Stocktake & Reconciliation User Quick Guide

Transcription

1 Stocktake & Reconciliation User Quick Guide

2 Contents Stocktake and Reconciliation... 2 Important Notice... 2 Administrative Task - Set up a stocktake plan... 3 Administrative Task - Approval Setting... 5 Administrative Task - Assign Privilege... 5 Stocktaker Task - Stocktake Mode... 6 SISOT Container Status...11 Reconciliation Management and Reporting - Reconciliation Mode...13 Study the Reconciliation Report

3 Stocktake and Reconciliation Stocktake mode provides users the ability to verify the quantities and status of containers held in a physical location against the system records. And the reconciliation mode analyses and balances between stocktake results and the system records, giving the users to review the report before users update the inventory against the stocktake results. Important Notice Users will have the ability to transfer, add containers, receive items from shop after the stocktakers have saved the stocktake and before they update the inventory. However, the new added records will not be taken into the consideration in the current stocktake plan. We do not encourage users to change their inventory (including add containers, transfer ) or do a physical transfer in real world during the stocktake period since the system can only update the inventory according your action sequence. For example, Lab 101 stores the container A in the inventory. And stocktakers did not scan the container A during the stocktake for the Lab 101. The other user transfers the container A from the Lab 101 to Lab 102 before the inventory is updated. The container A will be relocated back to Lab 101 as a missing item after the user has updated the inventory. Although the system will not create a duplicate barcode or remove your container when users use the features such as transfer, add new containers. However, users may not be able to figure out what happen easily when one user does not know others users make changes to the system. Chemwatch advises users to use the transfer, add/edit inventory records only when the actions are necessary. 2

4 Administrative Task - Set up a stocktake plan The system administrator will be responsible for setting up a stocktake plan for all selected locations and announce the stocktake plan to your users. The administrator will be able to access this function via Setting > SISOT setting > Stocktake. Please follow steps below to set up a stocktake plan. 1. Click Add button under Future Stocktake section. 3

5 2. Click Calendar icon to select your stocktake start date and end date. 3. Click Clock Icon to edit your stocktake start time and end time. Please note stocktake starts and ends according to your time zone setting. Please set your timezone in the setting > UI setting. 4. Select your Stocktake Location folders from the folder tree by using tickboxes next to the folders. Please note you will select all subfolders automatically when you select the parent folders. Users can un-select the folder by ticking the tick box again when you would like to exclude some locations in the stocktake plan. 5. Click Save button Stocktake mode will be unlocked automatically for the selected folder at the start time of stocktake. And stocktake mode will be locked again when the stocktake plan end times reaches. 4

6 Stocktake mode is locked. Stocktake mode is unlocked. Administrative Task - Approval Setting All misplaced items will be transferred to the misplaced location with a quarantine status as default after users update the inventory. Users will require to have the privilege to remove quarantine status for quarantine containers. Users will not be able to make the change (Eg. transfer) to the container until the quarantine status is removed. If you do not think quarantine status is required for misplaced containers, simply access Setting > SISOT setting > Approval to un-tick the option Mark misplaced containers with quarantine status and click Save button. Administrative Task - Assign Privilege Users will require the privilege Stocktaker to perform stocktake for the selected stocktake locations. And with the privilege Approve quarantine containers users can remove Quarantine status or transfer quarantine containers to the other location. And users with the privilege Manage reconciliation from grey folders will be able to update the inventory for all child folders from the parent grey folders when the user also grant Read + Write access to the selected gray folder. The system administrator can also assign the privilege Access to status action barcodes in SISOT if they would like stocktakers can assign containers status during stocktake. Users can assign privilege to users or roles in Setting > User access. 5

7 Stocktaker Task - Stocktake Mode Stocktakers can perform a stocktake when a stocktake plan is scheduled for the folder. The stocktake mode will be unlocked when the start time starts. Stocktakers can click Stocktake mode icon to activate stocktake when the stocktake mode is unlocked. The system will take a snapshot of current inventory when stocktakers activate stocktake to generate the stocktake list. Please note stocktaker will need to perform stocktake for every folder, so the stocktake list will not list items which are stored in the subfolders. Scan mode will be activated by defaults when users activate the stocktake. Stocktakers will be able to see the details of stocktake plan on the top of stocktake list (Stocktake no., Stocktake plan period. At the beginning of your stocktake, all containers will be marked as missing. 6

8 After users scan container barcodes, the missing status for the scanned barcodes will be removed. And the actual quantity for the product will be increased by 1 for each container scan. Users can also expand the subgrid to check which barcodes have been scanned by clicking little triangle icon next to the catalogue number. 7

9 If stocktakers scan a product which shall be stored in the other location (misplaced containers ), the system will add a new line into the stocktake list if the product is not available for the stocktake folder with an expected quantity = 0 and quarantine status for the scanned barcode. If users scan a container barcode which is never registered in our system, the barcode will be saved as an invalid barcode. By clicking Invalid barcodes Button at the bottom of screen, you will see a list of invalid barcodes. Users will also see a message No item found on the top of screen when they scan unregistered container barcodes. 8

10 Stocktakers can also assign containers with different statuses during stocktake if they have the privilege Access to status action barcodes in SISOT. Users can print the stocktake action barcode list from 1. Select any folder 2. Activate SISOT mode 3. Click Print button from the top toolbar. 4. Select the option Action Barcode - Stocktake mode 5. Click Submit button 6. An action barcode list window will pop up from the screen. Click Print button to print the action barcode list (Please note Print button position may vary according to the browser you use. Scan mode with active status will be activated by default when stocktakers activate the stocktake mode. To change to other status, users will need to scan the action barcode. And scan sequence is provided as follow: 1. Activate stocktake mode. Scan mode with active status is activated by default. 2. Scan action barcodes and reasons. Eg Surplus - Shared Assets. 9

11 3. Scan all containers that users would like to mark as the selected status. Eg. Scan all container barcode that users would like to mark as Surplus - Shared Assets. Please note users have scanned the containers during stocktake, reconciliation mode will take the results into account even containers are assigned with different statuses other than Active status. Users will not require to scan the same container barcode with active status during stocktake. 4. Scan Active status action barcode if you would like to scan containers which do not require inactive statuses or scan other action barcodes if you would like to scan containers with other inactive status. Please see the section SISOT Container Status if you would like to see the explanation for each inactive status. After stocktakers finish the stocktaking, they can click Save button to exit the stocktake mode and save the scan results. The receipt mode and add/edit containers function will be unlocked after the stocktakers save the stocktake mode for the folder. Stocktaker can also re-visit the stocktake mode before the stocktake plan end time finishes if they forget to scan some containers. Previous scan records will be loaded if stocktakers have saved their stocktake results. Stocktaker can also click the Reset button if they would like to reset the scanned results and redo the stocktake from the scratch. 10

12 SISOT Container Status In SISOT mode and Stocktake mode, users can mark containers with different inactive status and reasons. Users will require to use action barcodes in order to mark containers with different status. Missing and Located Status come from stocktake results. Users can only mark containers with various statuses including Surplus, Waste, Emptied by using the action barcodes. Users can also provide the reasons for assigning inactive different Statuses to the containers. Please see a list of inactive status below. 1. Waste: Chemical Waste; scan containers with this status by using preferred disposal methods and reasons action barcodes. Disposal Methods: Reasons: Contractors - Chemical waste which is required to be sent to waste contractors. Treatments - Chemical waste which is required to be treated first. Trash - Chemical Waste which is not a hazardous material and can be trashed into the bin directly. Generated waste - Chemical waste generated during the experiment. Contaminated - Chemical waste generated from the chemical contamination. Damage - Chemical waste which is collected from damaged containers. Catastrophe - Chemical waste which is generated from unpredictable catastrophe. Unwanted - Chemical which is not wanted anymore and will be disposed as a waste. Others - Chemical which is classified as waste with different reasons other than reasons provided above. 11

13 2. Emptied: Empty chemical containers; scan containers with this status by using preferred disposal methods and reasons action barcodes. Disposal Methods: Reasons: Returned: Empty chemical containers which are required to be returned to suppliers or vendors. Recycled: Empty chemical containers which will re-used at the organisations. Trash: Empty chemical containers which are not hazardous and can be trashed into the bin directly. Contractors: Empty chemical containers which will be collected by waste contractors. Re-used: Chemical containers are expected to be re-used. Unwanted: Empty containers which are not required anymore. Others: Empty container which is classified with an Emptied status because of different reasons other than reasons provided above. 3. Surplus: Containers that owners are willing to share or give to others. Scan the reasons action barcodes in order to mark containers with surplus status. Reasons: Shared assets: Containers that owners are willing to share with others. Unwanted: Containers that owners are willing to give to others. Others: Containers that owners mark with surplus status other than reasons stated above. 12

14 Reconciliation Management and Reporting - Reconciliation Mode After the end date of stocktake plan, the system will take all stocktake results for analysis and generate a reconciliation report. Users can access the report by activating the Reconciliation mode. The latest reconciliation result will be loaded by default, however, users can access to previous reconciliation report by clicking the button Reconciliation History and click the stocktake no. hyperlink to load previous reconciliation result. Please see an example for a reconciliation report below. 13

15 On the top of reconciliation report, the system displays the stocktake plan detail including stocktake no., stocktake period, Last edited date (Green folder only), stocktaker name ( Green folder only). Reconciliation grid shows the record of product to describe its discrepancy and not reconciled number when products have a discrepancy from the stocktake results. The product can be reconciled or not reconciled between stocktake results. Examples for Reconciled Products in the reconciliation report: Examples for Not Reconciled Products in the reconciliation report: Expected quantity and Actual quantity columns are hidden as default. Users can show the column by right clicking on the column titles and enabling them by using tick boxes. The system displays aggregated values for expected quantity and actual quantity for the parent folders in the reconciliation and the discrepancy of each product is calculated from actual quantity minus expected quantity. 14

16 The main task of reconciliation management is to provide the actions for not reconciled items. Clicking the Not Reconciled number hyperlink, users will see a list of barcodes which are not found anywhere during the stocktake. Users can click the track icon next to the text Missing to check the original location of containers and provide comments. If the container is missing from the current folder, the track icon will not show. And users will require to take an action for the missing items. If users think the containers can be stored in the location which did not perform the stocktake, users can mark the container as pending and the container will be kept in the inventory with the missing status after users update the inventory. Users can try to locate the container during the next stocktake. 15

17 If users think the containers are completed lost, users can choose the option Mark lost from the drop down to remove the barcode from the inventory. The container will be removed completely from the system if users mark it as lost after the users update the inventory. After users take actions for not reconciled items, users can click the button UPDATE INVENTORY to update the inventory for the selected location. The system will update the folder contents by removing barcodes which are marked as lost, marking not reconciled items with the missing status if users select the pending actions, updating misplaced barcodes with the quarantine status for the current location and removing the same barcode from its original locations. Receipts for transferring quarantine will be also generated automatically after updating the inventory. After users update the inventory, users will be able to download the reconciliation report. 16

18 Users can follow the steps below to download the report as excel files. 1. Click the button Reconciliation History at the bottom of screen. 2. Select the report that users would like to download by ticking the tick box. 3. Click the Download icon on the top of Reconciliation History window. Please note users can only download the reports after they have updated the reconciliation. We recommend users always update your inventory immediately after you finish the stocktakes. Here is a sample for the report. The report presents the information you see in the reconciliation grid. The Invalid barcodes section shows all the barcodes which are not registered in the domain and scanned for the current location during stocktake. And the section No stocktake performed shows which child folders did not perform stocktake as scheduled. 17

19 Study the Reconciliation Report Reconciliation grid presents both reconciled and not reconciled barcodes in the subgrid if the container location is different from the expectation. Users can click the little triangle icon next to the cat number of products to open the subgrid. In the subgrid, users can see two columns Stocktake results and Action for each barcodes. If users do not see track icons in the stocktake results column, it means the barcode is missing or located at the current folder. If users see the track icons in the stocktake results column, it means the barcode has been located or missing from its child folders. For example, the reconciliation report for the Lab 101 shows the barcode is missing from the child folder Shelf 101 and found in the folder Lab 202 in the case below. 18

20 Please see the table below to understand the reconciliation subgrid quickly. Stocktake Results Actions Explanations for stocktake results Explanations for Actions Missing Pending The container barcode is missing from current folder. Missing Lost The container barcode is missing from current folder. The container barcode is missing and users choose to mark it as pending, so the container will be marked with a missing status after the inventory is updated. Users can try to locate the container in next Stocktake. The container barcode is missing and users choose to mark it as permanently lost, so the container will be removed from the inventory completely. Missing Pending The container barcode is missing from the child folder. The container barcode is missing and users choose to mark it as pending, so the container will be marked with a missing status after the inventory is updated. Users can try to locate the container in next Stocktake. Missing Lost The container barcode is missing from the child folder. The container barcode is missing and users choose to mark it as permanently lost, so the container will be removed from the inventory completely. Missing Found The container barcode is missing from current folder. Click the track icon next to the text Found to see where is the container barcode located at now. Missing Found The container barcode is missing from the child folder. Click the track icon next to the text Found to see where is the container barcode located at now. Located Quarantine The container barcode is located in the current folder. Click the track icon next to the text Quarantine to check where is the container missing from. Located Quarantine The container barcode is located in the child folder. Click the track icon next to the text Quarantine to check where is the container missing from. 19