Auditing Stock

How to Perform an Audit (Stock Take) on Your Stock Levels in Cosmesoft

Performing regular audits (or stock takes) is a critical part of inventory management for any clinic or salon. It helps ensure that your stock levels are accurate and that discrepancies are identified and resolved in a timely manner. Cosmesoft makes it easy to perform an audit and allows your clinic to decide when an audit should be performed. We recommend this is done at minimum once a week.

Follow the steps below to perform an audit on your stock levels:

1. Access the Auditing Section

On the left-hand menu, navigate to Stock. Here, you’ll see two dropdown options: Levels and Manage.
Select Manage to begin the process of auditing stock for a specific location.

2. Select Audit Stock

In the top right-hand corner, you’ll see three options: Audit Stock, Transfer Stock, and Purchase Stock.
Choose Audit Stock to initiate a new audit.

4. Enter Audit Details

On the right-hand side, under Audit Details, the Date will default to today's date, and the Created By field will automatically display the person logged in.
If you’re running a multi-location business, you’ll also need to select a location from the dropdown to perform the audit for.

You can also Add any Notes if needed for reference.

5. Review and Enter the Actual Stock on Hand

Under Audit Order Items, on the right-hand side, a list of current stock and their levels will display.
The rows will be highlighted red until the Expected amount of stock is reconciled with the Actual stock levels.
For each product, perform a physical count and then select the pen and paper icon to type in the stock on hand.
If the amounts match, the row will turn white.
If there is a discrepancy, the row will stay red until a Comment is added. Type a comment into this section eg. spillage. and then select Save. Once the Comment is added, the row will turn white.
Continue this process for all Products in the list.
If you don't wish to include a Product in the audit, select the red x beside the product name. A popup will ask if you want to exclude the product from any future audits.

5. Add Any Missing Products

If a product has not been setup to be audited in the Product Management section, it will not appear in the audit. This may be changed later, however if you still wish to add it to the Audit, select Add Item.
Select a Brand and Product to add. Repeat for any further products you wish to include.

6. Complete the Audit

Once the Audit is complete and all items have been reviewed, select Complete Audit. Confirm the pop-up to Complete the Audit.The stock levels in the system will automatically be updated to reflect the changes based on your physical count.

6. Save an Audit

If you wish to complete the Audit at a later stage, select Save Audit. This Audit will appear in the Manage list. Return to it later by selecting Edit in the Actions column beside the audit.
Note that no other stock functions can be performed until the saved Audit is complete.

6. Cancel an Audit

Only audits that are incomplete can be cancelled.
There are two ways to Cancel an Audit.

From the Manage list, select Delete from the Actions column.
From within the Audit, select Cancel Audit. Confirm the pop-up to Cancel.

7. View the Completed Audit

After saving, the updated stock levels will appear in the Stock Ordering List.
If you’d like to review the details of the completed audit, you can select View on the audit entry to see a summary of the audit results, including any discrepancies and comments.

Reporting

Stock movements can be reported whenever requiref by running a Stock Movement Report.

1. Access the Reports Section

On the left-hand menu, navigate to Reports.
Select Reports List to view prior reportst

2. Generate a Report

Click Generate Report
Select Stock Movement.
Choose the required filters and click Generate

View the report, and delete once finished or leave it for future reference.

Summary

Regular stock audits are an essential part of maintaining accurate inventory levels in your clinic. Performing these audits helps ensure that your stock records in Cosmesoft match the actual stock on hand, allowing you to identify any issues early on and keep your inventory in check.

By following these simple steps, you can easily perform a stock audit, correct any discrepancies, and maintain an up-to-date inventory. For more detailed information on managing stock or troubleshooting any issues, feel free to reach out to Cosmesoft support.