Stock Take

ROBOTILL will keep track of your stock levels as you receive and sell stock. These levels however sometimes needs to be adjusted as actual stock levels might be different due to things like theft or stock that were lost without using the Discard Stock option.

Taking Stock of Compound Items

Compound items are products that are made up of other stock items. For example, a case of bottled water may contain 24 individual bottles of water.

Important: During a stock take, count related compound items using only one level. Do not enter stock counts for both a compound item and its sub-items.

For example, if you have 36 bottles of water in stock and each case contains 24 bottles, you can count and enter the stock as either:

• 36 individual bottles, or
• 1.5 cases of water.

Both methods represent the same amount of stock. If you enter 36 bottles, ROBOTILL will automatically calculate the related case quantity as 1.5 cases. Similarly, if you enter 1.5 cases, ROBOTILL will calculate the related bottle quantity as 36 bottles.

You should therefore not count the cases first and then count and enter the loose bottles separately. Each stock count entered for a compound item or sub-item causes ROBOTILL to recalculate the quantities of all related items. The last quantity entered will therefore replace the previous calculation.

The same principle applies to products made from ingredients or components. If an ingredient or component is a sub-item of another product, do not enter separate stock counts for both the finished product and the related ingredient or component during the same stock take.

In short: Count all the stock using either the compound item or its sub-items — not both.

Different ways of taking stock

There are two ways in ROBOTILL to do a stock take - either entering values in a list (grid) or by scanning items and entering the quantity for each item scanned.

To do a stock take, go to ROBOTILL Back Office > Home > Products and Stock > Stock Level Management.

Stock Take (Scanning)

1. You can scan the item that you are counting. You could also type in the stock code or search for the item if needed.
2. Details of the selected item will be displayed.
3. Enter the number you counted and press ENTER. The quantity for the item will be updated and the barcode box will get focus - ready for the next scan.
4. A list of the items you counted in this session will be displayed. 
5. This option has been removed in the latest version and is no longer needed.

Stock Take (List)

1. You can choose if you want to take stock of the sub items or the compound items (see the section regarding compound items above). You can also choose to take stock for a specific department, category or using other filter options you require. 
2. The list of items for the current selected filter will be displayed. You can enter the number counted for each item in the grid.
3. If needed you can export the file to CSV format so that you can open it in a spreadsheet for formatting and printing. 

Stock counts not making sense?

If you want to know how you got to a specific number of stock items, you can do a stock trace.