4.5 Stock management
With the help of the stock management it is possible to carry out an inventory, assign stocks and check stocks of goods. It is important to activate the stock management under the Stock management submenu in the edit menu of the item list (Menu → Master data → Items → Item list).
4.5.1 Create inventory
1. Open Master data → Stock management → Inventory.
NOTE: A search for already existing inventories will be visible.
2. For a new inventory, select the store and click on Add.
3. Then click on Save and the still empty inventory is displayed.
IMPORTANT: The inventory number is assigned automatically and has the following structure:
I = Inventory
XXXX = Store number
YYYYMMDD = Date in the format YYYY MM DD
XXXXXX = Consecutive counter which is incremented by one with each inventory
The overview now shows the inventory as Status: open.
4. Switch to the POS app and navigate in the menu to Inventory Management → Count Inventory.
NOTE: However, these steps can also be performed under Add Item Count. This button can be found in the Management Console: Inventory → Click Counts.
5. In the window, click the inventory number that was created via the Management Console.
6. Start inventory by searching for items either by item number or by item name.
NOTE: If the item was found, the counted quantity can still be added.
7. After counting the items, it is possible to click on the item list and thus check the overview of the counted items.
8. After the check, select Save. To count more items, select Add more and search for items again.
9. When clicking Save in the cash register, it is necessary to click Update in the Management Console and in the inventory list.
10. Now you can click on the inventory created earlier and see an overview of the counted items on the right side. In this overview you can see a target stock, the counted stock and the resulting difference.
11. After clicking on the Count field, you can see the details about who has been counted in this inventory.
12. In order to check what has been counted by certain users, the names can be selected in the list of counts and a new window will then show which items and which number have been logged.
13. This window can be closed with OK or the count can be invalidated by clicking Cancel.
14. Using the Add item count button, it is still possible to add new items to the inventory.
15. To complete the inventory and transfer or update the stocks in the system, you only have to click on More and then on Complete.
Now the stocks in the item lists are updated and the values from the inventory are taken over. The status of the inventory is now Finished.
About the app
It is also possible to start an inventory from the POS app interface.
In the app, go to the menu Inventory Management → Inventory Counting and select New Inventory in the new window.
Select an item with the item number or item name.
After saving this inventory management, a new entry can be found in the Inventory menu in the Management Console. This time, however, the inventory number has a slightly different structure and consists of the following fields:
I = Inventory
XXXX = Store number
YYYYMMDD = Date in format YYYY MM DD
XXXX = Cash register / device number
XXX = Consecutive counter, which is incremented by one number with each inventory
4.if in a large store area, the inventory at two cash registers should take place in parallel, this is feasible without problems and the two counts can be merged in the management console. To do this, simply perform an inventory count at the desired cash registers and save it.
5. Back in the management console, 2 to N cash register inventories can be selected. Further up click on the More menu and select Merge.
6. After selecting the reason, the system marks the selected inventories with the status Merged and creates a new entry in the list. This new entry now contains all counts from the selected inventories.
7. As with other inventories, it is now possible to edit the count, mark individual counts as invalid, or complete the inventory.
4.5.2 Edit stock
If an inventory has already been saved, it can also be edited subsequently. Thus, data can be supplemented or corrected here if a change has occurred. It is important to save again so that no information is lost.
Select the desired inventory number from the list.
Click on Edit.
Open the Items submenu.
Open the Counts submenu.
Click Save.
4.5.3 Delete stock
If the inventory data is no longer needed, it can also be deleted at any time. Thus, the system remains up to date, as data that is no longer required is deleted. If inventory data is deleted, it will be displayed as canceled. Thus, the system no longer counts this information, but it is still visible that an inventory was made in a certain period.
Select the desired inventory.
Click More and Remove.
Select a reason for the deletion.
Click OK.
4.5.4 Add stock movement
With RETAIL7 POS system, stock movements can be stored digitally. This means that it is possible at any time to trace which movement was carried out when and with which items. It is possible to execute the movement for each store individually.
Open the Menu → Master data → Inventory management → Inventory movement.
Select the store.
Define the period for the inventory movement.
Click Add.
Select a type.
6. Specify a reason for the movement of goods.
7. Select the item number.
The information about item, unit and quantity is filled in automatically. Items can be configured in the Menu → Master data → Items → Item list. The instructions can be found in the Items section.
It is important that the item number is assigned only once by the system, i.e. that not two items receive the same number. Therefore, they are uniquely assigned in the system.
8. Select Add to select additional item numbers for the goods movement.
4.5.5 Edit and delete stock movement
After completion of a stock movement, it can be deleted and configured at any time. Thus, the system always remains up to date, as unnecessary data is deleted. When changes are made, it is important to save afterwards, otherwise the information will be lost.
Select the inventory movement from the list.
Click to Edit.
In the editing window you can see all the relevant information, but you cannot change it.
3. Click Save.
Select the inventory movement from the list.
Click More.
Select Delete.
Define the reason for deletion, such as user error.
Confirm the dialog box with Yes.
Select No to cancel the deletion process.
4.5.6 Current stock
The current stock list can be called up individually for each of the stores. If it is activated that the system counts the stock of goods, the number changes regularly. Thus, the stock of goods at the time of retrieval can be seen, which is why it has changed, for example, the next day.
1 Stock Management Download
Click Download.
Select a desired file format.
Open an e-mail box and download the file.
2 Update list
Click Update.
Wait until the loading of the list is finished.
3 Number of list items
4 Search list items
Enter the desired search term in the search.
Click on the magnifying glass.
Wait for the result and select a desired item.
Under 3 you can see how many elements were found out of the total number.
5 Information about stock items
4.5.6.1 Check current inventory
With this function, information about the current inventory is available. Subsequently, there is the decision whether, for example, items should be reordered. Possibly an item quantity is higher than expected and on the basis of this a promotion can be started.
Open the Menu → Masterdata → Stock management → Current stock.
Select a store.
The detailed stock of items is listed.