Tutorials

Documentation of tracezilla

Adjust inventory in case of stocktaking or loss

You can update the quantity of a lot in stock with an adjustment or during stock-taking.

Stock-taking is an important part of keeping your inventory up to date in addition to ongoing registrations via orders.

 

Register lost goods

  1. Click Warehouse in the top menu and select Lots in the menu.
  2. Find the lot in the list. You can search for it by using the filters to the left.
  3. Click the button Adjust Quantity.
  4. The Adjustment Date is auto-filled with today’s date. Remember to correct this if the goods have been taken out of stock another day.
  5. You can enter a Comment with a description of the reason for the goods being taken out of stock.
  6. Select whether the adjustment is due to stocktaking, lost/discarded goods, used for events, taken out for product development or taken out for analysis.
  7. Fill in Actual Quantity, On Hand. This is the new quantity that is now in your inventory. The application will automatically calculate how much is gained or lost compared to the status before.
  8. Click Adjust Quantity to save the adjustment.

NB! You can only adjust quantities of goods with the status On Location.

 

 

Stock-taking

When counting on-hand inventory, you can either

  • print a list from tracezilla to note the quantity of goods in stock with a pen
  • download an XLSX file and note the quantity of goods in a spreadsheet that can be uploaded into tracezilla afterwards
  • note the quantity of goods in stock directly into the application to register the quantity immediately

NB! It is important that you update the status of your open orders before the stock-taking.

Make sure to mark orders as Dispatched or Received so that they correspond to reality. tracezilla’s stock-taking list is based on what you have registered as in stock in tracezilla.

If you have forgotten to create and receive a purchase order, the goods will not appear in the stock-taking list.

Goods that are packed on a pallet for a sales order, but which have not yet been sent out, can be marked as picked under the sales order delivery.

 

Stock-taking list in paper

  1. Click Warehouse in the top menu and select Stock-Taking in the menu.
  2. Use the filters to the left. The Count date is today’s date by default. You can limit the list to a specific Partner location, and you can further divide the the stock-taking list using Tags eg. packaging, raw materials, finished goods, etc.
  3. Click Print Stock Taking List in the top right corner.
  4. When the stock-taking is done, you register it in the application. In the column On Hand on the right side, you can enter the quantity. If the quantity shown in the field matches the quantity you have counted, you can simply click the check mark.

 

XLSX file

  1. Click Warehouse in the top menu and select Stock-Taking in the menu.
  2. Use the filters to the left. The Count date is today’s date by default. You can limit the list to a specific Partner location, and you can further divide the the stock-taking list using Tags eg. packaging, raw materials, finished goods, etc.
  3. Click Import in the top right corner.
  4. There are differences in the fields in the counting sheet, depending on whether the goods are traceable or not. Download an XLSX file With traceability and a file Without traceability to ensure that all goods are listed.
  5. Click Get Import Template.
  6. Enter the quantity of goods in stock in the green column On Hand, Counted in the downloaded file.
  7. Remember to save the file on your computer when the stock-taking is done.
  8. Go back to tracezilla under Warehouse > Stock-Taking and click Import.
  9. Select Upload file and await the message: “The file was successfully imported!”

 

Register the stock-taking directly into the tracezilla

  1. Click Warehouse in the top menu and select Stock-Taking in the menu.
  2. Use the filters to the left. The Count date is today’s date by default. You can limit the list to a specific Partner location, and you can further divide the stock-taking list into smaller bits using Tags eg. packaging, raw materials, finished goods, etc.
  3. In the column On Hand on the right side, you can adjust the quantity. Then click the check mark. If the quantity shown in the field matches the quantity you have counted, you can simply just click the check mark.

TIP: during the stock-taking, you can look up specific lots using the filter Stock Keeping Unit, and if necessary combined with Traces. You can click the individual lot and see the order log and more information.

 

 

Pay attention to documentation if you create an upward adjustment!

When the lots are empty, it is because the entire stock is registered as having been fully disposed and all goods have left the warehouse location.

On each lot, there is an order log, which shows adjustments and which orders a lot has been disposed in. It would be inexpedient for the sake of traceability if the quantity of goods in a lot is adjusted upwards.

For example, if you receive 20 kg of goods

  • 4 kg is consumed in a production,
  • 6 kg in another production,
  • 2 kg in a third production
  • and 8 kg in a fourth production

and then by adjusting the quantity to 21 kg, you will not be able to document where the extra 1 kg comes from.

In that case, you should investigate whether you may have forgotten to adjust the quantities on a production order (production registrations) or whether 1 kg comes from another lot.

Outline