Stocktake

To perform a Stocktake click on the Stocktake tile from the Main Menu.

This will open the Stocktake Wizard, which will guide you through the stocktake process step by step.

Step 1: Select Inventory Types.

Choose the inventory type(s) you want to count. To perform a full stocktake, select all available options.

If you select Spectacle Frames or Sunglasses, you can also limit the stocktake to a specific frame brand.

Important: All inventory items should be counted, including items marked as 'Consignment' or 'Display'. The purpose of the stocktake is to account for every inventory item held within the practice.

Click 'Next' to continue.

Step 2: Count Inventory.

Count your inventory items by either:

• Scanning barcodes using a barcode scanner, or
• Searching for items manually.

As items are counted, the system displays:

• The total number of items counted, and
• A list of all counted items.     

Important: Selecting 'Abort Stocktake' will immediately cancel the stocktake and all count data will be lost. Selecting 'Close' will save your progress, allowing you to continue the stocktake at a later time.

Once all items have been counted, click 'Next'.

Step 3: Review the Interim Stocktake Report.

The system will generate an Interim Stocktake Report showing:

• All items associated with the selected inventory type(s)
• Units counted
• Current quantity on hand
• Variance between counted and recorded quantities

If you need to continue counting items, click 'Back'.

When you are satisfied with the count, click 'Next' to complete the stocktake and generate the final Stocktake Report.

Note: Completing the stocktake updates the quantity on Hand for all counted inventory items.

Final Stocktake Report

Once the stocktake is completed, the system automatically saves the Final Stocktake Report in both XLSX and PDF formats within the Stocktake subfolder of your practice's Documents folder on the server.

Trading during a Stocktake

You can continue normal trading while a stocktake is in progress. The system automatically applies any sales adjustments when the stocktake is completed.

During the stocktake process, inventory Quantity on Hand values are frozen and will not be updated until the stocktake is either Aborted or Completed.

Excluding Consignment Items from Inventory Reports

If you want to generate an Inventory Report that excludes consignment items, immediately after completing the stocktake, go to Reports > Inventory > Inventory Report and tick the 'Exclude Consignment' option.

Additional Notes

• Only items marked as 'Inventory' can be counted during a stocktake.
• Consignment and Display items should still be counted if they are marked as Inventory.