Overview

There are certain processes that need to be run, in a specific order, during the DealerPRO stocktake procedure. This checklist summarises and explains the processes that should be followed to complete a stocktake (physical inventory).

The Process

The method of conducting a stocktake in DealerPRO: suspended trading count entry. Users choose to cease all trading prior to commencing their count entry – this is the simplest and safest option.

Method is simple: Suspended Trading Count Entry sees trading continue until you are ready to enter counts.

Prior to commencing the steps outlined in this document, ensure all preparation steps have been checked and completed as necessary. This includes ensuring all receipting is completed, all parts are located, and all customer credits have been processed and placed in their respective bin locations.

Remember that there are two important reasons for performing a stocktake: to verify (and correct the parts SOH records), and to determine an accurate total inventory value, for comparison with the inventory levels in Accounting. For this latter reason, you must ensure your Accountant or Financial Controller is fully aware of your intention perform a stocktake, and the exact timing of the stocktake.

It is very important that all lines on a stocktake are counted because if a line is not counted the stock on hand (SOH) remains at what it was previously.

In Menu Parts> maintenance-parts>stocktake>stocktake options

This menu will allow you to post the final value to accounting after the stocktake inventory update is run when the”Interface to GLC” is selected “YES”

Checklist for suspended trading count entry: all trading in Parts and Service ceased prior to count entry.

Tick each stage as it is completed.

Prior to count entry.

1. Ensure all receipting is up to date Recommended

2..Clear Old count sheets Recommended

3. Bin Locations (Ensure all lines have valid bin locations) Recommended

4. Cost Price (ensure all lines have cost prices) Recommended

Interface with Accounting on or off? (Stocktake menu)

Trading ceased prior to count entry

5. Create Stocktake count sheets (Parts>Maintenance-Parts>Stocktake>Stocktake count sheets) Required

6. Cease All Trading, Parts & Service Required

7. Negative on hand (Stock valuation report) Required

8. Commence Counting in warehouse Required

9. Open Invoices (suspended documents required report) Required

10. Open Repair Orders (suspended documents report) Required

11. Pre count value (stock valuation report) Required

12. Refresh stock on hand count sheets (stocktake menu) Required

13. Enter counts (stocktake menu) Required

14. Preliminary variance report (stocktake menu)

15. Enter recounts (stocktake menu) Required

16. Check all counts entered Required

17. Update missing counts (Parts>reports>stock reports>stock not counted report) Required

18. Enter valid negatives back to Negative (stocktake menu) Required

19. Final no count report (Parts>reports>stock reports>stock not counted report) Required

20. secondary variance report (stocktake menu) Required

21. Update variance counts (stocktake menu) Required

22. Preliminary variance Happy? Go to 23. Else, go to 15 Required

Variances checked & fixed? Ready to update stocktake? Required

23. Run Stocktake Inventory Update (stocktake menu) Required

24. Post count value (stock valuation report) Required

25. Final variance (stocktake menu) Required

26. Recommence trading in Parts & Service Required

27. Reconcile Parts to Accounting Required

After the stocktake has been closed the value of your inventory for accounting will be :-Inventory Update after Stocktake report Total value of count.

Suspended Documents report total value