Stock Take

The Stock Take feature allows you to perform physical verification of inventory in your warehouses. It ensures accurate tracking of serialized items and automatically creates a Stock Reconciliation to reflect the counted quantities in ERPNext.

Key points:

• Serialized items require serial numbers.
• Any changes in quantities are recorded via a linked Stock Reconciliation.
• You cannot cancel a Stock Take until the linked Stock Reconciliation is canceled.

Step 1: Create a Stock Take

1. Go to Imagine Worldwide > Stock Take > Add New Stock Take.
2. Fill in the fields:
   • Company: Select the company performing the stock take.
   • Date: Date of the stock take (defaults to today).
   • Posting Time: Time of the stock take (defaults to Now).
   • Warehouses: Select one or more warehouses to include in this stock take.
   • Include qty: Check if you want to also fetch current quantities else is unchecked hence won't fetch quantities.
   • Fetch Items: Click this button to populate the Item Table.
3. Click Save.

Step 2: Add Items to Stock Take

1. In the Items table, either:
   • Use the Fetch Items button to automatically load items from selected warehouses.
   • Or manually add items row by row.
2. For each item:
   • Item Code / Item Name: Select the item.
   • Warehouse: Select the warehouse (if not auto-filled).
   • Current Qty: Automatically fetched if include_qty is checked.
   • Physical Qty: Enter the actual quantity counted.
   • Serial No (if applicable): Enter serial numbers for serialized items.
     • Use one serial per line.
     • Example:

     MW00001
     MW00002
     MW00003

Notes:

• Serialized items must have serial numbers.
• Non-serialized items cannot have serial numbers.
• The system will automatically check for duplicates and invalid serial numbers.

Step 3: Validate the Stock Take

1. Click Save or Validate.
2. The system performs the following checks:
   • Missing serial numbers for serialized items.
   • Duplicate serial numbers within the document.
   • Serial numbers that do not exist in the selected warehouse/item.
3. If there are issues, an error message is displayed, showing:
   • Row number
   • Item code
   • Problem (e.g., missing serial, duplicate, invalid serial)

Step 4: Submit the Stock Take

1. Once all items and quantities are correct, click Submit button.
2. The system will:
   • Create a Stock Reconciliation document linked to this Stock Take.
   • Automatically updating the stock levels in ERPNext based on physical counts.
3. The linked Stock Reconciliation is saved in the “Connection tab” and Stock Take is linked to Stock Recolinciliation under the Stock Take field.
4. A message is displayed confirming the creation of the Stock Reconciliation:

   Stock Reconciliation SR-MW-2025-00001 created.

Step 5: Viewing the Linked Stock Reconciliation

1. Open the submitted Stock Take.
2. In the Connections tab, click Stock Reconciliation.
3. The Stock Reconciliation shows all items, warehouses, quantities, and serial numbers used during the stock take with changes in quantities.

Step 6: Cancelling a Stock Take

Important: You cannot cancel a Stock Take before canceling the linked Stock Reconciliation.

1. To cancel a Stock Take:
   • Open the Stock Take document and go to Connections, click Stock Reconciliaton to Open the linked Stock Reconciliation..
   • Cancel the Stock Reconciliation.
   • Return to the Stock Take and then click Cancel.

Step 7: Best Practices

• Ensure serial numbers are correct and belong to the correct warehouse and item.
• Perform stock takes regularly to maintain accurate inventory levels.