Stock-Taking

The Stock-Taking operation in IncoPOS is a key tool for controlling warehouse inventory. It is used to adjust the system-recorded quantities of items so they match the actual physically counted quantities at a given location.

The main functions and characteristics of this operation include:

•Item Reconciliation: The system compares the “available” quantity (calculated by the software based on recorded documents) with the quantity physically counted by the operator. Once the operation is saved, the counted quantity becomes the new current stock level in the warehouse.

• Detection of Differences and Losses: The program automatically calculates the difference between the expected and counted quantities, as well as the monetary value of that difference. This enables business owners to identify shortages (due to theft or breakage) or surpluses.

• Real-Time Operation: IncoPOS allows stock audits to be performed without stopping the business activity. In a restaurant environment, the system warns about unfinished orders and automatically deducts their quantities from the expected stock to ensure an accurate result.

• Flexible Input Methods:

◦ Barcode Scanner: The fastest method, where each scan increases the counted quantity by one unit.

◦ Manual Entry: Search by name or code.

◦ Bulk Loading: Ability to load an entire item group or items with a specific tag, where their initial counted quantity is set to zero.

• “Refresh” Function: If the operator forgot to enter a document (for example, a purchase) with a backdate, they can do so and then use the refresh button within the stock-taking. The system will recalculate the expected stock as of the specific date and time of the stock-taking, taking the newly added document into account.

• Audit Valuation: By default, differences are calculated based on purchase cost to reflect the real financial impact on the business. However, the settings allow the valuation to be based on selling price if preferred.

• Opening Balances: The stock-taking is often used when first implementing the system to enter the initial quantities in the store or warehouse.

Important Note: Items defined as “charge” or “service” have an “infinite” (∞) stock level, and the system does not allow stock-taking for them, as they are not tracked quantitatively in the warehouse.

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