Solemate allows the user to do a stocktake by department or maker this can be a partial or full stocktake. A partial stocktake is by one or several departments / makers a full stocktake is all departments/ makers.
The stocktake menu gives you the ability to transfer stock takes from point of sale to BackOffice, perform audit on a stock take, and create reports that show the variances between the book stock and the actual stock take.
This makes sure you know where your stock is at all times

The steps below should be followed in order.

8.1 Stocktake Audit Report.
This report will show all the items that were counted in the store stocktake.
When the stocktaking at Point Of Sale program, an item count should be recorded, this count should correspond to this report.

Before Stocktaking
Before starting the stocktake audit report should be cleared.
A zero figure count should appear next to the location before stocktaking.
To clear
Select desired location, right click and select delete.
This will show the scan count as zero, if there was previous stocktake information.
After Stocktaking
When the stocktake is complete the staff should know how many stock items were counted. This information is located in store history in the Point of Sale program.
When the information has replicated from the store to the BackOffice program the count will match and all stock items that were counted.
This information can be viewed on screen, saved to hard drive or printed.
To view / print /save
Highlight the desired location and select print or left click twice.
This will show a print preview on the screen.
To view on screen, select the maximize box on top right of the screen
To print select the print icon and to save to hard drive select the save option.

8.2 Stocktake Freeze.
This function should be used as soon as the stocktake is complete before any new stock movements are made. The stocktake must be frozen before trading commences in the location that where the stocktake was done.
This function allows the user to “freeze “the stocktake so changes can be made before it is updated. Freezing a stocktake tells the system when the stocktake was done and from which point in time the stock can be updated from.
The stocktake can be frozen for any length of time necessary until updated.
To clear freeze
Always clear the freeze before commencing.
Highlight the location and click on CLEAR FREEZE
A confirmation message ‘OK TO UNFREEZE STOCKTAKE?’ will appear – select YES.
A message ‘STOCKTAKE UNFROZEN” will appear – select OK

8.2 Stocktake Freeze.(cont)

To freeze stocktake
Highlight the desired location by left clicking and select OK.

Full stocktake by department–
Left click on select all.
A YES will appear next to all the departments.
Select Freeze
Partial stocktake by department–
Double left click on the relevant departments.
A YES will appear next to the selected department.
Select Freeze.
Full stocktake by Maker–
Select BY MAKER
Left click on select all.
A YES will appear next to all the makers.
Select Freeze
Partial stocktake by Maker–
Select BY MAKER
Double left click on the relevant makers
A YES will appear next to the selected makers.
Select Freeze.

A confirmation message will appear OK TO FREEZE?
Select YES
As the relevant department / maker are frozen the YES will disappear.
When finished a message “STOCKTAKE FREEZE BY DEPT/MAKER COMPLETE” will appear – Select OK.
The stocktake is now frozen
Select the BACK button to go back to the main menu

N.b The time it takes to complete this task depends on the size of the data.
Don’t do any more tasks or click the mouse again until you receive the stocktake complete message.

STOCKTAKE COUNTED BUT NOT FROZEN
This report will generate a list of items that cannot be frozen. Print this report.
This may be because they don’t belong to the department / maker stock / or the colour / size has been changed. Either ignore the items (wrong department / maker) or change the stock details to reflect the right details and freeze again.

8.3 Stocktake Manual Count Entry.
This function allows the user to enter any items that were not able to be entered at the time of stocktaking. For example Good s with damaged barcode, or missing barcodes.
Select the location and select OK.
The style / colour / size / book count / store count / and variance will appear.
The book count column will appear in yellow and the variance in red.
All styles from the department / maker selected to be frozen will appear in white.
Use the scroll bar to select the style that needs to be added.
N.B Only the store count (white box) can be modified.
When finished entering all missing styles select OK.
These items are now added to the stocktake.

• Another method is to use stock adjustments in Daily activity menu after the stocktake has been updated.

8.4 Stocktake Variance Report.

This report shows any variation between the stock counted in the location (store count) and the stock figures in the system (book stock).
This report shows any gain or loss that has been made.
This report gives the store location and
• Style Code
• Stock Description
• Maker
• Colour Code,
• Size Code,
• Cost of the goods
• Book Stock,
• Store Count
• Variance quantity
• Variance value
• Manual Count, Variance, and Loss/Gain.
The totals for book count and store count and variance quantity and variance value are shown as totals at the end of the page.

8.5 Stocktake Update.
This function allows the user to update al the store count as the new opening stock figure.
Once all adjustments have been made the stocktake is ready to update.
To update
Select the location to be updated, by left clicking the mouse, a small black arrow will appear and select OK.
A message will appear OK TO UPDATE STOCKTAKE
Select YES

NB The time it takes to update will vary depending on the amount of unit’s stocktaked. Don’t do any more tasks or click the mouse again until you receive the message STOCKTAKE UPDATE COMPLETE.

Update
The stocktake is updated when the message STOCKTAKE COMPLETE appears.
Select OK.
To check look at a stock transaction enquiry for a particular stock item, this will show the date of the stocktake update stocktake in / rev.
Stock Valuation
After the stocktake has been updated, the stock valuation by location will can be saved / printed.
This will show the cost and retail value of the stock.
To view / print this report select
• REPORTS / STOCK /STOCK VALUATION BY STORE

3.1 Stock Enquiry
This function will show the requested style current stock on hand.
To access this function
1. Select Enquiries Menu from top taskbar (left click)
2. Highlight Stock Enquiry and left click.
To view stock on hand
1. Enter in the style number or description, select the style and OK.
2. A Stock Enquiry overview screen is displayed on screen
3. Select the COLOUR / SIZES button to view all stock on hand for all locations and sizes for this colour will be displayed.
4. To view the styles next colour stock on hand select NEXT COLOUR.
5. Sales for this style are displayed in red
6. This will continue until all colours for this style is displayed.
To view all transactions for this style
1. Enter in the style number or description, select the style and OK.
2. A Stock Enquiry overview screen is displayed on screen
3. Select TRANSACTIONS to view all the stock movements linked to this style.
4. Select a date range and press O.K.
5. Every transaction associated with this style within the date range will be displayed.
To view specific transactions by location / style / colour / size
1. Enter in the style number or description, select the style and OK.
2. A Stock Enquiry overview screen is displayed on screen
3. Select TRANSACTIONS button to view all the stock movements linked to this style.
4. Select a date range and press O.K.
5. Enter in the required information by using drop down boxes.
6. Every transaction associated with this style for the date range selected will be displayed.
7. Select OK when finished.

3.2 Customer Accounts Enquiry
Only if you are running customer account at Point Of Sale then the following features are relevant.
3.2.1 Customer Enquiry
This function is used to view account customers purchase details.
To access this function.
1. Select Enquiry Menu from top taskbar (left click)
2. Highlight Customer Enquiry and left click.
To view Customer Details
1. Enter the customers name or select from the list by double clicking the mouse.
2. If this is the right account, select ok.
3. The customers aged balance and sales information is displayed.
4. Click TRANSACTIONS to view sales details or HISTORY
5. Click NOTES to view notes associated with this customer.
6. Select OK when complete.

3.2.2 Customer Transaction Enquiry
This function is used to view account customers transactions.
To access this function.
1. Select Enquiry Menu from top taskbar (left click)
2. Highlight Customer Transaction Enquiry and left click.
To view Customer Details
1. Enter the customers name or select from the list by double clicking the mouse.
2. If this is the right account, select ok.
3. The customer’s transactions are displayed.
4. Select OK when complete.

3.3 Credit Note Enquiry (Cancel Credit Note).
This function will show the user the status of credit notes.\
To access this function.
1. Select Enquiry Menu from top taskbar (left click)
2. Highlight Credit Note Enquiry and left click.
To view Credit Note details
1. Enter the credit note number required.
2. These details are displayed
 Credit note number
 Credit Note date
 Surname
 Value of the credit note
 Redeemed If yes T ( TRUE ) will be displayed in this field
If not redeemed this field will be blank.
 Store redeemed If yes the store location code will be displayed.
If not redeemed this field will be blank.
3. To view full customer details double click the credit note details.
To cancel a Credit Note
1. Enter the credit note number required to be cancelled
2. Double click on the credit note details.
3. The system will ask “Would you like to Cancel Credit Note?’’
4. Select YES to cancel.

3.4 Gift Voucher Enquiry
This function will show the user the Gift Vouchers not redeemed.
To access this function.
1. Select Enquiry Menu from top taskbar (left click)
2. Highlight Gift Voucher Enquiry and left click.
To view Gift Voucher details
1. Enter the Gift Voucher number required.
2. These details are displayed.
 Gift Voucher number.
 Gift Voucher issue date.
 Surname.
 Value of the Gift Voucher.
3. To view full customer details double click the Gift Voucher details.

To cancel a Gift Voucher
1. Enter the Gift Voucher number required to be cancelled
2. Double click on the Gift Voucher details.
3. The system will ask “Would you like to Cancel Gift Voucher?’’
4. Select YES to cancel. And remove from list

3.5 Layby Enquiry
This function allows the user to check layby details
To access this function.
1. Select Enquiry Menu from top taskbar (left click)
2. Highlight Layby Enquiry and left click.
To view Layby details
1. Enter the Layby number required or search via the surname
2. These details are displayed.
 Customer details.
 Lay By creation date.
 Last payment date
 Current Balance.
3. To view all the transactions associated with this layby select O.K.

N.b Laybys can only be cancelled in the point of sale system.

6.1 Stock Year to Date (YTD) Best Sellars.

The stock year to date best sellers report gives you information about the products that are your best sellers over the current year.
This report varies in the information given depending on the ranking / filters that was chosen.

The rankings are
• Units sold
• Sales value
• Style code
• Style description
The optional filters are
• Department
• Category
• Label.
The information that this report contains
• Rank
• Style
• Style Description
• Cost
• Sell
• Received
• Sales
• Value
• % of sales
• Profit
• % of profit
• Total SOH.
This report can be displayed on screen or printed, one day or over a period of time and for one or all locations. Select the location, time period and output (screen / printer).

6.2 Month to Date (M.T.D) Stock Movement Report.

This report will show the movements of stock over a monthly period as at the date selected.
The program will ask for a range of stock codes or all.
The report this information contains is
• Stock code and Stock description.
• Stock on- order.
• Opening stock.
• Stock receipts.
• Stock adjustments.
• Sales / Returns / On – Hand.
This report will show a total for all the colours that the style
This report can be displayed on screen or printed for all locations.

6.3 Year to Date (Y.T.D) Stock Movement Report.

This report will show the movements of stock over a yearly period as at the date selected.
The program will ask for a range of stock codes or all.
The report this information contains is
• Stock code and Stock description.
• Stock on- order.
• Opening stock.
• Stock receipts.
• Stock adjustments.
• Sales. / Returns / On – Hand.
This report will show a total for all the colours that the style
This report can be displayed on screen or printed for all locations.

6.4 Stock Valuation by Season.

This report will show the value of stock classified by season.
When the stock is created in stock details a season is allocated to that style.
The information this report contains is
• Season
• Quantity of stock held
• True cost
• Last Cost
• Wholesale Cost
• Retail Cost
• Total store valuation.
This report can be displayed on screen or printed.
Select the location and output (screen / printer).

6.5 Stock Valuation by Store.

This report will show the value of stock on hand (as at the time of printing) in the selected location.
The information this report contains is
• Store Identification
• Store Location
• Quantity ( Number of stock items )
• True Cost
• Last Cost
• Wholesale Cost
• Retail Cost
This report can be displayed on screen or printed.
Select the location and output (screen / printer).

6.6 Stock Valuation by Supplier.

This report will show a valuation for stock on hand in a selected location ranked by supplier and the season.
When the stock is created in stock details a supplier and season is allocated to the style.
The report this information contains is
• Location selected
• Supplier
• Quantity of items from that supplier by season and a total of all seasons.
• True cost
• Last Cost
• Wholesale
• Retail Cost

This report can be displayed on screen or printed, and for one or all locations.
Select the location, season and output (screen / printer).

6.7 Stock Valuation by Department.

This report will show a valuation for stock on hand in a selected location ranked by department and the season.
When the stock is created in stock details a department and season is allocated to the style.
The report this information contains is
• Location selected
• Department
• Quantity of items from that department by season and a total of all seasons.
• True value
• Wholesale value
• Retail value

This report can be displayed on screen or printed, and for one or all locations.
Select the location, season and output (screen / printer).

6.8 Negative Stock Report.

This report will show stock items that are showing a negative figure.
A negative figure occurs when a sale is made of an item that has no stock on hand.
There should be NO negative stock figures.
The following are some reasons for negative stock figures
• Incorrect opening stock figures.
• Stock not receipted at back office properly.
• Incorrect barcodes.
• Transfer problems.
• Selling the wrong item through search function.
To Investigate- look at the movements of this stock item through Stock Transaction Enquiry this will show stock receipts, transfers, and sales
To adjust – Use the stock adjustment to achieve the correct stock figure.

6.8 Negative Stock Report. (Continued)

The information contained in this report is
• Location
• Style code
• Description
• Colour
• Size
• Maker
• Label
• Negative Quantity

This report can be displayed on screen or printed, and for one or all locations.
Select the location, season and output (screen / printer).

6.9 Stock Status by Maker. (Supplier)

This report will show the stock status of all styles ranked by its maker.
The report will generate all makers in alphabetical order.
The information contained in this report is as follows
• Maker Code / Supplier name
• Opening stock – Quantity and Value and expressed as a % of total stock
• Purchases – Quantity and Value
• Sales Quantity and Value and expressed as a % of total sales value
Profit and expressed as a % of total sales value.
• Current Stock Quantity and Value and expressed as a % of total stock

This report can be displayed on screen or printed, one day or over a period of time and for one or all locations. Select the location, time period and output (screen / printer)

6.10 Stock Status by Department.

This report will show the stock status of all styles ranked by department.
The report will generate all departments in alphabetical order (by department code).
The information contained in this report is as follows
• Department Code / Department
• Opening stock – Quantity and Value and expressed as a % of total stock
• Purchases – Quantity and Value
• Sales Quantity and Value and expressed as a % of total sales value
Profit and expressed as a % of total sales value.
• Current Stock Quantity and Value and expressed as a % of total stock

This report can be displayed on screen or printed, one day or over a period of time and for one or all locations. Select the location, time period and output (screen / printer)

6.11 Stock Status by Label

This report will show the stock status of all styles ranked by label.
The report will generate all labels in alphabetical order.
The information contained in this report is as follows
• Label Code / Label name
• Opening stock – Quantity and Value and expressed as a % of total stock
• Purchases – Quantity and Value
• Sales Quantity and Value and expressed as a % of total sales value
Profit and expressed as a % of total sales value.
• Current Stock Quantity and Value and expressed as a % of total stock

This report can be displayed on screen or printed, one day or over a period of time and for one or all locations. Select the location, time period and output (screen / printer)

6.12 Stock On Hand by Store

This report will show stock on hand by store (as at the time of printing).
The report will rank the stock by maker and the associated label.
The report will show
• Style code / Description
• Colour / size
• Last Cost
• Retail cost
• Warehouse on hand
• Stock on hand
• Extended cost (Stock on hand x last cost).

Optional Filter.-
This filter allows the user to only show sales greater than a nominated amount for a specific time period. Enter the nominated amount and time period.
This report can be displayed on screen or printed, and for one or all locations. Select the location, and output (screen / printer)

6.13 Discount Stock Report

This report will show discounts given at the store level.
• Style code / Description / Colour / Size /
• Quantity
• Retail Price
• Selling Price
• Discount expressed in dollar terms
• Discount expressed in percentage ( %) terms

This report can be displayed on screen or printed, and for one or all locations.
Select the location, season and output (screen / printer).

6.14 Stock Receipt Print

This report will show stock receipts that have been generated within the selected time period.
This report is used to audit previously entered stock receipts.
The report will show
• Receipt number / Date
• Style / Colour / Quantity / Cost Price / Extended Value

This report can be displayed on screen or printed, one day or over a period of time.
Select the time period and output (screen / printer

6.15 Dead Stock Report

This report will show you items that have not sold for a particular period (i.e. dead stock).This report allows the retailer to focus on slow selling items to employ strategies to move this stock to allow for more profitable lines.
To generate this report enter the minimum sales quantity needed.
The report will show
• Style code / Description / Colour / Size
• First delivered date
• Department / Maker / Label
• Quantity sold.

Optional Filters.-
• Department
• Category
• Maker
• Label
• Season

This report can be displayed on screen or printed, one day or over a period of time.
Select the time period and output (screen / printer).

6.16 Stock Summary by Department

This report will show a summary of stock for all styles ranked by department
The report will generate all departments in alphabetical order (by department code).
The information contained in this report is as follows
• Department Code / Department
• Opening stock – Quantity and Value and expressed as a % of total stock.
• Transfers In – Quantity and Value
• Transfers Out.-Quantity and Value
• Adjustments -Quantity and Value
• Stocktake Adjustments - Quantity and Value
• COGS Sales - Quantity and Value
• Current Stock - Quantity and Value and expressed as a % of total stock.

This report can be displayed on screen or printed, one day or over a period of time and for one or all locations. Select the location, time period and output (screen / printer).

6.17 Stock on Hand (SOH) and Sales Report.

This report will show the current stock on hand figures and sales on the same report.
The stock on hand figure is from the date printed and the sales can be for a specified time range.
To make this report shorter in length by not displaying all styles, you have an option
 “Hide all stock on hand and units sold “, click on the box to place a tick.
To run this report, select the location / season and sales timeframe.
Optional Filters
• Department
• Category
The information is displayed in style code order.
The information contained in this report is
• Style / Description / colour
• Department
• Cost and Retail price
• Total retail value
• Size run and current stock on hand
• Year to date units sold

This report can be displayed on screen or printed, one day or over a period of time and for one or all locations. Select the location, time period and output (screen / printer

6.18 Stock on Hand Report.

This report will show the current stock on hand.
The stock on hand figure is from the date printed.
Options
 “Hide all zero stock on hand “, click on the box to place a tick.
 “Hide all costs” click on the box to place a tick

To run this report, select the location and season.
Optional Filters
• Department
• Category
• Maker

The information contained in this report is

• Style / Description / colour
• Department / maker / label / season ( options)
• Cost ( optional) and Retail price
• Total retail value
• Size run and current stock on hand
• Total / Value / Retail.

This report can be displayed on screen or printed, for one or all locations

The master files that are available are

In the Stock Menu
• Style Listing
• Colour Listing
• Size File Listing
• Department Listing
• Style by Label Listing

In the Supplier Menu
• Supplier Listing
• Label Listing

The software will ask whether you would like the report on screen or send it straight to the printer.

If you would like to print part of or save the report to your computer and select screen.

To save a report onto your computer

• Select view report on screen
• Select the floppy disc icon ( save as)
• Select location to be saved
• Enter a name for the report
• Select a SAVE AS file type (PDF is recommended)

To delete an existing Purchase Order
1. Enter the supplier whom the order relates to.
2. The existing orders will be displayed.
3. Double-click with your mouse on the order to be deleted and left click
4. Click on the DELETE ORDER button in the bottom left hand corner

To change an existing Purchase Order
1. Enter the supplier whom the order relates to.
2. The existing orders will be displayed.
3. Place the mouse over the order to be changed and left click.
4. The Purchase Order Entry screen is displayed select OK to make changes.
5. Select COMPLETE when finished and then OK to print.