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.
In this document, we will guide you through the stocktake process step by step, providing detailed explanations and helpful insights for:
View Stocktake Items before finalising
Viewing Stocktakes on the Scanner after finalising
Performing a Stocktake
To start a stocktake, open Supply'd on the scanner. Select Stocktake from the Scanner menu.
The Start Stocktake screen will appear. Select the stocktake location from the drop-down menu, then click START.
You will be prompted to confirm. Click Start.
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.
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
Searching manually is useful if the item doesn't scan, doesn't have a barcode or the barcode is damaged. To search manually, in the Search Products field, start to type the name of the item and a list of matching products will show for you to select from.
Once the item is scanned or selected, a screen will appear detailing the item and the stock levels.
Count the number of items that are on the shelf and, if necessary, adjust the number using the "-" and "+".
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.
If the number is large, you can click the 0 and type the number in.
A product may have multiple batches listed, so be sure to count the specific batches and adjust them accordingly.
The screen will update to reflect the changes, including the new count and the adjustment made.
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 Add New Batch. The Add Batch form will show where you can create the new batch. Click 
to add the new batch.
Click the X in the top right corner to close the item and proceed to the next one.
Repeat the process for each item in the stocktake.
Finalising a Stocktake
Once completed, click Finalise Stocktake.
You will be asked to confirm.
Stocktake Finalised will flash across the top of the screen in green.
Be sure to remember to finalise the stocktake, as the inventory numbers will not be updated until then. 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.
If a stocktake hasn't been finalised and you attempt to start a new one, you will be prompted to resume the incomplete stocktake.
Additional Options
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 Finalise Stocktake 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 COMPLETED or IN PROGRESS - 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 Finalised stocktakes is Export Stocktake. Selecting this will allow you to download the stocktake details.
For stocktakes that are still In Progress, 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 FILTER to display the filtered list.
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