Overall Procedure

The overall procedure of a Stocktake is:

1 Despatch any orders that have already been released.

2 Stop releasing/picking & dispatching of new orders.

3 Run the scanner PLU export on the RSS menu.

4 On scanner need to scan the barcode of the location you will be stocktaking. (Branch and Supplier Barcode Labels in Stocktake menu)

5 Clear Down stock take file on scanners.

6 Download the PLU Export files to the scanners.

7 Price check every item with the scanners and correct any non-scans on the system. (If doing a pre-count go to 9)

8 Freeze the Branch.

9 Scan the Stock and upload to the system. If you are uploading the files to the system regularly CLEAR THE SCANNER DOWN AFTER EACH SUCCESSFUL UPLOAD.

10 Pre count update. (If doing pre-count)

11 Run a stock take discrepancy report, identify any problems with missing/incorrectly counted stock and if required make adjustments via Stocktake Adjustment Program.

12 Once you are happy with the overall Loss/Gain, dispatching can restart at this point.

13 Update to live stock and clear down. Ensure you save the Excel report that is generated as this cannot be generated again at a later date.

All programs required for the Stocktake on the RSS back office are under the Stocktake menu. Main Menu -> Stocktake.

Programs that are required for the scanners will be found under Warehouse -> Scanner Barcode Labels & Bin Labels Print.

Understanding Pre-Counts

Pre-Counts are a useful way of counting stock before a Stocktake starts, for example if you have a room full of stock and you know that no stock will be taken from this room before the Stocktake starts then you can save yourself time by counting this room before the date of the Stocktake.

Any Stocktake files that are uploaded before the branch has been frozen will go into the pre-count.

Any Stocktake files that are uploaded after the branch has been frozen will automatically go in to the main Stocktake count.

Adding Pre Counts to the Main Count after the Stocktake has started

To add the pre counts to the main Stocktake count, you must first freeze the Branch, details of how to do this are further on in this Manual. Once this has been done go to Stocktake Pre-count Update program.

Select Add Pre-Count, Enter the Stocktake Date.

Check the pre-counts that you wish to be included in the main Stocktake count and click Update.

The Pre-Counts are now included as part of the main count.

Clearing down Stocktake File

Ensure that any previous stocktake files has been cleared from the scanner. To do this, power on the scanner and go to 8. Files Menu > 8. Delete Menu > 1. Delete Stock Take. It will then say Erase File? Stock Take, Press “ENT” to select YES. It will then confirm the file has been deleted, press any key to go back to the Delete Menu. If there is no file to delete you will hear a beep. Once finished press F1 until you are back to the main menu.

You must also repeat this process after every scanner upload to the system to avoid duplication.

Export PLU files to scanners.

1. In order for the Scanner to get the latest product information from the Back Office we must generate a file for the scanner to download. To do this, in the back office go to Stocktake -> Scanner PLU Export.

2. Press the Export button. Once you see the below confirmation press Finish.

3.  Perform a “Get Lookup files” on scanners. This can be done by going to Files Menu -> Get Lookup Files. Ensure the scanner is in the cradle and press Enter, then press any key to confirm. The scanner will beep twice when the file has been successfully received.

Price check all Items, make a note of any items that do not scan, these must be added to the RSS System and if they already exist check the correct barcode is against the product.

Once all products are added to RSS Back office, repeat steps 2, 3 & 4.

Stocktake Freeze - RSS Back Office

We must now freeze the branch we wish to Stocktake, you can freeze the individual departments or the whole branch. Select Stocktake Freeze from the Menu.

Choose Branch and date, If required choose a department if you do not wish to freeze the whole branch.

Leaving the drop down set to All will freeze the whole branch.

Setting the Scanners up for a Stocktake

To start a Stocktake go to Stock Take from the main screen. In order to perform a stock take you will first need to scan the Site Location Barcode. This can be found under the Warehouse Menu -> Scanner Barcode Labels -> Print Locations.

Next you will be prompted to scan the first bin location code.

If you do not use Bin Locations then you can scan everything in to the same bin location. To print bin locations go to Warehouse -> Bin Labels Print.

You should now scan the first product.

Press up cursor â†' to review previous entries (see below)

If you scan something by mistake, Press C to cancel the product scan

Once the item has been scanned, enter a quantity and press “ENT” or scan an item again to increment the count by one.

You should repeat the process and scan each product or enter the quantities. You can change the bin location when you need to by scanning the bin location barcode, you will see an on screen confirmation that the new Bin Location code has been accepted. Anything you scan after this will be assigned to the new bin location.
When you have scanned the last item and are ready to upload, enter the amount and press “ENT” or just press “ENT” to accept a quantity of one of the last item that you scanned.

Press F1 to return to main menu.

If you want to continue the Stocktake just select Stocktake from the Scanner Menu. It will inform you “Stocktake Already in progress, do you want to continue?” You can select yes to carry on with the Stocktake.

Uploading the Stocktake File from the Scanner

To upload the file from the Stocktake Scanner go to Files Menu -> Send Stock take -> Send File ? Stock Take, Press ENT to accept YES -> Ensure the Scanner is in the Cradle, press any key to continue.

If you hear two short beeps, the file upload has been successful.

If you are uploading the files to the system regularly you must CLEAR THE SCANNER DOWN AFTER EACH SUCCESSFUL UPLOAD. SEE TOP OF PAGE 7 FOR INSTRUCTIONS ON THIS.

Processing the Uploads on the RSS Back Office

Now that the file has been uploaded we can post it to the main count on the system. Go in to Stocktake and Select “Stock Taking from Scanner Uploads”

Enter Todays date, click on “Not Posted” and Click the Search for Scanner Import Files button.

Note: It can sometimes take up to a few minutes until the file appears in the Back Office.

Each file upload will generate a new line, Select the files you wish to post in to the Stocktake and proceed. Repeat this above process until all your stock has been scanned as part of the Stocktake.

Stocktake Analysis Reports

Use Stock Take Analysis for the branch that is frozen to produce a discrepancy report, this will show you the Stock figure that was frozen compared to the counts that have been uploaded to the system and will show you an overall loss or gain per item, you can scroll down the report to see the department overall loss or gain.

Stocktake Adjustment

If you notice abnormal discrepancies and know this is due to an error in scanning or if you manually recount the stock and wish to make an adjustment then you can do this from the Stocktake Item Adjustments program. Search for the item you wish to adjust and click edit. It will show you the previous quantity, enter the new count for this item.

You can re-run discrepancy reports after you have made adjustments until you are happy with the level of discrepancies.

Committing the Stocktake

To commit the counts to stock after any adjustments have been made, run the Stocktake Valuation & update program from the Stocktake Menu.

Select the branch. First run a valuation report. This MUST be saved to your PC as it cannot be run again once the Stocktake has been committed.

Finally, if you are happy to update the new counts to the system then run the Update to Live Stock and Cleardown option to commit the new counts to the stock system. Do not navigate away from the page or close the browser until the process has finished, once the process has finished you will get an Excel report, Ensure you save this at this time as there is no option to re-run this.

Remove Stocktake without Updating

If you want to abandon the Stocktake, delete all the counts that have been uploaded and unfreeze the stock then run the “Remove Stocktake without Updating” Option in the back office.