Administration - Audits

Create New Audit

When finished, you will be automatically put into the Setup Audit screen (see below). This will allow you to set up the dates and copy the closing stocks to the opening stocks to complete the preparation for the next stock period.

The number in the Audit box will have increased by one.

Notes

It is possible to use Create New Audit without transferring the closing stocks to the opening stocks in Setup Audit. You will still need to tick the liquor audit and/or food audit tick boxes.

At this stage, the new audit is a precise copy of the old audit, i.e. all of the stock levels and prices are the same.

If you wish, for example, to change the bar prices and view a changed result, you can do this now.

Having made some changes and looked at the effects, you can revert back to the previous audit by clicking on Remove Current Audit.

Setup Current Audit

You should first tick the Liquor Audit box near the top left (if you are doing a liquor audit this time), then press Enter and type in the dates.

The Start Date will have been automatically set to the day after the last audit's End Date, so you should just need to press Enter to accept it.

If you set a 'Next Audit' date last time, the End Date and Audit Date will be set appropriately. If not, type in the new dates and the remaining fields.

If appropriate, do the same for Food. The food audit period might be different to that for the liquor. For example, you might do a liquor audit every month but a food audit only every three months. In this case, the food and liquor audit numbers will be different and you will need to set up different dates.

The Type of Audit option at the bottom left is always set to End of Period. However, when setting up the first audit of a client's financial year, you should choose End of Year. This will have the effect of zeroing the cumulative figures.

The Clear Closing Stock option should be used when a client wants to 'extend' last time's audit. e.g. his last audit was two weeks and a two week extension is required giving an overall audit period of four weeks. This means that you will only have to enter the Purchases/Credits/Transfers for the second two weeks and count the closing stock.

The final operation is to transfer the closing stocks to the opening stocks. Select Liquor, Food or both and then click on the Finish button. This will also return you to the Admin window.

If you don't want to transfer the closing stocks and stay on the current audit, simply click on the Cancel button.

Remove Current Audit This will remove the most recent audit for the current outlet. i.e. If you are currently on audit 9, you will be returned to audit 8 (as though you had never created audit 9. When an audit is removed, a backup copy of it is kept in the StockManager recycle folder. This can be restored at any time.

Remove Old Audits This option can be used to tidy your outlets so that you are only keeping recent audits on your computer. When prompted, you can either type in the number of audits that you would like to keep, or you can enter a date. If you type in a number then, when the operation is complete, the computer will have retained that number of audits for each outlet. If you type in a date, then only audits after that date will have been kept. All other audits will have been deleted from the computer. However, they should still be on your backups, so you will be able to restore them if necessary.

You will be prompted to confirm that you want the operation to continue.

Restore Audit Click on the option to restore an audit from the recycle bin that you previously removed, or from your standard StockManager backup. It may take a few seconds for the list of outlets/audits to appear. This is because it is searching through the data to identify the removed outlets. Choose first where you want to restore the audit from - recycle bin or backup. Select the required outlet from the list and then select which audit from the list and finally click on the Restore button. Once complete, the audit will be available in the list on the main screen.

Transfer Audit This option gives you a simple way of transferring an audit to/from a memory stick or other external drive. The Remote Links program allows you to transfer multiple outlets and multiple audits, but this option is much easier to use. Plug in your memory stick, select the outlet on the Administration window and then click on Transfer Audit. Select the device from the list, then click on Backup and the data will be copied onto the stick. You should then 'Safely Remove' the memory stick from your computer and plug it into the other computer. On the other computer run StockManager and go into Administration. If the outlet is already set up on the other computer, select the outlet and then click on Transfer Audit. Select the device from the list and then click on Restore. The data will be copied from the stick. You will receive extra confirmation messages if the audit being copied is older, or more recent. If the outlet is not set up on the other computer, click on Transfer Audit, select the device from the list and then click on New. You will be prompted to type in the number of the outlet. Enter it now and click OK and the data will be copied over.

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