Purpose

Stocktake ensures inventory accuracy by freezing stock levels and comparing physical counts against system records. The Create Stock Take Plan is prepared in E-Retail, while the actual stock counting is performed in M-POS. After stock counts are submitted, HQ inventory staff can review, validate, and post adjustments back in E-Retail.

Prerequisites

• Access to Inventory Control Module > Stock Take > Create Stock Take Plan in E-Retail.

• Access to M-POS Stock Take for store counters.

• Proper store and fixture assignments.

Step 1 – Create Stock Take Plan in E-Retail

1. Go to Inventory Control Module > Stock Take > Create Stock Take Plan.

2. Click New to create a new plan.

3. Populate the top panel:

   • Start Date / End Date – Duration of the stocktake.

   • Stock Frozen On – System freezes stock at 23:59:59 of this date.

     • Must be set 1 day before the physical stock count in M-POS.

   • Location – Warehouse or Store

   • Manager – Assign responsible manager

   • Type – Choose: Product Hierarchy (L1–L4), Specific Product, or Full (recommended)

   • Note – Add remarks if needed

4. Click Save to draft.

5. Click Confirm to finalize.

   • The Stock Take Plan is now pushed to M-POS.

Step 2 – Perform Stock Count in M-POS (Store)

1. Log in to M-POS.

2. Select the correct Location.

3. Go to Back Office > Sync to download the stock take plan.

4. Navigate to Stock Take > Input Stock Count.

5. Enter:

   • Fixture No.

   • Device No.

6. Tap Next to start counting.

7. Scan items, or tap the Pen icon to adjust quantities without scanning each item.

8. (Optional) Tap Magnifying Glass icon to search by inputting key words (when there is no barcode to scan), or tap the Camera Icon to scan using camera (only if the scanner is broken)

9. Once a fixture is completed:

   • Tap Save, then OK when prompted.

10. Repeat for remaining fixtures.

11. After all fixtures are done:

• Tap Back → Edit / Print / Send to review counted lists.

• To amend, select a document and tap the Finger icon.

• To send:

  • Tap Send for an individual document, or

  • Tap Send All when all documents are verified.

• Counts will be sent back to E-Retail.

Step 3 – Review Submitted Counts in E-Retail (HQ)

1. Go to Inventory Control Module > Stock Take > Input Stock Count.

2. Open submitted documents to review.

   • Details include SKU, Fixture No., Device No., and Counter (shown in the Other Info tab).

3. If abnormal values are observed, HQ staff can Cancel the document.

   • The stock counter must re-do the count in M-POS.

Step 4 – Process Stock Count in E-Retail (HQ)

1. Go to Inventory Control Module > Stock Take > Process Stock Count.

2. Click New.

3. Click the 3-dotted button (…) and select the correct Stock Take Plan No.

4. Click Merge.

   • System will check for unresolved transfers.

   • If prompted:

     • Click Export to review hanging documents, or

     • Click Ignore if they do not affect stocktake.

   • If prompted again, click OK to continue.

5. The following columns will be generated for review:

   • Product

   • Counted Quantity

   • Discrepancy

   • Holding Quantity

   • Holding Cost

   • Variance Cost

   • Variance Quantity

6. Review carefully.

7. Click Save to keep as draft.

8. Click Post once validated.

   • All stock balances will be adjusted automatically in the system.

Notes / Tips

• Always set Stock Frozen On to one day before the M-POS stocktake.

• Use Full Stock Take type for accuracy across all SKUs.

• HQ can cancel suspicious documents and request re-counts.

• Use Export during processing to investigate unresolved transfers.

• Final adjustments only happen after clicking Post.