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Full stock count

In addition to extensive (periodic) cycle counting options, it's also possible to do a full stock count - something for which you'd best close your store to customers. This is something done before your first store opening, ensuring all stock levels are correct, and can be started as described here in the Admin Suite but in the Companion as well.

Authorization

To be able to use the functionality in this chapter to its full extent, you will need:

  • the FullStockCount permission for basic use;
  • FullStockCountLabel basic use of labels;
  • DownloadFullStockCountSummary to download the results in Excel or PDF;
  • SetExternalFullStockCountResult to be able to use the results of external FSCs.

Overview​

The initial interface gives you a global overview of all full stock counts (open, completed or cancelled). Any cancelled full stock counts cannot be opened, since no data is present.


Initiating a full stock count task​

Clicking the + icon is your starting point to initiate a new full stock count.

The full stock count task is based on two variables:

  • Organization unit: select the organization unit for which you would like to conduct a full stock count.
  • Labels: select the stock label you would like to conduct a full stock count on.

This changes however if the FSC is done externally, in which case the labels input field will disappear. You can read more about external stock counts.


Unless you specifically make this FSC able to be performed during opening hours by selecting Perform count during opening hours, which can only be done in Admin Suite , initiating a full stock count (Save) will cause both POS and Companion App to display locking messages to users until the full stock count task is completed.

For ease of reference, this is what those locking messages would look like:

POS App locked


Companion App locked

You can notice here that the sales and orders module are greyed out. They will be available again once the full stock count task is completed.

Iphone screen

The task can then be completed either through the Companion App or by using the Finish counting button in Admin Suite.

Locking

You can influence the locking behavior by using the following setting. The default value for this setting is true and goes for internal as well as external full stock counts.

SettingValueBehavior
FullStockCount:AutoStartFullStockCountOnCreatetruePOS/Companion are locked

We'll still mention it just in case: if you cancel/delete a full stock count, your POS will no longer be locked regardless the setting you have.

Ongoing full stock count task​

When opening an in-progress full stock count you'll have the option for either a Grid view or Label view.

During your full stock count task​

After finishing a Cycle count confirmation user task for a specific label during your FSC, a new task will popup. This new task is for validation purposes: another user will have to redo a specific percentage of the cycle count (AKA recount) of the label that the first employee counted. This is only the case if it's configured for the current store.

You can specify what percentage you'd like to be recounted with FullStockCount:DefaultRecountInterval.

Possible values
- 100% = 1
- 50% = 2
- 33% = 3
- 25% = 4
- 20% = 5
- 16% = 6
- 14% = 7
- 12% = 8
- 11% = 9
- 10% = 10
- 9% = 11
- 8% = 12
- 7% = 13
- 6% = 15
- 5% = 17
- 4% = 21
- 3% = 26
- 2% = 34
- 1% = 51

Grid view​

The first shows you the full stock count ID with the progress (circle) at the top. The table below it shows you an overview of all products contained in your store. Check the Only show products with deviations box in the filter sidebar, to only have products with actual deviations displayed. Note that this will show all products with deviations and not just products that were selected for this full stock count.

You can expand the options in the filter by opening the 'Reorganize filters' icon in the top right. It will show you all product property types, such as Color, which you can then make (in)visible in the filter, and you can rearrange the order of the visible ones.

The following picture shows you the Grid view of an open full stock count. Within you can see there are two products selected, bringing up the 'Initiate recount' icon. Clicking it will bring up an overview of the deviations to recount for the selected products, allowing you to recount only those products across all labels (since you never know in which label you might have missed the products).


Finishing your full stock count​

At the bottom of your Grid view, you will find two buttons: Delete full stock count and Finish counting. Completing the count in Admin suite gives you a few more options on how to finish it than the Companion app does. Those options are split in two columns:

Column 1

  1. Process FSC
  2. Do not process FSC

Column 2

  1. Generate cycle counts for all deviations
  2. Generate cycle counts for all selected products
  3. Don’t generate cycle counts

The way this is setup, means that you'll always combine two choices. By opting to process the FSC it will become your stock's new (temporary) 'truth'. This truth will be the foundation for your choices in the second column, meaning that if you'd choose to generate cycle counts, the cycle counts that are consequently created will have an expected result of whatever was stored in the results of the FSC.

After choosing an option that includes creating cycle counts for deviations or selected products, new user tasks called "Cycle count confirmations" will popup in your mPOS to allow for cycle counting (AKA recounting) the corresponding products.

It might be possible that "Cycle count tasks" also popup in your mPOS simultaneously. These are tasks that get initiated automatically based on a specific number of stock mutations or certain no-stock situations. For more information on these, see Cycle counts.

For a really intricate overview of the result of your choices in both columns, see the following table. It shows exactly what happens in detail.

FSC completion parameters - when processing

--Generate cycle counts for all deviations--
DismissDeviationsAsStockMutations: false
RecountAllProducts: false
RecountAllDeviations: true

--Generate cycle counts for all selected products--
DismissDeviationsAsStockMutations: false
RecountAllProducts: false
RecountAllDeviations: false
ProductsToRecount: [filled with the selected products]

--Don’t generate cycle counts--
DismissDeviationsAsStockMutations: false
RecountAllProducts: false
RecountAllDeviations: false


FSC completion parameters - when not processing

--Generate cycle counts for all deviations--
- DismissDeviationsAsStockMutations: true
RecountAllProducts: false
RecountAllDeviations: true

--Generate cycle counts for all selected products--
DismissDeviationsAsStockMutations: true
RecountAllProducts: false
RecountAllDeviations: false
ProductsToRecount: [filled with the selected products]

--Don’t generate cycle counts--
Nothing

Label view​

The Label view gives you an overview of the products contained in the selected label. This is only visible in currently open full stock counts as it allows you to add new labels to the count, to print the label(s) and to initiate a recount.

You can also delete labels, either from within the Companion (by swiping the label to the right), or in Admin Suite's label view - but only so long has the label has not been completed yet.


note

From the Label view you can upload labels via an Excel upload by using the download and upload icons in the top right corner next to the + icon. Please download the template each time you would like to use the label upload functionality. Once upload, refresh to see the created labels.

Completed full stock count task​

Once a full stock count task is Completed, the overview will provide stock accuracy percentage, quantity deviations, and total counting time. You can also find the 'Reorganize' icon there, allowing you to insert product property filters.


note

You can download the FSC summary by clicking the 'Excel sheet' icon located on the top right of the All products card.

External stock counts​

An external stock count starts off the same way as you'd start a regular FSC, with Create full stock count from the FSC overview. Once you click Is external, the labels option will disappear and you'll only be able to save the stock count, or to print and save it.

Bear in mind that if you indicate an external stock count has begun, a snapshot will be taken of all current stock, but you generally want all functionality in POS and Companion to remain available - in the contrary to a regular FSC. Select Perform count during opening hours to keep it open. As always, bear in mind that continuing the regular store operations can affect your stock count.

The newly created, empty, external stock count lets you download an Excel template with the following values:

  • FullStockCountLabel
  • StockLabelID
  • ProductID
  • ProductBackendID
  • ProductBarcode
  • QuantityCounted

Once the results are entered into the Excel template, it can be uploaded on the same page. There are however two caveats to this:

  • Uploading is possible for a limited time only - with a hard limit of 72 hours. By changing the setting FullStockCount:ExternalCompletionThreshold to something less than 72 hours, you can determine how long the external stock count may take in hours. If the setting is set to 12 for example, the external full stock count task can only be completed within 12 hours after its creation. After that, the service can only be cancelled.
  • The upload is processed async, with its results sent either back to the user, or to the email address specified in the request. Only a single upload can be processed at a time.

The results mail is based on the ExternalFullStockCountUploadCompletedTemplateModel stencil which can be altered, but will fall back on a default template if necessary.

Completing an external count in Admin suite gives you the same options as a regular FSC.