Stock Take - Inventory Reconciliation and updates

Stock Take - Inventory Reconciliation


Table of Contents
Stock Take Lists
Stock Take


Our Stock Take module can help you go through and verify your actual stock on hand matches the on hand value shown in the Inventory tab. It will also allow you to update the on hand value in the system to match your inventory count when discrepancies are found.

To access the Stock Take module, head to Admin > Stock Take. 

Stock Take Lists
First you probably want to setup a "Stock Take List" of items to be checked. This can be a random sampling of your inventory, the whole inventory, or a subset based on category or high frequency sales.

To do that click Inventory Modules > Stock Take Lists > New Stock Take List

Next, tell it what products you want to be checking when you run this List

Now that you've told it what products you want to check, you can go do a stock take. Click "New Stock Take" there to begin checking stock. You can do this from the Stock Take List overview or from with the Stock Take List edit screen.

Stock Take

After starting a new stock take, you will be taken to the stock take main screen. From here, we have a few different ways to enter your stock in an attempt to make it as fast as possible for you.

The fastest mode is barcode scanning. You can get a barcode scanner (USB or Bluetooth/mobile) and just scan every product you want to count. The site will make success/fail sounds so you can concentrate on what you are scanning.

If you scan some items that aren't able to be found, they'll show up in the top list of "Recent Scans" - but not in the entries for batch area.  

If you want to fallback to keyed entry, you can search a product and enter quantities - then switch to another product. When using the keyed entry mode, the page looks like this:

You can type quantities and hit enter for speed. If on an iPad/tablet, you could also use the onscreen keypad. (1-9, since it auto-submits - no 0).

When ready to move to the next item click "change".

Note that your progress is saved as you go, so you can always navigate to a different page and then return to this stock take to continue entering data.

Once you have completed your inventory count and want to finalize the results, click the Finalize button at the top of the page. This will take you to the Resolve Stock Take step in the process.

On the Resolve Stock Take page, you will see several pieces of information: (this requires a separate permission)
  • Expected Quantity: this is the current on hand quantity for each item in the Inventory tab.
  • Counted Quantity: this is the value entered during your inventory count.
  • Update to Counted: this is a series of checkboxes for each item in the stock take. Any items that have this box checked will update the on hand value in the system to the value seen in the Actual Quantity of the stock take once the stock take is submitted.
  • Reconciliation Reason: A note about why you think the count was off
  • Notes: Another notes field

After reviewing the information and selecting the items to update, click Submit to finalize the stock take. This will set that particular stock take to a "read only" state so that it can be reviewed, but not revised.

Here is an example of the report you get from a finalized Stock Take


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