Performing a Stocktake (Scanner)
Using a scanner for stocktake in Supply'd boosts accuracy, speeds up the process, and reduces errors, ensuring real-time inventory updates and efficient stock management.
Stocktaking in Supply’d can be done directly within the app or by using a handheld scanner. Using a handheld Supply’d scanner will make your stocktake process faster and more accurate. Instead of writing down counts manually, you can simply scan each item and enter the quantity. This reduces mistakes and saves time, especially when managing large amounts of stock. The scanner also updates your inventory in real time, once the stocktake is finalised, so your stock levels will always reflect the most current numbers. This helps keep your records accurate and makes reporting more reliable.
👉 For details on stocktaking within the Supply'd app, see the Performing a Stocktake document.
In this document, we will guide you step-by-step through the stocktake process using a handheld Supply’d scanner. You’ll find clear instructions and helpful tips for:
Performing a Stocktake
Click Start
Once the location has been selected, click 
.
You will be prompted to confirm that you want to start the stocktake. Click 
.
Keep in mind that while a stocktake is in progress, you cannot receive or transfer stock from this location. Be sure to schedule the stocktake at a time when no deliveries or stock transfers are expected.
The Scanner - Stocktake screen will show, flashing red to indicate it's ready to scan.
Scan or Search for the Stocktake Items
You can either scan the item's barcode or search for it manually. Scanning is the quickest and easiest method.
Scanning
To scan the item, point the scanner at the barcode on the item and press either of the scanner buttons.
Manual Search
Manual searching is useful if an item won’t scan, has no barcode, or has a damaged barcode. To search manually, type the item name in the Search Products field, and a list of matching products will appear for you to select from.
Once the item is scanned or selected, a screen will appear detailing the item and the stock levels.
Count & Record
Count the number of items that are on the shelf and, if necessary, adjust the number using the 
.
If the number is large, you can click the number in the centre and type the count in.
In our example, if Supply'd shows 21 White Chocolate Unicorns but only 20 are actually on the shelf, press the "-" button to correct the count.
The screen will update to reflect the changes, including the new count and the adjustment made.
Batches
A product may have multiple batches listed, so be sure to count the specific batches and adjust them accordingly.
If any of the batch details shown are incorrect, click the pencil
to the right of the batch #. The Edit Batch Details form will show where you can edit any details necessary. Click 
to apply these changes.
If a new batch is required, click 
.
The Add Batch form will show where you can create the new batch. Click 
to add the new batch.
Finalise the Stocktake
Once completed, click 
(Finalise Stocktake).
Be sure to remember to finalise the stocktake as inventory numbers will not be updated until the stocktake has been finalised. Finalising the stocktake ensures that the recorded quantities are officially applied to your inventory, keeping your stock levels accurate and up to date. Until then, the system will continue to reflect the previous inventory numbers.
Additionally, you should not pick, receive or transfer stock from this location until the stocktake is finalised. You can break the stocktake up into smaller counts to assist with doing this during trade.
You will be asked to confirm.
Stocktake Finalised will flash across the top of the screen in green.
Additional Options Prior to Finalising
Before finalising, clicking the three dots in the top right corner will open a menu.
View Stocktake Items
Enables you to view the items you have adjusted during the stocktake.
Location
The location where you are performing the stocktake.
Created At
The current time and date.
Unit Variation
The total discrepancy in item counts.
Cost Variation
The total dollar value of the discrepancy in item counts.
Item
The item, item size, item code, and batch number.
Variance
The discrepancy in item counts for this item.
Old Count
The count for this item that was in Supply'd prior to the stocktake.
New Count
The count for this item after the stocktake.
Value
The dollar value of the discrepancy in item counts for this item.
Total Variance
The total discrepancy in item counts. In our example, one item was over by +1 and the other short by -5, making the total of 4.
Variance Value
The total dollar value of the discrepancy in item counts. In our example, one item was over by +1 with a value of +$0.75 and the other short by -5 with a value of -$3.75, making the total of $3.00.
You will also see 3 dots at the top right of this screen. The only option in this menu is Cancel Stocktake. Selecting this will cancel the stocktake. You will be asked to confirm.
Finalise Stocktake
Will finalise the stocktake. An alternative to the button.
Cancel Stocktake
Will cancel the stocktake. You will be asked to confirm.
Viewing Stocktakes on the Scanner
To view a list of stocktakes on the scanner, click the 3 lines on the top left to take you to the Supply'd main menu.
Select Inventory, then the Stocktakes tab. Stocktakes are labeled with colour-coded tags - either 
or 
- for easy identification.
Clicking on a stocktake will bring up all the details, the same as View Stocktake Items above.
Clicking the three dots in the top right corner will open a menu.
The only option in the menu for 
stocktakes is Export Stocktake. Selecting this will allow you to download the stocktake details.
For stocktakes that are still 
, you will have Finalise Stocktake or Remove.
Filtering the Stocktakes List
It is also possible to filter the stocktake list. To do this, click on the 3 lines under the heading.
These options will appear for you to select from.
Stocktake Status
Select one or both from the drop-down menu.
In Progress
Completed
Warehouse
Select the location(s) you would like to filter by from the drop-down menu.
Date Range
Clicking the field will open a calendar, allowing you to select a date or date range for filtering.
Click 
to display the filtered list.
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