A count is not the same as typing over a quantity. It is a document: what you counted, what the system thought, what the gap was worth, and why. And it does not ask you to close the shop — sales made while you count are kept.
- 1
Start a count
Open Inventory → Stocktakes and click New count. The subtitle is the whole philosophy: count a shelf, not the shop. A count of one category gets finished; a count of everything gets abandoned halfway.
- 2
Pick the location
A count covers one location. Stock anywhere else is untouched, so counting your main branch cannot disturb the second one.
- 3
Choose what you will count
Three ways to build the scope:
- A category — screens, batteries, accessories. Tick Include products in subcategories if the shelf holds them.
- A supplier — everything you buy from one, useful when a delivery is suspect.
- Free mode — whatever you scan or type, for a drawer that does not map to a category.
- 4
Add a note and start
The note is what you will read in three months: "Month-end count — shelves A and B" is worth typing. Then Start counting.
- 5
Count
Search or scan each product and enter how many are there. If your store counts blind, the system's number appears only after you confirm the line — you count first, so the number cannot pull you toward it. Otherwise the expected quantity is visible as you go.
- 6
Review the differences
Click Review differences. The review shows four figures — Counted, Match, Differ, and the valued difference — and defaults to Only differences, sorted by impact in money. That ordering is deliberate: fifty missing screen protectors matter less than one missing phone.
- 7
Explain the gaps
Open a differing line and set a reason. Each one carries a hint so the choice is not a guess:
- Shrinkage — units missing with no identified cause.
- Damage — the units are accounted for but broken or unsellable.
- Data entry error — the stock was fine; a receipt, sale or adjustment was recorded wrong.
- Theft — missing under circumstances that point to theft, not ordinary loss.
- Other — describe what happened.
- 8
Understand what approving does
Approving applies the difference, not the counted number. If you counted 8 where the system said 10 and two more sold while you were counting, the shelf ends at 6 — your count is not allowed to erase real sales. Products nobody counted are left exactly as they are.
- 9
Approve and adjust
Click Approve and adjust. Read the summary — Short, Over, Net difference valued at each product's average cost — tick the box confirming you reviewed the differences, and confirm. This cannot be undone: a mistake is corrected with another count, not a rollback. Every adjustment lands in each product's stock history with this count on it.
Pro tip
- Print the count sheet before or after: it has signature lines for who counted and who verified. That is what makes a count evidence rather than an opinion.
- "Nothing differs — the system was right" is a real and good outcome. Counting a shelf that turns out to be correct is not wasted work; it is the only way you learn which shelves you can trust.
- Your store may be set to use one reason for the whole count instead of a reason per line. Both are legitimate — a single reason is faster, per line is what you want when the causes genuinely differ.
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