AugTool Documentation
Continuous Stock Take
The problem with many stock take processes in systems is that you have to close your warehouse or stop business to start and complete your stock take. With Augtool's stock take you can continue operating and do a stock take over a long period of time during business hours.
We accomplish this by recording the start date and time of the stock take when you post the stock take and make it official and then record the exact date and time to the second in the excel file (with a macro) of the unit count entry. In this way we understand any change that happened between when you started the stock take and when you entered in your count. When you then upload the stock take file the system analyses the figures you entered and compares it to what the system thought the count should have been at that exact time to work out the difference.
This will save you and your team so much time!
If you can do a live stock take in the system and count and enter in all the figures without business interfering then you do not need to concern yourself with this. If you have many items in many locations this feature will assist you
Creating a stock take
As you can see above we have a few stock takes that are completed and some that are posted (or in progress).
Creating a stock take is simple. All you need to do is click on create and decide which warehouse (if you have multiple warehouses) and set the Stock adjustment account and click on submit.
After creating a stock take in DRAFT you can then add items with the popup model. With this you can add one or many items and search for items per category.
When you are sure of the items you want to do a stock take in the draft status of a stock take you can post the stock take and then proceed.
You can now set the stock levels directly in the system if you can count the stock and have no business interuption during your start and end time of counting (as in no stock movements whatsoever during stock take). If you cannot guarentee that you will not have a business interuption then rather export the stock take in posted form to excel and then import as shown below.
Should you want to do continuous stock take or count stock while business is operating and there will create stock movements during the count then rather export the posted stock take to excel and do the stock take in excel that will mark the exact date and time the count was made.
After downloading the stock take into excel you can give this excel file to your stock take processing person to enter in the counts of each item . It is important for the user to enter in the count right after the user is completed counting with minimul delay. The system will automatically record the TimeStamp of the new count for the upload as you see below.
The user only has to fill in counts into the New Unit column. Excel will then automatically set the TimeStamp.
These new units and their relevant time stamps will then create an adjustment for that unit based on the number of units the system had at that time. This means that you can do a stock take over a long period of time and not have to close down your operations.
You can export and import on the posted stock take with the export and import button at the top.
When you import a stock take and you have no errors like below you can import and check the data.
As you can see below after the import the new units are inserted and the timestamp. It is not advised to change the figures here because you will essentially be changing the New Unit figures at that TimeStamp.
After you have completed the stock take you can vew the stock movements on the stock take as below.
A good report to look at while doing stock take is the Product Stock (Rolling Balance).
Please note. Once a stock take has been completed, it cannot be rolled back to draft.