment Estimate report.
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5.9 Finalise Stocktake
Once the adjustments have been reviewed, the stocktake can be finalised. The finalisation process will generate the adjustment transactions. To finalise the stocktake:
1. Log into the system and select the Stores Officer workplace.
2. Select the Inventory tab and then click Finalise Stocktake.
3. Update the Close Comment if necessary and then click Finalise Stocktake on the task pane.
4. Click Yes to confirm the finalisation process should start.
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5. Select the Inventory tab and then click Finalise Stocktake Results Report.
6. Check the General settings for the report and click Start Processing on the task pane.
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7. Review the report and the adjustment transactions generated.
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5.9.1 Exercise
Step Data / Additional Information.
Finalise the stocktake and generate adjustment transactions.
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Store Management Appendix A – Document Control
Appendix A – Document Control
Date Version Sections/All Name Reason for Change
13/4/16 1 All Mark Brett First Version of Document