Sales Stocktake

This document provides a comprehensive guide on how to effectively conduct a sales stocktake using the HirePOS system. Sales stocktake is crucial for accurately tracking and managing your inventory levels. By following the steps outlined below, you can ensure that your stock counts are up to date and reflective of the actual items on hand.

The Sales Stocktake screen in HirePOS allows you to reconcile physical stock with the recorded stock in the system. You can set a Last Stocktake Date and Quantity to reset the stock count to that specific date/time. Stocktake figures can be entered individually via Setup > Items > Item details > Stock Control tab or in bulk via Setup > Item Related > Sales Stocktake.

To initiate a new bulk sales stocktake, follow these steps:

• Go to Setup > Item Related > Sales Stocktake.

• Click the New Stocktake button on the Sales Stocktake screen to clear out existing stocktake quantities and date/times on sales items.

• Ensure the Stocktake Date/Time is accurate, defaulting to the current date/time.

• Enter the counts in the Stocktake Qty field or use the plus/minus buttons for adjustments.

• Preview the sales stocktake at any time by clicking the Preview Sales Stocktake button.

After counting items, you can commit the stocktake by:

• Clicking the Commit button on each row to apply the count to the item.

• Alternatively, commit all counts at once by clicking the Commit All button at the top of the screen.

If you prefer to import stocktake figures via a CSV file, follow these steps:

• Review the CSV Import & Preparing Data document.

• Ensure your CSV file format includes Item Code, Last Stocktake Date, and Last Stocktake Quantity.

• Click the New Stocktake button, then Import CSV to begin the process.

• Match the CSV columns with HirePOS columns and import the data.

• Finally, commit the figures by clicking Commit All.

When preparing CSV files for import, adhere to the following guidelines:

• Avoid commas, quotation marks, and line breaks in any field.

• Use standard characters and keep each file to a maximum of 5,000 rows.

• Record dates and times in the yyyy-MM-dd format.

Before uploading CSV files, ensure your data is clean and formatted correctly. Use tools like Google Sheets to strip formatting, remove unwanted characters, and verify data integrity.

Before importing data, visually inspect and clean up your spreadsheet. Match CSV columns with HirePOS destinations, and ensure settings like item type and tax codes are correctly defined. Update existing data if needed, and use blank CSV templates for a smoother migration process.

By following these guidelines and steps, you can efficiently conduct sales stocktakes in HirePOS, ensuring accurate inventory management and streamlined operations.

For large-scale stocktakes involving multiple team members or branches, follow these steps to efficiently record and import your data into HirePOS:

Use an external method to track stocktake data when several team members are working simultaneously. We recommend using an Excel spreadsheet to record the stocktake information.

When setting up your spreadsheet, consider the following:

• Branches: Create a separate sheet in your Excel file for each branch.

• Items: List each item on a new row.

• Stocktake Date: Include a column for the Stocktake Date.

• Team Members: Add a column for each team member's count.

• Total Count: Include a column at the end of each sheet to automatically calculate the total count for each item by summing the counts from all team members. This "Total Count" column will correspond to the "Stocktake Qty" in the resulting CSV.

Convert the finalized Excel sheets into a CSV format for import into HirePOS.

Ensure the CSV file includes the following essential columns:

• Item Code

• Stocktake Date

• Stocktake Qty (Qty Counted)

By using this method, you can efficiently manage stocktakes across multiple devices and branches, ensuring accurate and streamlined inventory data in HirePOS.