Inventory process

In general

In general, the inventory consists of the following steps:

• Count all products
• Add these countings to inventory
• Process inventory
• Save inventory reports
• Update stock to zero
• Process the unprocessed delivery notes

During the inventory, the receipts / goods-in are not booked and the incoming goods do not go into the store. These delivery notes are kept separately for processing later on. If the incoming goods do enter the store, these goods needs to be included in the inventory.

Inventory

-> Start -> Stock -> Inventory maintenance

Inventory can be filled in several ways:

• Importing an articlelist
• Add a product to inventory
• Using RetailVista Mobile

Importing an articlelist

-> Start -> Stock -> Import articlelist to inventories

For the import, the productlist number must be specified, also a supplier can be specified so that only items from that specific supplier are imported from the productlist. The field “Stock reference date” contains the counting date used for the items in the productlist that will be imported. You can also choose to remove rows from the productlist after importing by using the option "Delete rows after import".

A productlist is often used when items are put away at the end of a certain season and / or period. For example, the garden furniture in the end of the summer, or Christmas items at the beginning of the new year. These can be added to a productlist and be imported into the inventory later on.

Add an item to the inventory

-> Start -> Stock -> Inventory maintenance

Here you can see all the products which have been inventoried. If necessary you can add or change rows.

Using RetailVista Mobile

Use the module "Inventory" in RetailVista Mobile. See guide Stocktaking with RetailVista Mobile

Inventory counting data

When you have sales on the products, that also has been inventoried, this can lead to stock differences. This is the reason that all the products within the inventory (inventory maintenance) has counting data. The sales of products will be settled after processing the inventory.

Inventory reports

We highly recommend that you print the inventory reports and save them seperately, before processing the inventory. These reports will not be available after processing the inventory.

If you have accidentally made a mistake by processing the inventory, we can look into these files and help you solve the inventory issues, if necessary. 

Process inventory records

When all items in the store have been counted, the inventory can be processed by choosing “process inventory records” in the inventory.The whole inventory can be processed or a filter can be chosen.

Update stock to zero

-> Start -> Stock -> Update stock to zero

After the inventory has been processed, there may still be products in RetailVista with a stock level other than 0, which have not been counted in the counting period. These products can be set to zero via Update stock to zero.

Be careful: It is very important to check the stock zero date. This is the date on which the products will get stock level 0. This must be a date after the last counting date, preferably one day after. You also need to fill in the dates from the stocktake, to ensure that stock movements in this period are not reset to zero.

For example: An inventory has been made in the period 01/01/2021 to 15/01/2021, then these data must be filled in to ensure that all stock movements between 01/01/2015 and 15/01/2015 are not updated to zero. The zero set date of 16/01/2021 is one day after the last count date.

Note: This concerns stock adjustments and not just inventories in the specified period. Updating to zero will be ignored for all items on which a stock correction has been made (manually or via inventory). 

Receipts / Goods-in during inventory period

Receipts / Goods-in are not included in the inventory process. Nothing may be entered during the inventory period or you need to include them in the inventory.. Receipts / Goods-in must be processed after the inventory had been processed.

Partly inventory

It is also possible to process by preferred supplier, brand, product category or cashregistergroup, etc. by specifying filters when processing the inventory. The process will be the same.

In general, this is a lot more difficult than processing everything at once. After all, it must be certain that everything from this preferred supplier, brand, product category or cashregistergroup etc. has actually been inventoried.