Goods stocktaking allows you to control the availability of inventory by reconciling actual goods balance with data stored in the accounting system.
It is recommended that you eliminate all problems in warehouse accounting by performing goods stocktaking rather than correcting documents post factum.
Options of goods stocktaking at a warehouse are presented in the diagram:
The process of inventory stocktaking at warehouses consists of the following steps:
- Create a goods recount job.
- Recount goods according to the job.
- Record goods recount results.
- Register detected surplus, shortage, and damage of goods in financial accounting.
Goods recount
The Goods recount document is designed to perform goods recount. To register a document, go to Warehouse and delivery – Surplus, shortage, damage – Goods recount.
Recount is carried out on a warehouse/wareroom level or by storage bins. It depends on the selected storage type. When generating a document, you can filter products by a warehouse, a wareroom, a characteristic, a warehouse group, etc.
If goods recount is carried out at a bin location warehouse (wareroom), a storage bin will be additionally shown for each goods in the recount document.
With the Goods recount document, you can:
- Register actual and accounting quantity of goods.
- Register variance between actual and accounting quantity of goods.
You can carry out goods recount using statuses or without using statuses of the Goods recount document.
To use statuses during goods recount, select the Goods recount statuses check box in the warehouse profile on the Advanced warehousing and structure tab.
Statuses control actions during goods recount:
- The Prepared status allows you to select goods for recounting.
- The In progress status shows the process of actual goods recounting at warehouses. The recount job is presented in a print form. To get a goods recount job, click Print – Goods recount job template of the Goods recount document.
- The Entering results status shows the actual quantity of goods received according to the results of recount at warehouses. If no discrepancies are found during goods recount, the actual quantity of goods is filled in as equal to the accounting quantity by clicking
Fill in actual quantity by records in the Goods recount document. - The end of goods recount at warehouses is registered with the Completed status.
Status use is a must while recording goods recount if warehouses use advanced warehousing to record surplus, shortage, and damage of goods. If advanced warehousing is not used at a warehouse, you can record goods recount without statuses.
When registering goods recount without recount statuses:
- There is no detailed control over the sequence of actions performed during goods recount.
- At any stage of goods recount, you can perform different actions on product items—add, change quality, fill in by picking, fill in by actual quantity, enter discrepancies.
Warehouse acts are registered according to the results of detected surplus, shortage, and damage of goods. If advanced warehousing is used at a warehouse while recording surplus, shortage, and damage of goods, you can see a message There are discrepancies detected by recounting for which warehouse acts are not created on the Goods recount document list form. The Register link becomes available which allows you to navigate to warehouse act registration (warehouse act wizard).
If you use advanced warehousing while posting the Goods recount document in the Completed status, the actual goods balance is changed at warehouses. In this case, the application controls that warehouse acts are created for all detected discrepancies.
If advanced warehousing is not used at a warehouse while recording surplus, shortage, and damage of goods, information about discrepancies detected during recount is not displayed on the Goods recount document list form. You can proceed to the registration of warehouse acts from the Goods recount document form.
To create a group of recount jobs, click Create recount job in the Goods recount document list. Such option is only available for bin location warehouses.
Goods recount jobs can be created automatically according to the scheduled job for goods recount. To enable this option, you should configure the schedule of recount job creation in the Settings of bin location warehouses form on the Goods recount job creation tab. The form is available by clicking the Set up bin location warehouses link in the warehouse or wareroom profile (if warerooms are used at warehouses) where the recount is carried out.
The Goods recount document is a source for generating the Unregistered shortage and surplus of goods report. To access it, click Reports – Register on the Goods recount navigation panel.
The report shows information about detected shortage and surplus. The report allows you to control whether surplus and shortage detected during goods recount are registered correctly.
Goods recount at bin location warehouses
Goods recount at a bin location warehouse is not available if there are incomplete jobs for goods picking and placement. Also, it is not recommended that you create jobs at the time of goods recount.
Goods recount at a bin location warehouse is carried out only by bins.
If a doubtful bin is found when performing planned operations at a warehouse, date of the last recount is checked automatically. If the date of detected error is greater than the date of the last recount, the Recount is required status is automatically assigned to the bin.
You can define a period to recount bins and storage areas. Periodic or cycle stock count is set up in the bin or storage area profile. To do so, enable the Recount goods in bin/bins every ... days attribute, and specify the number of days. By default, cycle stocktaking parameters for storage areas are automatically assigned to all subordinate bins. To configure bins inside storage areas individually, disable the Use storage area settings attribute in the bin profile.
Goods recount in a bin location warehouse can be automated with mobile workplace. Recount jobs are displayed in the mobile workplace and provide step-by-step instructions to the employee. During goods scanning, the Actual filed is automatically filled out in the Goods recount document. It reduces time expenditures compared to entering recount results manually. For more information, see chapter "Recounting goods on stocktaking".
Goods surplus, shortage, and damage notes
Detected surplus, shortage, and damage of goods can be registered without using the Goods recount document. For example, if you need to write goods off due to their poor quality, or goods are lost during transportation, etc.
If surplus or shortage are detected at warehouses, "odd" goods are found without goods recount (in the process of operation), the discrepancies are registered by goods surplus, shortage, and damage notes. Notes are registered in the Warehouse and delivery – Surplus, shortage, damage – Surplus, shortage and damage of goods list:
- Goods surplus note records surplus of goods detected at warehouses in warehouse accounting. The document registers the actual receipt of goods surplus at a warehouse. It changes the actual goods balance at a warehouse.
- Goods shortage note is designed to record shortage of goods detected at warehouses in warehouse accounting. The document registers actual write-off of goods shortage from a warehouse, changes the actual goods balance at a warehouse.
- Goods damage note is designed to record damage of goods detected at warehouses in warehouse accounting. The document registers the actual write-off of damaged goods.
Goods surplus, shortage, and damage notes are registered if advanced warehousing is used while recording surplus, shortage, and damage of goods.
The result of posting goods surplus, shortage, and damage notes is the change of actual goods balance at warehouses.
Warehouse acts to register actual surplus, shortage, damage, and misgrading of goods
For an advanced warehouse, surplus, shortage, and damage of goods detected during recount can be registered in the Warehouse act wizard workplace. It is available when you use advanced warehousing for recording surplus, shortage, and damage of goods.
Warehouse act creation wizard is available by clicking Create – By using wizard in the Warehouse and delivery – Surplus, shortage, damage – Warehouse acts list form.
Operating procedure with the help of warehouse act creation wizard consists of the following steps:
- Set filters.
- Determine goods that can be set off against misgrading and damage.
- Set misgrading off.
- Set damage off.
- Allocate surplus, shortage, misgrading, and damage of goods to companies.
- Record receipt operations of surplus, shortage write-off, damage and misgrading of goods (create warehouse acts).
- Print compliance forms (INV-3 and INV-19).
The warehouse act creation wizard displays a list of goods for which surplus, shortage, and damage of goods are registered, but documents on write-off, receipt, misgrading, and damage of those goods are not created yet.
Determining goods that can be set off against misgrading and damage
Before allocating surplus and shortage of goods by companies, it is necessary to identify a list of goods that can be set off as misgrading.
As a rule, offset by misgrading is carried out only between goods that have the same unit of measure, as the quantity of written off goods and those recorded as received is the same during offset.
You cannot set off goods by misgrading for which different VAT rates are specified.
The criterion of automatic goods offset by misgrading is that the same goods item which has different characteristics, series, assignments, falls into two groups simultaneously: Recorded as received goods and Written-off goods in the warehouse act wizard.
A list of goods that can be set off by misgrading is displayed in the Pick lines to set off by misgrading field.
For example, surplus of "Drinking pipe PE SDR 25х2,0" with characteristic "Coil (250 m)" was found during stocktaking (in the Recorded as received goods list). At the same time, shortage of "Drinking pipe PE SDR 25х2,0" with characteristic "Coil (250 m) with strip" was detected (Written-off goods list). "Drinking pipe PE SDR 25х2,0" will be shown as a goods item for which you can set off misgrading and register the Goods misgrading document.
To register offset by misgrading, select goods that must be set off by misgrading in the Recorded as received goods and Written-off goods lists, and then click Set off all misgrading.
Similarly, offset of damaged goods (goods of different quality) is carried out.
You can set off goods by damage that are related to quality grade. To enable offset by damage, the warehouse act wizard should have the following information:
- About goods of original quality (Written-off goods).
- About goods of quality that differs from the original quality (Recorded as received goods).
To record damage, click Set off by damage.
Information about goods that are set off by misgrading or damage is shown in the Goods offset by misgrading or damage section of the wizard.
Allocating surplus and shortage of goods to companies
When registering warehouse acts, the company stock balance is controlled.
Allocation of misgrading, shortage, and damage of goods is available only for companies with positive balance. Misgrading and damage are allocated according to balance of the written-off goods.
Allocation of goods shortage by companies is fulfilled sequentially in accordance with the registered company stock balance. Company stock balance is calculated as of the date of filling tabular sections of data processor considering changes of balance that occur during allocation of surplus, shortage, and misgrading of goods.
Allocation of shortage of goods by companies is fulfilled within the warehouse act creation wizard (click Allocate according to company stock balance). In the opened form, select a company/companies that have positive balance of selected goods in the warehouse act creation wizard. If several companies have positive balance, they are picked in the specified sequence. In the form of setting the selection priorities, you can specify an order of allocation of written-off goods to the companies with remaining quantity of these goods.
Allocation of surplus of goods by companies is fulfilled by clicking Refer to the selected company. In the opened form, select a company to allocate surplus of goods to.
Information about results of goods allocation (damage, misgrading, surplus, and shortage) is presented in the Goods allocated between companies section. Warehouse acts will be registered based on this information in the Warehouse act wizard workplace.
- Write off goods shortages
- Goods surplus recording as received
- Goods misgrading
- Goods damage
- Stocktaking sheet
Warehouse documents can be registered not for all goods, but for a particular list by selecting goods of a certain group for registration of financial documents.
Documents are registered for a particular company indicating the responsible department, warehouse, items of expense/income, price type.
Warehouse documents (acts) can be found in Warehouse and delivery – Surplus, shortage, damage – Warehouse acts.
Also, warehouse acts can be registered based on data on discrepancies detected after goods receipt from the supplier, shipment to the customer, or movement.
For more information on operations with discrepancy certificates during delivery of goods from suppliers, return of goods from customers, see chapters "Sales of goods and services", "Return of goods from customer", "Adjustment and return of goods to supplier". For more information on operations with discrepancy certificates after goods movement, see chapter "Internal goods movement".
Writing off goods shortages
To register operations of goods shortage write-off, use the Write off goods shortages document.
If shortage is detected during the operation of advanced warehouses, it is recorded with the Goods shortage note with further registration of goods shortage write-off document. If goods shortage is detected during stocktaking, the change of goods quantity can be recorded in the document of goods recount with further registration of goods shortage write-off document.
Information about the quantity of goods is filled out in the write-off document. The cost of a written-off goods item is determined automatically when writing off a respective batch of goods.
In the document, you should also specify an item of expenses to which cost of goods write-off is charged, and an expense dimension corresponding to the selected expense item.
You can write off goods shortage detected by results of stocktaking at a warehouse from the safe custody at the expense of our company.
The scenario of writing off goods from safe custody at the expense of our company is shown in the diagram.
To record goods write-off at the expense of our custodian company, you should register the Write off goods shortages document with further registration of the Redemption of goods from storage document.
Goods surplus recording as received
To record the operation of goods surplus recording as received at warehouses, use the Goods surplus recording as received financial document.
If surplus is detected during the operation of advanced warehouses, it is recorded with the Goods surplus note with further registration of goods surplus receipt document. If goods surplus is detected during stocktaking, the change of goods quantity can be recorded in the document of goods recount with further registration of the document of recording as received.
Information about quantity and cost of goods is filled out in the document. Information about goods cost is entered in management accounting currency. The specified cost is automatically converted to the compliance accounting currency at a rate of the Central Bank as of the date of document registration. You can change the calculated value manually.
The document is registered for each warehouse and company individually. In the document, you can also specify an item of income to which income is allocated when recording goods surplus as received, and income dimension.
Registering goods damage
To record defective goods (goods of another quality), you can use the Goods damage financial document.
If a damaged goods item is detected during the operation of advanced warehouses, it is recorded with the Goods damage note with further registration of financial document of goods damage. If damaged goods item is found during stocktaking at a warehouse, the change of goods quantity can be recorded in the document of goods recount with further registration of goods damage document.
The Goods damage document allows you to:
- Record goods write-off of original quality and record damaged/defective goods as received.
- Record that goods of original quality are written off for a specific purpose. In this case, an assignment (the Assignment column) is specified in the tabular section of Original quality goods.
- Indicate that damaged goods are recorded as received for the same assignment as the written-off goods. In this case, the For assignment check box is selected in the tabular section of Damaged goods. You can select the check box if assignment of goods of original quality is filled in.
Information about original quality goods (Original quality goods) and defective goods (Damaged goods) is filled out in the tabular section of the document.
If you select the Record goods as received at writing-off cost check box, damaged goods are recorded as received at the same price as the original quality goods are written off.
If the check box is cleared, you should specify the price of damaged goods in the tabular section. The difference between accounting price of original goods and price of damaged goods recording as received is charged to company costs. You should also specify an item of expenses and expense dimension in the document.
Registering goods misgrading
Misgrading of goods is recorded by the Goods misgrading document.
The Goods misgrading document allows you to solve the following tasks:
- Record information about goods (Written-off good and Recorded as received good).
- Indicate actual write-off of goods shortage and record actual goods surplus as received.
The document records information about written-off goods (Written-off goods) and received goods (Recorded as received goods). The document is registered for a particular company and warehouse.
If you select the Record goods as received at writing-off cost check box, the damaged goods are recorded as received at the price equal to writing-off cost.
The document contains an item of income to which income is allocated when recording goods surplus as received, and income dimension. It also indicates an item of expenses to which cost of goods write-off is charged, and expense dimension.
Registering stocktaking of goods that consist of cargo items
You can recount goods that consist of several cargo items during stocktaking at a bin location warehouse.
There are the following aspects to consider when registering stocktaking of goods that consist of cargo items:
- Packagings of cargo items are automatically inserted in the tabular section of the Goods recount document.
- If shortage and surplus of packagings of cargo items are detected, discrepancies between the accounting and actual quantity of packagings of cargo items are recorded in the Goods recount document.
- When posting the document of goods recount in the Completed status, actual goods balance at warehouses is changed—in case of shortage, the goods are written off; in case of surplus, goods surplus is recorded as received. If discrepancies are detected (shortage or surplus of components (cargo items)), a demand appears to register warehouse acts according to the results of document posting.
- Warehouse acts (Goods surplus recording as received, Write off goods shortages, Goods damage, Goods misgrading documents) are registered for the whole quantity of goods that consist of packagings of cargo items.
- Goods shortage note, Goods surplus note, Goods damage note documents are registered for the whole quantity of goods that consist of packagings of cargo items.
Let us consider stocktaking at a bin location warehouse on the example of the "Mirror cabinet" product item that consists of cargo items:
- Casing of cabinet – 1 packaging
- Cabinet front – 1 packaging
- Cabinet fittings – 2 packagings
A primary recount of the “Mirror cabinet” product item was made. When recounting product item “Mirror cabinet”, shortage of packagings of cargo items was detected:
- Cabinet front – 1 packaging
- Fittings – 3 packagings
The Goods recount document indicates the actual quantity of packagings of cargo items.
According to the recount data, there are no enough components to ship "Mirror cabinet" in the amount of 2 pieces.
After the Goods recount document is posted, demand for registration of acts to write off shortages of the "Mirror cabinet" product item in the amount of 2 pieces is generated, and the surplus of packagings of cargo items is registered automatically.
- Cabinet fittings – 1 packaging
- Casing of cabinet – 2 packagings
- Cabinet front – 1 packaging
When recounting goods again, the surplus of packagings of cargo items was detected (Cabinet fittings – 1 packaging).
According to the results of two goods recounts, the surplus of cargo items of the "Mirror cabinet" product item was registered in the application:
- Casing of cabinet – 2 packagings
- Cabinet front – 1 packaging
- Fittings – 2 packagings
Considering that after the primary and secondary recounts, some surpluses of packagings of cargo items remained, the application analyzes whether the whole quantity of goods items can be compiled out of these surpluses of packagings of cargo items.
In the diagram, you can see an example of stocktaking of goods item consisting of several cargo items at a bin location warehouse.
The application compiles the whole cabinet out of surpluses of packagings of cargo items, and 1 packaging of the "Casing" cargo item remains as a surplus.
After goods recounting, demand for registration of warehouse acts is generated to record a whole quantity of goods as received.
Previously generated demand (based on the results of the primary recount) for registration of acts to write off shortage of goods in the amount of 2 pieces will be canceled by the application.
According to the results of goods recount, a background job is created that automatically generates the Adjustment of surplus and shortage of cargo items document. Such document registers cargo items for recording shortage or surplus.
If some problems arise during execution of a background job, you can see a message There are issues with automatic generation of adjusting entries of surplus and shortage by cargo items in the Goods recount, Warehouse acts, Surplus, shortage, damage workplaces. The message contains the Start generation link that allows you to start the background job again.
Registering goods stocktaking at non-advanced warehouses
If goods recount is not carried out at a non-advanced warehouse and surplus, shortage, or damage of goods are detected during its operation, financial documents (warehouse acts) are registered independently.
If goods shortage is detected during stocktaking at a warehouse, the change of goods quantity can be recorded in the document of goods recount with further registration of the Write off goods shortages document.
When posting the shortage write-off document, information about goods in available stock changes.
If goods surplus is detected during stocktaking at a non-advanced warehouse, the change of goods quantity can be recorded in the document of goods recount with further registration of the Goods surplus recorded as received document. When posting the document of recording as received, information about goods in available stock changes.
To display defective goods (goods of another quality) at a non-advanced warehouse, the Goods damage financial document is registered.
When posting the document, information about goods in available stock changes.
Goods misgrading at a non-advanced warehouse is recorded by the Goods misgrading document. You can create the document by using one of the following methods:
- Based on data of goods recount (the Goods recount document in the Completed status).
- Based on detected goods misgrading. In this case, a list of goods for which the misgrading should be set off is filled out in the tabular section of the document manually.
The result of posting goods misgrading document is the change of actual goods balance at a non-advanced warehouse.
Stocktaking sheet and print forms
To get compliance print forms of Stocktaking sheet (INV-3) and Inventory reconciliation report (INV-19), use the Stocktaking sheet document.
Stocktaking sheet can be generated either from the list of warehouse acts by clicking Warehouse and delivery – Surplus, shortage, damage – Warehouse acts – Create – Stocktaking sheet, or in the Warehouse act wizard workplace. Stocktaking sheets are kept in the Warehouse acts list.
You should assign a period to the Stocktaking sheet document in order to select the Goods recount and Warehouse acts documents. These documents are specified by users when printing documents.
The Goods recount and Warehouse acts documents are a source for generation of the INV-3 and INV-19 print forms.
A list of goods will be taken from goods recount registered for the period specified in the stocktaking sheet; data on goods quantity will be calculated by balance.
Algorithm of generating print forms of INV-3 and INV-19:
- All Goods recount documents specified in the Stocktaking sheet document are selected.
- Goods are picked from selected Goods recount documents by which company stock balance is defined on the date of the end of recounting period—this quantity is displayed in the Actual availability field.
- Warehouse acts are selected for the period specified in the Stocktaking sheet document.
- The quantity of goods specified in warehouse acts is added to the actual quantity or subtracted from it. This quantity is displayed in the By bookkeeping data field.
Stocktaking sheet and inventory reconciliation reports are printed for each company and certified by responsible persons.