Stock Taking

Stock takes should be done on a regular basis to keep stock levels manageable. The end of year stock take will not be as difficult if you process at least one other stock take during the year. During the year you can do rolling stock takes on high-turnover or high-value stock, for example, food or drenches.

Using departments in VisionVPM will significantly increase your stock control, as long as:

• accurate manual records are kept when stock is taken from the clinic or transferred between branches and/or vets' cars (this may require new office procedures), and
• accurate stock transfer journals are entered into VisionVPM when stock is taken from the clinic, and
• correct department numbers are entered when inserting client/supplier invoices and general ledger transactions.

You have the ability to stock take by department. So at any stage you can do a stock take on a vet's car and the on hand quantities can be adjusted accordingly.

Full stock takes are usually required at the end of each financial year for accounting purposes. There are two methods for doing full stock takes:

1. Using the existing stock levels.
2. Zeroing the existing stock levels.

Please note that there are different procedures that need to be followed depending on whether you are zeroing your stock on hand quantities or not. These procedures are described below.

Stock Taking Tip

Rules for entering stock:

When entering the stock on hand quantities, ensure you enter the quantity in units.

For example, if the pack size is 250ml, that is, you purchase 1 bottle containing 250mls. The unit size is per ml and you have 4 bottles.
The quantity that you will be entering is 1000 (250mls x 4 bottles).

Consumables in stock taking

You are able to stock take stock items marked as Consumables. We would advise when creating Consumables that a separate Consumable Sales group is created and selected for each consumable stock item. You can then use this Sales Group to filter the stock take lists.

Please note; to include consumables in a stock take the stock item must have a Pack Cost.

If you do not wish to stock take consumables, you must ensure that the Remove consumables from stock taking lists check box is selected in Main menu > Maintenance module > Maintenance menu > System Defaults > Stock tab.