Ensure all stock taking is done according to Bateel’s procedures to minimize errors and allow for proper financial controls 6.1 – 6.8 Stock Count Template_FINAL.xlsm
1. The inventory date is scheduled and agreed upon with the Operations Manager for every location. The same information will be communicated to the inventory team and LP. 2. After the inventory date is confirmed, the Boutique Manager is to apply for the necessary mall permits (work permit- outside of usual trading hours). 3. The Ops team will ensure that all the boutiques are supported and have the count sheets verified and accurate. 4. The Boutique Manager must update the count sheet according to his inventory with the accurate NAV item codes and description and cross verified if the Excel count sheet has no errors. In case of any errors, the ops team should be immediately informed. a. Create a sheet per counting location: niche, shelves, closet, etc; b. Don't change the structure of the counting location, when you require to add a new one just copy the sheet; c. The columns of the counting sheets shouldn't be changed; d. Rename the Sheets according to your boutique structure to facilitate the counting with the team; e. Always verify if the items have correct Code and Description as per NAV.
5. The Boutique Manager is to brief his/her team and plan the team ’ s schedule accordingly.
6. All pending transfers in Navision must be cleared.
7. All pending manual bills should be posted on the system and should not occur in any cases.
8. No deliveries should be received 1 day before the scheduled stocktaking date (exceptions for urgent customer orders). 9. Free Tastings should be posted daily and after closing hours under correct item name, quantity, and weight (before inventory count starts).
10. After close of business open the Stock Take in NAV (follow pics below).
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1. Save the file in your boutique HD and open the file. As it is a macro enabled Excel file make sure that you trust the source and enable macros.
2. Copy or Export the open Stock Take from NAV to Excel.
3. Copy the columns A, B, C: Item No. | Description | Unit of Measure to STOCKTAKE NAV tab in your sheet.
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4. Print Counting Sheets, assign the team and start the stock count.
5. Insert the count in Excel.
6. If require add items in the Excel counting sheets.
7. Whenever you update the counting sheets go to CONSOLIDATION TAB and REFRESH ALL.
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8. In the CONSOLIDATION TAB you can Verify which items aren't in the STOCKTAKE NAV.
9. In the STOCKTAKE NAV you can verify which items aren’t' in the CONSOLIDATION (stock count) .
10. Make sure there aren’t any duplicate items in the CONSOLIDATION highlighted RED.
11. When you have copied all the stock count and cross verified all the items, copy the CONSOLIDATION columns A, B, C from line 2 below to another Excel sheet according to the NAV Stock Take layout.
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12. Delete all the lines of NAV Stock Take and paste accordingly the CONSOLIDATION columns code and quantity.
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13. Once the encoding is completed in NAV, a confirmation email needs to be sent to the Cost Controller with the reference number along with a scanned copy of the physical count sheet.
PLEASE NOTE:
1. Each area of the Boutique must be divided and assigned to the team members and handwritten records need to be kept. 2. The Boutique Manager is responsible for the STOCK COUNT SHEET.xlsm update and ensure that is working properly. 3. The Boutique Manager is not required to do the counting but he is responsible for the posting and verifying the count. After counting, the Boutique Manager must do a spot check on the areas where other team members were counting to ensure proper counting.
4. Any discrepancies verified during the count should be reported.
5. The inventory controller will be sending the variance report and the Boutique Manager should verify all variances above normal and items with high value. The recounts should be proof of by photo. 6. In case there is a major variance that the inventory controller, LP and OPS assess as abnormal, there should be an audit or new Stock Take with auditors. 7. The final inventory report will be posted onto the Navision system after the approval from the Operations Manager/Country Manager.
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