Stocktaking with Sitoo POS

If you do not use an external warehouse management system you can do your stocktaking in Sitoo, either manually directly in Backoffice, trough import of Excel in Backoffice or directly in the Sitoo POS app. In this article we will review step by step how to conduct stocktaking in Sitoo POS.

Content

Good to know!

  • A stocktaking is intended to determine the value of your inventory. Inventory value = number of goods x purchase price of the goods.
  • A stocktaking cannot increase the inventory value, only confirm that the inventory balance is correct or not.
  • When committing a stocktaking through Sitoo POS, you'll build a local counting list on the device you are using. Only when you press 'Send', the counted items in the list will be included in the stocktaking.
  • To avoid the misstake of several people counting the same set of products, we recommend that you divide the store/warehouse into sections; one person is responsible for counting one section and submitting that list.
  • It is possible to conduct a stocktaking at the same time as sales are taking place in the store, but keep in mind that this creates diffs which then will need to be checked. Read more about this below.
  • Make sure your device is running on the latest version of Sitoo POS. Go to App Store > Search Sitoo POS > Press 'Update' if necessary. If you have the latest update, the button will be called "Open".

Initiate the stocktaking

  1. Log in to Sitoo Backoffice > Stocktaking. 
  2. If you have access to several warehouses you will first need to pick which one to stocktake. There is a blue text in the upper right corner, click the text to switch warehouse.

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  3. Choose your warehouse in the dropdown meny > OK.
  4. Press Stocktaking in the lower right corner.

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Start counting 

  1. Open Sitoo POS on your device. Log in > Tap Menu > Inventory > Stocktaking. 

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  2. Register a product by either searching for it, scanning the barcode with your scanner or the camera in you iPad/iPhone. Read this article for a guide to each method.
  3. When you're finished it's time to send the stocktaking list to the stocktaking session. Only then is your list added to the inventory. Tap Send > Send > OK > OK.

Double check the counting 

  1. When all products are counted, ensure that all list on all iPads/iPhones have been sent in.
  2. When you have completed the stocktaking you will need to go through the different statuses on all of the products in Backoffice. 
  3. Log in to Backoffice > Stock > Choose the correct warehouse if you have access to several warehouses.
  4. Click the blue button that says "Ongoing Stocktaking". 

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Check negative diffs

  1. Log in to Backoffice > Stock > Ongoing Stocktaking.
  2. Amongst the filtering options, click All status > Diff. 
  3. First check the Negative Diffs.

    This status means that the amount counted is less than the amount that the system expected before the stocktaking began. If the stocktaking is completed with a negative diff the stock will be reduced and the stock value will also decrease.

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Check modified products

  1. Log in to Backoffice > Stock > Ongoing Stocktaking.
  2. Amongst the filtering options, click All Status > Modified. 

    Then check the Modified products. This status indicate that there have been changes in the inventory during the time of the stocktaking; often because of sales of products that have already been counted, and then sold. Example:

    - You initiate the stocktaking at 12:00.

    - You count Product X to the number of 10 and submit the list at 12.30.

    - 1 pc of Product X is sold at 13:00.

    - Now the product has been modified.

    - You log in to the Backoffice to check the inventory > All status > Modified.

    - Product X will still have 10 counted products.

    - Product X will also have the status Modified.

    When this happens you will need to recount this product. If you want to avoid modified products, the inventory is recommended to be conducted outside of opening hours.

Check positive diffs

  1. Log in to Backoffice > Stock > Ongoing Stocktaking.
  2. Amongst the filtering options, click All status > Diff. 
  3. Now check the Positive Diffs.

    This status means that the amount counted is greater than the amount that the system expected before stocktaking began. If the stocktaking is completed with a Positive diff the amount of products will be increased but the stock value will not be increased (products will be delivered in with a value of 0). You must therefore handle the excess number by a delivery in.

    Why? Your stock value is based upon the purchase price of the products multiplied with the number of products. A stocktaking determines how many products you have in your stock, but it cannot increase your stock value, only lower it. 

    Example
    Expected amount: 10 pcs
    Counted: 15 pcs

    In this example, the 5 products that exceeds the expected amount should be delivered in before finishing the stocktaking. If you were to finish the stocktaking without performing a delivery in on these products they will increase in stock amount but not stock value. 

    Expected amount: 10 pcs
    Counted amount: 15 pcs
    Delivery in: 5 pcs
    New expected amount: 15 pcs

    Procedure for correction by delivery in
    Example: Product X is counted to 10 pcs, with Diff +2.

    So there are 2 pcs more than expected.

    Exit the stocktaking mode > Press 'Back'. The stocktaking session will remain.

    Start a delivery in > Press 'Delivery in'.

    Look for Product X with the positive diff.

    Make a delivery in of  2 psc > Press 'Save'.

    Return to the stocktaking mode > Press 'Current stocktaking'.

Check uncounted products

  1. Log in to Backoffice > Stock > Ongoing Stocktaking.
  2. Amongst the filtering options, click All status > Not counted. 
  3. Lastly, check Not counted.

    This status notes products that haven't been counted. If the stocktaking should cover all products in your system it is wise to check this section to ensure you haven't missed any during your stocktaking.

Complete the stocktaking

When you have counted all your products and inspected their different status as described above you will be ready to finish the stocktaking.

  1. If you want to you can export an stocktaking list as is just before you complete the stocktaking. In that case, press Export at the bottom right corner.
  2. To complete the stocktaking, click the blue Finish Stocktaking-button in the bottom right corner. 

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  3. If you wish, you can leave a comment. 
  4. Click the checkbox to approve the stocktaking.
  5. Click OK to save and complete the stocktaking.

    Note!

    If you click Cancel you will return to the active stocktaking. If you click Finish without saving the stocktaking session will be cancelled and any work performed in the stocktaking will be lost.

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