The perfect option for a manual count! 

Shopventory Stocktakes allow you to update quantities for multiple items at once, see any discrepancies, and keep a clear record of that specific count—both before and after. 

Once you’ve entered your updates, simply Request Approval, and a manager will be able to review the count, request changes, or approve the Stocktake to finalize the counts.


NOTE
: Stocktakes are recommended for a maximum of 10,000 items at a time. It is recommended to perform larger counts across multiple Stocktakes. 

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Creating a Stocktake

To begin a stock-take, simply go to the Stocktakes page in Shopventory:

Click on the Create Stocktake button to get started:

Every Stocktake starts as a draft. Just fill in the fields across the top to get started: 

  • Every Stocktake can have its own Stocktake number. 
  • Select the Location for the Stocktake 
  • The Reason can be either Reconciliation or Other.
  • Finally, the Notes field is optional, but we strongly recommend adding a note for easy reference in the future.

Next, click the Add Products button to select what you're going to be adding to the Stocktake. You can skip this step if you're using a Barcode scanner. Barcode Scanning FAQs

NOTE: Bundles cannot be added to a Stocktake.
A Bundle's quantity depends on the quantities of its components. 

Just select the products you want to update to add them to the Stocktake. 

Go through and update the quantities to the current count. You can also add an individual note on each product you're updating.

If you are on the Standard plan and above, you can also use a barcode scanner to add quantities one-by-one. Every time you scan a valid SKU number, one unit will be added to the Stocktake. So scan = +1 units. 

Barcode Scanning

  • Barcode scanning is only available on the Standard plan and above. 
  • Other scanners might work, but the recommended scanner models have been tested and are known to work with Shopventory. There are many different scanners out there and each one may interact differently with your Operating System or Browser. Shopventory does not guarantee functionality. Learn more
  • If you're having issues scanning, click the button below to review the Barcode Scanning FAQs:

Recommended Scanners:

Save the Stocktake

Once you're done entering changes, hit the Save button at the top to save the draft. The draft will now appear in the main Stocktakes page: 

Edit / Cancel / Request Approval on a Stocktake

To take action on a Stocktake, just click on the Stocktake number from the main Stocktakes page. That will take you into that Stocktake. Once you're there, just click the blue Actions button at the top of the page:

From there, you can Edit, Cancel, or Request Approval. 

  • Edit: Allows you to make changes to the Stocktake.
  • Cancel Stocktake: This will mark the Stocktake as canceled. No further changes can be made, but canceled Stocktakes are still stored.
  • Request Approval: This will submit the Stocktake for approval. Only users who have the Manage Stocktakes permission will be able to approve the Stocktake and finalize the changes or send it back for further updates.

Approving a Stocktake

Once the Stocktake is awaiting approval, only users who have the Manage Stocktakes permission can approve the Stocktake. 

  • Open the Stocktake by clicking on the the Stocktake number. 
  • Once you're there, just click the blue Actions button at the top of the page:
  • Cancel Stocktake: This will mark the Stocktake as canceled. No further changes can be made, but canceled Stocktakes are still stored.
  • Approve & Complete: This will finalize the Stocktake as is. 
  • Request Modifications: This will reject the Stocktake, but keep it open and set the status to "Modifications Needed". We strongly recommend adding a note to let team members know the reason for the modification: 

Once the modifications are complete, Just repeat the process and use the Approve & Complete option to finalize the update and set the new product quantities.

Things to know:

  • Finalizing a Stocktake will overwrite the current inventory quantities.
  • Multiple stocktakes cannot be added together. If a product is held in multiple locations in your store, be sure to enter the total count on a single stocktake.
  • It is strongly recommended that Stocktakes be completed during off-hours to keep sales from interfering with product quantities.
  • The Stocktake screen will NOT update as products sell. It's best to start and complete a Stocktake all in one go while those products are not selling.
  • Stocktakes have a recommended maximum of 10,000 products per Stocktake. You can break counts up across multiple Stocktakes if you have more than 10,000. 
  • Modifications can be requested multiple times.
  • Bundles cannot be added to a Stocktake. A Bundle's quantity depends on the quantities of its components. 
  • If you're having issues scanning barcodes, click the button below to review the Barcode Scanning FAQs:

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User Manuals for supported Scanners: 

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