Performing a Stocktake
Stocktaking in Supply'd helps ensure your inventory is accurate, reducing errors, preventing stockouts, and improving overall efficiency in managing stock levels.
Stocktaking in Supply’d is the process of counting and verifying your physical inventory against what is recorded in the system. It helps ensure your stock levels are accurate, up to date, and reliable. Regular stocktakes allow you to identify discrepancies, reduce waste, maintain control over inventory, and support better purchasing, production, and operational decisions across your business.
Why it Matters:
Fixes "Inventory Drift": Corrects errors caused by misplaced items or damaged goods.
Prevents Overselling: Ensures you don't sell "phantom stock" that isn't actually there.
Financial Integrity: Keeps your business valuation accurate for tax and accounting.
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 document provides a step-by-step guide for performing a stocktake within the app, including:
Starting a Stocktake
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 48 unicorns with batch #6534, so we clicked the "-" button to update the quantity accordingly.
If the number is large, click the number in the centre and type the new number in - 
If required, you can edit batch details by clicking the pencil icon 
next to the batch number. You can also add a new batch by clicking Add New Batch at the bottom of the page.
👉 Refer to the Batches section of the Managing Inventory document for details on managing and editing batches.
Finalise the Stocktake
Once all items have been counted and adjustments made, click 
.
👉 See below for additional options prior to finalising, such as Editing & Removing a Stocktake Item.
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 a Stocktake Item
Editing a Stocktake Item
Prior to finalising a stocktake, if you need to adjust the counted numbers - for example, if you find extra items on another shelf - you can edit the item directly in the stocktake.
Click the 3 dots on the far right of the item to open and select Edit Item.
The Edit Batch form will open.
Adjust the numbers as required following the guidelines for Starting a Stocktake above.
Removing a Stocktake Item
Before finalising a stocktake, if you need to remove an item - for example, if it was accidentally included - you can do so here.
Click the 3 dots on the far right of the item to open and select Remove Item.
You will be asked to confirm.
Click 
.
Additional Options
Prior to finalising a stocktake, clicking the 3 dots on the top right of the Add Stocktake form will open a menu with the following options:
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
You may want to export a stocktake from Supply’d to:
Review offline: Analyse stock counts and discrepancies.
Share with others: Send the data to colleagues, auditors, or management for review.
Record keeping: Maintain a historical record of stocktakes for compliance, reporting, or inventory audits.
Identify trends: Compare past stocktakes to spot patterns in inventory usage, shrinkage, or errors.
Exporting makes it easier to work with the data outside Supply’d and supports better inventory management decisions.
To export a stocktake's data:
Filtering the Stocktakes List
With the Stocktakes tab selected on the Inventory page, the 3 lines in the top right allow you to filter the Stocktakes list, while the magnifying glass allows you to search for specific stocktake numbers.
Click the 3 lines to open the Filter Sales form, where you can access all available filtering options.
Stocktake Status
Select the relevant status you wish to filter by.
Warehouse
Select the relevant warehouse(s) you would like to filter by.
Date Range
Select the date range you wish to filter by. Click 
to set the range.
Click 
to view the list based on your selected criteria.
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