CartonCloud's stocktake module provides warehouses with a complete process for performing stock reconciliation for each customer.
The system provides the ability to split stock onto separate lines for counting based on attributes such as Batch, Expiry Date, or any other custom field set up against the Purchase order Product. This provides users with more control over how they wish to count their stock during a stocktake.
After the initial count has been completed the system will generate a variance report so users can recount or adjust stock as required, then make the necessary internal system movements or adjustments.
Once stocktake is completed, the system generates a final report which can be exported as an excel spreadsheet for easy manipulation.
Paper vs Digital
Stocktake can be completed using the CartonCloud web app accessed through Google Chrome, either on a PC, iPad, or Android tablet. Alternatively, it can be completed by printing out a stocktake report where counts can manually be recorded on paper, then recorded into the system later at a workstation.
While all options above are valid, completing stocktake on an iPad, Android tablet or laptop has the added benefit of portability, allowing the user to roam through the warehouse and enter the count directly into the web app. This makes a mobile device the efficient method available.
There is currently no support to complete Stocktake through the CartonCloud mobile app (instead, users on mobiles or tablets must log in through Google Chrome), however, this functionality is planned to be added in the future.
Stocktake requires an uninterrupted internet connection to work on portable devices. For this reason, we recommend recording stocktake counts on paper for areas of a warehouse which do not have Wi-Fi or mobile data coverage.
Charging for Stocktake
If you wish to charge for stocktake then this can be achieved by adding a manual charge to the customer's invoice.
- Navigate to the Invoice you wish to add the charge to by selecting More in the main menu > Invoices
- Select the appropriate invoice (use Filters to narrow down invoices to a specific customer if necessary)
- Now on the view invoice page, Select +Add Invoice Total to Invoice
- Select an Invoice class you would like to categorize the charge under
- Give the charge an appropriate name and description
- Finally, add an income charge (what the customer will pay) and expense charge (what it cost you to complete the work)
- Select Save and the charge will be added to the Invoice
In the example above, a manual charge of $200 for stocktake has been added to the invoice.
Creating the Stocktake record
- To begin a stocktake, navigate to the Stocktake page by selecting Warehouse in the main menu > Stocktake
- Now on the Stocktakes page, select +Add Stocktake
- Select the customer you wish to complete Stocktake for
- Then, give the Stocktake an appropriate name and a planned date
- If you wish to include all of a customer's products, leave the Products field empty, otherwise, type in each Product that you wish to count
- By default, all possible attributes will be added to the stocktake, this includes any other custom Purchase Order Product fields you may have set up. Included attributes will be used to split stock onto a new line, for example, a pallet with an expiry of 26/11/2021 will be listed on a different line for counting than a pallet of the same product expiring on the 27/11/2021.
- If you are not concerned with confirming the count of stock based on a particular attribute, then delete that attribute to streamline the counting process
In the example above, we are removing the Roast Date attribute associated with the coffee beans. However, we have left in the Expiry date, so beans expiring on different days will need to be counted on separate stocktake lines.
If you are conducting stocktake on bulk warehouse locations please see the Counting Inside Bulk Locations section before choosing your Attributes required for stocktake.
- If you only wish to perform a stocktake on a certain portion of the warehouse, then specify the To and From warehouse Locations for that portion. Otherwise, leave these fields empty and all locations will be included
- Finally, if warehouse locations that do not contain stock for this customer should be included for checking, then tick the "Include empty locations in results" field. This is useful if you suspect that stock will be found in the wrong location, and therefore you wish for all specified locations to be checked.
If you are completing stocktake for a customer whose stock is stored in a particular section of a warehouse, then we recommend using the From and To Location fields to select that area, then tick "Include empty locations in results". This will require the user conducting the count to check empty locations in the vicinity of that customer's stock, but won't require them to confirm a count for the entire warehouse (which may be hundreds or even thousands of locations).
Before starting a Stocktake
Before commencing stocktake it is important that all warehouse staff are aware not to move, check-in or check-out stock, as this will cause issues with counting quantities and lead to incorrect results.
For this reason, the system will prompt the user with the below message before beginning stocktake.
Once a Stocktake record has been created the counting process can then begin.
- To begin, open the Stocktake you wish to begin, then select Start
- The system will prompt you to confirm that no other stock movements such as picking or receiving are taking place. As explained in the "Before starting a Stocktake" section, these will void the accuracy of the count
- Once you are sure no stock movement is occurring within the warehouse, select Start
Warehouse staff should now visit each warehouse location listed in the Stocktake report to confirm the count quantity (or that the location is empty if that option has been selected).
This process can be split between multiple warehouse workers as described in each counting section below.
Splitting up the work
To split the counting process to multiple warehouse staff electronically, assign each staff member a section of the warehouse to count, for example, 3 rows, ensuring no overlap that could lead to double counting (although if double counting occurs, see the info box below for system behaviour).
Each user will then be required to open the Stocktake report on their devices web browser and filter by their assigned locations
In the example above, the staff member will be completing the count for rows A-01 and A-02. Rows A-03 and on will be completed by another staff member.
- Location ranges are determined alphanumerically. For example, selecting From A-01-01 and To C-01-01 will also include all locations beginning with B.
- When a staff member enters the count for a warehouse location it is automatically saved against the Stocktake record (signified by a green tick appearing momentarily). Other users then accessing the same stocktake will also be able to see the same count when they refresh the page.
- If two users attempt to enter a quantity for the same location, the last quantity entry will override the first.
This section will focus on a warehouse staff member actively counting stock throughout the warehouse using electronic counting.
To count stock a user should:
- Go to each location listed in the Stocktake as displayed in the example below
- Count the stock in that location that belongs to the customer, then enter it directly into the system
When counting, a user can enter quantities for each unit of measure. For example, a location may contain 1 Pallet of coffee, with 5 loose bags on top.
This can be entered directly into the system and the unit of measurement conversion will calculate the total quantity.
Once a quantity is entered against a location, a green tick will appear to signal it has been saved against the Stocktake record
- When checking an empty location, a quantity of 0 should be recorded if it is empty, or stock should be added if stock is found for the customer. To add stock see the Adding Stock section below.
- Once a quantity has been recorded against every location the user can select Count Complete to move on to the next step
Splitting up the work
To split the counting process to multiple warehouse staff using paper, assign each staff member a section of the warehouse to count, for example, 3 rows, then select Print to print a stocktake counting list for them write on.
This section will focus on a warehouse staff member actively counting stock throughout the warehouse using pen and paper.
To count stock a user should:
- Go to each location listed on their printed Stocktake sheet
- Record the quantity of stock for each unit of measurement inside that location
- When checking an empty location, Yes or No should be circled. If stock is found that belongs to the customer in a location that should be empty, it's Product code, attributes and quantities should be recorded on the sheet so it can be added to the system during data entry
- Once all warehouse location on the sheet have a count recorded against them, the count should be recorded into the system by manual data entry using the web interface.
If stock is found either an empty location or even as extra stock in a location already containing another product type, then it should be added to the stocktake record.
- To do this, select +Add Stock
- A window will pop-up to record the details of the Product including any custom fields. Required fields must be populated with a value. When finished, select Save
The newly created row in the stock will be highlighted green. This is to show it is a positive stock variance.
Completing the Stocktake
Once counting is completed and entered into the system, select Count Complete
If an error message appears at this point, then it is likely that not all warehouse locations have a count entered against them. To easily find the locations missing a count, select Filter for Uncounted Records
Once the Stocktake is completed, the results will display with positive variances (extra stock) highlighted in green, negative variances (missing stock) highlighted in red and expected quantity rows remaining white.
To easily find locations with a variance select Filter for Variances
Due to the possibility of human error when counting, we recommend double-checking locations with a variance showing.
Once you are sure the counts entered are accurate, click the Recommendations button to see stock which can have its variance balanced by adjusting the quantity of stock between two locations in the system.
This means that the system has identified that extra stock in Location A is identical including all selected Stocktake attributes (such as expiry date if selected) as stock in Location B, and by making a move in the system the variance of the two locations will be balanced. This is particularly useful for spotting locations where a product may have been incorrectly picked from a neighbouring warehouse location which contains the same stock.
Once selecting the recommendation moves you wish to apply, then selecting Confirm Moves, the system will apply the stock movement in the system by creating an adjustment Sale Order and adjustment Purchase Order (non-charging orders).
In the above example, stocktake has identified an additional 20 units of "Costa Rica Bright 500G Bag" in location A-01-01, with 20 bags missing from A-01-02. Since the stock quantity remains the same the recommendations tool has suggested moving the 20 bags in the system to match what was physically seen during the stocktake.
Finalising the Stocktake
Once recommendations have been applied, variances have been double-checked, and you are ready to mark the Stocktake as complete, select Complete Stocktake.
Once a stocktake is marked as complete no further changes can be made to the stock counts.
Once completed the system will produce a final stocktake report. To see variances on the final report, select Filter for Variances
If you wish to export the report to an xls (Excel) file, select Export.
Customising Stocktake Documents
The Stocktake Count List and Stocktake Variance List can be modified for either the entire organisation (all customers) or for a specific customer.
This provides the ability to customise the documents as you require.
For more information on how to do this check out the Document Templates article.
Counting inside Bulk Locations
When counting quantities inside a bulk location one challenge users may face is recording the appropriate quantity against the corresponding product line in stocktake (as there may be multiple lines of the same product inside a single location).
There are three ways to overcome this challenge.
Use a unique custom field to identify stock
If your stock is labelled with a unique number such as a serial number which can be used to identify it then simply identify the stock you are counting in the Bulk location by matching the unique number to the appropriate row in the Stocktake count list.
Remove the Pallet # as a Stocktake attribute
By removing the Pallet # as a stocktake attribute when first creating the Stocktake the system will aggregate all Products with matching attributes onto a single line.
This means when counting a bulk location the user will be required to count the total quantity of a product grouped by matching stocktake attributes.
This solution is not appropriate for products with unique identifiers such as serial numbers.
Add the Pallet ID onto the Purchase Order Product Template
By labelling stock as it enters the warehouse with its appropriate Pallet #ID the user can then match the Pallet # they are counting with the Pallet # line showing in the Stocktake.
This solution is appropriate for warehouses already attaching the CartonCloud Purchase Order Product label to their stock.
Updating the Purchase Order Product PDF Label
In Search for Anything type and go to "Document Templates" (to update the template for ALL customers) OR alternatively, to change the label for a specific customer select Contacts > Customers > Select the Customer > Select Edit > Select the Template tab
Find and Download the Purchase Order Product PDF Label template
- Open the template file in your chosen Word processing program such as Microsoft Word
- In the location of your choosing add the following placeholder: $POP_PALLET_ID$ to the document along with some identifying text, for example: "Pallet ID: $POP_PALLET_ID$"
- CartonCloud will pull through the pallet ID value to the location of the placeholder upon printing the labels
- Save the file, then go back to the Document Templates page (or Customer's Template tab) and select upload within the Purchase Order Product PDF Label box.
- Choose the file, then select Upload File
The template is now updated! Now when you print labels from the Purchase Order page the Pallet ID will be displayed in the location you chose when updating the template.
Updating the Purchase Order Product ZPL Label
For assistance updating the POP ZPL label please contact support.
Stock was moved during the Stocktake
Stock should not be moved during a stocktake, but if this has occurred by accident there are actions that can be taken to ensure the stock movements did not adversely affect the stocktake.
Action only needs to be taken if the system has prompted you with an error message at the end of the stocktake. This error message indicates the quantity of stock in a location has changed due to movements being made during the Stocktake.
If this error appears the following action should be taken:
- Go to the listed warehouse location and recount the stock for the Product name provided
- Navigate to the Warehouse Location in CartonCloud by typing it into Search for Anything
- Select the Purchase Order Product ID line of the stock you have recounted
- Select Adjust Stock
- Select to either update as an adjustment (which will create Adjustment Purchase Order/Sale Order) or update directly (which updates the original purchase order quantity. A history of this will be listed on the history tab of the Purchase Order Product)
- Enter the count for the stock which you have just taken since the movement occurred
- Select Edit Qty
As the warehouse location has now been manually checked you can be assured that the count in the system is accurate.