April 2009

Processing a stock take in Pastel Xpress 2009

Pastel Xpress 2009 has simplified and automated the stock take process, by including a Count Inventory function. This feature makes finalizing stock figures as easy as 1-2-3.

The Count Inventory function allows you to confirm that the theoretical quantities on the system are in agreement with the physical quantities you have in your warehouse. If differences are found, the system creates inventory journals to correct the theoretical quantities.

To access this function :

  • Select the Process | Count Inventory option.
  • You can also use the System Navigator to navigate to this function.


  • It is important that you make backups before starting since this process is irreversible.
  • The system will ask you to confirm whether you wish to Rebuild Batch Quantities. It is advisable to select ‘Yes’. This function checks all inventory transactions, including unposted values and recalculates your inventory values.

Processing a Count Inventory

Step 1 : Take a Snapshot

The first step in the Count Inventory process is to take a snapshot of the items you wish to count. A snapshot is a copy of the quantities of items at that particular point in time.

To snapshot quantities, follow the user friendly assistant. Choose the items to include in the inventory count by selecting the relevant ranges in the criteria specified – see the image below:

Once the snapshot has been done, you can continue with the assistant and the following screen displays:

Step 2 : Print a Count Sheet

Print Count Sheets with which the users counting the stock can record their values.

Step 3 : Enter Quantities

You are able to enter the physical stock quantities counted, in one of two ways:

  1. Manually entering the quantities;
  2. Importing a text file that contains the physical quantities on hand.

Remember :

  • The system will use the quantities entered as the correct quantity on hand for that item. For example, if you had 10 of a particular item in stock and you entered in 12, the system will update 12 as the quantity available.
  • If you enter 0, the quantity available will be updated to 0.
  • If you do not enter a quantity, the system will retain the original quantity. For example, if you had 10 of an item in stock and you do not enter a value when updating quantities, your quantity available will be 10.

When entering all items captured on the Count Sheet, ensure that the option Show Items in Snapshot Only is selected. Items that appear in red refer to service items or items not on the snapshot.

To import quantities into the inventory count, it is important to note that your text file must be prepared according to the file layout that the system requires. For more detail on the file layout structure, click on the Help button at the bottom right corner of the count screen.

Step 4 : Print a Count Variance Report

Once you have input your quantities, you should examine any variances between the system quantities and the actual quantities counted. Do this by printing the count variance report as shown below.

Step 5 : Update Quantities

Once the variances have been determined, the last stage in the inventory count procedure is to update any differences between the theoretical and physical quantities and clear the snapshot. Select the period in which you wish to adjust your inventory quantities.

Click the Next button, followed by Process to clear the snapshot and update all quantities.

This completes your Count Inventory process; you may view the new quantities by clicking on View | Inventory Quantities.

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