ArtsMagna Business Management Software

Hi Adri,

Thanks for last reply....

Now on to the really scary stuff....

We did the stocktake on the 11th of April. And I think I did everything correctly but I will tell you what I did and then if I did something wrong you can tell me.

The problems we are experiencing now are so strange that I don’t know where to start but like I said here is the procedure Hamilton and I followed for the stocktake. (I reviewed the tutorial several times to make sure I did it right).

First of all, because we are carrying a lot of stock we did the stocktake over several days but during this period we did not use the computer to enter any sales, laybys etc. We did all these with manual receipts and then made adjustments after the stocktake to account for transactions during this period.

So Hamilton and I entered all the stock in Stocktake records with the identifier April 10. I have checked to make sure we didn’t make any mistakes.

Once these were all finished I did a Redo Stock. Once this was completed I went into the STOCK to INVENTORY and into INVENTORY STOCKTAKE to produce Variance Report. We did the entire shop so I didn’t specify category and then I put April 10 for the STOCKTAKE CODE. I saved the Variance Report as a PDF rather than printing it. Then the system asked if I wanted to export a list of Code Qty of differences to which I said yes. I then opened the Purchase Order module and imported that list of differences into an OOMA Purchase Order flagged as an adjustment.

Then I checked some items to make sure the numbers were all right and everything looked good.

So did I do this correctly?

Now on to the really really weird stuff!

Several things have happened that I cannot figure out:

First of all, several days later we noticed that some of our Pandora inventory was incorrect. (probably with a week of dong the stocktake). I have looked at purchase orders, inventory etc etc but cannot figure it out. I also checked a random bunch of items trying to see if other suppliers were out and they seem fine.

Next strange thing:
I entered a purchase order for a supplier. Some of the items were brand new items so it was easy to spot the weirdness when it happened! Everything about that process was as normal. Posted it and should have been fine. Didn’t do anything differently. So as luck would have it the bar code printer first ran out of labels and then out of ink part of the way through printing the labels. So as some of the labels did not print I went into Inventory to select them for reprinting. I query the stock codes and found that although the stock records existed the Quantity Available was 0. Than I clicked on the Transactions of that particular item and this is where it gets even stranger. The purchase order shows with the quantity ordered of 1 and quantity shipped of 1 but then down below the PO’s section it doesn’t show a total it says Totals but nothing appears beside it. (this is easy to see with the new items because there are no transactions apart from the initial purchase order. None of the items in this particular purchase order have been added. This has happened on a couple of different purchase orders in the last week or so.

Then the other thing I noticed was a strange discrepancy with regard to a sale. My mom bought several items from a particular supplier and I wasn’t sure whether she had been charged or not. So I went into the Inventory, queried the Supplier and looked at the relevant items. The numbers should have been 0 but they were at one. So I went in the Transactions screen and under Sales her purchase was in fact recorded but the Totals in there were also 0 (nothing was adding up as in other Stock Records.

I thought it might be easier for you to understand this if I sent screen images but I cannot remember how to take a picture.of the screen. At this point my brain is hurting. I know the system is logical but I have gone over this again and again over several days and I can’t seem to troubleshoot these issues. I am beginning to think that we are doing something wrong in the way we do things that is causing problems.

It would be really helpful if the following were provided to users just via email and this isn’t a big ask I don’t think. It would be really nice to have each of the “pages” we see throughout ARTS MAGNA with an explanation of what all the boxes mean as sometimes we can’t see the whole or any description. I know that if I have more info it helps to understand how the part relates to the whole. Just an idea but I think a good one. My staff are always asking for more info.

I will be at the shop tomorrow so can send pictures or talk to you. We need to figure out the problems fast. We need up to date and accurate stock records. This is especially true for the Pandora as when we order weekly it has to be right and if the numbers aren’t right we have either too much or not enough stock!

The only thing did differently was when I changed the current year…..I changed it on each individual computer instead of going into The ARTS MAGNA MAIN. Would this cause problems?

Help Adri…I am going to put Kahlua in my morning coffee otherwise!

Cheers,
Kathleen

It sounds like all the problem are caused by this.

The only setup that needs to be changed is the ArtsMagna_Main one! This would be specified in several posts and emails! My worry now is that if you did the Redo-Product with the wrong dates prior to adjusting the Stocktake, then the variance report qtys would be wrong!

Change the dates of the Setup of ArtsMagna_Main (if needed re-lookup those threads), then run a redo-product, then recheck qtys.

Let me know your findings,
Adri

Hi Adri,

Silly me..... I realized afterwards that this might be the problem and you confirmed it..... have put this into our AM book so won't be a problem again. my apologies for wasting your time on this one..... the numbers all look OK now..... but will keep checking to make sure as perhaps I might just check items that be quirk of fate are OK. I did notice that when I changed the dates manually all the computers stayed at the current year except the front shop one. I guess too that the SERVER would be the wrong date as well.....so how would this effect the variances etc.

Could I do a quick report of all the sales and laybys etc. since the original date of running the stocktake on the 11th of april and then run the variance report again and somehow fix it up this way? Probably not...I am not even going to try to work out the logic of this one. Or should I just leave things as is and not worry about it? I won't make current year mistake ever ever ever again!!!!!

On another topic entirely..... we would like to be able to train from the either of the office computers. Currently when we sign into the shop computer we have the option of using the PRACTISE MODE. This is not available as an option on the other two AM CLIENTS. Can this be altered so we can train people out the back?

Many Thanks!
Kath

Hi Kathleen,

The RedoProduct procedure is executed on the Server only, this is why it is important to change the dates in the Server setup (ArtsMagna_Main). The other Clients simply serve as a reminder! Changing the dates there simply avoids the reminder dialog.

Doing a report of Sales and Laybys only will not be sufficient as I assume that there have also been stock arrivals. I would really leave this as it is and wait for the next one and this time being sure you handle the Setup dates correctly prior to running the RedoProduct. There is also a new Stocktake procedure which is a lot simpler that the one you are using. Make sure that your current version has the following 4 options in the Utilities button of Stocktake



And if it does than you can use it. If it doesn't than you need to update AM. Here is a link to a video explaining how to use it

New Stocktake Video

As far as the Practice version is concerned, I am assuming that you have a single user version on that machine where it works. Find the actual folder on that machine, probably in Applications, and copy it to the other machines where you need it. This should do it.

Adri