A stocktake¶
Scan or search, tick what matches and type what does not, review the differences, finish.
Where: menu → Inventory → Stocktake → Start a stocktake, or Continue on an open one. The screen is headed Stocktake.
Counting¶
The header shows what the stocktake covers and a progress line: 3 of 41 counted (or just 3 counted for an ad hoc stocktake with no fixed list).
Below Scan or search sits the list of items in this stocktake, in the order you would walk them: by location first, then by name within each location. Items with no location set come last.
Scan into Scan or search with a handheld scanner or the camera button, or type a name. The search reaches every item you hold, including ones outside this stocktake's scope -- so you can still count something you find on the shelf that was not on the planned list.
Counted items show a tick and what you counted. Items not yet counted show what the app currently thinks is on hand. This list covers only items this site tracks; an item another shop keeps but this one does not is not on it.
If the shelf matches, tap the circle. It ticks the item as counted at the number shown -- On hand 3 becomes Counted 3 -- without opening anything. If the shelf does not match, tap the item's name instead and type what is there. Nothing to tick is offered for an item with no stock figure yet, or one below zero: those need counting properly.
Saying it out loud¶
Hands full? Tap the mic beside Scan or search and say what you count as you go: "Rolled oats, three bags and twelve kilos loose. Oat milk, two cartons and four." Tap Done. AI matches each thing to your stock list and works out the amount from the outers you have set up, then shows every line before anything is saved:
| Line shows | Means |
|---|---|
| Rolled oats · 87 kg and "three bags, twelve kilos loose" | The count, and the words it came from |
| Replaces the count of 75 kg | Already counted on this stocktake. Saving puts the new number in. |
| Not matched, do these by hand | Not in your stock, or said in a way that could mean two items. Count those by scanning or searching. |
Untick anything wrong, then Save. Each line is saved exactly as if you had typed it. A correction while talking ("six, no, seven") counts the last number. You can also type the list into the same box instead of talking.
It works best when items are named the way you say them, and their outers (25 kg bag, Carton of 12) are set up. Each read counts as AI use on Plan & billing.
A product in sizes and colours¶
Its sizes are listed one by one, with a row above them: Canvas shopping tote, all sizes, 1 of 2 counted. Tap it for a grid -- sizes down, colours across -- and type what you count in each box.
A blank box is not counted. Type 0 for a size you looked for and have none of. Sizes already counted are filled in, and Save counts counts each box as if you had typed it on its own line.
What a scan finds¶
| You scan | You get |
|---|---|
| An outer's barcode -- the 25 kg bag | The item, counting in bags, with Scanned: and what one holds |
| An item's or a product's own barcode | The item, in its own unit |
| A product in sizes' own barcode | The grid of all its sizes |
| One size's barcode | That size, on its own |
| A product made from several ingredients | ... is made from 3 ingredients; count those instead. |
| A code nothing has | Unknown barcode, asking whether to set up a new product. Set up a new product copies the code and opens a blank product; Not now carries on. |
The quantity sheet¶
Tap any row to open its sheet. It shows On hand:, what the system believes, and Already counted: if the item is on this stocktake already.
Type the quantity and choose its unit: the item's unit, its Show as unit, or any outer with a size. Three 25 kg bags is 3 and 25 kg bag. Save.
Counting an item again replaces the earlier figure; it does not add to it. Flour on two shelves: add them up and type the total.
The list updates the moment you save. Swipe a counted line away to remove it.
An outer with no size cannot be counted by the outer. The sheet warns you -- "25 kg bag" has no size on it, so this is being counted in g -- and counts grams. Put the size on the item first.
Review¶
Review shows every counted item as a difference: Counted, Expected, the difference, and what it is worth. Red where you have less than expected, green where you have more, and a Total at the foot. Lines are sorted by what the difference is worth, biggest first, so the one worth arguing about is at the top.
Expected is what the system believed you held at the moment you counted that item, so a sale rung up between counting and finishing is not mistaken for a shortfall.
A line that is far out from what was expected gets a warning and a Count again button. Two thresholds decide "far out" (either one on its own is enough):
- How far it is as a percentage of what was expected
- How much the difference is worth in dollars
Both are set in menu → Inventory → Setup, under Stocktakes (default: 20% and $50).
A line where nothing at all was expected but something was counted is always flagged the same way.
Below the Total sits Not counted, with everything in this stocktake you did not reach. They keep their on-hand as it is -- you can finish the stocktake without them. A partial stocktake is a real thing.
The back arrow returns to counting.
Finish stocktake¶
Finish stocktake records one entry for each item whose count differs from expected, by the difference, and says Stocktake finished. An item counted exactly right records nothing.
Finishing puts every difference above onto your stock. Nothing changes until you do.
Items you did not count are left alone. They keep their on hand. A stocktake never zeroes what it did not see.
That is the end of it. Opening a finished stocktake afterwards shows what it counted, item by item, in the order you walked them -- and nothing to press. There is no way to add to it, finish it again or delete it, on this till or any other. Put a mistake right with an adjustment on the item, or at the next stocktake.
Or void the whole thing. If the stocktake itself was wrong -- the wrong shelf, the wrong day, somebody counting in the wrong unit -- open it and choose Void this stocktake. Everything it put onto your stock goes back the way it was.
Voiding is not deleting, and the difference is deliberate. The stocktake stays in your history marked Voided, and so does the correction that undid it. Nothing is erased, because a number somebody has already acted on should not quietly change: you can always see that a stocktake happened and that it was taken back. Voiding needs the same permission as finishing.
An unfinished one can be thrown away. Tap ⋮ in the top corner and Discard, or use the ⋮ on its row in the stocktake list. Nothing on your stock changes: an unfinished stocktake never put anything there.
What is and isn't on hand¶
| Sales while you count | Fine. Expected is worked out at the moment each item was counted. |
| Laybys | Come off stock when they are paid off. Goods on layby in the back are still on hand until then, so count them. |
| Accepted online orders | Already off stock, even if not collected yet. Leave a packed order out of the stocktake. |
| Deliveries not saved | Not on hand yet. Save the delivery before you start the stocktake, or leave those boxes out. |
Good to know¶
- One person counts one item. Two phones can work on the same stocktake at once, but if both count the same item, the last one saved wins. Split the shop up between them by location instead.
- Blind counting is not offered. Seeing the expected figure at the shelf is what catches a unit mistake, and the recount prompt catches the rest.
- Finishing needs a connection.
- A finished stocktake is not edited. Put a mistake right with an adjustment, or the next stocktake.