How to Perform a Stocktake, Putaway and Manual Bin Transfer

Performing regular stocktakes on your inventory is crucial for a smooth business operation.

It gives you an accurate overview of your stock on hand, allowing you to see products that are still available and those that have been stolen, damaged, or sold even though your system is reporting them as available.

Thankfully, Uphance allows you to perform an accurate stocktake on your inventory, and in this help document, we will show you the steps to go about it.

Here's how to perform a stocktake.

To initiate the stocktake process, simply navigate to Warehouse Management >> Stocktake.

To start a new stocktake process, click the New Stocktake button at the top right corner. If you've done one before and wish to edit it, locate it and click the pencil edit icon next to it.

Upon clicking the New Stocktake button, select the warehouse where you want to perform the stocktake. Also, select the brand and product category (optional).

Note: You can select multiple brands and product categories at a time.

If you initiate a new stocktake, the next thing you will want to do is scan the bin and the products in each bin.

You will need a handheld scanner for this. Start by scanning the bin location barcode. Then scan the products inside the bin. You should see something like this:

As for product count, you can adjust it in two ways: one is by scanning the product n times. So if you have 5 pieces of it, you scan it five times. The second method is to input the product count manually like so:

When you are done scanning the bins and products, the next step review the stocktake you just performed.

Note: If you don't have the time to review the stocktake at the moment or wish to continue at a later time, click the Save button. Otherwise, click the Next button to continue.

On this page, you will see the number SKUs you scanned as well as the total unit of products scanned. Next, hit the Next button.

Upon clicking, you will be redirected to the stocktake completion page. On this page, you will see the SKUs(products) that were initially in the bin but you didn't scan while taking stock.

In this illustration, there are 3 SKUs containing 35 product units we didn't scan. This means that even though these SKUs are registered in the system, they aren't in your warehouse at the moment you did the stocktake.

Keep in mind that the SKUs you see here are from the same bin location that was scanned previously (C1-01-03). Unregistered SKU from other bin locations won't show here.

We have two options: Update the unscanned SKUs (by clicking the toggle button) or leave them as they are.

If you update the unscanned SKUs, their unit count will be automatically set to zero, meaning they will delisted from the system. But if you don't, the SKUs will be left untouched, hence still registered in the system.

Finally, click the Complete Stocktake button. Doing so will bring up this modal popup

Finally, hit the Yes button to complete the stocktake process.

What if you don't use bins in your warehouse and want to perform a stocktake? Is it possible to turn off bins? Yes, it is.

Uphance allows you to take stock of your products without putting them into bins. To do so, you would have to turn off Inventory Bins for the specific warehouse where you want to perform the stock take.

To do that, navigate to Settings >> Warehouse Management. Locate the target warehouse (Spring warehouse in this example) and click the edit icon. Next, disable Inventory Bins, update.

Now when you perform a stocktake, it won't have the Bin location column.

When you take delivery of goods in your warehouse, chances are that they will be kept in the receiving area or bin, after which they will be "put away" into their respective bins for easy tracking.

You can perform put away in your warehouse manually or using a scanner. To do so, open the Putaway page, select the warehouse(only applies if you have multiple warehouses) you wish to perform the putaway and then the delivery.

Next, scan the destination bin and also the product that will go into it. But if you don't have a scanner, turn off the toggle button. Doing so will bring up the products in that delivery with an assigned bin. Next, enter a destination bin, adjust the product quantity and complete the putaway.

Note, manual putaway only works if the products in the delivery have been assigned a bin.

You don't necessarily need a scanner to perform a bin transfer, as it can be done manually.

To do so, open the Bin Transfer page, select the target warehouse and turn off the scan toggle. Next, enter the source bin. If the bin is correctly entered and has inventory in it, the products, together with their sizes, will appear.

After that, enter the destination bin for each product size and the quantity you want to transfer. This means you can transfer different sizes of the same products to different bins. And, it's not mandatory to transfer the entire product quantity.

Finally, complete the transfer. You can check the inventory page to be sure the manual transfer was successful.