Stocktakes

In the Stocktake area of IndiCater you can record a Detailed Stocktake using your supplier catalogues, a Detailed Line Check (this will show if you have this option activated), a Simple Stocktake to just record a total value per category, a Theoretical Stocktake (if activated the calculated theorectical stock can be converted into an actual stocktake) and a Dish Stocktake (if activated, you can record stock by dish, rather than by item)

Only use Simple Stocktaking if instructed by your head office. Most clients will be recording Detailed Stocktaking.

What does the page show me?

The landing page will show you the value of your current closing stock, i.e the last stocktake you have done for a stock location with a value greater than 0.  Click on either Detailed or Simple to see the value recorded in either of those types.

Stocktake Date: this is the date the stocktake was recorded

Department Name: this is the department the stocktake was recorded against. Some clients don't have different departments in an outlet so this may say General or it might be more specific depending on your company set up

Location: this is the name of the stock location the stocktake was recorded against

Closing Stock Value: this is the total value of the stocktake based on the catalogue prices at the time of the stocktake

Summary: this is a summary of the stocktakes by purchasing category type.

How do I record a Detailed Stocktake?

click Add Detailed Stocktake.

On the page that opens, select the department, stock location and the correct date (it will default to today).

The list of your products in the chosen location will now be displayed. The ticks in the column P indicate that a stocktake has been recorded against this item previously. Click on the Toggle Items button to display all items.

You can search for an item using the Search box, simply type for the word for the item you are looking for, it will be displayed.

Use the Case, Pack/Sleeve and Ind (Individual) columns to enter the correct quantities. You can do a mix so can enter 1 case plus 5 individual if you want. You can also record decimal places.  You can move across these cells using the tab and/or arrow keys, or by using the mouse to click around.

The Stock Value column on the right will calculate the line value as you enter the quantities.

If you need to ADD A NEW PRODUCT whilst recording your stocktake, click +New Product. You can search for an item, tick it on the left and then click Add. It's now in your list ready for you to record stock.

If the item in the Stock Item column has a bin icon next to it's name that means the item has been delisted.  If you hover over this icon a pop up message will appear saying Delisted Stock Item.  Once a zero stocktake has been recorded against this item it can be removed from the stock location.

You can click on the column headings to sort. You can also adjust the column widths.

Once finished, click Submit.

Editing a Stocktake

To edit a stocktake go to the week the stocktake was recorded on and click on the required stocktake. Make the required changes and click on Submit. You won't be able to edit it if the data has been exported or the week is closed.

How do I roll my stock over for another week?

If your last stocktake is still valid and nothing has changed, you don't need to update it in IndiCater. It will stay included in your closing stock figure until it is updated. For example, your June stocktake of £2000 of drinks is still the same in July but the food has changes from £1000 to £1500. In July you will need to record a new food stocktake but you don't need to record a new drinks one. The closing stock figure from June will still be used in all reports. Carried forward stocktakes are identified by two black arrows in the CF column.

Can I print a stock sheet?

If you would rather print the stock sheet and then enter it into IndiCater later, go to Reports and Click All Blanks Stocksheets in the New Reports drop down. You can either print all Stock Locations or select a specific one. You can also reduce the list of options by selecting the Stock Location Type. This is only useful if you have set up some stock locations for ordering only and other for stocktaking only.

Click on the disc icon to download the report into your preferred format for printing.

Can I upload an excel document of my stocktakes?

We do have a client option which enables you to download a stock sheet into excel, fill it in and upload it. Please ask your head office to speak to their IndiCater account manager if you would like to discuss this option.

Why can I see an old stocktake as part of my stockcount?

A stocktake will continue to be counted in your closing stock figure until you update it. For example, if you record a stocktake of stock location Supplier A in October and then don't ever update it, that stockcount will continue to be the closing stock value for that stock location. It will only be updated once you record a new stocktake for stock location Supplier A. If you don't want to use that stock location any more as you are now counting that stock in a different stock location, you need to record a zero value stocktake.

How can I get rid of an old stocktake?

If you still have an old stocktake being included in your closing stock calculation that you don't want anymore, you'll need to record a zero value stocktake.

To do this, click Add detailed stocktake, find the relevant stock location and click Submit without amending any quantities. 

This will update the stock in that stock location to zero.

What does the Mobile button do?

If you want to do your stocktake on a mobile device, you have the option to click Toggle to change the view of the stocktake. This view shows one product at a time and you can use the search field or click to move to the next product.

You can still choose to do a stocktake the standard way on your mobile device if you prefer the look and feel.

Can I record stock of a dish I have just made?

To do this, please speak to your head office who can contact their IndiCater account manager for more information on how to do this.

How do I record a Detailed Line Check

This is a client opiton and will only show if it has been activated. The Detailed Line Check is used to check any variances against the expected stock.

For guidance on setting this up and recording a line check, please refer to the Line Check user guide.

How do I do a Simple Stocktake?

Please check with your head office about whether you should be using Simple Stocktakes.

Click on the Simple tab at the top of the page.

Choose the correct date.

Choose your Department and Catgeory and add in the value.

The Last Closing Value will show you the opening stock value, so the last recorded simple stocktake for this purchasing category.

Click on Submit.

How do I do a Theoretical Stocktake?

If activated, click on the Theoretical Stocktake button, guidance will be in the help area on that page.

How do I do a Dish Stocktake?

If activated, click on the Dish Stocktake button, guidance will be in the help area on that page.