# Performing a Stocktake
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.
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👉 For details on stocktaking using a scanner, see the [Performing a Stocktake (Scanner)](/scanner/performing-a-stocktake-scanner.md) document.
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This document provides a step-by-step guide for performing a stocktake within the app, including:
* [#starting-a-stocktake](#starting-a-stocktake "mention")
* [#exporting-a-stocktake](#exporting-a-stocktake "mention")
* [#filtering-the-stocktakes-list](#filtering-the-stocktakes-list "mention")
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## Starting a Stocktake
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#### Open the Inventory Stocktakes Page
Select **Inventory** from the main menu, then go to the **Stocktake** tab. The **Stocktakes** list displays all stocktakes that are either in progress or have been completed.
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#### Click Add +
To begin a new stocktake, click **Add +** in the top right corner.
The **Add Stocktake** form will open.
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#### Choose the Warehouse
Choose the relevant **Warehouse** (or Location) where the stocktake will be conducted. The **Stocktake Number** will be generated automatically.
After selecting the **Warehouse**, additional fields will appear for adding items.
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#### 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 "Dairy Free Blue Chocolate Unicorn".
A page will open displaying the stock numbers and batch details for the item.
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#### 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.
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If the number is large, click the number in the centre and type the new number in -
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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 [Managing Inventory](/inventory/managing-inventory.md#batches-2) section of the [Managing Inventory](/inventory/managing-inventory.md) document for details on managing and editing batches.
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#### Click Done
Once any required adjustments have been made, click at the bottom of the page. The updated count will appear on the **Add Stocktake** form, along with any variances - negative values will be shown in red and positive values in green.
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#### Repeat with Remaining Items
Repeat the above steps for each remaining product in the stocktake.
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#### Finalise the Stocktake
Once all items have been counted and adjustments made, click .
👉 See below for additional options prior to finalising, such as [#editing-and-removing-a-stocktake-item](#editing-and-removing-a-stocktake-item "mention").
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.
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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.
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### 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](#starting-a-stocktake "mention") above.
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#### 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 .
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### 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.
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## 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:
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#### Go to the Stocktake Tab
As above, select **Inventory** from the main menu, open the **Stocktakes** tab, then choose the stocktake you want to export.
The stocktake details will open.
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#### Select Export Stocktake
Click on the 3 dots in the top right and select **Export Stocktake**.
The stocktake details will be exported as a spreadsheet file to your computer for downloading.
(This example has been split into 2 sections for easier readability.)
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## 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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