Stock Taking
Table of Contents
- 1. Use Cases — 5 common scenarios
- 2. Features — Search & Filter / List Columns / Stock Taking Flow
- 3. FAQ — 11 FAQs + Important Notes
- 4. Related Features
1. Use Cases
Quick Links: Monthly Routine Count | Annual Audit Count | Quick App Count | Check Progress | Last Month's Records
Scenario 1: Monthly Routine Stock Taking
Situation: A routine stock count is needed at the end of each month to keep book quantities consistent with actual stock.
Steps:
▸ Create the stock taking
- Click the "New" button
- Filter and select the shelves to count
- Click "Create Stock Taking"
- Choose "Normal" type (book quantities visible for faster reconciliation) and "Static" mode
- Click "Create"
▸ Count and finalize
- Open the stock taking detail, click "Export Items", and print or hand the sheet to counters to fill in actual quantities
- After filling, use "Import Items", or enter the counts directly on the page
- Once everything is entered, click "Approve Stock Taking"
Result: The system calculates the differences from the entered quantities and adjusts inventory automatically, leaving a complete record and keeping stock data accurate.
Scenario 2: Annual Audit Stock Taking
Situation: The annual financial audit requires precise counting, and counters must not be biased by seeing book quantities.
Steps:
- Create a new stock taking and select the shelves to count
- Choose "Blind" type
- Counters physically count and enter quantities without seeing book numbers
- Carefully review the differences before "Approve Stock Taking"
Result: Results are unbiased by book figures, more objective, and meet audit requirements.
Scenario 3: Quick App Count of a Single Shelf
Situation: A shelf's stock looks suspicious and you want to confirm and adjust it on the spot with a phone.
Steps:
- Create a stock taking with only that shelf selected, and choose "Dynamic" mode
- Scan the shelf barcode with the mobile App; the App shows current inventory in real time
- Enter the counted quantities in the App and confirm
- Back on the web page, click "Approve Stock Taking"
Result: The single-shelf doubt is resolved quickly without affecting other work; inventory adjusts right after approval.
Scenario 4: Check Stock Taking Progress
Situation: Counting is halfway done and you want to know how many shelves remain.
Steps:
- Filter "Status" by "In Progress"
- Check the "Progress" column (completed shelves / total shelves)
- Click into the detail to continue counting
Result: The list shows all unfinished stock takings so you can track progress and plan the remaining work.
Scenario 5: Supervisor Asks for Last Month's Stock Taking Records
Situation: The warehouse supervisor wants to review last month's stock taking results for abnormal differences.
Steps:
- Filter "Finalized At" by last month
- Find the stock takings and open the details to review results and differences
- Optionally select rows and click "Export" for the supervisor
Result: The list shows last month's finalized stock takings for the supervisor to review the adjustments.
2. Features
Stock taking reconciles actual stock with system book quantities. Create a stock taking here, select the shelves, choose "Normal" or "Blind" type and "Static" or "Dynamic" mode, enter counted quantities and approve — the system adjusts inventory automatically and keeps movement records.
Quick Jump: Search & Filter | List Columns | Stock Taking Flow
2.1 Search & Filter
Location: Top of the page
Search box: Search by stock taking number or note
Filters:
| Filter | Description | Usage |
|---|---|---|
| Stock Taking Number | Filter by number | Multiple numbers supported |
| Status | Filter by status | Multiple selection: Not Started, In Progress, Approved, Rejected |
| Stock Taking Type | Filter by type | Multiple selection: Normal, Blind |
| Stock Taking Mode | Filter by mode | Multiple selection: Dynamic, Static |
| Finalized At | Filter by finalization date | Choose start and end dates |
| Created At | Filter by creation date | Choose start and end dates |
2.2 List Columns
Column Descriptions
| Column | Description | Note |
|---|---|---|
| Stock Taking Number | Identifier of the stock taking | Click to open the detail |
| Note | Note entered at creation | - |
| Status | Processing status | Shown as colored tags |
| Stock Taking Type | Normal (gray) / Blind (orange) | - |
| Stock Taking Mode | Static (purple) / Dynamic (cyan) | - |
| Snapshot Status | Inventory snapshot status for static mode | Dynamic mode shows "-" |
| Progress | Completed shelves / total shelves | Shown as a progress bar |
| Finalized By | Who finalized | Shown after finalization |
| Finalized At | When the stock taking was finalized | Shown after finalization; sortable |
| Created At | When the stock taking was created | Sortable |
Click the column settings button at the top right of the list to customize visible columns.
Statuses
| Status | Color | Description |
|---|---|---|
| Not Started | Gray | Created, counting has not begun |
| In Progress | Blue | Counting in progress |
| Approved | Green | Results applied; inventory adjusted |
| Rejected | Red | Results not applied; records kept for audit |
Types and Modes
| Item | Option | Description | Best for |
|---|---|---|---|
| Stock Taking Type | Normal | Counters can see book quantities for easy reconciliation | Routine counts, quick checks |
| Stock Taking Type | Blind | Counters cannot see book quantities; count first, compare later | Annual counts, audits |
| Stock Taking Mode | Static | Inventory snapshot at creation; changes during counting do not affect results; enter via Excel export/import or the web page | Large counts that take longer |
| Stock Taking Mode | Dynamic | Scan shelf barcodes with the mobile App and enter counts against real-time inventory | Quick, on-the-spot counts |
Batch Actions
After selecting stock takings, you can use:
| Button | Function | Description |
|---|---|---|
| Export | Export Excel | Export the selected stock takings |
2.3 Stock Taking Flow
▸ Step 1: Create the stock taking
- Click the "New" button
- Use the filters (merchant, shelf type, temperature, coordinate ranges, last counted date, etc.) to find and select the shelves to count
- Click "Create Stock Taking"
- In the settings panel, choose the "Stock Taking Type" (Normal/Blind) and "Stock Taking Mode" (Static/Dynamic), and add a note (optional)
- With many shelves, check "Split into multiple stock takings" and choose "Split by Zone" or "Split by Quantity", then preview the groups
- Click "Create"
💡 Tip: Keep a single stock taking under 300 shelves — a warning appears beyond that. For large scopes, use the split feature so several people can count in parallel.
▸ Step 2: Enter counted quantities (static mode)
- Open the stock taking detail and wait for the inventory snapshot to finish
- Click "Export Items" to download the Excel, fill in counted quantities, then "Import Items"
- Or edit counted quantities directly on the page
- For items not physically counted, use "Zero out uncounted" to set them to 0 explicitly
▸ Step 2: Enter counted quantities (dynamic mode)
- Scan the shelf barcode with the mobile App
- The App shows the shelf's current inventory in real time
- Enter the counted quantities in the App and confirm
- Return to the web page after finishing all shelves
▸ Step 3: Approve or reject
- After all items are entered, click "Approve Stock Taking"
- The system calculates differences from the entered quantities and adjusts inventory automatically (gains add, losses subtract), creating inventory movement records
- If the results should not be applied, click "Reject": the count data is kept for audit but inventory is not adjusted
3. FAQ
Quick Jump: FAQ | Important Notes
3.1 FAQ
▪ How do I choose between Normal and Blind?
- Normal: counters see book quantities and can spot differences quickly — good for routine counts
- Blind: counters cannot see book quantities and must count independently before comparing, avoiding bias — good for annual counts and audits
Generally: normal for daily work, blind for important counts.
▪ How do I choose between Static and Dynamic?
- Static: inventory is snapshotted when the stock taking is created, so changes during counting do not affect results. Counts are entered via Excel export/import or the web page — suitable for large counts that take longer.
- Dynamic: the mobile App fetches real-time inventory when you enter a shelf — suitable for quick, on-the-spot confirmation. Requires the mobile App.
▪ Can an approval be undone?
No. Clicking "Approve Stock Taking" immediately adjusts inventory by the entered quantities and cannot be undone. Review differences carefully before approving; if the results should not be applied, use "Reject" instead — records are kept but inventory stays untouched.
▪ What is the difference between "Approve Stock Taking" and "Reject"?
- Approve: the results take effect, the system adjusts inventory by the differences, and the status becomes "Approved"
- Reject: the results do not take effect and inventory is unchanged, but the count data is preserved for later audit; the status becomes "Rejected"
Both are final states and cannot be changed afterwards.
▪ How do I check the progress?
The "Progress" column shows "completed shelves / total shelves" with a progress bar. For example, "5/10" means 5 of 10 shelves are done.
▪ Can a stock taking be deleted?
Only stock takings in "Not Started" can be deleted. Once counting has begun or the stock taking is finalized, it cannot be deleted — this preserves data integrity and the audit trail.
▪ How does the system calculate differences?
Difference = counted quantity - book quantity
- Positive (gain): actual stock exceeds the book; approval increases inventory
- Negative (loss): actual stock is below the book; approval decreases inventory
Items with non-zero differences are highlighted for review before approval.
▪ Some items were not physically counted — can I still approve?
A static stock taking can only be approved after every item has a quantity entered. For items that were not physically counted, use "Zero out uncounted" to mark them explicitly as 0 (a loss) before approving. Requiring all entries prevents missed items from being mistaken for "no difference".
▪ What is "Snapshot Status"?
After a static stock taking is created, the system first snapshots the selected shelves' inventory as the book baseline. Snapshot status shows the progress of this preparation (Pending, Processing, Completed, Failed). Counting can start once the snapshot completes. Dynamic mode needs no snapshot and shows "-".
▪ What does the exported Excel contain?
The export includes: stock taking number, warehouse, status, stock taking type, finalized by, note, total shelves, completed shelves, finalized at, and created at.
▪ Can inbound/outbound work continue during a stock taking?
Not recommended within the counted area. Static counts use the snapshot taken at creation, so concurrent stock movements make the adjustment at approval diverge from reality; dynamic counts use real-time numbers, and items moving in or out mid-count cause miscounts. Count during off-peak hours, or pause inbound/outbound work in that area first.
3.2 Important Notes
⚠️ Important Reminders
- Approval check: review differences carefully before approving — inventory adjusts immediately and cannot be undone
- Timing: confirm no inbound or outbound work is running in the area; count during off-peak hours
- Staffing: for blind counts, use staff not involved in the area's daily operations to keep counts independent
- Data protection: started stock takings cannot be deleted; close out unwanted results with "Reject"
- Shelf count: keep a single stock taking under 300 shelves; use the split feature for larger scopes
4. Related Features
| Feature | Description | Link |
|---|---|---|
| Stock Inquiry | View inventory information | Go |
| Inventory Movements | View inventory movement records | Go |
| Shelves | Manage warehouse shelves | Go |
| Picking Lists | View and manage picking lists | Go |