Similar to the desktop application, you can create a stocktake in the web interface. It is used to correct stock balances when needed. Here is how to create one.
You can find the stocktake agenda under the name Inventury (Stocktakes), most quickly through the global search in the top bar.
You can also find it in the All agendas overview in the left menu, where you just need to start typing the agenda name.
Once you switch to the stocktake agenda, create a new stocktake by clicking the New button.
Stocktake header
In the Basic information section, you fill in the stocktake header. Some fields are required.
Stocktake type: in other words, the name, i.e. your own designation for the stocktake (optional),
Start date: the date as of which the system quantities of items will be loaded into the stocktake, and thus also the date as of which stocktake differences will be generated,
End date: the date the stocktake ends,
Warehouse: the warehouse and its associated stock cards for which you will generate stocktake differences,
Stocktake status: an optional stocktake status (for example In progress, Done, Closed).
You can find more detailed information about the individual stocktake fields in our documentation.
Stocktake items
You add individual stock cards to the stocktake items. They are always loaded into the stocktake with their system quantity, i.e. the stock level recorded in Flexi.
Load items on the Stocktake items tab using the Insert items button, or using the Barcode scanner button with a barcode scanner. For information on loading items with a scanner, see our other guide.
After you click the Insert items button, the Select items for stocktake window opens. The filter is automatically set to the warehouse from the stocktake header and to the accounting period, so only the stock cards of that warehouse are displayed. If the stocktake already contains some items, the Not yet in stocktake filter is added as well, so you cannot insert the same cards twice.
Select the cards you want to insert by ticking individual stock cards (or all at once in the table header). You can see the number of selected cards at the bottom of the table. Confirm your selection with the Insert button.
The arrow next to the Insert button offers the Insert with zero qty. option, which inserts the selected cards with a zero quantity.
Once the items (stock cards) are loaded into the stocktake, you can proceed to edit the Actual quantity field in the stocktake item.
If an item loaded into the stocktake tracks batches or expiration dates, these are taken into account in the stocktake. The item is displayed on as many rows as there are combinations of batches and expiration dates for that item. The system quantity always corresponds to one such combination; you can see the batch and expiration date in the stocktake item detail.
Open the stocktake item detail using the pencil icon that appears when you hover over the item row.
Actual quantity specifies the real quantity in the warehouse, so when stocktake differences are generated, a difference between the system quantity and the actual quantity is created.
Enter the actual warehouse quantity in the Actual quantity field and save the stocktake item with the Save and close button. Repeat the same procedure for all other stocktake items.
Once the actual quantity is set for all stocktake items, you can proceed to use the two buttons in the stocktake footer. They are described in more detail again in the documentation.
Update quantities
It may happen that the stock level changes while the stocktake is being created, and thus also after the system quantities have been loaded (for example, another user creates a stock movement that affects the stock level).
By clicking the Update quantities button, you ensure that the system quantities of the stocktake items are always up to date. The correct stocktake difference will then be generated between the system quantity and the actual quantity.
Generate documents
After you click this button, the Document generation panel opens. Before generating, you need to specify which type of stock document will be generated from the stocktake (the Stock document field). We recommend creating a separate document type for stocktake differences. Start the generation with the Generate button.
⚠️ The document type for stocktake differences must not have a fixed Movement type. If it were set to, for example, Receipt, a shortage would also be generated as a goods receipt. Leave the movement type empty, and Flexi will determine it for each document. You can set up document types in stock document types.
The difference between the system quantity and the actual quantity is always generated. A stocktake can therefore produce at most two documents: a goods receipt (surpluses) and a goods issue (shortages).
A notification in the bottom left corner informs you that the stocktake differences were generated successfully.
If the generation fails, an error with details is displayed.
ℹ️ As of version 2021.5.0, stock stocktakes take issue requests into account
The system quantity in the stocktake corresponds to the stock card quantity as of the stocktake start date, including issue requests created in that period. Therefore, it is not strictly necessary to update issue requests before starting the stocktake. The stocktake receipt will, if necessary, balance out the requests from the current period (the purchase price used is the first available of: the average price from the stock card, the last purchase price from the stock card, or the purchase price from the price list).
It is still necessary to settle issue requests in all previous periods. Technically, it is not possible to use a stocktake to balance requests accumulated from stock cards of previous periods.
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