Entering a stock take

This article covers how to enter a stock take into the system. Entering a stocktake will give you a report of any stock discrepancies and set your system stock levels to the counts that you enter.

Go to stock using the button on your back office dashboard or by selecting it from the side menu.


Depending on your role, select manager or audit stocktake. The difference between Auditor and Manager Stocktakes is that an Auditor Stocktake will show the figures with a period from the last Auditor Stocktake instead of from the last Manager Stocktake. When an Auditor Stocktake is ran a Manager Stocktake is also created.

Go to the Config & Help tab and Press 'Print Count Sheet' or 'Download Count Sheet for Excel' to print or download a list of all of your stocked products with boxes to enter your count.


Once you've counted your stock, come back to this screen to enter it in the system. Alternatively, you can enter your counts directly into the system.


Entering your counts

You can enter the stock in order units (what you purchase the stock in e.g. keg) or measurement unit (what you sell your stock in e.g. pints). Populating either value for a stock item will automatically populate the other. For more on these stock settings see Product Stock Settings.

If you always enter your stock in either order or measurement unit, you can set the stocktake to only display the one that you use by going to the config & help tab. Here you can also select the fields you would like to be displayed when entering a stocktake (if your user has the required permissions)

If you have stock areas configured, you can enter your count for each area (e.g. upstairs bar) and your total stock on hand will be calculated from each areas count.

Saving your stocktake

If you need to save your stock take part way through entering your count, just hit "Back" at the top of the screen or "Save Draft" at the bottom of the screen. You will then see your draft stocktake at the top of the stock takes summary view and can click on the pencil icon to continue entering your counts when you're ready.

Previewing your stock report

When you have entered all of your counts, you can press 'Preview' to see what your stock report looks like before setting your stock levels to your declared counts. (if you don't see a 'Preview' button you will need to enable stock report previews under setup)

If you are not ready to submit your preview yet, you can come back to it at any time by pressing the preview button on the right hand side of the draft stocktake in the stocktakes section of your back office.

Submitting your stock report

After reviewing your preview you can submit the stocktake from the preview report, which will save the report and update your stock levels to match your counts.

If you don't have stock previews enabled you can click 'Submit' directly from the stocktake, at which point you will be presented with your stock report.

For an explanation of the information shown on your stock report see Understanding Your Stock Report.

When you go back to the stocktake module you will see your report in the list and can view it again by clicking on the report icon in the actions column. You can also download your report as a PDF or CSV.


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