Periodically you should conduct a stocktake to reconcile the quantity and types of products physically on hand to the quantity and types of products that Attaché has calculated as being on hand.
You can do one large stocktake or you can run several small stocktakes based on various ranges of products. Attaché allows you to run up to 99 stocktakes at any one time.
Attaché allows you to continue with sales and purchases once you have counted your stock – you don't have to wait until the figures are entered into the computer.
Your physical count should be carried out as soon as you have created the stocktake work data and printed your worksheets. No transactions for a product should be processed until the physical count for that product is complete. Include stock On Consignment in your physical count.
Once the physical count is complete, you can continue normal processing while you enter the physical counts from the worksheet via Enter Physical Counts. Then print a Variance Report showing the book quantity, physical quantity entered, unit cost and variances.
You can change the physical quantities and reprint the Variance Report as often as required - it is not until the variance report is correct and you select Product File Update that the stocktake details updates your products.
To conduct a stocktake, go to Products, Transactions, Stocktake and complete the following steps below.
Create work data
Go to Products, Transactions, Stocktake, Create Work Data.
If you intend to create multiple stocktakes, enter your Stocktake Number, then enter the Location, Group, Product or Bin Range as required.
From the Options task area select Include Inactive, Include Superseded, and Include Standard as required.
Press Accept (F9) to complete your selections and Close (Esc) to return to the menu. When completed, the Create Work Data screen will display the number of Products Selected.
Print worksheets
Go to Products, Transactions, Stocktake, Print Worksheets.
Select the stocktake number and sequence and the options required.
Page Down to select the output device.
To complete this report, press Print (F9) and then Close (Esc) to return to the menu.
📌 Note: Your physical count should be carried out as soon as you have created the stocktake work data and printed your worksheets. No transactions for a product should be processed until the physical count for that product is complete.
Physically check stock numbers
Use the worksheets to record the actual quantity of stock on hand.
Once the count of all products on the worksheet has been completed you can continue normal processing.
Enter physical quantities
Go to Products, Transactions, Stocktake, Enter Physical Quantities
Select the relevant stocktake number.
Enter either Yes or No to Set Physical Quantity to Book Quantity. (Select Yes if you want the book quantity to display in the stock quantity field for each product. This allows you to simply accept the quantity details for any product where the quantity has not changed.)
Select the same sequence chosen when printing your worksheets.
Press Accept (F9) to begin entering stock quantities. Enter the actual quantity counted for each stock item in the each Quantity field, pressing Accept (F9) after each entry.
When all products have been updated press Close (Esc) to return to the menu.
📌 Note 1: you can use the Prev(F11) and Next(F12) to go back and forth between product codes and adjust quantities as required.
📌 Note 2: Do you see two Quantity fields on the Enter Physical Quantities screen?
The first Quantity field appears if you have selected Purchase Conversion in Product Options.
Enter the physical quantity for Purchase Units counted. This quantity will be multiplied by the Purchase Conversion factor in the Product Masterfile.
The second Quantity field is where you enter the physical quantity of Stock Units.
Confirm variances
Choose the Products, Transactions, Stocktake, Print Variance Report.
Select the relevant stocktake number and sequence required.
Page Down and select the output device required.
Press Print (F9) to print the Stocktake Variance Report and Close (Esc) to return to the menu.
Double check that all variances are correct. If an error has occurred, return to Enter Physical Quantities and make the necessary adjustments.
Repeat this process until all variances are correct.
Take a backup before proceeding.
Update stock levels
During Product File Update, the variance quantity will be added to the current Quantity In Stock for each product. The variance quantity is the difference between the physical count entered and the book quantity at the time the stocktake was created. As it is the variance and not the physical count that updates the product, the new In Stock quantity will be correct even if there have been receipts, invoices, etc., entered while the physical counts were being entered.
Once the product file has been updated the work data must be cleared, otherwise duplicate stocktake details could be generated.
If you have selected General Ledger Postings in Product Options, the following General Ledger Codes will be affected during Product File Update:
Inventory Dr (+) or Cr (-) [Variance in Value at Cost]
Stocktake Variance Dr (-) or Cr (+) [Variance in Value at Cost]
To update stocktake levels:
Choose Products, Transactions, Stocktake, Product File Update.
Select the stocktake number or range of numbers as required, and press Accept (F9) to update stock levels.
During Product File Update, the variance quantity will be added to or deducted from the current quantity in stock for each product. The variance quantity is the difference between the physical count entered and the book quantity at the time the stocktake was created. As it is the variance and not the physical count that updates the product, the new in stock quantity will be correct even if there have been receipts, invoices and so on entered while physical counts were being entered.
When the update is complete, a message will ask Keep work data? Yes/No. Choose No to clear work data otherwise duplicate stocktake details could be generated.
If you have selected General Ledger Postings in Product Options, the update will automatically create the general ledger journal entry between inventory and stock variance.
Press Close (Esc) to return to the menu.
Print a Stock Status Report to ensure the stock details are as required before continuing.