Troubleshooting your Stocktake Report

Report overview 

Once you have completed two stocktakes you can generate a stocktake report, when you do this you'll see the following columns, 

• Opening - Your initial count

• Received - All stock received/credited across the stocktake period 

• Closing - Your final count 

• Used - Opening count + Received Stock - Closing Count 

• Calc. Usage - Everything sold via the Point of Sale, based on quantities setup in your POS Item Links

• Variance - Difference between Used & Calc. Usage 

• $ Used - Used column data in dollar value (taken from most recently received purchase orders) 

• $ Variance - Variance column data in dollar value (taken from most recently received purchase orders) 

Troubleshooting 

If you are seeing variances you don't think are correct then you should work through troubleshooting this in the following order. 

1. Incorrect item/unit set up 

   • You'll need to ensure the units are consistent across your ordering, counting and POS links. Loaded will try to convert units and if your setup is not how you expect it to be this can result in incorrect variances in your Stocktake report. 

2. Incorrect opening/closing count 

   • If either the opening count of a stock item or the closing count looks incorrect, you can go to Stocktake, then Completed Stocktakes and find the date of the incorrect stocktake count, you can then open it, and click Edit Stocktake Here you can update the count and re-save the completed stocktake.

   • Hint: If you're seeing a negative number in the Used column, this is a very good indication your opening/closing count is inaccurate.

3. Incorrect received goods 

   • You can check all of the received items for each stock item, by clicking on the relevant link in the received column. This will bring up all purchase orders that the stock item has been received

     against.

          

   • If this looks incorrect you can then go to Reports, and then Orders by Item and check the dates around the opening and closing stocktake to see if an item has been received either side of the stocktake report period as opposed to within it.

     

   • If needed, you can update the date/time the purchase orders have been received as.  Click on the Purchase Order link, update the date and time and click Save. 

4. Incorrect calculated usage

   • You can click on the calculated usage tab to see all of the POS links associated with that item. IE Aioli might be linked to 15 different POS items because it is in so many recipes. You can then open the Manage and then Recipes in a new tab so that if the recipe is incorrect you can update it, save it as a new version, date it prior the opening stocktake and it will then correct the calculated usage.

   • The other thing that can affect the calculated usage is the POS link itself, again you can open Manage and then Pos Links in a new tab so you can check the POS link for a problem item. If you discover the POS link is incorrect you can update this and then click on the POS Link item itself, this will bring up a date which you can change so that the POS link decrements from a date prior to the start of your stocktake, this will correctly update the calculated usage when you re-run the view stocktake report.

If you've done all of the above and you still can't track it down, send a message to the support team with the item you are having issues with and the period you are viewing the stocktake report over and they will drill down into all of the units used on that stock item and see if they can see any issue with the setup.

Other articles and resources that you might find useful.

• How to create and complete a stocktake 

• How to view a stocktake report

• Stocktaking 101 - For bars, restaurants and cafes.