Performing a Stocktake

Conducting regular stocktakes in Supply'd ensures inventory accuracy, helps identify discrepancies, and supports informed purchasing and operational decisions.

Stocktaking in Supply’d can be done through the app or with a Supply'd handheld scanner. For details on stocktaking using a scanner, see the Performing a Stocktake (Scanner) document.

This guide provides a step-by-step process for performing a stocktake within the platform, including:

• Starting a Stocktake

• Finalise Stocktake

• Exporting a Stocktake

• Filtering the Stocktakes List

Starting a Stocktake

1

Open the Inventory Stocktakes Page

From the main menu, go to Inventory, then select the Stocktake tab. The Stocktakes list displays all stocktakes that are either in progress or have been completed.

2

Click Add +

To begin a new stocktake, click Add + in the top right corner.

The Add Stocktake form will open.

3

Choose the Warehouse

Choose the relevant Warehouse/Location where the stocktake will be conducted. The Stocktake Number will be generated automatically.

After selecting the Warehouse/Location, additional fields will appear for adding items.

4

Choose the Product

Clicking or typing in the Product field will display a list of available products to choose from.

In this example, we’re searching for our "White Chocolate Unicorns".

A page will open displaying the batch details for the item.

5

Count the Product

Count the items associated with each batch number and adjust the quantities as needed using the "+" or "-" buttons.

In our example, we only found 18 unicorns with batch #5947, so we clicked the "-" button to update the quantity accordingly. We also found there were 4 unicorns with batch #5897, so adjusted using the "+" button.

If the number is large, you can click the number in the centre and type the new number in.

If required you can edit the batch data by clicking on the pencil to the right of the batch number.

You can also add a new batch by clicking on the Add New Batch at the bottom of the page.

6

Close the Page

Once any required adjustments have been made, close the page by clicking at the bottom of the page. The updated count will appear on the Edit Stocktake form, along with any variances - negative values will be shown in red and positive values in blue.

7

Repeat with Remaining Items

Repeat the above steps for each remaining product in the stocktake.

8

Finalise the Stocktake

Once all items have been counted and adjustments made (see below for additional options such as Editing & Removing an Item prior to finalising), click . You will be asked to confirm.

The status of the stocktake will change from to .

Supply'd will automatically update the inventory to reflect the new counts.

Stocktakes must be finalised in order for any inventory adjustments to take effect. Until the stocktake is marked as complete, the recorded counts will not update the actual inventory levels in the system.

Editing & Removing an Item

Editing a Stocktake Item

Should your stocktake numbers need adjusting - for example, if you find extra items on another shelf - you can edit the item in the stocktake. Click the three dots on the far right of the item and select Edit Item.

The batch data for the item will open and you can adjust the numbers as required.

Removing a Stocktake Item

To remove an item from the stocktake, select Remove Item from the menu above.

You will be asked to confirm.

Additional Options

Prior to finalising a stocktake, clicking the 3 dots on the top right will bring up a menu:

Finalise Stocktake

Finalises the stocktake. An alternative to the button at the bottom of the page.

Remove

Will cancel the stocktake. You will be asked to confirm.

Exporting a Stocktake

After a stocktake has been finalised, clicking the three dots in the top-right corner will open a menu with a single option: Export Stocktake.

Selecting this option will export the stocktake details into a spreadsheet file for you to download.

Filtering the Stocktakes List

With the Stocktakes tab selected on the Inventory page, the three lines next to the three dots in the top right corner allow you to filter the Stocktakes list, while the magnifying glass lets you search for specific stocktake numbers.

Clicking the three lines opens the Filter Sales form, where you can access all available filtering options.

Stocktake Status

Select the relevant status or statuses you wish to filter by.

Warehouse

Select the relevant warehouse or warehouses you wish to filter by.

Date Range

Select the date or date range you wish to filter by. Click to set the date(s).