How do I manage a stocktake in WinBranch?

by Rodney White – Subject Matter Expert, UCS TS Automation

Stocktaking involves physically counting all of your stock and matching this up to your stock records to discover any discrepancies. 

Here is the step by step process to support your stocktake in WinBranch.

1.  Preparation and workflow required BEFORE a stocktake:

• All GRVs need to be captured in WinBranch
• All wastage, shorts, and/or damaged stock needs to be captured in WinBranch with the correct stock adjustment. Remember to print out your stock adjustment before you post this in WinBranch
• Run the report function – found under Stocktake in WinBranch for: Items not on any worksheet. This will include new items and add these to the stocktaking worksheets: this needs to be added onto a stocktake worksheet
• Run the report function – found under Stocktake in WinBranch for: Duplicate worksheets – WinBranch will show you which worksheets they appear on. Very important: do not count these stock items on both worksheets: remove items from one of the stocktake worksheets so there is no duplication.
• Print the final worksheets for the stocktake
• Day end must be run and up-to-date for the day of the stocktake
• WinBranch will capture live sales data whilst the stocktake is undertaken; this will provide the data for a further stock adjustment to balance the final count

2. Key business practice and input data to WinBranch during a stocktake:

• It is imperative that as categories, locations, or sections counted that you post the count to WinBranch as you count. This ensures an accurate balance vs sales on the day.
• Do not wait for the entire store to be counted: this only increases the amount of manual effort after the stocktake.

3. After the stocktake actions:

• Ensure all Point of Sale tills are on (unless there is a broken POS that would not have captured any sales)
• After capturing all stocktake counts
• Import your shifts to WinBranch. This must be done just before printing your variance report
• Ensure all stock is captured
• Print your variance report

4. Final Reconciliation

• Analyse your variance report for acceptable shrinkage percentage for your c-store: if within parameters, you may post. Should this reflect an above- or below percentage, you need to check the following:
  
  • GRVs not captured – this will usually show you a higher number than counted
  • Shortages may include short delivery if a pack short, uncounted display stock, or uncounted location
• Should adjustments need to be made, e.g., additional stock to be captured, you have to go back to the following steps:
  
  • Ensure all Point of Sale tills are on (unless there is a broken POS that would not have captured any sales)
  • After capturing all stocktake counts
  • Import your shifts to WinBranch: this will capture all further sales data. This must be done just before printing your variance report
  • Print your variance report
  • After all capturing is complete, print a variance report

 All these actions are date stamped in WinBranch providing audit data for bookkeepers or auditors to sign off on.

UCS TS Helpdesk 0860137138