Menu Changes - Fixing your June 2025 GP report

1 Introduction
2 Step-by-Step Instructions
3 Final Notes

Introduction

In June 2025, an important menu update was released requiring adjustments to your stock items, including updating stock codes and recalculating stock counts. Unfortunately, many stores did not correctly follow the advised procedures. This has resulted in inaccuracies within your Gross Profit (GP) and Stock Variance reports. This follow-up guide provides clear, step-by-step instructions for rectifying these issues and ensuring the integrity of your reports.

Step-by-Step Instructions

Step 1: Verify Stock Item Locations

Navigate to Lists > Stock > Stock Items per Location.
Ensure that ALL items, including both Active and Inactive stock, are correctly listed in their respective locations.

Step 2: Correct the May 31 Closing Stock Counts

Many items using outdated stock codes were not properly zeroed in your closing stock take on May 31, 2025. To rectify:

Identify affected items by checking the following:
- Pull a Stock Variance Report for the period 1 June - 30 June.
- Look for items showing:
  - An opening stock figure greater than 0
  - Zero (0) Purchases
  - Zero (0) Net Stock Movement
  - Zero (0) Closing Stock
  - Zero (0) Theoretical Stock
  - Actual Usage equal to the opening stock figure
Cross-check these items:
- Go to Backoffice > Lists > Stock > Items.
- Select “Inactive” stock and search for the identified item codes.
Zero the identified items:
- Adjust the stock count for these items in the May 31, 2025 stock take to zero (0).

Step 3: Exclude Inactive Items from Worksheets

Navigate to Lists > Stock > Items.
Switch to Spreadsheet View.
At the top dropdown, select “Inactive” Stock Items.
For each inactive item, ensure the box labeled “Exclude from worksheet” is ticked.

Step 4: Define Daily Count and Excluded Items

Adjust the drop down from “Inactive” to now view “Active” stock items. Make sure the Category Drop Down is showing “ALL CATEGORIES”. Then Carefully review your entire stock item list:
- Mark items you wish to count daily as “Controllable”.
- Mark items you do not wish to count as “Exclude from worksheet”.
- More details on this process can be found here:
  https://cosoft.atlassian.net/wiki/x/EoCXDg

Step 5: Recheck Stock Takes for Accuracy

Revisit and verify stock counts for both:
- May 31, 2025 stock take
- June 30, 2025 stock take
Ensure all items, particularly the new stock codes introduced, have accurately recorded counts.

Final Notes

Completing the above steps accurately will correct most issues stemming from the recent stock item update. If after performing these steps, you still experience discrepancies in your GP and Stock Variance reports, normal troubleshooting will apply. Steps to do this can be found here: https://cosoft.atlassian.net/wiki/x/A4CbDg