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This text refers to program version 4.2  

Examples - Stocktaking

You can use the Stocktaking List - Assets report as the basis for a stock count of your Assets. When the report is produced for the first time, it will look something like this:

This is a report that you can use as a basis for the stocktaking of Assets. It provides one row per Item, showing the number recorded as being in stock and a space where the actual number can be written in. This information is taken from the Asset register and from records in the Asset Status register whose Type is "Inventory".

The report contains a "Status" column. In the case of Assets that have never been included in an Asset Status record whose Type is "Inventory", this will show "Not Recorded". At the moment in the example, this is case for most Assets because there are no Asset Status records. The two Assets shown as "Disposed" have already been written off or sold through the Disposal register. There is an option to exclude disposed Assets from the report altogether.

When the stock count is carried out, record the results in an Asset Status record of Type "Inventory":

When the time comes to carry out a second stock count, print the Stocktaking List - Assets report again. Enter the date of the last stocktake in the specification window:

The report looks like this:

The Status column now takes its cue from the Status field in the grid of the Asset Status record. One Asset is still marked as "Not Recorded": this was purchased after the last stock count.

You can now carry out the second stocktake and enter the results in a new record in the Asset Status register, of the Type "Inventory". It will probably be easy to copy the record representing the previous stocktake and check the quantities are correct.

If there is a discrepancy between the report and the actual stock, you can record this either in the Disposal or, more likely, in the Asset Status register (with a change in Status), depending on the reason for the discrepancy.

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