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Automate Evolve 2.0Parts Stock Count Routine

07 September 2015

TABLE OF CONTENTS1. Manual Stock Counts.......................................................................................................41.1 Introduction And Features..................................................................................................................41.2 Stock Count Routine Process Flow......................................................................................................51.3 Pre-Checks before attempting a Wall to Wall.....................................................................................51.4 Consignment Stock.............................................................................................................................61.5 Creating a New Stock Count...............................................................................................................71.5.1 Wizard.............................................................................................................................................81.5.2 Template.......................................................................................................................................111.5.3 Stock Adjustment..........................................................................................................................111.5.4 Perpetual......................................................................................................................................111.6 Count Sheets.....................................................................................................................................121.7 Inventory Count Capture...............................................................................................................131.8 Calculate Variance............................................................................................................................141.9 Movement On Parts..........................................................................................................................151.10 Finalize the Count / Update Stock.....................................................................................................161.11 How-To.............................................................................................................................................181.11.1 How To Add Parts Found During The Count That Are Not On The Count Sheet...........................181.11.2 How To Clear All Values Entered On A Count To Start Again........................................................181.11.3 How To Create And Use Count Templates....................................................................................181.11.4 How To Delete Counts No Longer Required..................................................................................191.11.5 How To Export To Excel................................................................................................................191.11.6 How To Handle Movements During The Parts Stock Count Process.............................................191.11.7 How To Handle Unwanted Lines In A Count.................................................................................191.11.8 How To Print Or Generate A Count Sheet.....................................................................................201.11.9 How To Print Or Generate A Stock Variance Report.....................................................................201.11.10 How To Quickly Find Specific Parts In A Big Count....................................................................201.11.11 How To Save A Count And Continue With It Later....................................................................201.11.12 How To Start Capturing The Stock Count Sheet........................................................................201.11.13 How To Tell At What Stage The Count Is Using The Count Status.............................................211.11.14 How To Update The System With The Count............................................................................21

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© 2015 Automate. Microsoft Word, Outlook, Excel and PowerPoint are either trademarks or registered trademarks of Microsoft Corporation. Other product names are registered trademarks or trademarks of their owners. Automate reserves the right to change, without notice, product offerings or specifications.


1. Manual Stock Counts

1.1 Introduction And FeaturesA wall to wall stock take procedure involves generating count sheets which includes all physical on-hand quantity. This ensures that the entire store and its contents are included in the count. To ensure a smoother process, at any stage Icons or options that do not pertain to that part of the process are disabled.Features of the Stock Count Routine include the following:

Feature CommentTooltips There are tooltips for each icon in the ribbon to explain what it does.Multiple Counts The system has the ability to generate multiple Stock Sheets and have them worked

on simultaneously. They are referred to as Counts.Stock Count Wizard The input options for generating a count are very clear through the Wizard.

There is a multi-select feature added in for Franchise codes and Stock Groups in the Wizard.

Re-usable Count Templates For frequently used Count sequences in the wizard, the user can now save them as templates.

Printing Count Sheets and Variance Reports can be printed directly from the program without having to export to Excel first.

Count Pages The user can have different individuals updating the same Count at the same time as each count is divided into pages with 15 line items on each page.

Count Descriptions Each count can have a unique description to be able to easily identify it in a group of Current or Historical Counts.

Line Numbers Line numbers are visible on screen for speedier capturing from the stock sheets.When new lines are added to a page, the line numbers continues from the last line number of the last page.

Audit Tracking Once posted, the Counts are stored in the Historical Counts section. There are two types of historical counts, Finalised ones and Deleted ones.Deleted counts remain in the system, and a password and explanation is required for each deletion for Audit purposes.

Count Clerks The Count Clerk facility allows the user entering the Count quantities to specify which Count Clerk did the actual counting of stock.There is a menu under parts to capture the Count Clerk Names.

Simplified Data Entry Mechanism

The Count details can be entered on a single Data Grid.Capturing of counts are very fast as you can enter counts and press enter to go to the next line without having to click any buttons.For the line you are capturing, the Tab key takes you to the Remarks Bin Location and Count Clerk, where changes are required.All details for each Part are visible on the Data Grid.

Defaults During Data Capture When doing stock adjustments the Franchise from the previous line automatically becomes the default for the new line. The same goes for the Count Clerk which will default from the previous line.

Filtering in the Ribbon All Parts filter shows all counts from all pages in the grid.For Counts where the Calculate Variance process has been run, you can use this filter to view Variance Lines Only.

Search The first line in the grid provides search features for selected fields to quickly identify certain Line Items.

Improved Look-ups with Filters

In the Look-ups you can drag Column Headings in the filtering area to group parts by that field.

Quicker Perpetual Count Process

This process has been improved and is more accurate than in the previous version of Evolve.


1.2 Stock Count Routine Process Flow

1.3 Pre-Checks before attempting a Wall to Wall This needs to be done a few days before stock count. Check Part Order Statuses, ie. Have all Parts Orders been released or confirmed as not received

yet. Ensure that all part items have an allocated bin location. No blank bin locations are allowed. Launch the Parts Inventory browser as seen below:


Tick to view all records including the ‘zero Qty on hand’ stock pieces. Sort the data by BIN (Click on Bin field and the column will sort ascending or descending) Locate part records without BIN allocations and correct the records by allocating them to their

respective bins.

1.4 Consignment StockConsignment stock is usually excluded from the wall to wall procedure; therefore the following preparation is required to exclude the consignment from the stock-take. Firstly your consignment stock would have a separate franchise (stock group) to parts that are physically in your store.

NOTE: THIS NEEDS TO BE DONE IN ADVANCE TO STOCK TAKE.

If this has not been done correctly it can influence the ability to exclude the consignment pieces from the stock take items. Also ensure that you give your consignment stock a unique generic consignment bin location to eliminate it from the count when generating the sheets. This is very important!Once confident that all parts have been allocated a bin location, it can be assumed that the records are compliant to under-go a full wall to wall stock count.


1.5 Creating a New Stock CountIn Evolve 2.0 the Stock Count Process has been simplified in a couple of ways. Firstly it makes the Stock Count easier by only making the next valid steps available during the count. As opposed to Evolve 1.0, everything now happens on one screen. The user also has the ability to start a new count or open an existing one (using a wizard for input). Another important feature is that multiple Count Sheets can exist within the system.

There are currently four options for creating a new Stock Count. These are as follows: By using the Wizard By using a previously setup Template By doing a Stock Adjustment By creating a Perpetual Stock Count (this is only necessary if Day-End has not been setup to run

the perpetual count for the user)


1.5.1 Wizard

When the user selects to use the Wizard function for the stock count they will be able to select between 4 options. Bin Location Part Number Stock Group Franchise

Bin Location

If the user selects to do a Count using the Bin Location option they will be required to enter the Start and End Bin Locations in order to proceed.

Part Number

If the user selects to do a Count using the Part Number option they will be required to enter or look up the Start and End Part Numbers in order to proceed.


Stock Group

If the user selects to do a Count using the Stock Group option they will be required to select from an available Stock Group from the list on the left (Available Stock Groups) and adding it to the column on the right (Selected Stock Groups)

Franchise

If the user selects to do a Count using the Franchise option they will be required to select from an available Franchise Code from the list on the left (Available Franchise Codes) and adding it to the column on the right (Selected Franchise Codes)


Additional Options

Once the user has made their selection and clicked on Next to proceed they will be able to add additional options as show below. Category Code Ignore Zero on Hand Not yet Counted in current accounting month

By clicking Next the user will be able to add the following: Count Description Minimum Value Minimum Cost Save as Template


1.5.2 Template

If a Wizard selection has been saved as a template, it can be used again to generate a new stock count.

1.5.3 Stock Adjustment

A blank stock count can be created and lines can be added manually by the user as required on the Data Grid.

1.5.4 Perpetual

Should the Day-End not generate the Perpetual Counts it can be done via this option.


1.6 Count SheetsCount Sheet can be printed or be exported to Excel.

Count Sheets print with 15 lines per page and the layout allows for; Count Quantity Bin Location Remarks Count Clerk per Page


1.7 Inventory Count Capture

In order to start the capture the user is required to click on the Start button. The Data Grid will become available for the user and the required counts can be captured.

Filter CommentsShow Quantities User can select to show quantities or hide them (this is on hand quantities, average

costing, variance quantities and variance values).Variance Lines Only Once a count has been verified or finalised user can select to view only the lines

where there is a quantity variance.All Parts If users don’t want to capture page by page, they can do it by “All Parts” option. This

disables the Page Number feature and all parts on the count will appear on the grid.

Capturing is done per page (15 lines per page that matches the actual printout).Manual lines can also be inserted at this stage. By entering on the last line on the page, a new line will be added. To cancel that line, press Escape on the keyboard. The user can also right click on the grid and click on Insert Line.

After capturing a page (or a certain number of quantities) the user has to click on Save in order to continue.


Cancel button will cancel everything entered from the last Save option.Clear button will reset the entire count.

1.8 Calculate VarianceOnce all the lines have been counted and Saved, "Calculate Variance" will be available to select.


If all the checks are passed, the count status changes from "Active" to "Verified" and displays the Nett Variance Value. A variance report can now also be printed. The user can select the Filter option for “Variance Lines Only” and the printout will correspond to that selection.

1.9 Movement On PartsIf there has been movement on the part since the count started, the line is indicated in red and the part has to be counted again.


1.10 Finalize the Count / Update StockOnce a count is in "Verified" status the user can click on "Finalize". This will process the Stock Count and post and update the parts entries as well as GL Entries.

If a password has been setup it will be requested.

The count will change to "Finalised" status.


The GL entries can now also be viewed.

A Variance Report can also be printed and the user can select to print variance lines only.

Once the stock count is in “Finalised” status no more editing can be done and the count can only be viewed from the Historical counts.


1.11 How-To

1.11.1 How To Add Parts Found During The Count That Are Not On The Count Sheet

The Count Status needs to be in Active or Verified mode to be able to add new lines.

Step-by-step guide

Click on the Count Qty of the last line on that page in the Count Sheet grid area, and then press Enter. This opens a new line for entry on Franchise. The user can then add the part that was not on the Count Sheet.

The other option is to click on any line with data in the editable fields (Count Qty, Bin Location, Count Clerk, Remarks) then after that click the right mouse button and select Insert.

1.11.2 How To Clear All Values Entered On A Count To Start Again

It is possible to reset a count by clearing all input in a Count so that you can restart input.

Step-by-step guide

Open the Count. Click on Clear in the Maintenance group of the Ribbon. This changes the Count Status to New. Click on Start to enable the Count for input.

1.11.3 How To Create And Use Count Templates

Count templates can only be created through the Stock Count Wizard.


Step-by-step guide

Creating a Count Template

From the Stock Count window: New > Wizard Fill in all relevant fields on Wizard Steps 1 to 4 On the Wizard Step 4 of 4 there is a Tick Box for Save As Template. The template only becomes active after you click on Generate Count.

Creating a new Count from a Template

From the Stock Count window: New > From Template. This opens the Stock Count Template Lookup.

You can scroll down until you see your template then Double-click your left mouse button to open it.

A new Count is generated from the selections in the Template.

1.11.4 How To Delete Counts No Longer Required

In order to delete a Count, the user needs to have it open first.

Step-by-step guide

From Stock Count menu: Open > Current Count Identify the Count you want delete and click on it then Press OK or Double click on it to open Once the Count is open, click on Delete in the Maintenance Group of the Ribbon. On the Pop-up window, Enter the Delete Reason, then the Password, and click on OK.

1.11.5 How To Export To Excel

The Export to Excel function exports the current information in the Data Grid to Excel. The Count needs to be opened in order to export it to Excel.

Step-by-step guide

First option: With the Count open: Click on Export To Excel in the Print & Export group on the Ribbon. This exports the entire Count to Excel.

Second option: Hover over the Count Sheet Data grid then click the Right Mouse Button. Click on Extract To Excel. This only exports the currently displayed data in the grid.

1.11.6 How To Handle Movements During The Parts Stock Count Process

If there has been movement on a part, when you run the Calculate Variance program, the line will be highlighted in a pink colour, meaning that the user will not be able to Finalise this Count. There will be a Movement Date and Movement Time on the part to show when that happened.

Step-by-step guide


Get the Count Clerk to count the part(s) again. Enter the new Count Qty, this will remove the highlight from the line. Save the Count then proceed with Calculate Variance again.Movement can also occur between the Calculate Variance and Finalize stages, so the steps above apply as well because the Finalize program also checks for movement.

1.11.7 How To Handle Unwanted Lines In A Count

For audit purposes there is no delete feature for lines in a Count.

Step-by-step guide

The first option is to leave then unwanted line(s) in the Count, find out what the On Hand value in the system is then enter that on the Count Qty for the unwanted line.

If the lines are too many, the other options is to Delete the whole Count. That option is available in the Maintenance group of the Ribbon

When the user gets to the last line during the Count, they will press Enter, if they are not adding a new line the user needs to press Esc before they can Save the Count.

1.11.8 How To Print Or Generate A Count Sheet

There are several ways to generate a Count. A Count Sheet may be generated from any of the Counts listed under New and under Open > Current Counts.

Step-by-step guide

Open one of the Counts from the above. Click on Print > Count Sheet on the Print & Export Group on the Ribbon.

1.11.9 How To Print Or Generate A Stock Variance Report

All the Count Quantities should have been entered before the user will be able get a stock variance report.

Step-by-step guide

Generate a New Count or Open a Historic Count, or an existing Current Count that has a Count Status of Verified.

Enter all the Count Quantities. If the Count Status is not Verified then click on Calculate Variance. Click on Print > Variance Report.

1.11.10 How To Quickly Find Specific Parts In A Big Count

Step-by-step guide

Open a Count The first line in the Count Sheet Data grid is where you can type in the first characters of the part

you are looking for either on Part Number on Description. Press Enter to search


1.11.11 How To Save A Count And Continue With It Later

You do not have to do the whole Stock Count Process in one session.

Step-by-step guide

Open a current Count Make some changes in the Count. Click on Save in the Processing Group box of the Ribbon.

1.11.12 How To Start Capturing The Stock Count Sheet

When a Count has just been generated, it is not yet ready for input, unless it is a Stock Adjustment.

Step-by-step guide

In the Processing group of the Ribbon, click on Start. This makes the Count ready for input. The Count Status changes from New to Active (visible in the Count Properties Group box).

Proceed with input on the Count Sheet Data grid. You may start on any page of the Count by choosing the Page Number in the Count Properties Group Box above the Count Sheet Data grid.

1.11.13 How To Tell At What Stage The Count Is Using The Count Status

Count Statuses are grouped into two:

Current Counts

New: These ones have been generated by the Count Wizard or by the manual Perpetual Count program

Active: Capturing is in progress. Start Date and Start Time show when the Count was Started. Verified: A Calculate Variance process has been run for the Count. Net Variance field now

appears on the Count Properties Group box above the Count Sheet Data grid. This means all the Counts have been entered.

Historical Counts

Deleted: The Count was deleted. There will be a reason for the deletion, and the User who deleted can be seen.

Finalised: The process was completed for the count.

Step-by-step guide

To view the Status of Current Counts, click on Open > Current Counts. Historical Counts, click on Open > Historical Counts. When all counts are open the Count Status is always visible in the Count Properties Group box

above the Count Sheet Data grid.

1.11.14 How To Update The System With The Count

The Count Status needs to be in Verified status before it can be finalised.


Step-by-step guide

Open a Count, enter all the Count Quantities. Run the Calculate Variance from the Processing Group box in the Ribbon Click on Finalise.


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