Stock Management (Desktop App)

Step 1 - Inform the employees

All the employees must be informed when a stock take will take place for the following reasons:

• To prepare the stock they will need for the next week
• To stop all orders of stock items
• To avoid stock movement as much as possible
• To order enough stock for a period of time needed

Make sure you have the following stationary for the Stock take

• Counting sheets updated
• List of all counting sheets to make sure you get all the sheets back to capture
• Enough pens to write with
• Scrap paper or a calculator to help you keep your count
• Elastic bands to help with the count on large quantity items
• Enough staff members to assist with the Stock take

 

Step 2 - All transactions must be up to date

The following information must be up to date on your system before you can start the stock take

• All Debtors (Patient) billing
• All Creditors (Suppliers) invoices
• All Stock adjustments - Broken Stock, Expired Stock and Lost Stock
• All Stock transfers
• All Credit notes from Suppliers and Debtors
• All items allocated to the correct location for the counting sheets
• Full backup

After all the information is up to date you can print your counting sheets for the count.

 

Step 3 - Printing Counting Sheets

It will be wise to print your counting sheets a week before Stock takes to make sure that all your sheets are up to date with the actual locations. If there are items not linked to the correct counting places, the linking must be corrected and the sheets reprinted.

The stock counting sheets will work easily when you have 1 sheet per location. That means not more than 25 items in each location. This will make counting easier. And allow more persons to assist in the counting process.

Arrange personnel to assist with the counting of the stock. Decide on who will count together in each location. You can rotate the personnel that is pairing up on each location. The personnel must be in pairs for each location that is counted. 

 

Step 4 - Correct Counting Sheet

Inactive items in the counting locations need to be removed from the counting sheets.

The Unlinked item report shows all the items that are not linked to a counting location and general bin. Check the report before making the snapshot. 

All the counting sheets need to be checked by each department or responsible person in those locations. Do the corrections and give through the changes to the stock controller to rectify this on the system.