How to verify and and update the stocks after a stock audit from GoSure StockTake app?

How to verify and and update the stocks after a stock audit from GoSure StockTake app?

STOCK VERIFICATION IN WEB APP:

To verify the count entered by the stock takers and take quick actions, open your web-app.

You can instantly view the discrepancy, if any in the web app for the product(s) counted 


 -> Open 'DISCREPANCY REPORT'

10

-> Click 'View all' in discrepancy report

-> You can view all the details here - the item name, name of the stock taker who counted the product, time and date of counting, duration of counting, discrepancy in terms of quantity and value including the product status (excess/ loss)

-> Based on the mismatch and product status, the item can be updated with a new stock count in POS by clicking on 'Update stock' button 


Recount:

if the product mismatch is huge, 'Recount' button can be clicked on and the recount task can be assigned to any employee from the employee list displayed for instant mobile app notification on product recount


Item discard:

if you do not wish for a recount operation or stock update action, the product can be discarded by clicking on the discard button, 'x'. This is done in case of just stock verification. 

NOTE: Once a stock taken item is discarded in web, it cannot be brought back again for further actions.


Bulk update:

-> Products can be updated in bulk quantities as well after business hours by clicking on the 'bulk update' button.


Exporting the discrepancy report:

-> The report can be exported as a PDF or Excel format by clicking on the 'export' button.


Stock distribution:

 -> For detailed version, you may have a look at the graph in the discrepancy report  home screen along with the various types of reports categorized as a list in the bottom (Eg. excess stock report, loss stock report, suspected stock mismatch report). 

NOTE: These separate reports can also be exported and shared.

11


Suspected stock mismatch:

As we support stocktake during live business hours, once a particular item is counted using GoSure mobile app, we track all types of inward and outward transactions for the item until the stock is updated for it from the web app.


  • To check the transactions for the stock counted products before updating the stock for a particular item,

  • -> Open 'discrepancy report'

  •  12

-> 'in/out' details display the transactions for the product after entering the count for the product. Here, you can see the quantity in terms of - Sales, purchase, stock transfer in & stock transfer out.
-> This can also be viewed as a separate report in 'Suspected stock mismatch' report in the discrepancy report home screen.
                                                                   (or)
In 'discrepancy report-> view all -> apply filter for 'suspected stock mismatch'

Daily assignment:

Now that you know daily stock counting is possible during business hours in employees free time, try in an organized manner of stock counting by assigning tasks to employees.

-> Open 'Daily assignment screen' -> Manual audit .
13



14

-> Choose the employee you want to assign the task to and choose the location of stock take 

-> Hit enter button on the item code list to select the items for stock take 

(or)

click on the 'filters' button on top right corner of the screen to select items based on 'stock type' / 'distributor-wise' / 'item-wise' / 'sub-category wise' 

-> Give 'apply'.

Once the items are loaded to the list, click on 'send to <employee name>' button on the bottom right corner to send the stock take task as an instant mobile notification to the particular employee

NOTE: 

1. You can discard the task assigned to your employees by clciking on the 'discard' button beside the task in 'daily assignment screen'

2. All recount tasks assigned to employees will also be appearing under the RECOUNT PRODUCTS mod in the daily assignment home screen.


 Day-to-Day stock counting status and overall inventory status based on your stock take period can be viewed in one click.


-> Open the 'Current cycle status' screen.
15

-> You can view the stock take status for the period in-terms of correct, loss and excess stock & recount status.

-> Scroll down to explore,

16

Stock taken products: This is the list of products for which the stock has been counted at least once in the current cycle with details of 'number of times counted out of 5' and 'view reports' for every product.
17


Pending products: This list shows the items that are physically missing from the store but has system stock for it / items that have got skipped during counting due to employees' carelessness. This list can be exported or updated for 0 stock from GoSure itself.

NOTE: 'EXPORT' will export the list of products as an excel or PDF. 

-> 'GENERATE' icon will push the entire list of pending products into the 'discrepancy' report-> Open DISCREPANCY REPORT -> 'View all' screen with PHYSICAL STOCK=0 and SYSTEM STOCK=current stock in system data.  

-> 'Update stock' or 'bulk update' button in the 'discrepancy report' screen will now help in zero stock update as well. Thus zero stock updation can also be done from here itself.

 To perform a location-wise stocktake:

Since there is a possibility that a product could be present in multiple locations inside the store, say in racks, billing counters and store room/go-down, you can do location-wise stock counting.

 NOTE: By default, GoSure will consider the latest quantity entered for the products even when the product is counted more than once.

 Case 1.If your employee A counts a particular product at rack 1 and at the same time another employee B counts the same product which is scattered and present in rack 5 as well, do you want the quantities to be summed up or the latest count over-written?

 Case 2. If employee A counts a product once and re-counts the same in a while by mistake, do you wish the quantities to be summed up or the latest count over-written?

 Case 3. If employee A counted a particular product in rack 1 as '10' quantities, continued counting other products and finds '1' quantity of the same product again at a different rack now somewhere else in the store, would you want him to return to the product location again and count it together from the first or just enter '1' here so that it would get added up with the previously entered quantity for the product?

           In all the above cases, if you want the products to be summed up, kindly follow the below steps.

-> Open 'settings'

-> Click on 'Stock taking configuration'

18

-> Enable 'Stock taking area master' 

-> Select 'end of the day' (products, when counted more than once, in a day, will get summed up) 

                                                             (or) 

'stock update is done' (products, when counted more than once, no matter when, will get summed up even if you update stock after a few days)

-> Apply. 

 Now, click on 'Stock take location master'-> select the 'location' as one of the main locations maintained in POS.

19

-> Create as many locations under each location (Eg. first floor, Second floor, rack 1, shelf 1, etc)-> click on 'apply'. 

 Stock takers can now select the location they are counting at, by clicking on the 'main location' and 'stock take location' drop down list on top left corner of the mobile app.

 NOTE:

These stock take locations created in GoSure are pertained to stock take actions in GoSure only and will not affect the main locations maintained in POS. 

Also, these virtual locations can be deleted, made active/in-active anytime or can be deleted also.