Quick Count
To Do a Quick Count
To keep stock moving efficiently and avoid staff having to run around looking for product or selling product you don’t have, it’s important to ensure that stock levels are accurate. The simplest way to do this is to do regular “Quick Counts” of small groups of products. Get into a system of doing a “Quick Count” at least once a week or even once a day until you’re confident that stock is being recorded correctly.
There are always lots of variables and things to look out for, so by doing these regularly you’ll better get to understand what those are.
In Unleashed, go to Reports/Inventory/Quick Stock Count
Select the Warehouse you’ll be counting the product (normally W1)
Select the Product Group you are focusing on i.e. FP – Pack
Click Print
This will produce a sheet as attached
You might just check 1 or 2 of the products on the sheet or all of them
Be sure to record what you counted and any variance
Then most importantly find out the reason(s) for any variance – reasons could be any of the following (and, no doubt, many more)
An order that hasn’t been completed, but the product has been shipped – to check for this, go to the product in Unleashed and check “Allocated Qty”
A production run that has been completed i.e. Gin has been bottled and is ready for sale, but the “build” hasn’t yet been entered
Purchases that have been received, but not yet receipted in Unleashed – look at product and check “On Purchase Qty”
Product has been given away – ensure that any staff doing this record it!
Product has been stolen – hard to fix, but important to identify if this is happening
Product is located in more than one location - to simplify things, the Bin location can be entered in the products (in Unleashed) to tell the person counting all the places stock might be located as below (this will then display on the Quick Count sheet)
Product is included in a gift box
You’ll come across other reasons – make sure you record them to make future counts simpler
Record all reasons for variances
You don’t necessarily need to make any adjustments in Unleashed, we’re just trying to establish accuracy. A full stocktake (or stocktake by product group) should be done regularly (and this would update stock), but not weekly.
If you can’t establish a reason for a product being out, count it again regularly (daily if necessary) until you get a consistent figure or a reason for the variance.
If it’s a true variance that isn’t changing, then ensure it gets adjusted correctly at the next stocktake or do a manual adjustment
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