Finalising a Stock Take

Use the Finalise command button on the main Stock Take interface.

NOTE: It is highly advisable to get everyone out of Bookmine before finalising commences.

Finalising a stoctake locks it and updates the quantity on hand in your LIVE stock records to reflect those actually counted during the stock take. A password is required to do this.

CAUTION!! Before finalising and updating the quantities on hand in Stock from the Stock take counts it is a good idea to Backup the data files using your normal backup procedure for BookMine data. This is just a precaution in case anything goes wrong, like a power failure occurs during the update process, or you discover the counted values are grossly out of kilter with the expected values from the Stock take. In such cases you can revert to the original stored values and perhaps repeat the process after the problem has been rectified. An example where this may apply is you discover a PDT device whose counts had not been imported or the data and time on the PDT has not been set correctly which will affect the count compensation for sales made since the stock take started if doing a live stock take.

Items On Hold - If any of the items counted were on hold these remain on hold after the update. The on hand value is compensated to reflect this. If 5 were on hold before the count and 12 were counted (including those in the hold area) after finalisation the quantity on hand value will be 7 with 5 on hold.

You get several opportunities to cancel out of the finalisation.

You can elect to update quantities on all items in the Stock take, or only on those where a count has been recorded.

Note: If you have carried out a Full Stocktake you should update ALL items in the Stock take.

In the case of a stock take limited to a view of stock records that had, for example, 200 items, where only 50 had counts recorded against them, you can elect to update the quantities for those counted or for every item included in the stock take (i.e. all 200 items) . If you elect to update all items then the 150 items with no counts will be set to zero. If you elect to update only those counted, only the 50 records where counts were recorded will be updated. The remaining 150 will retain their original quantity on hand in the stock records.

If you have carried out a full Stock Take you should elect to update ALL counts.  Follow the prompts. A Password is required to prevent accidental finalising.