How do I run a stocktake?

A stocktake compares what is physically in the warehouse with what the system says, then settles the difference. It is not the same as a stock adjustment: a stocktake covers the whole warehouse, an adjustment covers a single item that something happened to.

Steps

1. Open Inventory → Stocktake — Figure 1 — then press New stocktake.
2. Choose the warehouse and the date — Figure 2. At the moment of creation the system captures the book quantity of every item, so later movements do not disturb it.
3. Print the count sheet and take it to the warehouse, then count the items and write the physical quantity against each.
4. Key the quantities in, and the system computes the difference per line automatically: a surplus or a shortage.
5. Review the large differences before approving; most of them are a miscount or an item sitting somewhere else, not a real shortage.
6. Press Approve. The system then creates the adjustment movements and the accounting entry together, and the balance matches reality.

Notes

• Stop issues and receipts in that warehouse while counting; any movement mid-count spoils the comparison.
• An approved stocktake cannot be reversed; review before pressing, and leave it as a draft while you are still checking.
• Count fast-moving items monthly and the rest once a year; counting everything in one go gets postponed forever.