Stock and purchasing

Yes. Count-IT supports one or more warehouses with storage locations, and you can view stock per warehouse and per location.

Besides current stock, Count-IT also shows planned incoming and outgoing stock. Settings let you determine, among other things:

• the Default warehouse, optionally different per till, order or invoice;
• Warehouse of this device, which only applies on the current device;
• Choose warehouse per line for a different warehouse per product line;
• Warehouse required on delivery.

With Show storage location name you choose whether you see the code plus name, only the code or only the name of a location.

With the right permissions, you click on a product's stock in the product overview to adjust it. After saving, the overview updates automatically.

Sales or deliveries reduce stock; a purchase receipt or correction increases it. If it concerns a difference you have counted, it is better to use a stock count, so the correction remains traceable.

Stock cannot be changed? Then check your user permissions, the product status, the Change stock of inactive products setting, the warehouse selection and any serial number rules. With an integrated system, the external app may also be leading for stock.

Go to Products or Stock, choose Stock counts and add a count.

1. Select the warehouse and the count type.
2. Scan or search for the products and enter the counted quantities.
3. Decide whether the count replaces or corrects the existing quantity.
4. Only process the count once that is clear.

The Default count type setting determines which kind of count is suggested by default, and Stock count prefix sets the start of automatically suggested count names. Maximum lines per stock count keeps large counts manageable.

A stock count processes a specific set of counted lines; a full stock-take (balance count) combines several counts into a snapshot of your entire stock.

Once a stock-take is completed, you can also see which products were not counted. From that overview you can deliberately set uncounted stock to zero. That is a bulk action that cannot easily be undone, so check the list carefully first.

Use a stock count for an interim check of, say, one shelf or product group, and a full stock-take for a complete inventory, such as at the end of the year.

In a stock-take, choose Add for a draft count and Process to update stock straight away.

If the same product is in several physical places, merge the counts first or deliberately process them per location. This prevents a second count from overwriting the first.

Once completed, the stock-take shows counted and uncounted products. Setting uncounted items to zero is a bulk action that cannot easily be undone. Only do this if you are sure all stock present has been counted.

Count-IT supports transfers between warehouses, so you can move stock from one warehouse to another.

With the Transfer from default warehouse setting you switch on a simplified transfer, where stock is transferred from the default warehouse.

After a transfer, check the stock per warehouse and per storage location. If the stock is not right afterwards, compare the stock movement history with the document that caused the difference.

For each product you record a minimum and maximum stock; Count-IT uses these values in the order advice and for the low-stock notification.

In the order advice you check the minimum, maximum, current stock and sales before creating a purchase order.

For available stock you can have the shelf stock calculated: current stock minus planned outgoing, optionally plus planned incoming. With Shelf stock calculation purchasing you choose which calculation is used in ordering and purchasing processes.

Yes. With the Email below minimum stock setting, Count-IT periodically sends an email listing products that have fallen below their minimum stock.

The email address, the interval and an absolute lower limit are set separately. That way you decide who receives the notification and how often.

If you want to order straight away based on that notification, use the order advice. It creates a purchase order proposal that you check and approve yourself.

You write off stock by choosing a write-off reason when changing stock, for example for breakage or shrinkage.

1. Record your own reasons in the master data under Write-off reasons.
2. When adjusting a product's stock, choose the reason Write-off with the right description.

If reasons have been set up, the till also shows the Write off button, so you can write off directly from the till. Write-offs can be found in the Write-offs report.

You decide whether stock may go below zero, and whether Count-IT warns about it or blocks the action.

• Allow negative stock: stock may go below zero; alternatively, zero as a minimum caps the value.
• Warn about negative stock: based on current, planned outgoing or net planned stock.
• Block negative stock: the action does not go ahead if the chosen calculation drops below zero.

If you get an unexpected block, check open orders and purchase orders. Do not change the block just to get a transaction through; correct the stock or planning instead.

The order advice uses stock and sales data to propose a purchase order; you check and approve the order yourself.

1. Open the order advice and choose the calculation and period.
2. Check the minimum and maximum stock, current stock and sales.
3. Select the supplier and create a draft purchase order.
4. Check quantities and prices before you send the order.

So Count-IT does not order automatically: nothing is sent to the supplier until you send the purchase order.

Open Purchase orders and choose add, or start from the order advice.

1. Select the supplier and the warehouse.
2. Add products, quantities, purchase prices and delivery information.
3. Save and send by email or directly via a supported supplier integration.
4. Book the receipt once the goods have arrived.

Settings let you suggest a Default supplier, allow only products linked to the supplier, have the order price overwrite the purchase price and hide prices on the document you send.

Yes. Open a saved stock count and choose Create purchase order; for a sales order, Copy to purchase order turns the sales demand into a supplier order.

For a count, you choose a supplier. Products with a main purchase price from that supplier are taken over with the quantities from the count. Several lines for the same product are merged and the warehouse is taken over.

Count-IT uses the supplier's configured purchase VAT, or otherwise the product VAT. Check the order before saving it. You need permission to view the source count or source order and to create purchase orders.

With a supplier integration you can, depending on the supplier, retrieve the range, prices and stock and send purchase orders electronically.

Switch on the Use supplier integrations setting; a Supplier data section then appears on the supplier. Possibilities include:

• viewing stock at the supplier;
• retrieving the supplier's range and linking it to your own products;
• synchronising prices and product data;
• sending purchase orders electronically.

Synchronisation can overwrite selected fields, so link a small selection first. Is your supplier not listed? Contact us.

Yes. Count-IT has an EDI integration for exchanging trade documents electronically in agreed message formats, and an integration with Centraal Boekhuis for the product range and purchase orders.

With Centraal Boekhuis, weight, length, width and height from the range can also be copied into your product fields; missing values do not erase your existing data. Once a purchase order has been sent electronically, it cannot be offered again via the integration.

If a value is longer than the supplier allows, Count-IT shows a warning before sending and asks for confirmation. See all integrations.

First look for the cause in the stock movement history, and only then correct it with a targeted stock count.

Check, in turn:

• the warehouse and storage location;
• whether the product tracks stock;
• the delivery status of orders, returns and previous stock counts;
• webshop orders and which system is leading for stock in an integration.

Compare the movement history with the document that caused the difference. This prevents the same error from happening again after a correction.