Prepare and print the stocktake sheets

The first stage of the stocktake is to create the stocktake sheets. You can count your stock in each warehouse by:

Stock item.

This displays a list of all stock items stored in the selected warehouse. You can select the items:

Individually, by selecting the checkbox for the items you want to count.
Automatically, by using the Auto select option. This allows you to select the items by product group, date, stock quantity, traceable type and stock value.

The stocktake sheets show the stock items in bin order, then in short name order. You can choose to include Expected stock quantities on the stocktake sheets.

Location (bin).

This displays a list of all the bins in the selected warehouse. Select the bins that you want to count. All stock items in the selected bin/s are included on the stocktake sheet.

The stocktake sheets show the stock items in short name order for each bin. Each bin prints on a separate page. You can choose to print the Expected stock quantities on the stocktake sheets.

Note: The bin names in Sage 200 are not case-sensitive. Therefore bins with the same name but with different cases, such as BIN, Bin, or bin, are all together.

You can create multiple stocktake sheets for each warehouse. However, each stocktake sheet for the same warehouse must use the same method of counting the stock. For example, once you create a stocktake sheet for a warehouse to Count items by bin, all other new stocktake sheets are also set to Count items by bin, until the stocktake sheets are deleted or completed.

An individual stock item or bin can only appear on a stocktake sheet once. For example, if you have included 'BIN 1' on a stocktake sheet, ' BIN 1' does not appear on the list of bins for any new stocktake sheets, until the stocktake sheets are deleted or completed.

You can amend a stocktake sheet as long as it has not been printed. You can re-print the stocktake sheets as often as necessary.

You can delete a stocktake sheet at any time. This clears all the stocktake selections made and allows you start the process again. No adjustments are made to the stock records or Nominal Ledger until you Complete the stocktake.

You can choose to include batch and serial numbers on the stocktake sheets, if required.

Note: You cannot include stock items with a phantom bill of materials (BOM) on a stocktake.

What do you want to do?

Create a new stocktake sheet

Open: Stock Control > Adjustments > Manage Stocktake.

Click New List.
Select the Warehouse from the drop-down list.
Enter a Name for the stocktake sheet. This defaults to the name of the warehouse and the current date and time.

Choose how you want to count your stock and click Display.

Count stock items

Select this to count specified stock items in the warehouse. All the stock items stored in the specified warehouse are displayed. To select the required items:

Choose individual items by selecting the check box to the left of the item.
Click Find to search for an individual item.
Click Select All to select all the items.
Click Auto Select to select the items based on additional criteria, or from a previously saved template. This is only available if you are counting by stock items.
Click Clear All to remove the current selection and start again.

Count bins

Select this to count all the stock items stored in specified bins. All the bins in the specified warehouse are displayed. To select the required items:

Choose individual bins by selecting the check box to the left of the bin.
Click Find to search for an individual bin.
Click Select All to select all the bins.
Click Clear All to remove the current selection and start again.

To display the quantities currently recorded as In stock on the stocktake sheets, select the Show expected quantities on stocktake sheets check box.

If you are counting batch/serial numbered items, the expected batch or serial numbers are always displayed. For batch numbered items, the expected quantity is also displayed.
To save the stocktake sheet, choose from one of the following options:

Select this to save the stocktake sheet.

The stocktake sheet appears in the list with a status of Selecting Items.

Save & Print

Select this to save the stocktake list and print it.

Once printed, you cannot amend this stocktake sheet.

The stocktake sheet appears in the list with a status of Sheets Printed.

Edit a stocktake sheet

You can only edit a stocktake sheet with a status of Selecting Items. To change a stocktake sheet that you have printed, you must delete it and create the stocktake sheet again.

Open: Adjustments > Manage Stocktake.

Select the relevant stocktake sheet from the list.
Click Edit List. The stocktake sheet is displayed.
Amend the items or bins you want to count:
- Choose individual items by selecting the check box to the left of the item.
- Click Find to search for an individual item or bin.
- Click Select All to select all the items or bins.
- Click Auto Select to select the items based on additional criteria, or from a previously saved template. This is only available if you are counting by stock items.
- Click Clear All to remove the current selection and start again.
To display the quantities recorded as In stock on the stocktake sheets, select the Show expected quantities on stocktake sheets check box.

If you are counting batch/serial numbered items, the expected batch or serial numbers are always displayed. For batch numbered items, the expected quantity is also always displayed.
To save the amended stocktake sheet, choose from one of the following options:

Select this to save the stocktake sheet.

The stocktake sheet appears in the list with a status of Selecting Items.

Save & Print

Select this to save the stocktake list and print it. Once printed, you cannot amend this stocktake sheet.

The stocktake sheet appears in the list with a status of Sheets Printed.