Stock take
- Emmy Le (Unlicensed)
1. Use case name (Required)
Stock take
2. Keywords (Required)
Stocktaking, inventory count
3. Actors + description (Required)
As a store manager. I want to be able to count the stock in the store at the end of every week and compare with the system to adjust the accurancy accordingly
4. Pre-conditions
While stocktaking is in progress, do not have the warehouse open for normal business or operations.
After the end of the last working day before the stock take, no more issues (deliveries) should be made and no more receipts recorded into the System until the stocktake is complete. The number of the last receipt and issue should be noted, and all documents up to and including these numbers posted to the system. At this point, no further postings should be made until the results of the stocktaking have been entered.
Organise your stock before the stock take: Ideally, the warehouse should be tidy and the number of items per pallet standardised to ease counting on the stocktake day. For example if there are numerous types of goods to be counted and different models, each pallet should have one type, one model and the same amount. You should start categorizing your existing stock. Make sure your stock taking area is clear and clean to minimise the risk of errors.
Your total stock will likely fall into a number of different categories and it’ll be easier to properly account for everything if you develop a system to start with. This might involve physically moving items around your premises, sorting them into categories, and counting on that basis.
5. Post-conditions
1. Completing an inventory count with your store open
If you were trading while counting, you will need to make any final adjustments based on sales or returns made during your count period.
If you sell or return an item after you've counted it, that item will need to be adjusted. For a sale, you'll need to decrease the count quantity by one in your inventory count. For a return, you'll need to increase the quantity by one.
If you sell or return an item before you've counted it, these items will have the correct inventory value but a discrepency may appear on the review page (as the expected count would not have changed.)
2. Full Stocktake
After you do full stocktake, if there’re any SKUs that are not counted but they exist in the system beforehand, they will be automatically recorded as 0 in the system.
6. Main flow (Required)
The most common path of interactions between the user & the system:
Choose the location to count product and the date
Appoint one person to control the whole operation. For larger warehouses there should be count teams assembled on the day of the stocktake. Each team should consist of a forklift driver (if required), a counter and a recorder. The number of items in each bay should be counted. The count sheet for each bay should be countersigned by each member of the team. The object is to make each person taking stock responsible for a particular section or clearly defined area of the warehouse and record everything that is found in the area. Suggestion:- use coloured labels to mark bays as ‘counted’
Choose the type of stocktaking: Full inventory count or Partial inventory count.
Full Inventory counts are typically completed at the end of financial year in order to provide your accountant with an exact value of your inventory.
Partial Inventory counts: These are normally a small section of your inventory, usually a particular brand, type, or supplier's items. Many retailers complete these during regular open hours in order to help keep your store's inventory accurate during the year. You can even run multiple partial counts at the same time (just make sure you don't have the same product in more than one count). Completing regular partial inventory counts helps you to keep on top of your inventory, and ensures that your end-of-year inventory count runs more smoothly.
Prepare the list of product to count partially because staff might want to check an area/category that the quantity is usually wrong (maybe because this item is easily stolen)
Staff can print the list of these products with the location of item (rach/bay/aisle/etc) to start count quantity or use a barcode reader to scan item and count quantity automatically
Sometimes, you may need to stop doing an inventory count that you have already started. This may be because, for example, you've run out of time to complete it, as an inventory count should always be completed in a short time period so you can abandon this inventory count or maybe you want to temporarily save the counting task to switch to another staff so you need to save the temporary task.
Complete counting and submit to the manager or export the difference list to submit as well
Manager might review all information to decide the next step
8. Fit & Gap analysis (Keep internal)
Compare this use case with the current Magestore solution to identify 3 types: