The Stocktake module lets merchants physically count their inventory and reconcile it against system records. When a stocktake is completed, inventory quantities update to match the counted values and the system calculates the total discrepancy cost.
Access path: POS → Inventory → Stocktake tab
Stocktake list
Opening the Stocktake tab shows all stocktakes performed at your store, ordered most recent first. Use the Search Stocktake bar at the top to filter by stocktake number. Tap the green (+) button at the bottom-right to create a new stocktake.
|
Column |
Description |
|---|---|
|
Stocktake # |
Auto-generated ID (e.g. ST0053, ST0054) |
|
Performed By |
Employee who created the stocktake |
|
Status |
Draft, Completed, or Void |
|
Total Qty |
Total items counted across all products |
|
Total Discrepancy Cost |
Dollar value of stock variance. + = more found, − = less found, $0.00 = no variance |
|
Date |
Date the stocktake was created |
Creating a stocktake
Step 1 — Open new stocktake
Tap the green (+) button. The stocktake screen opens and automatically loads all products from your inventory.
|
Column |
Description |
Editable? |
|---|---|---|
|
Item Name |
Product name; variant shown below in smaller text |
No |
|
Current Qty |
Stock quantity currently in the system |
No |
|
New Qty |
Your physical count — blank by default |
Yes |
|
Discrepancy |
Difference between New Qty and Current Qty; auto-calculates |
No |
|
UPC |
Product barcode |
No |
Step 2 — Find products to count
Scroll the full product list or narrow it down with:
-
Search By Product Name — type to filter the list instantly
-
Search by UPC — type or scan a barcode to jump to a specific product
-
Filter icon at the top-right — opens a modal with three tabs:
|
Tab |
What it does |
|---|---|
|
Select Category |
Filter by product category (Disposable Vapes, Kratom, Cigars, CBD, Hookah, etc.) |
|
Select Tags |
Filter by product tags assigned in inventory |
|
Select Brand |
Filter by brand name |
Filter buttons: Apply, Dismiss, Reset.
📷 Add screenshot: Filter modal with Category/Tags/Brand tabs
Step 3 — Enter physical counts
Tap the New Qty field next to any product and enter your counted quantity. As you type, Discrepancy calculates automatically:
-
Green (+) = more stock found than recorded
-
0 = count matches the system exactly
-
Negative (−) = less stock found than recorded
Once you start entering quantities, the bottom bar changes to: Cancel | Save as Draft | Save. A Note column also becomes visible.
Step 4 — Add notes (optional)
Once quantities are entered, a Note column appears on the right side of each row. Tap the note field to add a free-text note (e.g. damaged stock, recount reason). Notes are saved and appear in printed and emailed reports.
Step 5 — Save or complete
|
Button |
Status |
Inventory updated? |
Description |
|---|---|---|---|
|
Cancel |
No save |
No |
Discards all entries; returns to the list |
|
Save as Draft |
Draft |
No |
Saves your counts without updating inventory; can be reopened and edited later |
|
Save |
Completed |
Yes — immediately |
Finalises the stocktake; updates all inventory quantities to match your New Qty values |
Important: Tapping Save is permanent. Once completed, inventory quantities update immediately and the stocktake cannot be edited — only voided. Always verify all counts before tapping Save.
Stocktake statuses
|
Status |
Meaning |
Inventory updated? |
|---|---|---|
|
Draft |
Saved but not finalised; fully editable |
No |
|
Completed |
Finalised; quantities written to inventory |
Yes |
Understanding discrepancy cost
The Total Discrepancy Cost in the list is calculated as:
(New Qty − Current Qty) × Product Cost Price
|
Value |
Meaning |
|---|---|
|
+$100.00 |
Extra stock found — inventory value increased |
|
−$725.00 |
Stock missing — inventory value decreased |
|
$0.00 |
Count matched the system exactly; no change |
Voiding a stocktake
A completed stocktake can be voided to reverse its inventory changes:
-
The employee performing the void is recorded against the action
-
Inventory quantities are restored to their pre-stocktake values
-
The voided record remains in the list for audit purposes
Note: Void Stocktake is a permission-controlled action. Only employees with the Void Stocktake permission enabled can perform this.
Employee permissions for Stocktake
|
Permission |
What it allows |
|---|---|
|
Access Stocktake |
View the Stocktake tab and list |
|
Create Stocktake |
Create new stocktakes |
|
Edit Stocktake |
Open and edit Draft stocktakes |
|
Void Stocktake |
Reverse a completed stocktake |
|
Allow Inventory Reduction |
Employee can enter counts but cannot reduce quantities below current stock — only managers can approve decreases |
Important notes
All products load automatically — you do not need to add products manually. Use search or filters to focus on specific products you are counting.
Lottery products are included in Stocktake just like all other product types.
Performed By is recorded on every stocktake and shows in the list, printed reports, and emailed reports.
UPC scanning works inside the stocktake screen. Scan a product barcode to instantly locate that product.
Do not tap Save multiple times. Tapping Save repeatedly can cause duplicate stocktakes. Tap once and wait for confirmation.