Stock Take Applet

Purpose and Overview

The Stock Take Applet is a practical, operations-ready tool for running accurate inventory counts without relying on spreadsheets and manual reconciliation. It supports session-based counting, device-driven workflows, and fast variance analysis so teams can count faster and close faster.

About the Applet

• Purpose: Digitize stock count operations and reduce mismatch between physical stock and system balance.
• Target Users: Warehouse teams, inventory controllers, finance/audit teams, and operations leaders.
• Key Features:
  • Session-based stock take execution with OPEN and CLOSED controls
  • Device assignment for controlled multi-counter operations
  • Fast item capture via scan form or structured manual entry
  • Serial and batch-aware validation for traceable counting
  • Variance reporting with reason capture and Excel-based bulk reason upload

Key Features Overview

Who Benefits from This Applet?

Warehouse Staff & Stock Counters:

• Faster counting with barcode/manual scan workflows
• Less data entry fatigue with optional auto-scan behavior
• Better serialized and batch stock handling

Inventory Supervisors & Store Managers:

• Structured counting sessions by location
• Device assignment and progress visibility
• Controlled session closure for governance

Finance & Internal Audit Teams:

• Clear variance views (qty and serial variance)
• Cost impact visibility and reconciliation support
• Reason capture for exception and audit trails

Operations Leadership:

• Better inventory accuracy and fewer adjustment surprises
• More predictable stock reconciliation timelines
• Cleaner decision-making from reliable stock reports

What Problems Does This Solve?

The Manual Stock Count Problem:

Traditional stock take processes usually involve disconnected sheets, delayed updates, and weak traceability. Common issues include:

• Duplicate or missed item counts
• Slow end-of-day reconciliation
• Serial mismatch without root-cause evidence
• No consistent reason capture for variances
• Delayed visibility for management decisions

The Stock Take Applet Solution:

• Session control - Run stock takes in structured OPEN and CLOSED cycles
• Guided counting - Assign devices and route counters through controlled flows
• Flexible capture - Use scan-first or manual count entry based on scenario
• Serial-aware validation - Improve confidence for serialized and batch inventory
• Variance intelligence - Analyze quantity and serial variance with cost impact
• Bulk reconciliation - Export, fill reason, and import reconciliation updates via Excel

Key Features Overview

Key Concepts

Understanding the Stock Take Framework

Stock Take Hierarchy Structure

Stock Take Applet
|
|-- Stock Take Session
|   |-- Details (name, code, location, status, workflow)
|   |-- Devices (assigned active counting devices)
|   |-- Records (all counted lines)
|   `-- Report (variance and reconciliation)
|
|-- Devices (master device setup)
|
`-- Report (cross-session listing and exports)

Statuses and Report Types

Quick Start Guide

Use these role-specific workflows to go live quickly.

For Stock Counters: Start Counting Items

Goal: Capture accurate stock records quickly using scan or manual entry.

1. Go to Stock Take Session and open the assigned session.
2. In Devices tab, select your assigned active device.
3. Open Records and start from Scan Form or Add Item.
4. Scan or enter item code, select UOM, then enter quantity.
5. For serialized/batch items, enter serial or batch details as required.
6. Save and verify the line appears in the list.

Tip: For serialized items, keep quantity and serial list aligned to avoid save errors.

For Inventory Supervisors: Run a Session End-to-End

Goal: Set up a controlled stock take and monitor execution.

1. Open Stock Take Session and click Create.
2. Fill Session Name, Session Code, Location, and keep status as OPEN.
3. Save session, then open the Devices tab.
4. Add active devices for each counting team.
5. Monitor Records as counters submit lines.
6. In Report tab, click GENERATE or REGENERATE to refresh variance.
7. After review and reconciliation, change status to CLOSED.

For Admins: Configure the Applet Before Go-Live

Goal: Ensure the applet is correctly configured before teams start counting.

1. Open Settings > Field Settings.

2. Set required toggles:

   • ENABLE_AUTO_SCAN (if you want scan-to-list automation)
   • ENABLE_VALIDATE_SERIAL (for serialized stock control)
   • SCAN_CODE_MOBILE_VIEW (if mobile camera scanning is used)

3. Configure WORKFLOW_PROCESS_GUID if workflow control is required for session progression.

4. Open Settings > Default Selection and set default Branch and Location.
5. Open Personalization > Default Selection and verify user-level overrides for pilot users.
6. Test end-to-end with one sample session:
   • Create session
   • Assign device
   • Add records
   • Generate report
   • Fill reason
   • Close session

For Finance/Audit: Reconcile Variance and Close Exceptions

Goal: Complete variance review with evidence-ready notes.

1. Open the target session and go to Report tab.

2. Filter by report type (Scanned Items, Active Items, or All Items).

3. Review quantity variance, serial variance, and total cost impact.
4. Enter reasons inline for key exceptions, or click UPLOAD REASON.
5. Export report template, fill TotalQty and reason, then import it back.
6. Confirm report lines are updated and export final report if needed.

Session Management

Session Listing

The session grid gives a quick operational view with fields such as:

• Session Name and Session Code
• Location and Company
• Status (OPEN / CLOSED)
• Start Date and Modified Date

Session Details

The Details tab includes:

• Session identity: name, code, description
• Operational context: location and company
• Control fields: status, start/end date
• Workflow fields: status and resolution
• Audit fields: created/modified by and timestamps

Devices Tab

Use this tab to attach active devices to the session. A device can then be used by counters to record stock lines during that session.

Records Tab

Provides session-wide visibility of counted lines across assigned devices. Supervisors can spot missing lines, mismatches, and outliers quickly.

Report Tab

This is the reconciliation workspace:

• Generate or regenerate report lines
• Filter and inspect variance
• Capture reasons
• Launch reason upload flow

Device Management

The Devices menu manages your master stock take devices:

• Create device profiles (name, code, brand, model, status)
• Keep only valid and active devices for assignment
• Maintain device status for controlled session usage

Counting Workflows

Structured Entry (Add Item)

Best when counters need guided, line-by-line entry:

• Scan Code lookup
• UOM selection
• Quantity scan/manual handling
• Serialized number list handling
• Save options such as Save & Continue and Save & New

Fast Scan Form

Best for speed-heavy count environments:

• Optional mobile camera scan mode
• Reader type selection for barcode formats
• Quick add with quantity, remarks, and serial/batch input
• Inline list editing for remarks in scanned list

Edit and Correction

Count lines can be reviewed and corrected from record edit screens. When a session is CLOSED, create/update/remove actions are restricted to protect finalization.

Reporting and Reconciliation

Session-Level Report

Report lines include:

• Item details: item name, code, EAN
• Quantity signals: Min, Max, Counted, EMP/System quantity
• Variance measures: Variance, Variance 2, SN Variance
• Serial analysis: system-only vs stock-take-only serials
• Financial signal: cost value and total cost impact
• Reason field for reconciliation notes

Cross-Session Report Listing

The top-level Report menu helps compare sessions by:

• Location
• Date
• Session status
• Variance status

It also supports direct report export.

Excel Reason Upload Flow

The applet supports reconciliation at scale:

1. Choose report type and export file.
2. Fill key fields (itemCode, TotalQty, reason).
3. Import file to update report lines in bulk.
4. Re-open report to verify updates.

Configuration & Settings

Settings > Field Settings

Control runtime behavior through these toggles:

Settings > Default Selection

Set applet-level defaults:

• Default Branch
• Default Location

Permission and Integration Utilities

The settings route also exposes operational controls such as:

• Feature visibility
• Webhook setup
• Permission wizard, permission sets, and role/user/team permission views

Audit & Traceability

The applet supports audit-focused operations through:

• Session and record timestamps (created and modified)
• User attribution on key records (created by and modified by)
• Variance reason capture at report line level
• Controlled finalization using session status (OPEN vs CLOSED)

Practical Audit Flow:

1. Confirm session status and closure date.
2. Review report line variances and reason fields.
3. Validate serial variance for serialized items.
4. Export final report for audit evidence.

Troubleshooting Flow

Use this quick decision flow when users report stock take issues.

Start
  |
  +-- What is the issue type?
      |
      +-- Scan Issue
      |    |
      |    +-- Item code not recognized?
      |    |    -> Check code exists and item is active
      |    |
      |    +-- Mobile scan not opening?
      |    |    -> Check `SCAN_CODE_MOBILE_VIEW` in Field Settings
      |    |
      |    +-- Add button not visible?
      |         -> Check `HIDE_ADD_BUTTON` in Field Settings
      |
      +-- Serial Issue
      |    |
      |    +-- Save blocked with serial error?
      |    |    -> Ensure qty matches serial count
      |    |
      |    +-- Serial validation failing?
      |         -> Check `ENABLE_VALIDATE_SERIAL`
      |         -> Verify serial belongs to the selected item
      |
      +-- Report Issue
           |
           +-- GENERATE/REGENERATE disabled?
           |    -> Confirm session status is `OPEN`
           |
           +-- Variance lines missing?
           |    -> Regenerate report and check selected report type
           |
           +-- Reason import failed?
                -> Validate Excel template columns (`itemCode`, `TotalQty`, `reason`)
                -> Re-import and review error rows

FAQ

Q: Why can I not add records in a session?
A: Most commonly the session is CLOSED. Reopen workflow/status only if your governance policy allows it.

Q: Why does my serialized item fail to save?
A: Quantity and serial entries are likely imbalanced, or one/more serial values are invalid for that item.

Q: What is the difference between Variance and Variance 2?
A: Variance checks counted quantity against min/max calculated range, while Variance 2 compares counted quantity directly against system ending balance.

Q: Can I reconcile reasons in bulk instead of editing line by line?
A: Yes. Use Upload Reason to export report data, fill quantity/reason in Excel, then import.

Q: Why is the Add button hidden in scan mode?
A: HIDE_ADD_BUTTON is likely enabled in Field Settings.

Q: How do I include only active inventory in a report?
A: Use report type filters and select Active Items before generating/exporting.

Q: Why can I not click GENERATE/REGENERATE in the report tab?
A: Report generation is available only while the session is OPEN.

Q: Why are no devices available for assignment in my session?
A: Only active devices are available. Check the device master listing and activate the required device.

Q: Why is my scanned item marked invalid in Scan Form?
A: The code may not match an active item setup, or item/serial validation rules are blocking it.

Q: Which report type should I use: Scanned, Active, or All Items?
A: Use Scanned Items for captured-only analysis, Active Items for current active inventory scope, and All Items for full reconciliation coverage.

Q: Can I edit or remove records after session closure?
A: No. Closing a session is designed to lock operational edits and preserve reconciliation integrity.