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Documentation for stocktake reports (#443)
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Oliver
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@@ -4,22 +4,144 @@ title: Part Stocktake
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## Part Stocktake
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The *Part Stocktake* tab provides historical stock level information for a particular part. The stock history data displayed here is provided by the users, by performing part stocktake as required.
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A *Stocktake* refers to a "snapshot" of stock levels for a particular part, at a specific point in time. Stocktake information is used for tracking a historical record of the quantity and value of part stock.
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Each stocktake entry is recorded, storing the following data:
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In particular, an individual *Stocktake* record tracks the following information:
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| Parameter | Description |
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- The date of the Stocktake event
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- A reference to the [part](./part.md) which is being counted
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- The total number of individual [stock items](../stock/stock.md) available
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- The total stock quantity of available stock
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- The total cost of stock on hand
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### Stock Items vs Stock Quantity
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*Stock Items* refers to the number of stock entries (e.g. *"3 reels of capacitors"*). *Stock Quantity* refers to the total cumulative stock count (e.g. *"4,560 total capacitors"*).
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### Cost of Stock on Hand
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The total cost of stock on hand is calculated based on the provided pricing data. For stock items which have a recorded *cost* (e.g. *purchase price*), this value is used. If no direct pricing information is available for a particular stock item, the price range of the part itself is used.
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!!! info "Cost Range"
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Cost data is provided as a *range* of values, accounting for any variability in available pricing data.
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### Display Stocktake Data
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Historical stocktake data for a particular part can be viewed in the *Stocktake* tab, available on the *Part* page.
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This tab displays a chart of historical stock quantity and cost data, and corresponding tabulated data:
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{% with id="stocktake_tab", url="part/part_stocktake_tab.png", description="Part stocktake tab" %}
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{% include 'img.html' %}
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{% endwith %}
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If this tab is not visible, ensure that the *Part Stocktake* [user setting](../settings/user.md) is enabled in the *Display Settings* section.
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{% with id="stocktake_tab_enable", url="part/part_stocktake_enable_tab.png", description="Enable stocktake tab" %}
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{% include 'img.html' %}
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{% endwith %}
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!!! info "Permission Required"
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The stocktake tab will be unavailable if your user account does not have the [required permissions](#stocktake-permissions)
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## Stocktake Reports
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While a *Stocktake* entry records a historical snapshot of stock levels for a single *part*, a *Stocktake Report* is used to generate a report data file which contains stocktake entries for multiple parts. Stocktake reports can be generated for the entire range of parts available in the database, or a subset of parts as determined by user-configurable filters.
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Stocktake reports can be [generated manually](#performing-a-stocktake) by the user, or (if enabled) [generated automatically](#automatic-stocktake) at a specified interval.
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As there is a lot of data to crunch to build a report, stocktake reports are generated by the [background worker process](../settings/tasks.md). When the report is completed, it is saved to the database and made available for download.
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!!! tip "Background Worker"
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If the background worker process is not running, stocktake reports will be unavailable!
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Stocktake reports are made available for download as a tabulated `.csv` file, which can be opened in many external applications for further analysis.
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## Stocktake Settings
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There are a number of configuration options available in the [settings view](../settings/global.md):
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{% with id="stocktake_settings", url="part/part_stocktake_settings.png", description="Stocktake settings" %}
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{% include 'img.html' %}
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{% endwith %}
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### Enable Stocktake
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Enable or disable stocktake functionality. Note that by default, stocktake functionality is disabled.
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### Automatic Stocktake Period
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Configure the number of days between genenration of [automatic stocktake reports](#automatic-stocktake). If this value is set to zero, automatic stocktake reports will not be generated.
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### Delete Old Reports
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Configure how many days stocktake reports will be retained, before being deleted automatically.
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### Historical Stocktake Reports
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The *Stocktake Settings* display also provides a table of historical stocktake reports:
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{% with id="stocktake_report_table", url="part/part_stocktake_report_table.png", description="Stocktake reports" %}
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{% include 'img.html' %}
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{% endwith %}
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## Stocktake Permissions
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Stocktake data and actions are protected by the [stocktake role](../settings/permissions.md#role):
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| Permission | Actions Available |
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| --- | --- |
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| Date | The date at which the particular stocktake was perfomred |
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| User | The user who performed the stocktake |
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| Quantity | The total available part quantity at the specified date |
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| Notes | Any extra notes associated with the particular stocktake |
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| `stocktake.view` | View historical stocktake data for parts |
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| `stocktake.add` | Perform stocktake and generate reports |
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| `stocktake.delete` | Delete stocktake records and reports |
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### Performing a Stocktake
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## Performing a Stocktake
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To perform a new stocktake, press the *Stocktake* button located at the top-right corner of the stocktake data table.
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Manual stocktake can be performed via the web interface in a number of locations. The user can filter the parts for which the stocktake will be performed. A new stocktake entry will be generated for each selected part, and optionally a report can be generated for download.
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Here the user is presented with currently known "in stock" quantities, and can manually input a total available stock number.
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When performing a stocktake, various options are presented to the user:
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{% with id="stocktake_generate", url="part/part_stocktake_generate.png", description="Generate stocktake report" %}
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{% include 'img.html' %}
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{% endwith %}
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| Option | Description |
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| --- | --- |
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| Part | Limit stocktake context to a part. If the selected part is a [template part](./part.md#template), any variant parts will also be included in the stocktake |
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| Category | Limit stocktake context to a single [part category](./part.md#part-category). Parts which exist in child categories (under the selected parent category) will also be included. |
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| Location | Limit stocktake context to a single [stock location](../stock/stock.md#stock-location). Any parts which have stock items contained in this location (or any child locations) will be included in the stocktake |
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| Generate Report | Select this option to generate a [stocktake report](#stocktake-reports) for the selected parts. |
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| Update Parts | Select this option to save a new stocktake record for each selected part. |
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### Part Stocktake
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A stockake report for a single part can be generated from the *Stocktake Tab* on the part page:
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{% with id="stocktake_part", url="part/part_stocktake_from_part.png", description="Generate part stocktake report" %}
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{% include 'img.html' %}
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{% endwith %}
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### Category Stocktake
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A stocktake report for a part category can be generated from the *Part Category* page:
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{% with id="stocktake_category", url="part/part_stocktake_from_category.png", description="Generate category stocktake report" %}
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{% include 'img.html' %}
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{% endwith %}
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### Location Stocktake
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A stocktake report for a stock location can be generated from the *Stock Location* page:
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{% with id="stocktake_location", url="part/part_stocktake_from_location.png", description="Generate location stocktake report" %}
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{% include 'img.html' %}
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{% endwith %}
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### Automatic Stocktake
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If enabled, stocktake reports can be generated automatically at a configured interval, specified in number of days. Automatic stocktake reports are performed on the entire database of parts.
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### API Functionality
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Stocktake actions can also be performed via the [API](../api/api.md).
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!!! tip "Make sure it counts"
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It is the responsibility of the user to ensure that the stocktake data entered here are accurate
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