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Stocktaking

The MINDER Stocktaking System, used in its widest role, encompasses the following:

  1. Provides the facilities necessary for the organisation to nominate a stocktake date so that, as at that date, the "Book-stock" can be ‘saved’ within the system files. By ‘saved’ we mean that the stock figures at that point in time are copied to a field allocated to that purpose so that subsequent merchandise system processing for the period beyond the stocktake can continue, without the system losing track of what the stock level was as at the date of the stocktake.
  2. Provides for the organisation to be able to enter the count figures gained from the physical counting of the stock.
  3. Provides for the reporting of the lines of merchandise counted showing the "Book-stock" as at the date of the stocktake, the "counted" (or "actual") figure, and any resultant shrinkage or overage.
  4. Provides the option for the system to generate adjustment transactions to bring the Book-stock, as at the time of the stocktake, into line with the stock that was counted.

ImageThe MINDER stocktaking system, used in a lesser way, might result from only employing steps (1) (2) and (3) above. That is, use the facilities to highlight the shrinkages, but stop short of having the system automatically generate adjustment transactions.

It might be that, by using the system in this way, specific problem areas can be focused on and, if necessary, adjustment transactions can be raised and manually entered into the system to adjust particular lines of merchandise.

In its most simple form the system may be used to simply ‘freeze’ the Book-stock at a convenient point in time so that reports can be produced for checking against the physical stock.

It is worth stressing that, unlike many stocktake systems, processing can continue while a stocktake is in progress. Because the system takes a copy of the Book-Stock at the relevant time, it is not necessary to complete the stocktake before processing transactions that belong after the stocktake or the printing of reports.

Partial Stocktake Facilities
One of the reasons that many retail organisations have stuck with their traditional stocktaking procedures is that the automated systems that they have been offered have had the characteristic of ‘all or nothing’. That is, if they wanted to use the stocktaking facilities then the system expected them to stocktake all lines of merchandise in all stores as at the one point in time. The MINDER stocktaking system, within certain limitations, enables the organisation to spread stocktaking procedures throughout the merchandising year. The flexibility provided in this respect provides for any number of specific merchandise classifications or departments to be nominated for stocktaking.

Once you have nominated which segments of the organisation are to be included in the stocktaking exercise you are free to input the physical count information. The physical count can be of the nominated lines for all stores in the organisation, one specific store, or a range of stores.

Stocktake Reporting
At any time after having started to enter the physical count transactions, you can request a stocktake report from the system. The report produced will show the Book-stock as it was at the time of the stocktake, and the comparative physical count as it has currently been entered.

You are free to put further transactions into the system, both normal transactions that affect the Book-stock, and, if required, also additional physical stock-count transactions. Then, once the new transactions have been updated, you can reprint the reports.

This processing cycle can be repeated as many times as suits your situation. It is designed this way to enable you to investigate, trouble-shoot and eventually adjust stock variations to the maximum level of accuracy.

Stocktake Balancing
As mentioned earlier, this system (when used to its full extent) ‘balances’ the stock.

By ‘balancing’ we mean that the system will (if requested to do so) generate shrinkage adjustment records. The system can then be instructed to update the master files with these generated records and so bring the Book-stock into line with the physical count.

As part of this procedure the system produces a final report which is similar to the normal stocktaking report, but, because it shows the actual transactions that have been generated and updated by the system, it has a permanent significance.

In addition a ‘balancing’ run finalises a stocktake. If it is decided to never execute a balancing run for this stocktake, then the stocktake must eventually be cancelled.