Stock taking

If your business runs a regular stock take, perform the following steps in Brightpearl:

  1. Export the items you will be stock taking (you may need to combine data from two exports based on your inventory methodology - see below).
  2. Update figures on your spreadsheet.
  3. Create a CSV from your spreadsheet.
  4. Import stock levels from the CSV.

Brightpearl WMS provides a streamlined, effective way to run stock takes.
Using WMS is preferable to using CSV imports.

Getting a stock take list

To perform a stock take the following information will need to be extracted from Brightpearl for each SKU:

  • The quantity in stock at the relevant warehouse and warehouse location
  • Products not currently in stock at that warehouse, but which are handled at that warehouse

The product list can be used to get a list of products and the current in stock value at a particular warehouse. Once the report is filtered by the warehouse the default location of each item will also be displayed and exported. If stock for the same SKU may be stored in multiple locations (multiple concurrent location management) and you wish to include this level of detail the inventory detail report can be used instead. Since the inventory detail report only shows currently in-stock products, any out of stock items will need to be taken from the product list.

Where some products are only handled at specific warehouses, items which appear out of stock since they have a zero stock level may need to be ignored on the stock take. It may be possible to filter these products out from the stock taking list if default locations are configured for everything else - items with no default location will display as If desired, a location reference can be created specifically for the purpose of flagging a product as not stocked at a warehouse. Alternatively custom fields can be used to flag items in a way which allows them to be filtered effectively.

Import stock levels

Once you have worked through your spreadsheet, create a CSV following the instructions at Products > Update inventory by CSV.

Read about updating inventory levels by CSV.

Do I have to stop work during a stock take?

Once the product list of current in stock inventory has been exported you should aim not do anything which may affect this figure, such as:

  • Receiving items on purchase orders
  • Shipping goods-out notes
  • Anything which does not directly affect the "in stock" figure can still be worked on, such as:
  • Allocating inventory to orders
  • Fulfilling orders to goods-out notes
  • Printing goods-out notes
  • Picking items ready for packing - but remember that picking inventory will remove it from its usual location which may make counting them more difficult.

Read about stock corrections

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