Using the Manage Stocktake Dates tool gives head office control over when outlets can record stock by setting specific rules per outlet. This overcomes the challenge whereby stocktake's are often recorded on the wrong dates, creating work for the head office team who have to correct it.
Assumption
You have the permission set to access Outlet Access > Set Up
Once set, the rule will be applied to Detailed, Simple and Dish Stocktaking
Where to find this
Outlet Access > Set Up > scroll down to Purchasing > Manage Stocktake Dates
Step by Step Guide
Click on the Manage Stocktake Dates button. You will be presented with the two options below:
Company Defaults, to apply a rule across all outlets, and Select Specific Outlet, to apply a rule to a specific outlet.
Click on the Manage Default Stocktake for Company button, this will apply a rule to all outlets. You will be presented with the screen as below:
Click on a date on the calendar, for example the 28th, the date will be displayed under the Clear all Company Permitted Dates button, then click on Save. This will set the rule, in all outlets, that the next stocktake date will be set as being recorded as the 28th. Notice the date is in blue, identifying it as Company Default.
To set a recurring rule, click on the Recurring Rule button. You will see 4 rule types in the dropdown, as below.
The 4 options are:
Select every Nth day of the week for N weeks - you can choose a day of the week to record stock for a specified number of weeks, based on Monday being day 1, Tuesday day 2 and so on. Enter the day number in the Day field and a number for the number of weeks the rule applies to in the No of Weeks field, click on the Apply Rule button, then click on the Save Dates button.
Notice the dates are listed on the screen and are highlighted as a company default in pale blue on the calendar.
Select Month's 1st day for next 12 Months - you can choose for the stocktake to be recorded on the date as the 1st day of every month by clicking on the Apply Rule button. If you scroll through the months in the calendar you will see that the 1st of every month is highlighted as a company default in pale blue on the calendar and the dates are listed on the screen.
Select Month's last day for next 12 Months - you can choose for the stocktake to be recorded on the date as the last day of every month by clicking on the Apply Rule button. If you scroll through the months in the calendar, you will see that the last day of every month is highlighted as a company default in pale blue on the calendar and the dates are listed on the screen.
Select Month Nth day for the next 12 Months - choose a specific day of the month (for example the 19th) to record stock by typing 19 in the Day field, then click on the Apply Rule button. These dates will be listed on the screen. If you scroll through the calendar you'll see that dates is highlighted as a company default in pale blue on the calendar.
Rule by Outlet (s)
In the Select Specific Outlet area choose an outlet from the Outlet dropdown, click on the Continue button. On the next page you will see the outlet name displayed.
You will see the dates that have been applied as the company default listed (if they've been applied). You can either keep these as well as adding outlet specific dates for the outlet or you can click on the Ignore Permitted Company Stocktake Dates box for these to be ignored for the chosen outlet.
You can apply a recurring rule for the outlet, as you would for the company default, once applied it will show on the calendar in dark blue.
If the outlet is not required to take stock on a particular date, for example a school that is closed for the holidays, click on the pale blue company default button on the relevant dates, they will turn orange.
Note - You will need to go into each outlet to set the rule if applicable.
