How-to: Create a physical stocktake sheet

TABLE OF CONTENTS

• Exporting the stock data from MechanicDesk
• Filtering the sheet data
• Formatting the sheet
• Print setup and preview
  • Row height quick change

MechanicDesk offers the ability to enter counts directly into stocktakes, however it's not always possible to have access to the system while conducting counts.

If you would prefer to use a paper sheet to record your stocktake count, this guide will take you through exporting your stock information from MechanicDesk, and how to setup and print that information using a spreadsheet application to generate a stocktake checksheet.

The spreadsheet application used in this example is Google Sheets: https://www.google.com.au/sheets/about/.  All functions shown will be common to almost all spreadsheet applications, but may be in different menus/locations.

Exporting the stock data from MechanicDesk

In the MechanicDesk portal, navigate to Settings > Data Import/Export.  From there, select to Export Stock information. The date should usually be left blank for this, as you'll need a full list of stock items to ensure none are missing.  Upon exporting the data, the sheet will be emailed to the workshop email address.  Copies of the export will be available from the Previous Export Reports section on the right.

Filtering the sheet data

Once you have extracted the file from your email, or downloaded a copy from the Data Import/Export page of MechanicDesk, open or import the sheet into your spreadsheet application. 

Example:

Many of the data columns on the stock report are not relevant for a stocktake sheet.  These can be hidden so they do not print.  Select the columns and choose the Hide option in your spreadsheet application. Keep the Deactivated and Is non-stock item columns visible for now.

Once you have hidden all the non-essential columns, you should have a smaller sheet to work with.  Next, enable filtering.

Example:

With filtering enabled, you'll be able to exclude certain items from the sheet, or sort the sheet.

The first items to exclude will be Deactivated and Non-stock items.  Add filters excluding these.

Unselect y in the deactivated column filter:

Unselect true in the non-stock item filter:

Once the filters are in, hide these columns.  This is the basic configuration, you may wish to create additional filters, e.g. Category to generate a sheet intended for counting specific item categories.

Formatting the sheet

You should now have a short set of columns with information relevant to making a stocktake.

Example:

However, some columns contain cutoff data, as the columns is smaller that the contained information.  Spreadsheet applications usually have a quick shortcut to resizing columns to suit.  Double-clicking on the column edge (mouse cursor will change visually in the correct location) will resize the column.

Example:

Resize columns as needed to be able to see all relevant information.

Print setup and preview

Once the formatting of the sheet is complete, it's time to hit Print.

Most spreadsheet applications will then take you to the Print Preview, where you can configure the physical printing options prior to printing the document.

In the Print dialog, adjust the margin to provide space to write in counts.  Use Fit Width to ensure all information is printed on one page.

Example:

Some experimentation with font size, column width and row height may be required to generate an optimal result for reading/writing.

Row height quick change

Most spreadsheet applications will have a shortcut to changing all row heights at the same time.

First, select the whole sheet.

Example:

Once the whole sheet is selected, resize one row and all rows wil be resized to the same height.

Drag the row divider to resize:

This will also work for columns, however columns tend to have varying widths depending on data contained.