Semi-annual Inventory

Each semester a complete inventory must be conducted to update stock levels and recalculate the average purchase price of each product.

The inventory is carried out on July 31 and December 31.

Inventory Preparation (2-3 weeks prior)

  1. Contact ASTH to agree on a date for the physical onsite inventory.
  2. Prepare the file for the relevant semester and the working document by referencing a previous one on the Drive.
  3. Pre-export the stock from Bexio and start calculating "total value of goods" and "Average Purchase Value". Retrieve the latest deliveries/invoices corresponding to the balance of products still in stock and perform the following calculation: [Quantity in stock * product price * exchange rate]
    • The product price can be found on old invoices, either by searching through supplier invoices, orders, the journal, or Notion.
    • The exchange rate can be found in Bexio in the journal on the day the invoice was paid.

Inventory Day

  1. Export Bexio on the morning of the inventory at 07:00: from product stock and product movement.
    1. Update quantities in the inventory file according to the Bexio extract.
  2. Send the document to ASTH for them to conduct the physical inventory.
  3. Request someone from the office to inventory the moving stocks (Car, office, Cablex).
  4. Upon receiving the numbers from ASTH,
    1. Re-export Bexio at 16:00: from product stock and product movement.
    2. Update the day's movements in the global inventory file.
    3. Recalculate the total value of goods, as the number of items in stock has changed.

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