Stock Take - Additional Transaction Audit Reporting

When performing a stock take the system initialises the stock by copying the current physical quantity as a ‘compare’ quantity. The next stage, entry of the physical count, updates a counted quantity on the stock record.Only the adjustment process, where the stock physical is updated for the difference between the counted and compare quantity, generates a transaction record for later review. The generation of the adjustment also resets the counted and compare quantities ready for next run.

New in Release 6.5 the system will write additional transactions for the initialisation process so you can see the value written as the compare quantity on initialisation, and for the counted quantity entry.

The Initialisation process writes a type ‘I’ or S/INI transaction, the entry of a counted quantity writes a type ‘E’ or S/CNT transaction, the stock take adjustments continue to be a type ‘8’ or S/TAK transaction.

When entering the stock counted quantity a new, optional, facility is available to select a reason for the discrepancy from a pre-set list. This allows analysis over time of the reasons for stock take discrepancies.

After entry of the counted quantity and a discrepancy is calculated the system will prompt for the ‘Reason for Difference’ and allow selection from the pre-set list.

The new stock take audit trail options allow you to record the compare/counted quantities on the stock transaction (these are the values from the Stock record after the stock take transaction has been recorded) and also records a stock take ‘counter’ so that you can see the matching sets of stock take transactions.A new transaction reporting option is available which groups the generated stock take transactions by stock code / counter so you can review the matching stock take entries.

If counted quantity equals compare quantity then no stock adjustment will be generated.

The transaction quantity on the S/CNT records is the quantity entered on the count for the stock item. If there is more than one count for a stock item then separate E-S/Tak transactions are created, if the second count is a replacement of the first count then an additional ‘initialisation’ transaction is generated to record the reset.

Installation

Additional items are required on the Stock and Stock Transaction file for this feature. To add this new item select Installationfrom the main menu followed by Application Manager and then Restructure A Database. Select the Stock application. Elect to update the Live Files and then select first the Stock File. The existing data items are then displayed on screen, scroll-down to the next available blank entries and create the following items: File, Item, Name, Type Description

STA S/TAK-COUNTER Y (6) Incremental count of the number of stock takes the item has had. This count is recorded on the stock transaction file so can identify matching sets of stock take transactions.

To insert a new item press <Enter> against a blank entry, enter the title as required and press <Enter>, select the item type (using the drop-down list if required), and depending on item type select the size required.

Once the additional item has been recorded press the <ESC> key and select the UPDATEbutton to save the database changes.When prompted respond ‘Y’ to the prompts to ‘Extract Existing Data to New Database Structure’ and, if appropriate, ‘Copy Table Entries from Old Database to New Database’. Final prompts ask to ‘Remove (.OLD) Database’ and to ‘Carry Out the Same Restructure on the BASE File as Well’ – respond as required.If you select to update the base file you need to manually insert the new items at the same data item positions as on the live file.

Once the Stock file has been updated additional items are required on the Stock Transaction File. Repeat the above options selecting the Stock Transaction file and add the following items: File, Item, Name, Type, Description

STT S/TAK-COUNTER Y (6) Records the Counter the stock take transaction was generated under.

STT COMPARE-QTY K, L, M Holds the physical quantity copied as the compare quantity at the start of the stock take process.

STT COUNTED-QTY K, L, M Holds the accumulated counted qty (including the current transaction)

STT DISCREPANCY T Table data item recording a pre-set list of reasons for a stock take discrepancy (optional).

The new discrepancy data item needs to be referenced within the Database Profiles. To update these settings select Installation from the main menu followed by Application Manager and Set Database Profiles. Choose the Stock Control application as required before selecting the Retail / Other Trans parameter screen.

On the left of the screen is the prompt Stock-Take Analysis– against this item reference the data item number of the Discrepancy data item created above, <F4-Select> is available if required.

Once the table item has been created you need to update the analysis descriptions for each table value with the allowed reasons for discrepancy.

To update the table values select Installation from the main menu followed by Application Manager and then Table Maintenance. Select the Stock Control application, elect to update the live files, select the Stock Transaction file to update, before selecting to Update Table Descriptions.

The initial entries within the table description list are displayed and you can use enter and the up/down arrow keys to move between them. If the ‘Discrepancy’ analysis range is ‘high up’ the range you can use the select button to move to that range. Against each table analysis you can enter the description required as one of the reasons for dispute.

To allow easier maintenance of this list of reasons for all/selected users you can include this table as one of the items on the ‘Tables’ entries available on the Tools pull-down menu on the main Datafile toolbar. See the System User and Configuration Guides for more details on this option.

Application User Facilities

To enable the option to record transactions for stock take initialisation and count entry, and reference the new data items, you need to update the Application User Facilities.To update select Installation from the main menu followed by Application Manager and then Application User Facilities. Select the Stock Control application followed by Stock Transactions, the new parameters are set within the second screen of parameters.

Write Transactions for Stock-Take Count – set to generate transactions for the stock take initialisation and counted qty entry processes.

Optional Stock-Take Counter in STA file – reference data item created on stock record (STA) which holds the last stock take counter.

Copy STA stock-take counter to STT file – reference data item on the stock transaction (STT) which holds which stock take count for the stock code the transaction was generated under.

Copy Stock-Take Counted Qty to STT file – reference data item on the stock transaction file which will hold the counted quantity so far for the current stock take (includes the current transaction).

Copy Stock-Take Compare Qty to STT file – reference data item on the stock transaction file that holds the compare quantity recorded as part of the initial stock take initialisation.

The configuration options for the Stock Take Transaction listing are also available within the Application User Facilities options for Stock Control. From the main configuration menu for Stock Control select the option Transaction Reports followed by Stock Take.

Print Control – used when the system is not configured for ‘new-style’ report and document printing. Select the print control required from the list at the bottom right of the screen – if set for new-style reports then set to ‘1’ as a default.

Data Items – up to ten data items from the stock transaction file can be included within the report. It is recommended to set the report to include the stock code, date, transaction type, counter reference, counted and compare quantities together with the discrepancy data items. You may also want to include the standard transaction quantity data item and the (Premier only) item for the user-id who added the transaction.

Options – selecting the OPTIONS button, where available, allows configuration of the report parameters for the ‘new-style’ reporting controls.Selecting this option allows you to select the page size and font settings for the report.

The Stock Take audit trail reporting option needs to be added as required to the Stock Take menu.To add the new menu option sign-on as the CONFIG user and select Application Menu Design. Choose the menu to update (the main Stock Take menu is STTAK.D03) and then select to update either the left or right-hand menu. Move down to a blank menu entry and enter the title required then press <Enter> to enter the menu parameters.

Article ID: 25
Created On: Fri, Jun 8, 2012 at 11:29 AM
Last Updated On: Thu, Jun 22, 2023 at 11:39 PM

Online URL: https://kb.datafile.co.uk/article/stock-take-additional-transaction-audit-reporting-25.html