--- title: "Stocktake Maintenance - Field Definitions" canonical: "https://kb.myframeworks.com.au/space/FRAM/28409302/Stocktake%20Maintenance%20-%20Field%20Definitions" format: markdown --- The **Stocktake Maintenance** screen allows you to view, edit and process a single stocktake at the branch level. Use the **Stocktake Maintenance** screen to enter counts, review variances and progress the stocktake through its lifecycle from creation to completion. The layout of the **Stocktake Maintenance** screen changes depending on the status of the stocktake. The header buttons and the maintenance tab both present different options at each stage. > ✅ For an explanation of the stocktake lifecycle and how a stocktake moves between statuses, refer to [Understanding Stocktake](https://kb.myframeworks.com.au/space/FRAM/701890566/Understanding+Stocktake). ## Screen Access 1. From the **Frameworks Menu**, navigate to **Inventory > Transaction Processing > Stocktake**. 2. Click **Find** to return the open stocktakes, then click the relevant **Stocktake** hyperlink to open it in the **Stocktake Maintenance** screen. Alternatively, click **New** to create a new stocktake. > ✅ For more information on searching for stocktakes, refer to [Stocktake Dashboard - Field Definitions](https://kb.myframeworks.com.au/space/FRAM/28384012/Stocktake+Dashboard+-+Field+Definitions). ## Screen Structure ![Stocktake Maintenance (New).png](media://6d0b404e-cca7-4975-a8c5-9d4aaa4870e2) The **Stocktake Maintenance** screen is organised into two main sections: 1. **Header Information** - Displays the stocktake ID, description and status, and contains the buttons that progress the stocktake and the **Actions** menu. 2. **Maintenance Tab** - Displays the products in the stocktake. The columns and entry options in the **Maintenance Tab** change depending on the status of the stocktake. --- ## Header Information ![image-20260706-060708.png](media://fdac6f1b-0cf8-42ac-bd78-4eb43135c625) The Header Information section displays the key identifying details of the stocktake and provides the controls used to progress it through its lifecycle. The Header Information section shows the **Stocktake **ID, the stocktake **Description** and the current **Status**. ### Stocktake ID The **Stocktake ID** field displays the unique identifier assigned to the stocktake when it was created. The **Stocktake ID** cannot be changed. **Format:** Numeric | **Editable:** No (display only) ### Description The **Description** field displays the description entered when the stocktake was created. The **Description** is used for reference to help identify the stocktake. To change the **Description**, click the **Actions** button and select **Edit Stocktake Header**. **Format:** Text | **Editable:** Yes, via the **Edit Stocktake Header** option on the **Actions** menu  ### Status The **Status** field displays the current stage of the stocktake, such as **New**, **Entering**, **Validating**, **Applied** or **Closed**. The **Status** determines which header buttons and **Actions** menu options are available. **Format:** Text | **Editable:** No (system-managed) > ✅ For the full list of statuses and their meanings, refer to [Understanding Stocktake](https://kb.myframeworks.com.au/space/FRAM/701890566/Understanding+Stocktake). --- ## Header Buttons The header buttons progress the stocktake through its lifecycle. Each button is available only at a specific status and updates the status when clicked. The buttons define what each action does and the status it results in. > ✅ For step-by-step instructions on performing these actions, refer to the related task pages listed in the Related Information section of the **Stocktake Maintenance** screen. ### Start The **Start** button begins the stocktake and makes the count entry options available. The **Start** button is available when the stocktake is in the **New** status. **Action:** Updates the status from **New** to **Entering**. ### Lock / Unlock The **Lock** button prevents any editing of the stocktake until it is unlocked. The **Unlock** button reverts the stocktake to the status it was in before it was locked. The **Lock / Unlock** button is available in the **Entering**, **Validating**, **Validated** and **Applied** statuses. **Action:** Locks the stocktake to prevent editing or unlocks it to allow editing. > ✅ For more information on locking and the permissions involved, refer to [Configure Stocktake Security](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28391632). ### Complete Count The **Complete Count** button marks the counting process as finished and triggers Frameworks to begin calculating variances in the background. The **Complete Count** button is available when the stocktake is in the **Entering** status. **Action:** Updates the status from **Entering** to **Pre Analysis**. ### Check Status The **Check Status** button runs the background task that analyses differences and variances. The **Check Status** button is available in the **Pre Analysis** and **Analysing** statuses. **Action:** Updates the status from **Analysing** to **Validating** once analysis is complete. ### Validate The **Validate** button completes the adjustment process. The **Validate** button is available when the stocktake is in the **Validating** status. **Action:** Updates the status from **Validating** to **Validated**. ### Reopen The **Reopen** button reverts the stocktake to the count entry stage so that further counts can be added. The **Reopen** button is available when the stocktake is in the **Validating** status. **Action:** Updates the status from **Validating** to **Entering**. ### Apply The **Apply** button applies the stocktake counts to stock levels. The **Apply** button is available when the stocktake is in the **Validated** status. **Action:** Updates the status from **Validated** to **Applied**. ### Close The **Close** button closes the stocktake. Once a stocktake is closed, no further changes can be made, and it can no longer be reversed. The **Close** button is available when the stocktake is in the **Applied** status. **Action:** Updates the status from **Applied** to **Closed**. ### Reverse The **Reverse** button runs the background task that reverses both the stock on hand updates and the associated General Ledger postings and returns the stocktake to the **Validating** status. The **Reverse** button is available when the stocktake is in the **Applied** status. **Action:** Updates the status from **Applied** to **Validating**. --- ## Actions Menu The **Actions** button provides additional options for processing a stocktake. The available options change depending on the status of the stocktake. ### Edit Stocktake Header The **Edit Stocktake Header** option allows you to edit the stocktake header. Only the **Description** can be updated through this option; all other header fields are non-editable. **Action:** Opens the stocktake header for editing of the **Description**. ### Import Products / Import Variations The **Import Products** option imports a .csv file of pre-counted stock data. The option changes depending on the status of the stocktake: - **New:** **Import Products** opens the **Stocktake Mass Add Import** screen to import a list of products without quantities. - **Entering:** **Import Products** opens the **Stocktake Import** screen to import a list of products and their counted quantities. - **Validating:** **Import Variations** opens the **Stocktake Variations Import** screen to import changes to product counts. Values for matching products are added to or subtracted from the current values. **Action:** Opens the relevant stocktake import screen for the current status. > ℹ️ The option is no longer available once the stocktake has been validated. For more information, refer to [Stocktake Imports via .csv](https://sterlandsupport.atlassian.net/wiki/pages/createpage.action?spaceKey=CO&title=Stocktake%20Imports%20via%20.csv). ### Mass Add The **Mass Add** option adds a range of products to the stocktake in bulk with no count quantities. The **Mass Add** window provides the following options: - Enable **Stocked Only** to include only stocked products. - Enable **Include Zero Stock** to include products with zero stock. - Enable **Recent Movements** to include only products with a stock movement or adjustment within a set number of days. The **Within Last** value defaults to the value defined in the system setting - numeric **InvStkMADays**. **Action:** Opens the **Mass Add** window to add products in bulk. > ⚠️ When the system setting flag **InvStkMAtoPC** is enabled, products added through **Mass Add** that do not have a quantity entered via **Batch Edit** are kept on the stocktake with a quantity of zero after **Complete Count**, rather than being removed. ### Delete Mass Added Lines The **Delete Mass Added Lines** option removes all mass-added products from the stocktake. The **Delete Mass Added Lines** option is available only when the stocktake is in the **New** status and **Mass Add** has been used to add products. **Action:** Removes all mass-added product lines. ### Batch Edit The **Batch Edit** option updates the products that were added by the **Mass Add** option, allowing counted quantities to be entered against them. **Action:** Opens the mass-added products for batch quantity entry. ### Import Transaction The **Import Transaction** option imports the contents of a sales order or purchase order into the stocktake. **Action:** Opens the **Import Transaction** window to import a sales order or purchase order. ### Abandon Stocktake The **Abandon Stocktake** option voids the stocktake. An abandoned stocktake can still be viewed from the **Stocktake Dashboard** but cannot be changed or applied. **Action:** Voids the stocktake. > ⚠️ A stocktake cannot be abandoned once it is in the **Applied** status. ### Generate Analysis The **Generate Analysis** option generates a **Stocktake Analysis Report** while the stocktake is active and in the **Entering** status, similar to the report produced when **Complete Count** is clicked. **Action:** Generates the **Stocktake Analysis Report**. > ℹ️ The report can be retrieved from the **Task Scheduler Queue**. --- ## Maintenance Tab ![image-20260707-050312.png](media://7f1cccc3-33db-4503-b6d1-9d7a609236ee) The **Maintenance Tab** displays the products in the stocktake. The columns and entry options in the **Maintenance Tab** change depending on the status of the stocktake. The four status variants are the **New** status, the **Entering** status, the **Validating** status, and the **Validated **&** Applied** statuses. ### Maintenance Tab: New Status In the **New** status, the Maintenance Tab displays the mass-added products and provides search fields to filter them by product ID and location. Click **Find** to filter the products. The grid displays the following columns: - **Area** - The area the product is located. - **Location** - The product's location. - **Product** - The product's ID. - **Pack** - The pack ID, if relevant. - **Description** - The product's description. - **Supplier Catalog No** - Displays the branch supplier’s catalogue number for the product. - **Counted Quantity** - The product's counted quantity. - **UOM** - The product's unit of measure. - **User** - The user that added the product to the stocktake. - **Device** - The device on which the product was added to the stocktake. - **Count Type** - The method by which the product was added. The four count types are **MA** (Mass-Add: products added using the mass add or mass add import functions), **PC** (Pre-Count: products counted outside the system and added later), **RT** (Real Time: products added in real time directly to the system) and **AJ** (Adjustment: adjustments made to product counts during the **Validating** stage). - **Count Date** - The date on which the product was counted. - **Count Time** - The time at which the product was counted. ### Maintenance Tab: Entering Status In the **Entering** status, the **Product** entry line is available for entering counts. Click the **Check** icon to add the product to the stocktake. Within the product grid you can click the **Edit** icon to open the **Edit Line** window and adjust counts, location and count type; click **Batch Edit** from the **Actions** menu to add quantities to mass-added products; or click the **Close** icon to remove a product line. The product entry line contains the following fields: - **Product** - Enter the product ID being counted, or use the **Search** icon to locate the product code. Use the ellipsis ('…') next to the **Product** field to toggle between **Product** and **Pack** entry. - **Location** - If Stock by Location is enabled, the **Location** field is available. Search and select the product's stocking location. - **Quantity** - Enter the counted quantity. - **UOM** - Defaults to the product's stocking unit of measure. - **Tally** - Available if the product is a tally type. Enter the tally lengths and quantities manually, or use the **Tally** icon next to the field. - **Line** - Enter a line number to place the product in a particular order on the stocktake. If left blank, a line number is applied automatically in increments of one when the product is added. - **Count Type** - Select an option from the drop-down menu. Valid options are **Real Time** (products counted in current time), **Pre-Counted Sheet** (products counted previously and entered at a later date) and **Adjustment** (enables entry of negative quantities for products that already have a count line; the adjustment is added as a separate entry). The count type selected determines the freeze stock calculation. > ✅ For more information on freezing stock, refer to [Understanding Stocktake](https://kb.myframeworks.com.au/space/FRAM/701890566/Understanding+Stocktake). - **Count Date** - For **Real Time** counts, added automatically when the product is added. For **Pre-Counted Sheet** counts, enter the date the stock was counted. > ⚠️ The pre-counted date cannot be future dated or more than 60 days in the past from the current date. - **Count Time** - Not applicable for **Real Time** counts. For **Pre-Counted Sheet** counts, enter the time the stock was counted in 24-hour clock format. ### Maintenance Tab: Validating Status ![Stocktake - Validating (New).png](media://a32f4e90-b3dc-4871-b745-8167d00c0132) In the **Validating** status, the **Analysis** tab is displayed. Use the search fields to filter the list of products by: - **Product** - Product ID - **Group** - Product group - **Quantity Variance Tolerance** - Displays all products with a quantity variance equal to or greater than the entered value, positive or negative. - **Value Variance Tolerance** - Displays all products with a value variance equal to or greater than the entered value. Within the analysis grid you can click the **Edit** icon to adjust product counts (adjustment values are added to or subtracted from the current value rather than replacing it), or click the product ID hyperlink to view the separate counts for each product. The analysis grid displays the following columns: - **First Freeze** - The in-system quantity of the product at the time the first product in the stocktake was counted. - **Last Freeze** - The in-system quantity of the product at the time the last product in the stocktake was counted. - **Total Counted** - The quantity counted in-store. - **Variance Quantity** - The difference between the system quantity and the store quantity. - **Variance Value** - The difference in value between the system products and the counted store products. - **Customer Orders** - The quantity of the product put aside for customer orders. - **Purchase Orders** - The quantity of the product on a purchase order that has not yet been receipted. - **Sales in Period** - The quantity of the product released between the first and last freeze. - **Sales out Period** - The quantity of the product sold within the last hour before the first freeze and the first hour after the last freeze. - **Receipts** - Stock receipted between the first and last freeze. - **Non Count** - A tick in this column marks products that have been added to the stocktake but haven’t had any counts entered against them. ### Maintenance Tab: Validated and Applied Statuses In the **Validated** and **Applied** statuses, the Maintenance Tab displays the same analysis grid and columns as the **Validating** status, but adjustments to product counts can no longer be made. For the column definitions, refer to the Maintenance Tab: Validating Status section of the **Stocktake Maintenance** screen. --- > ✅ ## Related Information > ✅ > ✅ - [Understanding Stocktake](https://kb.myframeworks.com.au/space/FRAM/701890566/Understanding+Stocktake) - concept, lifecycle and stock freezing > ✅ - [Stocktake Dashboard - Field Definitions](https://kb.myframeworks.com.au/space/FRAM/28384012/Stocktake+Dashboard+-+Field+Definitions) - searching for and opening stocktakes > ✅ - [Configure Stocktake Security](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28391632) - security settings and locking behaviour # Additional Information ### Feature Codes | Feature Code | Description | | --- | --- | | **LOC** | Stock by Location - required if using bin locations in stocktake | ### Related System Setting - Flags | System Setting - Flag | Flag Purpose | | --- | --- | | **FWPDAStock** | Save PDA stocktake into Frameworks stocktake | | **FWStkAdjDefGL** | Use Stocktake Adj Account for Stock Adjustments | | **InvStkBin** | Record Bin Locations in Stocktake | | **InvStkBinM** | Determine whether the capture of a location is mandatory on Stocktake | | **InvStkBinV** | Determine whether the location needs to be validated in stocktake | | **InvStkMAtoPC** | Convert uncounted MA lines to a PC line with the datetime of the count completion and a zero count quantity | | **InvStkSStoPC** | Convert uncounted SS lines to a PC line with the datetime of the count completion and a zero count quantity | | **IntInvFlg** | Exclude Interim Invoice product quantities from the full stocktake snapshot | ### Related System Setting - Numeric | System Setting - Numeric | Setting Purpose | | --- | --- | | **InvStkMADays** | Number of days for the Recent Movements value in the Stocktake Mass Add utility | > ✅ Refer to [Inventory Related System Settings](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28409406) for more information on all inventory-related system flags and numeric settings.