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Inventory Take

Taking inventory provides information on the Inventory Value and the Inventory Change. You can also set new Opening Inventory Balances according to the inventory take.

Utilizing the Inventory Take function requires that Stock Cards have been created in the JAMIX Kitchen Intelligence System on all items in the inventory. Stock Cards are easy to create, based on the supplier’s product information, utilizing the Product Data Update function.

Inventory take is registered Store-specifically. Stock Cards that are activated to the store will be included in the inventory-take, as well as Stock Cards that had inventory balance in the previous inventory take.

A Stock Card will not be included in the inventory take, if ”Not included in inventory” or ”De-activated” has been selected in the General tab of the Stock Card, or if the inventory balance was zero in the previous inventory take.

Opening Inventory Balances come from balances of the previous inventory take increased by Delivery entries and decreased by Withdrawal and Wastage entries. Registering all of the previously mentioned stock events is not necessary in order to take Inventory.

 

Before Taking Inventory

Stock Cards functionality

It is recommended to de-activate Stock Cards for items that are not in use. This way they will not be included in the inventory-take. Stock Cards are de-activated on the General tab of the Stock Card, by selecting ”De-activated”.

If you do not want to take inventory on a certain item, you can select ’Not included in inventory’ on the General tab of the Stock Card.

If you want to utilize the JAMIX Mobile application and EAN Codes on the Inventory Take List, you need to be sure that EAN Codes have been saved in the Stock Cards of the items on which the inventory take will be registered. Usually the EAN Codes will be automatically imported along with supplier’s product data in the Product Data Update function. If the item does not have an EAN Code, like fruit for example, you can set the EAN Code for Inventory take, if needed.

It is recommended to set Location and Product Groups for items on the Groups tab of the Stock Cards. This will help in taking inventory fluently and it enables printing of Inventory Take Lists, Inventory Value and Change in Inventory reports by location and/or by product group. Information on Locations (eg. freezer, store room) is managed in the BASIC DATA – Locations function. Product Groups are managed in BASIC DATA – Groups – Product Main Groups / Product Subgroups (eg. Conserved Food – Fruit).

It is also important to set appropriate unit for the item for inventory taking. Inventory take unit (eg. EA, CS, lb) can be set in the Inventory Store field on the Units and Prices tab of the Stock Card.

If you want to print Inventory Value reports by Accounts, the Account information needs to be linked to the Stock Card in the Groups tab. Accounts will include Purchase account, Stock account related to it (used in calculating Inventory Value) and Change Account. Information on Accounts is managed in BASIC DATA – Accounts function.

 

Stock events preceding an inventory-take

Before opening a new inventory take it is recommended to register all stock events related to the inventory until the time of the inventory-take. Such stock events include Deliveries, Withdrawals and Wastage. The system will provide a notification if you try to register these overlapping the inventory.

 

First Inventory-take

Opening Balances

When deploying the system, the opening balances for items can be set utilizing the inventory take function. In this case it is recommended to reset the inventory balances on stock cards to zero so that balances from possible stock events will be taken out from the items.

Reporting

After the first inventory take you cannot print Change in Stock/Inventory reports because there is no preceding inventory take on which the change would be calculated on. Otherwise the first inventory take does not differ from the next inventory take.

 

Adding A New Inventory Take

  • Choose STOCK – Inventory Take.
  • The previous inventory-take will be displayed on the inventory take window in case there is one. You can print reports on the previous inventory take but you cannot make any changes to it if the inventory take is accepted.
  • Select Store and then choose New.
  • Select date and time for the inventory take in the window that opens up.
  • NOTE! You can select time only if ”Use datetime in inventory” has been selected in the Stock tab in the BASIC DATA – Settings – Program Settings function. This setting enables you to register several inventory takes per day, when you want to monitor the balances in real-time.
  • Finally choose Accept and all stock cards for the inventory take will be updated onto the list.

NOTE! Opening the inventory take in the system on the day of the actual inventory take is not necessary, as the inventory take can be registered in the system later, as well.

An ongoing inventory take will not block the day of the inventory take or the preceding stock events, so you can edit them, if needed.

 

Printing an inventory-take list

You can print the Stock/Inventory Take List with you in the store for making inventory take easier. On the list you will have all the items to be calculated, Amount column where you can register the quantities, inventory take unit and EAN Code if it has been saved on the Stock Card. You can print the list for example by location and by product group.

  • Print the stock/inventory-take list by choosing Print on the top of the window.
  • On the Inventory Take List tab select filters and grouping options, and then choose Print.

Resetting the store balances

In case there is no inventory control for your store, reset the store balances through the button on the top of the window.

 

Filtering the inventory take list

You can search for an item by name in the search field on the top of the Inventory Take window.

You can also sort the list with several criteria listed in the Sort Order drop-down menu. For example, when you choose ‘location, shelf, position’ from the Sort Order drop-down menu, a new Location drop-down menu will appear, and you can choose a specific location according to which the information will be sorted on the list. In addition, the list will be sorted according to shelf, position and product name.

 

Registering quantities into the system

  • Add the quantities for items by double clicking on the Amount column on the product row and then adding the quantity in the window that opens up.  
  • You can register the quantity in the unit set for inventory take, or in other units registered in the item’s stock card, for example in pounds or in crates. Different unit options will be displayed by choosing Show Units on the top of the window. The system will sum all quantities registered with different units into the inventory take unit, displayed on the row on top.
  • The registered quantities will be saved when you move on to another item with the Previous or Next buttons, or when you choose Save. You can move on to the next item with the arrow buttons on your keyboard.
  • After saving the information you can check the units and locations used to calculate the total amount by returning to the item and by clicking on the ’Units used to calculate the total amount’ button. Only the summed value in the inventory take unit will be saved for the item. Values registered in other units will not be saved in the fields where you entered them.

 

Registering quantities when a product is stored in several locations

When several locations have been registered for an item’s stock card, you can take inventory by locations. In the Inventory Take function you can register the balance location-specifically for an item. For example, how many units of milk there are in the Dairy Freezer and how many in the Diet Freezer.

You can register the quantity in the unit set for inventory take, or in other units registered in the item’s stock card, for example in pounds or in crates. Different unit options will be displayed by choosing Show Units on the top of the window. The system will sum all quantities registered with different units into the inventory take unit, displayed on the row on top.

The registered quantities will be saved when you move on to another item with the Previous or Next buttons, or when you choose Save.

After saving the information you can check the units and locations used to calculate the total amount by returning to the item and by clicking on the ’Units used to calculate the total amount’ button. Only the summed value in the inventory take unit will be saved for the item. Values registered in other units will not be saved in the fields where you entered them. Under the title Total amount the system will sum quantities in the inventory unit for all locations.

Several users are able to edit quantities for different locations for the same item simultaneously. If the users are editing the quantity for the same location simultaneously, the value registered by the user who first saves the information will be valid. The system will provide a notification on the changes made by another user for the next user when saving.

Locations are included in the inventory take reports, as well.

 

Interrupting registration of inventory take

You do not need to register all information on the inventory-take at once.

You can exit the function by closing it through the x on the tab, on the top of the window.

All information you have registered so far will be saved and you can continue registration when you open the inventory take function the next time.

You will recognize an unfinished inventory take from the Accept button on the right side of the window: The Accept button is active until the inventory-take has been accepted and it will be de-activated once the inventory-take has been accepted.

 

Missing items and false items

If there are items missing from the list, check the General tab on the Stock Card in question and make sure that ’de-activated’ or ’not included in inventory’ are not selected.

If a stock card is missing in the Stock Cards function, you need to add the stock card.

After this you can update the list of items on the inventory take with the ’Update products’ button on the top of the window. The items that were missing will be included on the list. These items will be automatically included in the next inventory take, as they have had balance in this inventory take.

If there is false information on the Stock Card, such as Inventory take Unit or Product Group, you can update the information on the Stock Card while registering the inventory take. After updating the information on the Stock Card, return to the inventory take function and update the list with the Update Products button on the top of the window.

 

Updating the list of items in the inventory take window

If there are several users registering the inventory take to the same store at the same time, you can update the list of items to match the current situation including the Amounts already registered with the Update Products button.

 

Accepting The Inventory Take

Once you have registered amounts for all items and checked that the information is correct, accept the inventory-take by choosing Accept.

The inventory take will be saved and the registered amounts will be transferred as Balance on the Stock Cards.

 

Browsing Through Inventory Takes

You can browse through previous inventory takes – even when you are in the middle of registering a new inventory take.

First select the store under the title Store, and then select the inventory take that you want to view.

 

Deleting an Inventory Take

The admin user or the user who has opened an inventory take will be able to delete it (if it has not been accepted yet).

 

Stock/Inventory Value report

Inventory value is calculated with the prices valid on the Stock Cards when a new inventory take has been opened.

  • Print the report by choosing Print on the top of the window.
  • On the Stock/Inventory Value tab select the basis for sorting the report and if you want the prices to be displayed excluding or including tax.
  • Print the report by choosing Print.

 

Change In Stock/Inventory Report

Change in Stock/Inventory report can be used when there is a preceding inventory take in the system. The report includes two of the latest inventory takes and shows the change in the inventory compared to the previous inventory take. The change in the inventory value will be calculated with the prices valid on Stock Cards when a new inventory take has been opened.

  • Print the report by choosing Print on the top of the window.
  • On the Change in Stock/Inventory tab select the basis for sorting the report and if you want the prices to be displayed excluding or including tax.
  • Print the report by choosing Print.

Inventory Variance Report

Inventory variance report contains the products where the counted amount differs from the theoretical balance.

1. Choose Print on the top of the window

2. Select Inventory Variance tab

3. Print the report by clicking the Excel button