Stocktakes

The Stocktakes page is used when you need to count the physical stock in a specific warehouse and reconcile it with the system.

When to use a stocktake

Use a stocktake when:

• you are doing a periodic physical count;
• there is a difference between the system quantity and the real quantity in the warehouse;
• you are starting to use the system and want to align already existing physical stock.

When not to use a stocktake

• For new stock from a supplier, use Orders and transfers with the delivery type.
• For moving stock between two warehouses, use Orders and transfers with the transfer type.

What you see in the list

• ID - local number.
• Name - name; if a description exists, a short text is shown.
• Warehouse - the warehouse for which the stocktake is created.
• Total cost - total value.
• Status - current status.
• Created on - creation date and time.

How a stocktake works

1. Create a new document with Create stocktake.
2. Select the warehouse you want to count.
3. Optionally add a name and description.
4. In Manage products for stocktake, add the products you will count.
5. Enter Counted and compare it with Expected and Diff.
6. Finish with Complete stocktake.

In New stocktake, you choose:

• the warehouse;
• a name, if you want to distinguish stocktakes by period or reason;
• a description, if you need extra context.

A new stocktake always starts in Draft status. Only active warehouses are available during creation.

Working in draft

While the stocktake is in Draft, you can:

• add products;
• scan a barcode and add the product directly;
• enter the Counted quantity;
• see Expected, Counted, Diff, and Cost;
• delete individual rows or all rows.

Completing the stocktake

Use Complete stocktake to finish the document.

After that:

• the system adjusts stock quantities in the selected warehouse according to the counted values;
• the stocktake becomes Completed;
• the document and its rows can no longer be changed.

Each stocktake is always for one specific warehouse. If you track multiple warehouses, create a separate stocktake for each one.

Actions from the list

• Use "New stocktake" to create a new record.
• Use row menu actions:
  • "Edit stocktake"
  • "Delete stocktake"

Limitations

• A warehouse is required when creating a stocktake.
• Name and description are optional.
• A completed stocktake cannot be changed.

Filtering and search

The page supports search and filtering.