stock take
Contents
1. Before you begin Generating the stock sheets Printing the stock sheets Doing a physical stock count Entering the counted quantities onto the computer Verify quantities on the stock sheets before posting Posting the stock sheets Updating the stock levels 1 Ensure that all transactions bills batched bills invoices packing slips refunds adjustments and transfers that will affect the stock have been completed 2 Ensure that the background has finished processing all completed transactions The stock take process will not start until background has completed processing 3 If you operate a merging multi site business ensure that all merging is up to date HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK CONTROL Uar Te 1au i Opening the Stock Take Window 1 Click on the Creditors icon 2 Click on F9 Specials and then Stock Take 3 The main Stock Take window will be displayed Staff ac Your Column All Cols Store 7 New Sheet required F6 Enter Stock Select Your Column and Enter Stock Value You can i enter just one coulmn or all columns Generate a New Stock Take Sheet or Gonerato Gea Ding teat Export to PDA Export Stock Sheet to PDA oe Print Stock Take Sheet after Generation and during iain Data Entry for Verification A Post the Stock Sheet after Entering all values and iaaii verifying that the values are correct F11 Close Exit Close the Form and2. 25 mi ajojs IS m Afterwax Depilspa 1 litre Age Defense Day Cream Age Defense Night Cream Age Defence Day Cream Air Sensation Satin Oil 1001 Slwlnl lolni o Alcohol Wipes z clolololololololololeo eo ojo 9 9 ojo ojo ojo olololololololo olo o lelelelelelejelejejloje loelojo ojojojojojojojo jo ojo ojo ojo ojo olo lelololojojojolojojo 7lolololojlolololololojo 5 Click on F7 Generate NOTE If you have one stock sheet open for a store generating a new stock sheet for the same store will OVERWRITE the previously generated sheet You may only have ONE stock sheet open at a time for each store HAIRLINKS User Manual v4 5 Updated 01 05 2012 01 1 C ak STOCK CONTROL 6 7 8 At this stage if the following four steps have been completed the computer generates the stock sheets and takes you back to the main stock take window Completed bills have been processed by background Creditor invoices and packing slips have been processed by background Unfinished bills have been completed Unfinished creditor invoices and packing slips have been completed apop If these steps have not been completed the stock compliance check window will appear This window allows you click the View button that corresponds to tasks that have not been completed to see a list of the bills c
3. Exit HAIRLINKS User Manual v4 5 Updated 01 05 2012 eJ 1 1 Cai STOCK CONTROL Performing a Stock Take STEP 1 Generating the stock sheets 1 Click on the F7 Generate button 2 The Generate Stock Sheet window will open Status Active X m Order Stock Take By _ C Product Name Bin Number Category 1 C Category 2 C User Code m Select Categories C All Select KERESTASE Laser Photo Laser Vein Make Overs Massage Men Micro Derm Other Rtl Other Servic Populate Col_01 with Cur_Stk values F7 Generate F8 Clear ESC Cancel Fig 10 2 3 Select the order in which you want the product items listed on the stock take sheets There are a number of options to select from Product Name Bin Number Category 1 Category 2 User Code HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK CONTROL R iar Te 1au my 4 Populate Col_01 with Curr_Stk values Checking this option will populate column 1 on the stock sheet with the current stock on hand figures This way you only need to adjust quantities of those product items whose generated figures vary from the counted figures Uncheck this option when you think the computer generated stock levels are NOT LIKELY to be the same as the counted stock This means you intend to start your stock entry
4. on a clean slate and you are likely to adjust quantities for most or all of the product items F12 Save and Exit Columns exported to PDA cannot be edited Prd_Num Prd_Name Press this button when you have finished entering the stock Col_04 Col_05 Col_06 Col_07 Col_o8 gt 10000003541 Acm 1 2 5 L 150 mi 10000003542 10000003540 10000003511 10000003534 10000004086 10000004060 Acm 2 5 L 150 ml Acm 2 5 s 25 ml After Wax Cream House Of After Wax Cream House Of Afterwax Depilspa 1 litre Age Defence Day Cream Pri njojajojs w m 10000003965 Age Defense Day Cream 10000003966 Age Defense Night Cream 10000004023 Air Sensation Satin Oil 1001 Slwlnl o 10000003831 Alcohol Wipes gm i lO WN H SO NISC TS eA w lolojolojojojojojojojo e o jo ojojojojojo oje ol lololo ololololololo loojo ojojojo ojolojo oje oje ojolojo oje o olooooooo oo rlololololololololololo F12 Save and Exit Columns exported to PDA cannot be edited Press this button when you have finished entering the stock Prd_Num Prd_Name Buy_Size Value Variance Col_Tota Cot_04 Col_05 Col_06 Col_07 Col_08 A 10000003541 Acm 2 5 L 150 ml After Wax Cream House Of After Wax Cream House Of Acm 1 25 L 150 m Acm 2 5 s
5. stock sheets the Stock On Date 2 Click on F9 Post Sheet 3 The message Post stock changes to products Are you sure you have Entered everything Yes No will appear on screen Click Yes IMPORTANT Once you have clicked Yes here you cannot make any further changes to the stock sheets 4 The message Print Variance Report Yes No will appear on the screen Click Yes 5 The variance report is now previewed Click on the printer icon to send the previewed job to the printer 6 HairlinkS t begins to update the products with new stock levels Once it has completed it takes you back to the main stock take window 7 Your stock take is now complete 8 Click on F11 Close Exit to leave the stock take window HAIRLINKS User Manual v4 5 Updated 01 05 2012 0 if 1 C ai STOCK CONTROL After the stock take Once Stock Take has been completed and the suspended bills invoices and packing slips will be released automatically and the Background will process them The application will also print a report of the suspended transactions so that you can ensure that the stock is not being added to or deducted from twice Bills The Accounting Date will remain unchanged but the Inventory Date will be changed so that it is not before the Stock Take Date The stock will be deducted from inventory after the Stock Take Invoices and The accounting Date will remain uncha
6. STOCK CONTROL olif o CI aa mt STOCK CONTROL CONTENTS OCE TANE in 2 Before you begin ssssssnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn nnmnnn 2 Opening the Stock Take WiNdOW cccccsessseeeeeeeeeseeeeeeeneeeeeesseneess 3 Performing a Stock Take 2222 cs ceccceneennneneeeeeeeececenenennnnanseeeenenens 4 STEP 1 Generating the stock Sheets sscssssssessssessssseeeeeseeeseseeeeees 4 STEP 2 Printing Stock Sheets vise seinsscarndtteendtetaaa cn ielatnintnlnnnestaliaasnindimasnaland 9 STEP 3 Doing a Physical COUN vascissiiictiuatissiennsicnininiicainadiweascntinntanaiwadin 9 STEP 4 Entering the Counted Quantities into the System 10 STEP 5 Verifying the New Quantities Before Posting sss0 11 STEP 6 Posting the Stock Sheets Update Stock Levels 11 After the stock take acces etacecn ste soca ses ee ees a Serenata tanedeeesastemetcastenede 12 Additional functionS sssssssssnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn 13 Clearing existing stock SheetsS ccccscseseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeennees 13 SLOC AGJUSIMEN ocra er einen Mere 14 SOCK Trans TErS scardinari a Annn aAA eS ARAA 15 HAIRLINKS User Manual v4 5 Updated 01 05 2012 0 if 1 C ak STOCK CONTROL STOCK TAKE The process of doing a stock take can be broken down into six steps Step 1 Step 2 Step 3 Step 4 Step 5 Step 6
7. arch for the product you are looking for using the torch search button and performing a product search or by simply scanning the item with a barcode scanner 6 Click on the F12 Finish button to close the window Q TIP Because you are likely to enter stock over several days Hairlink allows you to partially enter the stock on hand figures exit the window and come back to it at a later stage To exit the window simply click on the F12 Save and Exit button Hairlink se remembers what you have entered so far This effectively means that you do not have to enter all the stock quantities in one sitting To return to entering the quantities simply repeat the steps in Step 4 HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK CONTROL Kolit o C a mt STEP 5 Verifying the New Quantities Before Posting 1 Click on F8 Print Sheet 2 Check the quantities on the newly printed stock sheets against the ones with hand written quantities 3 Make any necessary changes using the procedure documented in step 4 above If necessary re count the product items whose stock levels do not look right 4 Once you are happy with the stock levels proceed to step 6 STEP 6 Posting the Stock Sheets Update Stock Levels 1 Select the Stock on Date should ALWAYS be the date you generated the stock sheets otherwise your new stock levels will be incorrect das IMPORTANT When posting the
8. ese Packing Slips and Invoices will be assumed to not have been placed on the shelf Any discrepancies will have to be adjusted by YOU via the Stock Adjust function Fig 10 6 9 Click OK to continue 10 The system will now generate the stock sheets and take you back to the main stock take window 11 Once the sheet has been generated newly created transactions that affect the stock on the store will be suspended They will be marked with a state of Held Do not attempt to alter this state the application will fix them automatically once the stock take has been completed 12 What follows is a list of behaviours of common functions whilst a stock take is in progress Status Bar Shows that the Stock Take is in progress every time a bill or invoice is handled or the store is changed Bills All bills made during stock take will be suspended and marked as Held Batched Bills When you press the Post button the application will inform you if any store on the current branch is in Stock Take The bills will be suspended and marked as Held Bulk Bills When you press the Post button the application will inform you if any store on the current branch is included in the current Stock Take The bills will be suspended and marked as Held Membership When you go in and when you press the Ok button the Bills application will inform you if any store on the current branch is included in the current Stock Take The bill
9. f o CI aa mt STOCK TRANSFERS The stock transfer function is used to transfer stock between two different stores 1 Click on the Credtrs icon 2 Click on F9 Specials and then Stock Transfer 3 The Stock Transfer window will open Staff Existing reference New Reference Prd_Num Prd_Name Qty Pack From Store To Store Buy Size Buy Price SOH Product Navigation Bar Print Post Advanced This identifies to the staff member performing the stock transfer This lists all references from stock transfers that have not yet been completed Fill this field out with a new reference when you want to start a new stock transfer This is the product number of the product to be transferred This is the product name of the product to be transferred The quantity of product to be transferred This refers to the current physical location of the stock This refers to the final location of the stock This refers to the buy size on the product record ie The size of the pack This refers to the buy price of the product Refers to the stock available for the store selected A click on the product button displays a goods and services search window to enable you to replace the product transferred with another product This allows you to scroll through products on your list add more products delete products edit a transfer or print a stock transfer sheet This will p
10. nerated date c The column you wish to update If you want to view all columns leave this setting on All_Cols 3 Click on F6 Enter Stock This opens up a stock entry window n Press this button when you have finished F12 Save and Ext entering the stock Columns exported to PDA cannot be edited o Prd_Num Prd_Name Buy Size Value Cur_Stk Variance Col_Total_ Col_01 Col_02 Col_03 Col_04 Col_05 Col_06 Col_07 coios 10000003541 Acm 1 2 5 L 150 mi 1 109 1 10000003542 Acm 2 5 L 150 mi 1 112 27 10000003540 Acm 2 5 s 25 ml 1 10000003511 After Wax Cream House Of 1 10000003534 After Wax Cream House Of 1 10000004086 Afterwax Depilspa 1 litre 1 10000004060 Age Defence Day Cream Prd 1 1 1 1 1 o o 0 o 0 0 o 0 ol o m 10000003966 Age Defense Night Cream 10000004023 Air Sensation Satin Oil 100 10000003831 Alcohol Wipes 10000003965 Age Defense Day Cream a o jw lelnjolnjo s w ol js sleinjol jojw s olojo oj o o o ojojo jo o olo ojo ojo olo o o oojo ojo ojo ojo ojo o olo olo ojo olo olo 1 olwlwolalolololwlo 4 olola ulo nlooo w 4 Tis olo o o ojo olo o o fa gt z a a y Fig 10 8 4 Enter the counted quantities into the columns labelled Col_01 to Col_10 Press the enter key to move down to the next item 5 To find products in this window you can either se
11. nged but the Arrival Packing Slips Date will be changed to after the Stock Take The stock will be added to inventory after the Stock Take has been completed The Stock Date on the individual items will be set to the date this happens on In the Process of There is a window of opportunity between the time you press Completion the Finish button and the time that the invoice is produced It is possible for some user on the system to make transactions These will not be marked as Held instead the Background will delay the processing until the Stock Take invoice is completed HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK CONTROL Kolf T o d my Additional functions Clearing existing stock sheets Q IMPORTANT This function should be used with caution If you clear cs an existing stock sheet you will lose any data you entered into the stock sheet You will also lose the snapshot of the stock levels when the sheet was generated 1 Click on the F7 Generate button Status Active X m Order Stock Take By C Product Name Bin Number C User Code m Select Categories C All Select C Jess P C Jess Retl _ KERESTASE _ Laser Photo Laser Vein Make Overs Massage Men Micro Derm Populate Col_01 with Cur_Stk va F7 Generate ESC Cancel Fig 10 9 2 Click the F8 Clear button to clear the existing stock take sheet wipe the c
12. ounted data that has been entered and remove the snapshot of the stock levels taken when the sheet was generated 3 Confirm that you wish to clear the stock take sheet by clicking Yes to the two prompts that ask you to confirm this action HAIRLINKS User Manual v4 5 Updated 01 05 2012 0 i1 Cai STOCK CONTROL STOCK ADJUSTMENT The stock adjustment function is used to correct the stock level for just one or two products at a time If you wish to correct the stock level for two or more products the stock take function should be used 1 Click on the Credtrs icon 2 Click on F9 Specials and then Stock Adjust Staff AC z Store Master2 Product Alcohol Wipes Quantity 15 Reason Print F12 Accept ESC Cancel Fig 10 10 3 Enter your staff ID and set the store the stock adjustment will apply to 4 Enter the quantity you wish to adjust the product by You may either enter a positive figure which will add to your stock on hand or a negative figure eg 40 which will deduct stock from your stock on hand For example if you have 10 stock on hand and perform a stock adjustment of 2 your new stock on hand figure will be 12 5 Press F12 Accept to post the changes through Y IMPORTANT The stock may not update straight away It will only update after the background has processed it HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK CONTROL oli
13. puna AKL 10 STOCK TAKE on 20 01 12 By Prd Name Store 6 Prd Num Prd Name 1 3541 1 3542 1 3540 1 3511 1 3534 1 4086 1 4060 1 3965 1 2966 1 4023 1 3831 Acm 1 2 5 L 150 ml Acm 2 5 L 150 ml Acm 2 5 s 25 ml After W ax Cream House Of Camil 1 litre After W ax Cream House Of Camil 250ml Afterwax Depikps 1 litre Age Defence Day Cream Prof 100m Age Defense Day Cream 50m Age Defense Night Cream 50m Air Sensation Satin Oil 100ml Alcohol W ipes STEP 3 Doing a Physical Count IMPORTANT W the store it is transactions that stock stock tra Variance HILE you are doing a physical count of your stock in highly recommended that you STOP processing affect the movement of stock i e selling or receiving nsfers or stock adjustments as this can lead to inaccuracies in the updated stock levels 1 Count the items in the store and record the quantities into the columns on the stock sheets 2 If a product item is found in several locations of the store record each location s quantity in the separate columns available on the stock sheets 3 Once you have physically counted the stock you may resume selling and receiving your stock HAIRLINKS User Manual v4 5 Updated 01 05 2012 0J if 1 Cai STOCK CONTROL STEP 4 Entering the Counted Quantities into the System 1 Open the Stock Take window 2 Select your a Your staff ID b The ge
14. r the store to Transfer To 9 Select the quantity that you wish to transfer 10 Click the tick above the From box This will save the product so you may add more to your stock transfer list 11 When you have added all the items that you want to transfer and you wish to then process the stock transfer click the F8 Post button This will give you a warning making sure you have entered everything that you need to 12 Click Yes HairlinkS will then ask you if you wish to print a stock transfer sheet 13 Select Yes if you wish to print a copy When this is done an inwards goods invoice will be generated You can close the window when the invoice is posted through HAIRLINKS User Manual v4 5 Updated 01 05 2012
15. reditor invoices and packing slips that are affecting the stock take Provided the background has processed all completed bills and all completed creditor invoices and packing slips you will be allowed to continue by clicking the OK button as shown above If the OK button is not available you will need to check the background program is running and you will need to check to see if there are any errors in the background error information window Available from the Utilities menu Error Information If you cannot clear errors from the background contact the CFL helpdesk immediately Stock Take Adjust Warnings Stock Take Compliance Check Fig 10 5 Clicking OK will take you to the compliance check warning screen This screen details the assumptions made by the system for unfinished transactions and the action to be taken for transactions that will occur during the stock take You will need to read and understand these statements to successfully complete your stock take HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK CONTROL iar Te 1au i Stock Take Compliance Check All Bills Packing Slips and Invoices created during Stock Take will be held After Stock Take has been completed they will be released and Stock will be updated at that point During Stock Take The stock for these Bills will be assumed to be on the shelf The stock for th
16. rint a stock transfer sheet This will post the stock changes and generate an inwards goods invoice for the stock Press the advanced button to enable the transfer To product to be changed This allows you to transfer from one product to another if the same product is known by two different names at the two stores E G Frontline Plus is known as Frontline at store 2 To transfer Frontline Plus to store 2 you must click the advanced button to change the To to enable you to select Frontline HAIRLINKS User Manual v4 5 Updated 01 05 2012 eJ iT C ai STOCK CONTROL Staff AC The quantities are transfered in pack Existing Reference MB New Reference Prd_Num_ Prd_Name gt Alcohol Wipes 15 000 F9 Advanced FROM TO Product AlcoholWipes Cs Product AlcohoiWipes Store Pame gt Store Takapuna Qty Pack 15 000 Qty Pack 15 000 Buy Size 1 BySszef Buy Price 55 Buy Price ti C CHS SOH 50 SOH 0 Fig 10 11 4 Enter your Staff ID 5 Select an existing reference or type a new reference in the New Reference field 6 Next click on the button This will open a product search window so you can select the product that you need to transfer 7 Using the goods and services search window shown above select the product to include in the stock transfer 8 Select the store to Transfer From and ente
17. s will be suspended and marked as Held HAIRLINKS User Manual v4 5 7 Updated 01 05 2012 0 if 1 C ai STOCK CONTROL Invoices and The application will inform you if any store on these is included Packing Slips in the current Stock Take It will also be suspended and marked as Held Stock Generates the normal invoice which will be marked as Held Adjustments and suspended They will be processed as above and Transfers Merged from Invoices and Packing Skips that have been created at another other branch branch for the store that is included in the current Stock Take site will be marked as Held and stock values suspended A IMPORTANT Do not attempt to bypass the date restrictions for any Q transactions that are made Any transaction made for the store that has a stock take in progress will be marked as held Once the stock take has completed the stock inventory date will be updated to a date time that is later than the stock take and the transactions will be processed through as normal HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK CONTROL KeolifT o1 da my STEP 2 Printing Stock Sheets 1 Click on F8 Print Sheet 2 The message Print Stock Take Sheets Yes No will appear Click Yes 3 The stock sheets are first displayed as previews 4 Click on the printer icon to send the previewed jobs to the printer Com puter Fanatics Hair Studio 21 Barry s Point Road Taka
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