[Revised Apr 05]
An efficient way to do rolling stocktakes is with a Zebex PDL-20 handheld unit. Each item is scanned using the built-in barcode scanner on the Zebex, then the stock-on-hand quantity entered on the Zebex keypad. Once a shelf has been done, the Zebex is put back in its cradle to update the SoH figures on the stock card. It is a good idea to do one shelf a day and 'roll' round the shop.
Importance of regular 'Rolling stocktakes'
On average 50 items should be counted each day. Experience over a long period has shown that users who do a shelf a day, every day have accurate and useful stock control. Stock control always fails eventually for those who do not. It is no exaggeration to say that if the business does rolling stocktakes then it will have excellent stock management, and if it does not then it will fail and waste a lot of time manually modifying orders.
To stocktake using the 'Zebex'
· Turn unit on
· Press M2 to select function
· Press 1 to start the free task utility
· Press M2 to confirm
Now the stock take can begin
Scan the product barcode, and then enter the number of items, repeat process until finished. During this process you can go back, or edit the stocktake date with F6 and the < and > function keys, then M1 to proceed with the stocktake.
NOTE ; Quantities. For ease of entry, enter the same units that you normally sell or dispense in. E.g.
Front of Shop stocktake Use the units you sell in, e.g. 2 packs of Redoxon are entered as '2'.
Dispensary Use the units you dispense in, e.g. 2 x 100ml Augmentin is '200' Items in both Shop and Dispensary Use dispensary units, e.g. 2 x 4g Brolene Eye Ointment would be entered as '8'.
To read the figures in using 'Stock utility'
(This can be done either into the 'Stock Utility' or into the 'Bulk Stock Edit' utility, depending on which you find most convenient.)
On the Zebex;
When finished scanning stock, press the M1 key twice, and set the unit on its cradle.
On the computer
From the program start menu, go to Tools, Utilities, Stock Utilities, and Rolling Stocktake. From the right hand tool bar, select IMPORT.
On the Zebex
· Press 4 to upload
· Press 1 to confirm upload option
· Press E twice
The Upload to the computer is complete.
In the computer Stocktake window, you will now have a list of all the items that have been recorded in the stocktake.
Highlighted items on list
Any item in RED does not have a stockcard or is unexpectedly different.
This list can be printed out if required.
If unknown Manually entered and create a card.
if very different quantity consider whether it is a dispensary item, it may have been entered in packs by mistake (see above, 'Quantities')
To read the figures using 'Bulk Stock Edit'
Some users prefer to import the figures from the Zebex using the 'Bulk Stock Edit' function.
Scan the products you wish to make changes to using your Zebex Handheld scanning unit. You can also add retail prices if this is what you wish to change.
Go to Tools, Utilities, Stock Utilities, Bulk Stock Edit Utilities. Select Import. Make sure the correct Comm Port is selected by clicking on the 'Stocktake Unit Settings' drop down menu. Enter the number of the Comm Port.
Select 'Import' and use your Zebex instructions to download the products scanned. This will import the products to the Bulk Stock Edit Utility.
If you are choosing to update retail price you'll need to select the checkbox 'Update Retail from Scanner'. Then choose either 'Only the Highlighted Items' or 'All Items Listed Above' and make the changes.
You can also select other options on the panel at the same time e.g. change product group or print stickers.
To Zero the Zebex
To zero it ready for the next job,
From its start up menu:
· Press M2
· Press 2 for the task utility
· Press 3 to go to the delete data menu
· Press M2 to confirm delete
· And E to finally delete old data.
Tip
- Do not scan items and leave in the hand-held ahead of time, as stock levels are constantly changing. Scan and enter as soon as possible.
Drugs 'owing'
The program will take into account 'owings'. A consequence of NOT using the 'Drugs owing' system is that the stock will appear to be wrong... for more details on this see the link below.
Stock kept in two locations
Some items will be in both shop and dispensary, or perhaps in shop and storeroom. The SoH figure is the total for the whole shop, when finished filling in the list they should quickly consider whether items missing could be elsewhere and adjust before entering the figures. The program does not provide for tracking separate locations since the work of having to adjust whenever an item was taken from store to shop, or shop to dispensary, is greater than the effort of adjusting as described above.
Related topic