Topic: STOCKTAKE PROCEDURE

Before the Stocktake

• Verify that all sales data has been retrieved from Ai-Menu and the Sales Batches have been processed correctly
• Ensure all outstanding Stock Purchases, Write-offs and Transfers that affect current stock levels have been correctly entered into your software
• The stocktake, including count, verification and finalisation should be completed as soon as possible following the end of the stock period being finalised… the longer you leave it, the harder it is to verify

Start Your Stocktake

• Perform and record your physical Stock Count using the Ai-Menu stocktake facility
• Open the Stocktake screen in Ai-Menu Lynx and select the Stocktake Date (usually today’s date)
• Import the collected stocktake data (using the Ai-Menu setting)
  Note: DO NOT ‘Update Stock Levels’ at this point
• Verify your Stock Count against your theoretical figures by checking the difference between the 2 columns (you can also print a preliminary Stocktake Variance Report)
• Correct any inordinate discrepancies by re-entering the count manually – overwriting the imported figures. This can be done at any time before you ‘Update Stock Levels’
• Once you consider the count accurate and wish to commit the variances, it is advisable to print a final

Stocktake Variance Reportfor your records

• BACK UP YOUR LYNX SOFTWAREDATABASE
• Stock Count quantities are committed to ‘live’ Stock Levels & stock variance transactions are processed to account for the difference between theoretical & counted stock levels by pressing “Update Stock Levels”

Notesregarding troubleshooting stocktakes:

• Remember – a negative variance means that we have counted less stock than the software says we should have – affectively, we have lost stock. A positive variance means that we have more stock on hand than the software says we should.
• For items that are showing an inordinate variance, perform a Stock Transaction Report for that specific item – this may provide clues regarding stock movement data, such as inaccurate Stock Purchase entry, unrecorded write-offs or other stock transactions recorded on the wrong dates
• If the stock item is part of a recipe (orseries of recipes), check the sales figures of Sale Items that would contain portions of the Stock Item in question – perhaps the components being decremented are incorrect
• If the previous stocktake contained inaccurate stock count figures, a variance will be logged on this stocktake that acts as a correction – you can check the variances for previous stocktakes by viewing a “Stock Variance
  Report” (found in “Stock” menu > “Stock Reports”) for the date that was used for posting the variance transactions