Guide - Daily Stocktakes

Starting Stocktake

Login to TCC live and ensure orders have been received. All order should be entered and received on stock arrival, confirming accurate delivery and quantities were delivered,

See Receiving stock guide.

Click Start stocktake

If you are unable to start a stocktake and “Continue Stocktake“ is the only available option you will need to finalise or reset the open stocktake prior to commencing a new one.

Choose the type of stocktake being completed.

1. Interim = Daily Stocktakes ONLY

2. Theoretical = Please Ignore

In this guide we will be completing a Daily stocktake to view the TOP 10 items

Excluded departments are any groups that we aren’t completing a stocktake on. Typically this is limited to products that aren’t part of recipes. i.e. Cleaning / Chemicals

Complete the details in the starting page to give accurate data on completion.

1. Sales (Net Sales)

   1. Use Oracle R&A Oracle MICROS Simphony → Custom Reports → Sales by Store net gst to retrieve data for the period

2. Labour Costs - Ignore

3. Promotions - Ignore

4. Expenses - Ignore

5. Wastage - Will auto populate if you are recording wastage through the wastage function.

For any additional information this can be placed under comments to be included in the final report.

Click “Start Stocktake”, ensure you use the button on the right highlighted as the other will refresh the screen resulting in losing all data input.

For the daily count, select “Daily Stocktake” as your floor plan

Commence counting the TOP 10 items in the interim stocktake

There are two columns to enter the counts into

• Stock Counted = The full purchase unit of the product i.e. CTN, 1Kg, Packet, Each This can be found in the pack size or the Product Code.

• Inners Counted = The size of bag / pack with in the outer unit for example 1KG

In the example 1 CTN of 6KG of Coffee and 1 single pack of Signature Beans was counted

There is also colour coding on each line to assist.

In the example of Eggs there is 15 dozen in a CTN however it is represented as UNIT = 15 Trays the inners counted is 1 tray.

To count eggs individually, simply divide the count of the individuals by 15 and enter in the Inners. For example 1 Carton + 1 Tray + 3 Eggs

This would be entered as 1 in Unit and (3/12) = 0.25 + 1 Tray 1.25

An example for bacon is it comes as a 2 x 2.5 KG CTN

2 CTNS, 1 Full bag and 1 KG

This would be entered as 2, (1/2.5) = 0.4 + 1 Bag = 1.4

If you count an item that has zero stock on hand meaning you haven't received any order the line will be highlighted in yellow for you to double check. This may be due to an error in count from previous week or stock not being received into the system,

Once you have counted and entered each item on the stocktake list, review your entries for accuracy and click “finalise stocktake”.

You will now be presented with a summary page of all floor plans to confirm that you have counted all items on the Floor Plan.

Finalising Stocktake

Once the count is confirmed click “finalise stocktake” again you can go back to the stocktake, or save and come back later using the applicable buttons.

Once the stocktake is finalised you will receive a notification.

Reviewing your Stocktake

to review your daily stocktake go to Recipes & COGS Menus → COGS Menus → COGS by line

Results

This report will reveal the variances for your daily stocktake based on the item sales, recipes, your count and purchases for each product counted.

Actual Usage: how much product was used during the period

Ideal Usage: how much product should have been used compared to the recipe and sales of that item

Var: variance between actual and ideal usage

Var$: cost of the variance between actual and ideal usage

Weekly variation: projected weekly cost of the variance between actual and ideal usage

Annualised variation: projected annual cost of the variance between actual and ideal usage

Refer to the COGS guide for more information and what to look for when identifying gaps between actual and ideal usage

Updating Your Stocktake

If you find upon reviewing your stocktake results that you have variances or notice a miscount you can adjust the stocktake by completing the following steps:

1. Click on Stocktake menu up the top

2. Select previous Stocktakes

Click reset against the Interim stock take.

Update values, finalise and review results again