Stocktake User Manual

CONTENTS

Introduction

Creating a Stocktake

Committing Counts

Variance Report

Updating stock levels and closing Stocktake

Stocktakes on a Hand-Held Terminal (HHT)

Stocktake v2

Introduction

This document contains detailed instructions on how to setup and use the Stocktake feature in your RetailStore/ CharityStore system. Stock take is a licenced feature that needs to be activated prior to use. If this is a Licence Feature that you wish to purchase, please contact your Account Manager for further information. 

Creating a Stocktake

Firstly,  

• log into RetailStore/ CharityStore with your Username* & Password*. 

• Click into the Stock Menu

• Scroll down to the Stock Take section and select Stocktakes.

If you have any existing open Stocktakes, then they will appear on this page. If you are yet to create one or don’t have any currently open, then this page will appear blank. 

To create a new Stocktake, 

• select the Create button located at the bottom of the Stocktake List screen.  

  

The New Stocktake page will open containing the below fields: 

Field	Function
Store/ Branch*	Mandatory field that contains your current location by default.  Click on the dropdown list to change the location that you wish to run the Stocktake for.
Due For Count Date*	Mandatory field that currently contains today’s date.  If you need to change this, use the drop downs to select the correct Day/ Month/  Year, or use the  to open the calendar.
Blind Stock Take	If you wish to create a blind stocktake, select this field.  This applies to the printed stocktake only, and when selected you won’t be shown how many items you should have counted.
Orderby*	Mandatory field set to ‘Item Name’ by default.   Change the order of how your items are displayed by clicking the dropdown list and choose either ‘Item Reference’, ‘Bin Location’, ‘Season’, or ‘Category’.
Then Order By (optional)	2nd level order of how your items are displayed.
Then Order By (optional)	3rd level order of how your items are displayed.
Status	This option cannot be changed and is set to ‘New’ by default.
Stock Items Per Page*	Mandatory field set to 30 by default.  This is the number of items displayed per page (Minimum number 1, maximum number 100)
Multi User Count*	Mandatory field that is set to ‘No’ by default.  This field applies to a Hand-Held Terminal (HHT) only, and if set to ‘Yes’ allows multiple users to access the same stocktake count.
Exclude Zero Value Items	If selected, no items with a stock level of 0 will be added into the stocktake.
Pre-Populate Expected Values	If used, this will enter the amount of stock captured in the snapshot into the Count field when viewing a Stocktake Count.

Once you have completed the necessary fields, 

• select Save. 

You should receive a yellow notification advising that the Stocktake was created successfully.

Items now have to be added to that Stocktake created. 

• At the bottom of the page, select Add Items. 

 

• Specify your item search criteria by ‘Category’, ‘Brand’, ‘Stock Ref’, ‘Season’, ‘Product Type’, ‘Supplier’, ‘Product List’, ‘Item Ref Mask from’ or ‘ Item Ref Mask to’ by clicking on the necessary drop down, and selecting the correct option. 
• Select Generate

You will now see a list of all the products you have added to the stocktake: 

Items can be deleted by clicking on the Delete button next to each item. 

Next,

• select Back to Stocktake List. 

  

The Stocktake created will now appear in the Stocktake List. 

• Click on Create Snapshot.

Note: a snapshot records what the current stock levels are.  

A message box will appear. 

• Select OK to continue.

You will receive a success message.

Now that a snapshot has been taken, a new button named Print has appeared against the Stocktake. 

• Select this button.
• Print out the stock sheet and close off the PDF. 

Now you are ready to begin your count. Before doing this,

• click Mark for Count.

The status of the stocktake will change from ‘Selected’ to ‘Count’, to indicate your position in the process.

There are two buttons that will appear at this point in the process; Export Count List, & Upload Counts. 

These two options are not part of the standard Stocktake process but are there for retailers with a specific HHT who wish to export CSV’s containing item barcodes and import CSV’s containing barcodes and item quantities. These features are optional. 

Committing Counts

• Manually complete the stock sheet by filling in the Qty values within your store/ branch location. Once complete, 
• click on View Counts. 

Stocktake Count List is where users refer to the completed Stocktake sheet, and manually enter in the counted quantities for each item. Each quantity is entered into the Count field. 

• Enter the counted quantities into the column against the items on that page. 

Note: once you have entered in the quantities do not click straight onto the next page as this will clear all the counts on the current page.   

Next,  

• select the Commit Page pushbutton and confirm. 

Note: If there are multiple pages, you will need to complete this process for each page. 

Or; 

• select Clear Counts to clear all Count values back to 0, and re-enter correct values. 

Note: if you have not yet printed out the Stocktake sheet to manually record your counts, you can access it from this page. 

Once you have selected Commit Page, ▪ select OK to save counts. 

Variance Report

At this point, it is recommended that you run the Variance Report on your Stocktake before updating your stock levels. This gives you a chance to check you’re happy with what has been counted. To access the Report, 

• Click back into the Stock Menu

• Scroll down to the Stock Take section, and select Variance Report.

The Stocktake Variance Report will open containing a few Filter Options to help find the correct Stocktake. More of the fields used, the easier it is to find the stocktake you are looking for. 

Field	Function
Location	Select the dropdown to choose the location that the Stocktake was created for.
Stocktake ID	Enter the ID to find that specific Stocktake.
Date	To and from date.
Currency	Currency used on the Stocktake.

• Click the Generate button to generate the report.

All the Stocktakes that meet the search criteria are displayed, listing all the items included.

The report is broken down into several different columns

Column	Function
Item Ref	Item Ref. for that item.
Item Description	Item Description for that Item.
Bin Location	Bin location (if set up)
Snapshot	The stock level for that item at the point of when the ‘Create Snapshot’ button was selected when creating the Stocktake.
Counted	The counted value for that item when carrying out the Stocktake.
Unit Variance	The difference between the Snapshot value, and the Counted value.  Note: when the Counted value is less than the Snapshot value, the Unit Variance shows a – symbol and is displayed in red.
Cost Variance	The difference in cost value between the Snapshot Cost, and the Counted cost.  Note: when the Counted cost is less than the Snapshot cost, the Cost Variance shows a – symbol and is displayed in red.
Page	Indicates which page of the Stocktake the item appears on.

At this point, check over the results in the report and when you are happy to proceed, 

▪ return to Stock > Stocktakes 

Updating stock levels and closing Stocktake

On your Stocktake, 

▪ select Close. 

A message will appear asking if you wish to close the Stocktake. 

To confirm you wish to close,  

▪ type YES into the text field.  

Note: ‘YES’ must be entered in capitals to be accepted. This is a security measure, as submitting this will update the stock levels of all items included in the Stocktake. 

• Select SUBMIT

You will now receive a success message advising that the Stocktake has been successfully closed. 

The Stocktake will now be hidden from the Stocktake List but can be displayed via the Filter Options. 

Stocktakes on a Hand-Held Terminal (HHT)

Please note that the Hand-Held Terminal (HHT) Stocktake method you follow is dependent on the model/ version of the device. The two methods are; Stock Take & Stock Take v2. If you are unsure which one you require, please refer to your device’s User Manual. 

The HHT works using a browser rather than a software application on the terminal which allows you to activate your Cybertill system onto the device, and then use a Wi-Fi connection to upload data from the terminal into your Cybertill system. 

The scanning functionality allows you to scan all your product barcodes and then either enter quantities against specific barcodes, or alternatively scan all your products individually. A file will then be available containing all your barcodes and quantities which can then be uploaded using the WIFI into your Stocktake menu. 

In order to carry out a stocktake on a HHT, within your back office of RetailStore/ CharityStore, 

• click back into the Stock Menu. 

• Scroll down to the Stock Take section and select Stocktakes.

We firstly need to create a new stocktake. This process does not differ from the manual process mentioned in the above section of the User Manual.  

To create a new Stocktake, 

• select the Create button located at the bottom of the Stocktake List screen.  

The New Stocktake page will open. 

• Complete the necessary fields. 

Note: a Multi User Count cannot be carried out this way. If you are wishing to carry out a multi user stocktake, please refer to the next section of the manual, Stocktake v2. 

Once completed, 

• select Save.

Items now must be added to that stocktake created. 

• At the bottom of the page, select Add Items. 

• Specify your item search criteria by ‘Category’, ‘Brand’, ‘Stock Ref’, ‘Season’, ‘Product Type’, ‘Supplier’, ‘Product List’, ‘Item Ref Mask from’ or ‘ Item Ref Mask to’ by clicking on the necessary drop down, and selecting the correct option. 
• Select Generate.

You will now see a list of all the products you have added to the stocktake: 

Items can be deleted by clicking on the Delete button next to each item. 

Next,

• select Back to Stocktake List. 

The stocktake created will now appear in the Stocktake List. 

• Click on Create Snapshot.

Note: a snapshot records what the current stock levels are.  

A message box will appear. 

• Select OK to continue.

You will receive a success message.

Now you are ready to begin your count. Before doing this, 

• click Mark for Count.

The status of the stocktake will change from Selected to Count, to indicate your position in the process.

You are now ready to begin your Stocktake using the HHT. 

Note: Please ensure that you have activated Cybertill on the HHT device. For more information on how to do this please refer to the User Manual for your Hand-Held Terminal Device. 

Once activated, 

• select the Stock Take menu from hand held terminal. 

You should now be able to view all Stocktakes which have been set with a ‘Mark for Count’ status.  

Note: If your stocktake has not appeared in this list, then go back into your back office > Stock > Stocktake and ensure that the status is set as ‘Count’.  

On the HHT, 

• click on the desired Stocktake and it will highlight in a Blue text.
• Select the Next button and a summary screen of your Stocktake will appear and allow you to begin scanning your items. 

• Confirm this is the correct Stock Take and then select the Start Stock Take menu. 

The menu will refresh and an option for a Barcode/Ref will appear.

• Aim the hand-held terminal at the barcode and scan it.

You now have the choice of either entering quantities against the barcode using the -/+ or Edit button, or alternatively you may scan the same barcode again which will increment the quantity of items where the same item is scanned more than once. 

In the example below, we have scanned the same 75663335 barcode 3 times which is displayed as Total Scanned 3 and Previously Scanned 2. 

Once you have scanned all your stock take item barcodes, 

• select the Finish option located at the bottom of the screen.   

If you haven’t scanned all of your stocktake items then a message will appear at the bottom of your screen advising whether you wish to either Continue, which will assume there are no further items to scan, or alternatively Back To List which will allow you to scan further items into your Stock Take. 

• select Continue. 

Next, you are now given the option to Upload or Cancel Count.  If you choose to select Cancel Count and confirm the cancellation, the process will be cancelled. 

• select Upload. 

A message will be displayed if the upload has been successful. 

Note:  If the Stocktake is a ‘Blind’ stocktake, the Item List will not show any expected quantities or have any colour coding which could indicate stock levels. 

Please refer to the below example:  

Non-Blind Stocktake

Blind Stocktake

Once the count quantities have been uploaded from the HHT, the quantity uploaded is visible by selection to View Count against that ‘Stocktake’ within the back office > Stock > Stocktake. The Stocktake Status will be updated to ‘Counted’. 

You can now complete your stock take as normal from the back-office menu. 

Stocktake v2

To use this feature, it requires the Angular_stock_take Licenced Feature. Please speak to your Account Manager for more information. 

Firstly, before you can use the hand-held terminal to carry out a Stocktake, you will need to create one via your Cybertill back office, with a status of ‘Count’. Please click here to refer to the section of  the manual that takes you through creating a new Stocktake. 

• Select Stock Take V2 to open

You should now be able to view all Stocktakes which have a status of ‘Count’. 

• Click on the Action icon to start the stocktake

Your Hand-Held Terminal does not rely on a WIFI connection whilst actioning the count. 

There are two scans that can be carried out using your device. These are; 

• Item Scan – scanning each item to increase the stocktake quantity.
• Qty Scan – scanning the item will not increase the quantity. The quantity must be manually entered. 

Item Scan 

To carry out an Item Scan, 

• ensure that the Item Scan tab is selected at the top left-hand side of the page. 

Note: if you have previously selected this option, it should still be selected. 

• Scan your item to add a quantity of 1. 

To change the quantity of each item you have scanned, 

• scan the item again 

or, 

• use the Current Scan Qty + and – buttons to increase/ decrease.  

Note: if you are carrying out a multi user stocktake, the system will allow you to reduce the quantity to a negative total figure. 

Qty Scan 

To carry out a Qty Scan, 

• ensure that the Qty Scan tab is selected at the top right-hand side of the page. 

Note: if you have previously selected this option, it should still be selected. 

Next, 

• using your device, scan the item once. 

Notice that the curser appears straight in the Current Scan Qty field, and the Total Scanned value has not increased. 

• Type the quantity value into the Current Scan Qty field or use the arrows to increase/ decrease.
• Select Add or Replace to either ‘add’ the Current Scan Qty to the Total Scanned value, or ‘replace’ the Total Scanned Qty with the Current Scan Qty. 

Please note: When carrying out a multi user stocktake, changing the scan quantity using the 'Replace' button, will replace all counts for that item. 

Whichever scan method you chose, the next step is to view all the items included in the Stocktake, 

• select List. 

The Item List page will open. 

You can use this page to view how many of each item you have already scanned or select individual items to change their quantities. 

Once you have scanned all your stock take item barcodes, 

• select the Finish option located at the bottom of the screen.   

• Enter in a Ref. 

Note: if a Ref isn’t entered here, the system will auto create one with the format ‘dd/mm/yyyy HH:MM:SS’ 

If you haven’t scanned all of your stocktake items then a message will appear at the bottom of your screen advising whether you wish to either ‘Continue’ which will assume there are no further items to scan, or alternatively ‘Back To List’ which will allow you to scan further items into your Stock Take. 

If you choose to continue, you will receive the options to ‘Upload’ or ‘Cancel Count’. If ‘Cancel’ is selected, followed by ‘Confirms Cancellation’, the process will be cancelled. 

If you have regained WIFI connection and are happy to upload, 

• click Upload  

The following message should display:

For those users who are using Multi User Stocktake, back in your RetailStore/ CharityStore back office,  

• select View Individual Counts 

Here, you will see a list of stocktakes carried out, displayed in a table that is broken down by Ref, Username & Actions.  

• Ref- displays the reference ID given when carrying out the upload on the HHT (whether this was entered by the user or auto generated by the system).
• Username- the name of the user who carried out the Stocktake
• Actions- Allows you to view what items were counted in the stock take, along with how many of each item was counted. 
• Select View

Listed here are all the items that were scanned as part of the Stocktake count & only includes items that have been counted. Any items that were added to the Stocktake but not counted will not appear. 

The order in which they appear, is the order in which they were scanned. Because of this, you may see an item appear more than once on the list if a different item(s) was scanned in-between them. 

The table includes Unit cost (the cost charged by the supplier) and Total line cost of each scanned item. The values shown are auto converted to the currency of the Stocktake location. At the bottom of the table is a total count and value of all item lines counted. 

• Click Print to print the page.
• Select Back to Individual Counts or go back to the previous page. 

There are two options at the bottom of the Individual Stocktake Count List, Print & Print Consolidated List. 

To view the table in a .CSV format, 

• click on Print 

You’ll receive a message asking do you wish to Open or Save the file. 

• Select Open. 

You also have the option to Print Consolidated List, which is a combination of all counts within the Stocktake. 

To access, 

• click the Print Consolidated List button.

Your PDF will generate and then open

Finally, you can mark your stocktake as complete. 

• Click on Mark as Complete

You will receive the following message:

The status has now changed to ‘Counted’. 

The last step is to Close the stock take. Before doing this, ensure that you have completed your stock take and are happy with the recorded counts.  

Note: Once confirmed, this is irreversible.  

To do this, 

• Select Close 

The following message is displayed, asking if you wish to continue? 

• Type the word YES, followed by the clicking on the SUBMIT button. 

By default, the Stock Take will now be hidden, and it will require you to use the Filter Options to display. If displayed, the Status will show as ‘Completed’.  

Stock levels for the items included within the Stock take are now updated. Items that are not counted will be set to 0.