Stock Check
Overview
Stock Check refers to the process of verifying and assessing the quantity and availability of materials or products in inventory. The purpose of a Stock Check is to maintain inventory control and support efficient production planning and order fulfilment.
How Stock Checks Work
- When you create a Stock Check, BOS Professional creates a header record for each material and location. Each header record has a count record for each unit that can be counted (each unit with Stock Check checked on the material's Units tab).
- You enter the counted quantities on the count records. They are converted to the base unit and summed to the header record.
- The status (Pending or Complete) belongs to the header record, so all the count records of a Stock Check share one status.
- Pending Stock Checks are not counted. The quantity in stock is calculated from the last Complete Stock Check dated on or before the selected date.
- If you create a Stock Check dated on or before the latest Stock Check of a material at that location, BOS Professional updates that latest Stock Check instead of creating a new one. Its quantities are recalculated (replacing any counted quantity already entered), and its status is set back to Pending.
- An opening Stock Check is not required (see Opening Stock Checks).
Stock checks use the following quantities:
| Quantity | Description |
|---|---|
| Est Qty | The expected quantity from the application – the quantity in stock on the Stock Check date, calculated from the last Complete Stock Check and the receive and issue transactions since then. |
| Act Qty | The counted quantity. |
| Var Qty | The variance: Act Qty - Est Qty. |
Settings
User Settings
Materials & Inventory > Stock Check - Access Allowed: Options are None, Full Access or Count Only (only allows users to enter the count quantity).
Material Settings
Stock Check (column): Checkbox that if checked allows a Stock Check count for that Unit of the material. Each checked unit gets its own count record in a Stock Check.
List View
Buttons Explained
| Button | Description |
|---|---|
| Reset | Resets the selected data filters. |
| View | Generates a report based on the selected data filters. |
| New | Creates a new Stock Check. |
| Save | Saves any changes. |
| Output | Outputs Stock Count Reports. First choose:
|
| Actions |
The status belongs to the whole Stock Check (the header record), so changing it on one count record changes it for all the count records with the same SC ID. |
| Menu |
|
| Help (?) | Opens the online help documentation. |
Filters Explained
| Filter | Description |
|---|---|
| Category | Dropdown list of categories to select All or a specific Category. |
| Material | Dropdown list of materials to select All or a specific Material. |
| Location | Dropdown list of locations to select All or a specific Location. |
| Active Materials checkbox | Checkbox that if checked only shows Active Materials. |
| Sort on | Dropdown list for additional sort functions. Options include:
|
Fields Explained
Info
Fields marked in green (✎) can be edited.
| Field | Description |
|---|---|
| Field Chooser (*) | Lets you add or remove columns from the view. |
| ID | The system-generated number allocated to each count record (one line for each unit counted). |
| SC ID | The system-generated number allocated to the Stock Check (the header record). Count records with the same SC ID belong to the same Stock Check. |
| Status |
|
| Date | The Date of the transaction. |
| Description | The Description of the material. |
| Reference | The material's reference. |
| Category | The material's category. |
| Subcategory | The material's subcategory. |
| Customer | The customer linked to the material. |
| Location | The location of the stock item. |
| Bin No. | The stock item's Bin Number. |
| Code | The material's code. |
| Created by | The User who created the transaction. For auto-generated transactions the user = System. |
| Updated by | The User who updated the transaction. For auto-generated transactions the user = System. |
| Act Qty | The counted quantity, in the count unit. Can be entered when the Stock Check is pending. Negative quantities are converted to zero. |
| Act Qty (Base) | The counted quantity converted to base units. Is calculated automatically from the Act Qty. The count records' Act Qty (Base) values are summed to the Stock Check's Act Qty. |
| Est Qty (Base) | The expected quantity from the application, in base units – the quantity in stock on the Stock Check date. This field is auto filled on the base unit's count record. |
| Unit (Count) | A Description of the unit in which the count is. |
| Unit (Base) | The material's Base Unit. |
| Notes | A field with a note facility for you to enter a note. |
| Menu (...) |
|
Edit View
Info
When clicking New (button) a popup appears from which you can select the materials. Edit View refers to this popup. However, the newly created records are edited in List View.
Buttons Explained
| Button | Description |
|---|---|
| View (top row) | Displays a list of materials based on the selected filters. |
| Create (bottom row) |
|
| Close (bottom row) | Closes the popup. |
Filters Explained
| Filter | Description |
|---|---|
| Category | A dropdown list of all the categories to select All, or specific Categories. |
| Location | A dropdown list of all the locations to select All, or a specific Location. |
| Date (bottom row) |
|
Fields Explained
| Field | Description |
|---|---|
| Field Chooser (*) | Lets you add or remove columns. |
| Stock ID | The system-generated number allocated to the inventory item at each location. |
| Matunit ID | The system-generated number allocated to the material in general. |
| Status | The Status of the material. |
| Category | The material's Category. |
| Subcategory | The material's Subcategory. |
| Description | The material's Description. |
| Code | The material's Code. |
| Reference | The material's Reference. |
| Location | The current Location of the material. |
| Unit | The Unit of the material. |
Opening Stock Checks
- An opening Stock Check is no longer required. BOS Professional does not create an opening Stock Check when a material is added to inventory.
- The upgrade to version 26.02 deleted all the existing opening Stock Checks.
- When a material has no Complete Stock Check, the quantity in stock is calculated from all its receive and issue transactions.
Changing the Base Unit of Stock Check Materials
- When the Base Unit of a Material is changed, all the material's existing Stock Checks are deleted.