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Robot Stocktake - During Business Hours

Rose
  • Updated

Fred Office Plus

Follow the steps below to carry out a robot stocktake during business hours.

Run and save the stocktake report

  1. Follow the instructions from your robot supplier to run a stocktake report.
  2. Extract the report to Excel.
  3. Save to a local location.
  4. Before opening the Excel file, note down the Last Modified Date and Time. You will need this in the next step.

Modify the export

Change the data in the last filled column

Make sure that all cells in this column are changed to match the Date and Time that you ran the report. This is the date and time that you recorded in the previous step.

  1. In the Last Filled column, enter the Date and Time you recorded above into the first cell in the column.
  2. Copy/Fill the Date and Time down the page. Use the fill handle, to either hold and drag the handle down the sheet, or double click to auto fill.

  3. Make sure that the Date and Time has copied, therefore all cells contain the same information.

  4. Update the format of the column to a CUSTOM dd/mm/yyyy hh:mm
  5. Highlight the column, right-click, then select Format Cells

  6. Select Custom, scroll down and highlight dd/mm/yyyy hh:mm then select OK.

Save the file

  1. From the File menu, select Save as and give the file a new name.

    Example: Stocktake-2023-05-01-Modified.xls

    This is the copy of the Original

  2. From the File menu, select Save as and change the file type to a .CSV file. This will ensure it is in the correct format for Importing.

    Example: Stocktake-2023-05-01-Import.csv

Import the stocktake

  1. In Fred Office, go to Assistants, then Stocktake, then click New.

  2. Enter a name for the stocktake and select Adjust stock on hand by difference when stock count was performed, then click OK.

    Example: ROBOT Stocktake 2023.05.01

  3. Select Add items, then select Data Import Templates, then select the saved template.

    If you see No Valid Template Found, refer to Create or Edit a Template below.

  4. Select the location and then OK.

Create or edit a template

  1. Select Data Import Wizard.
  2. Select Browse.
  3. Navigate to the location of the file you want to import.

  4. Double-click the file to be imported.

    If your file does not display you may need to click the dropdown and select a different file type.

  5. Click Next.

  6. Select one of the following options and then follow the relevant steps below.
    • Load Saved Template, to edit an existing template

    • Let me map columns manually, to create a new template

Load saved template

  1. Select Load Saved Template. If you don't have a template, select Let me map columns.
  2. Select Template from the drop down.
  3. Select Next.

  4. Confirm that the column headers match the data displayed.

    If you need to manually match columns, click and hold your mouse on a field from the Column section at the top of the screen. While still holding, move your mouse onto the header line of the column with the relative information in your data preview displayed below. When your mouse is over the correct column heading, release the mouse button. This will slot the column heading into the correct position.

  5. After you have confirmed the column headers match the data, select Next.

Let me map columns manually

  1. Select Let me map columns manually, then click Next.
  2. In the Column section at the top of the screen, click and drag a field into the bottom section.
  3. When your mouse is over the correct column heading, release the mouse button. The column heading slots into the correct position.
  4. Repeat steps 2 to 3 until you have mapped all the required columns in the worksheet.

  5. Select the First row in the file is the column header checkbox, then click Next.

  6. If required, select Check this box to allow saving of this template and click Finish.

    The Excel file will now load into Fred Office Plus.

Review imported stocktake

  1. Fix any Imported items that have been unable to match using the Barcode using the table below.

    Ensure the Imported tab does not exist before moving onto the next step.

  2. You can resolve the unmatched items using one or more of the following:
    • Delete the unmatched line
    • Use Matching Method
    • Use the Find Button to manually find the matches using description.

The table gives you some tips for each option.

ActionDescription
Attempt to match spreadsheet Alias field to Alias in your Database.
  1. Attempt to match spreadsheet Alias field to Alias in your database.
  2. Change the selection for Against this field to Alias.
  3. Tap Match, then OK.
  4. Tap Validate.

This will move any matched items to the Ready tab

Attempt to match spreadsheet Reorder Number field to Reorder Numbers in your Database.
  1. Change the selection for Against this field to Reorder Number.
  2. Select your primary supplier using the pull down.
  3. Tap Match, then OK.
  4. Tap Validate.

This will move any matched items to the Ready tab

Directly match spreadsheet item to an item in your Database by searching.
  1. Select the item you want to manually match to an item in your database.
  2. Tap Find under Issues.
  3. Enter the item A lias code or description to search on.
  4. Tap Search.
  5. Select the item from the search results.
  6. Tap the forward arrow to move the item to Selected. If the wrong item is selected, tap the back arrow to move it out of Selected.
  7. Tap OK (twice).

Repeat the above steps for all items remaining on the imported tab.

Resolve red fields.

This applies to all items where information in the spreadsheet was missing or invalid (wrong format). These items appear with a grid cross icon.

1. Tap in the red field(s) displayed and type the correct value.

2. Repeat for all items with red fields.

3. Tap Validate.

Remove rows or items.

1. Select the item you want to remove.

2. Tap Delete.

Review and finalise

Key points to check for:

  • Check for items in both Robot and OTC/Shop Floor. Either remove or manually check the SOH of the 2nd location therefore ensuring correct figures.
  • Check for large changes between Counted and SOH when Counted.
  • Check for items with SOH when counted as negative. (This may already be on order or special orders - awaiting on stock).

Commit the stocktake

To update/finalise SOH figures

  1. Select Protect.
  2. Select Calculate via Adjust and then click Commit.

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