Stock takes
Stock takes are physical counts you compare against your inventory records. Differences become adjustments.
Why stock takes matter
Even with perfect process, real-world stock drifts from the system:
- Items get used without being recorded.
- Damaged items are discarded informally.
- Receipts are recorded incorrectly.
Regular stock takes (monthly or quarterly) keep the records honest.
Running a stock take
- Inventory → Stock Takes → New stock take.
- Pick a location — usually one location at a time.
- Pick a scope:
- Full — count everything.
- Category — count only specific categories.
- Cycle — count items not counted in the last X months.
- Click Start.
The system generates a count sheet listing every item in scope.
Counting
Either:
- Print the count sheet, write counts by hand, enter them into the system.
- Use the mobile app — scan barcodes, type the count, submit.
Reviewing variances
When all items are counted, the system shows the variance report:
- Recorded — what the system thought you had.
- Counted — what you actually counted.
- Variance — the difference.
For each variance > tolerance, mark a reason:
- Damaged
- Lost
- Theft
- Counting error
- System error
Posting adjustments
Click Post adjustments. The system creates inventory adjustments for every variance, updating stock to match the count.
Audit trail
Every stock take is preserved with:
- Who counted what.
- The variance and reason for each item.
- The adjustments posted.
Auditors love this.