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Stocktakes and Replenishment

A stocktake records what was physically counted and posts only the differences, so the count becomes an event in the ledger with a cause. Replenishment compares what is available with each item's reorder point and turns the shortfalls into a purchase requisition. Both are tabs on the Stock console.

Where to find it

Architect Panel → ERP - Operations:

  • Stock — the console: the Stocktake and Replenishment tabs
  • Stock Policies — reorder policies per item and location

Admin Panel → Inventory & Production:

  • Stock — the same console for storemen and buyers

Posting a stocktake

  1. On the Stock console go to Stocktake (shown to users who can record stock).
  2. For each line, enter the Item, choose the Location, name the Lot for a lot-tracked item, and enter what was Counted. Zero is a real count. Use Add line for more.
  3. For a line where you expect a gain, enter Unit cost (gains); a gain with no cost is valued at the item's current cost.
  4. Click Post stocktake and confirm with Post the stocktake.

Each difference is written as a count movement with the narrative "Stocktake: counted X, system Y", and to the ledger against the stock adjustments account when stock posts there. A line that agrees posts nothing. A stocktake can only be undone by reversing its movements.

Count lot-tracked items lot by lot: a lot-tracked line with no lot is refused. Serial-tracked items cannot be counted on this tab; correct them with Adjust movements by serial.

Reorder policies

A reorder policy says when to reorder an item at one location and how much. It wins over the item's own reorder point, which only applies at the item's default location.

  1. On Replenishment, click New policy on the Reorder policies card.
  2. Choose the Item and Location, and enter the Reorder point (reorder when available falls to this; it must be above zero).
  3. Enter a Reorder quantity, or an Order up to (max) level; blank max means point plus quantity.
  4. Optionally set Minimum order qty (MRP never plans less), Safety stock and Lead time (days).
  5. Click Save policy. There is one policy per item and location; saving again updates it.

Raising a requisition from the suggestions

  1. On Replenishment, filter by Location if you want.
  2. Read the suggestions: each item at or below its reorder point, with Available, Reorder point, Safety stock, Lead time, a suggested Order qty you can change, and From (Item's reorder point or Location policy).
  3. Tick the lines to order and click Raise a purchase requisition for the chosen lines.
  4. The message gives the requisition number; submit it from Purchasing (see Transactional Documents).

Suggestions read available, not on hand, because stock already reserved cannot cover a reorder point. The suggested quantity tops up to the maximum, or to the reorder point plus the reorder quantity. Lot sizing and minimum order quantities are MRP's, not replenishment's; see Structures & MRP.

What goes wrong

  • "N line(s) are missing an item, a location or a counted quantity": complete or remove them.
  • "A policy needs a reorder point above zero." (the on-screen hint suggests 0 is allowed; it is refused).
  • "Give a reorder quantity, or a maximum to order up to."
  • No requisition button: you cannot record stock, or the purchase requisition document type is not set up.
  • "Nothing is at or below its reorder point.": either all is well or no policies exist.

Worked example

A warehouse counts its highest-value items monthly. The team counts 40 lines in UK-MAIN, enters them with lots, and posts: "3 adjustments posted from 40 counted lines". On Replenishment, SEAL-40 shows available 380 against a location policy with reorder point 500 and maximum 2,000, suggesting 1,620. The buyer ticks it with two others and raises one requisition.

Recommendations

  • Count by location and lot exactly as stock is stored.
  • Count your most valuable items most often; nothing schedules counts for you, so keep a counting calendar.
  • Set policies per location rather than relying on the item's single reorder point.
  • Review suggestions daily for fast movers; the role centre counts items below reorder point.