--- title: "Stocktakes | Marlin Items" slug: "stocktakes-2" description: "Learn about Stocktakes in Marlin Tyre and Mechanical Workshop Software by Megabus" updated: 2024-11-25T23:24:51Z published: 2024-11-25T23:24:51Z canonical: "help.megabus.com.au/stocktakes-2" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.megabus.com.au/llms.txt > Use this file to discover all available pages before exploring further. # Stocktakes **Marlin Tyre and Mechanical Workshop Software** includes a flexible module for conducting and recording stocktakes. [YouTube video player](https://www.youtube.com/embed/urZfrba-8gA?si=vwisK2RVYArH1ME8) Stocktakes can be accessed by selecting **Daily Activity > Stocktake** from the menu bar. The stocktake window will open on the **Search** page, showing a list of open stocktakes for the current branch. Tip [Adjusting individual items](/v1/docs/inventory-adjustments) can be done without needing to begin a stocktake. ## Adding Stocktakes #### Daily Activity > Stocktake At the top-right of the Stocktake Search list, click on the **Add** action button. The **Add** pop-up window will open, containing a form for adding a new stocktake. The **[Inventory Adjustment Reason](/v1/docs/inventory-adjustment-reasons)** can be used to select a default reason that will be applied to any changes in item quantities that occur as a result of the stocktake. Inventory adjustment reasons can also be changed for individual items when conducting the stocktake. Note The default for the Inventory Adjustment Reason can be set using the **Stocktake.DefaultValue.Reason** [enterprise setting](/workshop/docs/enterprise-settings) but can be changed using the picker to the right, if required. The **Filters** list at the bottom of the Add window can be used to restrict the Items that appear on the stocktake, based on **Item Field**, **Item Type**, **Manufacturer** or **Reporting Group**. To begin the stocktake, click the **Ok** button at the bottom right of the Add window. The stocktake window will open on the **Details** tab, showing information about the stocktake at the top and the list of Items to be counted below. Counts can be entered directly into the **Count** column of the Items list. Alternatively, a **Stocktake Tally Sheet** can be printed out (by clicking on the **Print** action button to the top-right of the module window), and then the item information entered in once all counts are complete. Note Clicking the print action button for a **Closed** stocktake will generate a **Stocktake Variance Report**, rather than a Stocktake Tally Sheet. Transactions cannot be finalised for items on an open stocktake. To enable the trading of Items listed on the stocktake after the count is complete but while information is still being entered into the Marlin system, tick the **Count Completed** checkbox below the textboxes at the top of its Details tab. ### Adding Item Filters to Stocktakes #### Daily Activity > Stocktake > Add Since large inventories often require stocktakes to be done in batches, the **Filters** list at the bottom of the stocktake Add window allows the items on the stocktake to be restricted, based on **Item Field**, **Item Type**, **Manufacturer** or **Reporting Group**. To add an item filter to a stocktake, click on the **Add** action button to the top-right of the Filters list. The **Add Filter** pop-up window will open. Use the **Type** toggles at the top to select which filter to apply. The selection methods shown below will change depending on which type is selected. Note Multiple filters can be applied to a single stocktake. However, only Items that fulfil the requirements for all filters will be included. Once the appropriate filters have been added, click the **Ok** button at the bottom right of the Add Filter window to return to the stocktake's Add window. Filters can be deleted from a stocktake by selecting them in the filters list and clicking the **Delete** action button to the top-right. ## Stocktake Tally Sheets #### Daily Activity > Stocktake > [Stocktake] **Stocktake Tally Sheets** show all of the information and columns contained in a stocktake's Items list and can be generated as PDF, Microsoft Excel or Microsoft Word documents. They can be printed once the stocktake has been added, or for any open stocktakes by opening them from the Stocktakes Search list and clicking on the **Print** action button to the top-right of the module window. The **Print** pop-up window will open, containing options for configuring the Stocktake Tally Sheet. To include Items where no stock on hand is expected on the Stocktake Tally Sheet, tick the Include **0 Qty on Hand** checkbox. Alternatively, to include the expected quantities for Items on the Stocktake Tally Sheet, tick the **Print Qty on Hand** checkbox. Use the **Format** drop-down menu to select the output type for the Stocktake Tally Sheet. To generate the Stocktake Tally Sheet, click on the **Print** button at the bottom right of the pop-up window. The generated document can then be printed and used to record stocktake counts. Tip The order items appear in on printed **tally sheets** can be affected by adding additional columns to the stocktake list and clicking on the column heading to sort by it. **For example:** to create a stocktake tally sheet that is sorted by size, [add an **Item Field/Size** column to the stocktake](/workshop/docs/configuring-columns#configuring-columns), **Sort** the stocktake item list by the new Size column and then **Print**. ## Conducting Stocktakes #### Daily Activity > Stocktake > [Stocktake] Add a new stocktake, or open an existing one form the stocktake **Search** list. The stocktake window will open on the **Details** tab, showing information about the stocktake at the top and the list of items to be counted below. By default, the items list will be filtered to show only items **On Hand**. The items list can also be filtered to show **All** or only **Active** items, if necessary. Once the stock has been counted, enter the item quantities in the **Count** column. If no count is entered for an item, Marlin will assume that the actual stock matches the recorded **Qty on Hand**. Individual **Inventory Adjustment Reasons** and Notes for each item can also be added by typing in the relevant cell. Once counts have been entered, setting the items list's filter to **Variances** will show items with a difference between the recorded Qty on Hand and the actual Count. Any open [warranty claims](/v1/docs/warranty-claims) for a selected item can be viewed by clicking the **Show Claims** button to the top-right of the items list. If necessary, new [item lots](https://help.megabus.com.au/docs/lot-controlled-items#adjusting-item-lot-inventories) can be added during the stocktake, by clicking the **New Lot** button to the top-right of the items list. Items can also be deleted from the stocktake by selecting them in the items list and clicking on the **Delete** button to the top-right. To enable the trading of items listed on the stocktake after the count is complete but while information is still being entered into the Marlin system, tick the **Count Completed** checkbox below the textboxes at the top of the Details tab. Note The stocktake can be Saved at any stage by clicking on the **Save** action button to the top-right of the Stocktake window. Saved Stocktakes remain Open, however, meaning any items listed on them still cannot be traded until the stocktake is committed or the Count Completed checkbox is ticked. Stocktakes with the Count Completed checkbox ticked will still be listed as Open in the Stocktakes Search list. ## Committing Stocktakes #### Daily Activity > Stocktake > [Stocktake] Once a stocktake is completed and all necessary adjustments have been made, click on the **Commit** action button to the top-right of the Stocktake window. The **Commit** pop-up window will open, containing options for generating a Stocktake Variance Report. **Stocktake Variance Reports** show a list of the stocktake's items where the count does not match the recorded Qty on Hand. To generate a Stocktake Variance Report for the Stocktake, leave the **Generate Report** checkbox ticked. The **Format** drop-down menu can be used to select the output type for the Stocktake Variance Report. Note Stocktake Variance Reports for closed stocktakes can be printed later by opening them from the Stocktake Search list and clicking the **Print** action button to the top-right. To commit the stocktake and return to the search list, click on the **Commit** button at the bottom right. Once committed, the Stocktake's **Transactions** tab will show the journal entries for inventory adjustments created as a result of the stocktake. ## Cancelling Stocktakes #### Daily Activity > Stocktake > [Stocktake] To cancel an open stocktake, open it from the Stocktake's search list and click on the **Cancel** action button at the top-right of the module window. The **Cancel Stocktake** pop-up window will open. To cancel the stocktake and return to the Stocktake Search list, click the **Cancel Stocktake** button at the bottom right. No inventory adjustments will occur based on a cancelled stocktake's counts. Once cancelled, stocktakes cannot be edited or committed.