Stock Takes

The Stock Takes module is where you manage and execute physical inventory audits. Because system data and physical reality drift apart over time due to human error, scrap, or misplacement, regular stock takes (or cycle counts) are essential for maintaining accurate inventory valuations.

To accommodate the planning supervisor and the shop-floor counter, Stock Takes offers two distinct interfaces: the Manager view (a master table for high-level oversight) and the Staff view (a Kanban board for executing counts on the floor).

Manager view (Table)

The Manager view displays a master table of all stock take orders. It is designed for high-level oversight, planning, and review.

Key elements of the Manager table

Order Number: The unique identifier for the stock take.
Due Date: The deadline for the count. If a count surpasses this date, a red 'Overdue' badge appears to flag it for immediate attention.
Status: Tracks the global progress of the order (e.g., 'Draft', 'Ready to Count', 'Being Counted', 'Complete').
SA Source: If the stock take triggers a Stock Adjustment to correct discrepancies, the resulting Adjustment ID is linked here.

When to use this view

Managers should use this table to monitor the progress of audits, follow up on overdue counts, and review the financial impact of completed stock takes.

Notes

The 'Difference' is calculated as: Counted Stock - Current Stock.

The 'Value Impact' is calculated as: Difference * Unit Cost.

Completing a Stock Take does not immediately delete or fabricate stock; depending on your organization's permissions, it may generate a pending Stock Adjustment (SA Source) requiring final financial approval.

Best Practices

Adopt cycle counting: Do not wait for an annual, facility-wide stock take. Create small, weekly Stock Take Orders for specific categories (e.g., auditing all 'PCBs' this week, and all 'Fasteners' next week). Cycle counting is far less disruptive to daily operations.

Investigate red numbers: Before approving a completed stock take with heavy negative 'Value Impacts', physically verify the count. Often, a 'missing' box of materials was simply placed on the wrong shelf.

Use statuses religiously: Staff should always change an item to 'Being Counted' the moment they start. This signals to the rest of the team that the physical stock is currently being audited and should not be moved or consumed until the status is 'Complete'.

Creating a new Stock Take Order

Managers can initiate a physical count by creating a new order.

From the Manager view, click the + New Stock Take button at the top right.
Assign Details: Fill in the header information:
- Assigned To: The primary person responsible for overseeing this order.
- Location: The specific site or warehouse zone being audited.
- Issue Date & Due Date: The timeframe for the audit.
- Reason: Provide context (e.g., 'Q3 Cycle Count', 'Investigating missing drill stock').
Add Items: Click + Add Item to add rows to the table. Select the items you want counted from the dropdown.
Delegate (Optional): Assign specific items to different staff members using the 'Assigned To' dropdown on each row.
Click Save Draft to work on it later, or Create Order to push it live to the Staff Kanban board.

Notes

The system automatically populates the 'Current Stock' and 'Unit Cost' based on your active Items database.

When you click '+ Add Item', the system pulls the 'Current Stock' quantity at that exact moment.

You do not have to finish creating a large order in one sitting. Using the 'Save Draft' button allows you to build a comprehensive audit list over a few days before pushing it live to the staff.

Best Practices

When adding items to a single order, group them by physical proximity (e.g., all items in 'Aisle 4' or 'Zone B'). Do not force staff to walk back and forth across the entire facility for one order.

Avoid creating massive, 500-item stock take orders. Break them down into smaller 20-50 item batches. Smaller batches are less overwhelming for staff and allow managers to review and close out discrepancies much faster.

If you do not have time for a full warehouse audit, sort your Stock Inventory by 'Value in Stock' and create a Stock Take Order exclusively for the top 10% most expensive components.

Viewing and managing the Stock Take Order

Once staff begin counting, Managers can click on the order row in the table to open the detailed Stock Take Order view.

General Information tab

Real-time updates: As staff enter their counts, the 'Adjusted Stock' column updates live.
Difference & Value Impact: The system highlights discrepancies. Positive gains (finding extra stock) appear in green (e.g., +30 units, +£1,000.00). Negative losses (missing stock) appear in red (e.g., -23 units, -£200.00).
Global Actions: Use the Actions dropdown at the top to change the global status of the entire order (e.g., changing it from 'Ready to Count' to 'Mark as Being Counted').
Financial Summary: The bottom right displays the net 'Total Value' impact (gain or loss) of the entire audit.

Notes

You never need to manually calculate the discrepancy. The system instantly processes the 'Difference' and 'Value Impact' the moment a staff member inputs the physical 'Quantity' into the counting modal.

A blank 'Counted Stock' field means the item has not been audited yet. A '0' means the item was audited and nothing was found.

Best Practices

Never leave missing items blank: If an item is completely missing from the shelf, staff must enter '0' in the count field. Leaving it blank keeps the status as 'Ready to Count' and stalls the completion of the entire order.

Implement a double-count rule: Establish an internal threshold (e.g., any variance over £500, or any difference greater than 20 units). If the system shows a red 'Value Impact' exceeding that rule, a manager should physically recount the bin before approving the final adjustment.

Document the "why": If a massive discrepancy is found during the update process, use the 'Reason' text box in the general information section to document what happened (e.g., 'Found missing metal covers tucked behind the drill press'). This creates a reliable audit trail for the accounting team.

Order History tab

This tab provides an audit trail, showing exactly who created the order, who updated the counts, and when statuses were changed.

Staff view (Kanban board)

The Staff view transforms the stock take tasks into a visual Kanban board. Instead of looking at entire orders, staff see individual item counting tasks represented as cards.

Key elements of the Kanban view

Visual workflow: Columns represent the current status of the count (e.g., 'Ready to Count', 'Being Counted').
Actionable cards: Each card displays the specific item to be counted, its location, and the deadline.
Status updates: Staff can update the status of a count directly from the card or by dragging and dropping the card into the next column.

When to use this view

Warehouse personnel and technicians should use this view on their tablets or mobile devices while physically walking the aisles to perform the counts.

Notes

Real-time sync: Moving a card on the Kanban board instantly updates the master table in the Manager view.

Best Practices

Lock before you count: Train staff to drag a card into the 'Being Counted' column before they start counting. This acts as a visual 'Do Not Disturb' sign, ensuring other staff do not pick or place items on that specific shelf while the audit is happening.

Focus on assigned tasks: Use the filters at the top of the Kanban board to only show cards 'Assigned To' your specific name. This prevents accidental duplicate counting by multiple staff members.

Executing a count (Staff action)

When a stock take is active, staff use the Kanban view to record their physical findings.

In the Staff view, click on the card for the item you are auditing (e.g., 'Super Drill').
A specialized counting modal will appear showing the item details and the 'Current Stock' expected by the system.
Physically count the item on the shelf.
Enter your physical count into the Counted Stock field (labeled as 'Quantity').
The system instantly calculates the Difference and the financial Value Impact.
Update the status dropdown to 'Complete'.
Click Save Changes.

Notes

The moment you type a number into the 'Counted Stock' field, the system instantly updates the 'Difference' and 'Value Impact' on your screen. You do not need to do any manual math.

An empty 'Counted Stock' field tells the system the count has not started yet. Entering a '0' tells the system you have physically checked the location and the item is completely out of stock.

Clicking 'Save Changes' on the counting modal immediately pushes your updated numbers to the Manager's master table.

Best Practices

Count blind: Whenever possible, physically count the items in the bin before looking at the 'Current Stock' number on your screen. Knowing the expected number beforehand can create a bias where you assume the system is correct without thoroughly checking.

Finish what you start: Never leave an item card in the 'Being Counted' column at the end of your shift. If you cannot finish the count, move the card back to 'Ready to Count' so the next shift knows it still needs to be done.

Report damaged goods separately: If you find damaged or unusable parts (e.g., rusted screws or cracked plastic housings), do not include them in your final 'Counted Stock'. Only count the usable inventory, and immediately notify your manager so the damaged items can be properly scrapped via a Stock Adjustment.

Double-check high variances: If the system expects 250 units and you only count 50, pause and look around. Check the adjacent bins, the receiving dock, or the nearest workstation before submitting a massive discrepancy.

Stock Takes

Manager view (Table)

The Manager view displays a master table of all stock take orders. It is designed for high-level oversight, planning, and review.

Key elements of the Manager table

Order Number: The unique identifier for the stock take.
Due Date: The deadline for the count. If a count surpasses this date, a red 'Overdue' badge appears to flag it for immediate attention.
Status: Tracks the global progress of the order (e.g., 'Draft', 'Ready to Count', 'Being Counted', 'Complete').
SA Source: If the stock take triggers a Stock Adjustment to correct discrepancies, the resulting Adjustment ID is linked here.

When to use this view

Managers should use this table to monitor the progress of audits, follow up on overdue counts, and review the financial impact of completed stock takes.

Notes

The 'Difference' is calculated as: Counted Stock - Current Stock.

The 'Value Impact' is calculated as: Difference * Unit Cost.

Completing a Stock Take does not immediately delete or fabricate stock; depending on your organization's permissions, it may generate a pending Stock Adjustment (SA Source) requiring final financial approval.

Best Practices

Adopt cycle counting: Do not wait for an annual, facility-wide stock take. Create small, weekly Stock Take Orders for specific categories (e.g., auditing all 'PCBs' this week, and all 'Fasteners' next week). Cycle counting is far less disruptive to daily operations.

Investigate red numbers: Before approving a completed stock take with heavy negative 'Value Impacts', physically verify the count. Often, a 'missing' box of materials was simply placed on the wrong shelf.

Use statuses religiously: Staff should always change an item to 'Being Counted' the moment they start. This signals to the rest of the team that the physical stock is currently being audited and should not be moved or consumed until the status is 'Complete'.

Creating a new Stock Take Order

Managers can initiate a physical count by creating a new order.

From the Manager view, click the + New Stock Take button at the top right.
Assign Details: Fill in the header information:
- Assigned To: The primary person responsible for overseeing this order.
- Location: The specific site or warehouse zone being audited.
- Issue Date & Due Date: The timeframe for the audit.
- Reason: Provide context (e.g., 'Q3 Cycle Count', 'Investigating missing drill stock').
Add Items: Click + Add Item to add rows to the table. Select the items you want counted from the dropdown.
Delegate (Optional): Assign specific items to different staff members using the 'Assigned To' dropdown on each row.
Click Save Draft to work on it later, or Create Order to push it live to the Staff Kanban board.

Notes

The system automatically populates the 'Current Stock' and 'Unit Cost' based on your active Items database.

When you click '+ Add Item', the system pulls the 'Current Stock' quantity at that exact moment.

You do not have to finish creating a large order in one sitting. Using the 'Save Draft' button allows you to build a comprehensive audit list over a few days before pushing it live to the staff.

Best Practices

When adding items to a single order, group them by physical proximity (e.g., all items in 'Aisle 4' or 'Zone B'). Do not force staff to walk back and forth across the entire facility for one order.

Avoid creating massive, 500-item stock take orders. Break them down into smaller 20-50 item batches. Smaller batches are less overwhelming for staff and allow managers to review and close out discrepancies much faster.

If you do not have time for a full warehouse audit, sort your Stock Inventory by 'Value in Stock' and create a Stock Take Order exclusively for the top 10% most expensive components.

Viewing and managing the Stock Take Order

Once staff begin counting, Managers can click on the order row in the table to open the detailed Stock Take Order view.

General Information tab

Real-time updates: As staff enter their counts, the 'Adjusted Stock' column updates live.
Difference & Value Impact: The system highlights discrepancies. Positive gains (finding extra stock) appear in green (e.g., +30 units, +£1,000.00). Negative losses (missing stock) appear in red (e.g., -23 units, -£200.00).
Global Actions: Use the Actions dropdown at the top to change the global status of the entire order (e.g., changing it from 'Ready to Count' to 'Mark as Being Counted').
Financial Summary: The bottom right displays the net 'Total Value' impact (gain or loss) of the entire audit.

Notes

You never need to manually calculate the discrepancy. The system instantly processes the 'Difference' and 'Value Impact' the moment a staff member inputs the physical 'Quantity' into the counting modal.

A blank 'Counted Stock' field means the item has not been audited yet. A '0' means the item was audited and nothing was found.

Best Practices

Never leave missing items blank: If an item is completely missing from the shelf, staff must enter '0' in the count field. Leaving it blank keeps the status as 'Ready to Count' and stalls the completion of the entire order.

Implement a double-count rule: Establish an internal threshold (e.g., any variance over £500, or any difference greater than 20 units). If the system shows a red 'Value Impact' exceeding that rule, a manager should physically recount the bin before approving the final adjustment.

Document the "why": If a massive discrepancy is found during the update process, use the 'Reason' text box in the general information section to document what happened (e.g., 'Found missing metal covers tucked behind the drill press'). This creates a reliable audit trail for the accounting team.

Order History tab

This tab provides an audit trail, showing exactly who created the order, who updated the counts, and when statuses were changed.

Staff view (Kanban board)

The Staff view transforms the stock take tasks into a visual Kanban board. Instead of looking at entire orders, staff see individual item counting tasks represented as cards.

Key elements of the Kanban view

Visual workflow: Columns represent the current status of the count (e.g., 'Ready to Count', 'Being Counted').
Actionable cards: Each card displays the specific item to be counted, its location, and the deadline.
Status updates: Staff can update the status of a count directly from the card or by dragging and dropping the card into the next column.

When to use this view

Warehouse personnel and technicians should use this view on their tablets or mobile devices while physically walking the aisles to perform the counts.

Notes

Real-time sync: Moving a card on the Kanban board instantly updates the master table in the Manager view.

Best Practices

Lock before you count: Train staff to drag a card into the 'Being Counted' column before they start counting. This acts as a visual 'Do Not Disturb' sign, ensuring other staff do not pick or place items on that specific shelf while the audit is happening.

Focus on assigned tasks: Use the filters at the top of the Kanban board to only show cards 'Assigned To' your specific name. This prevents accidental duplicate counting by multiple staff members.

Executing a count (Staff action)

When a stock take is active, staff use the Kanban view to record their physical findings.

In the Staff view, click on the card for the item you are auditing (e.g., 'Super Drill').
A specialized counting modal will appear showing the item details and the 'Current Stock' expected by the system.
Physically count the item on the shelf.
Enter your physical count into the Counted Stock field (labeled as 'Quantity').
The system instantly calculates the Difference and the financial Value Impact.
Update the status dropdown to 'Complete'.
Click Save Changes.

Notes

The moment you type a number into the 'Counted Stock' field, the system instantly updates the 'Difference' and 'Value Impact' on your screen. You do not need to do any manual math.

An empty 'Counted Stock' field tells the system the count has not started yet. Entering a '0' tells the system you have physically checked the location and the item is completely out of stock.

Clicking 'Save Changes' on the counting modal immediately pushes your updated numbers to the Manager's master table.

Best Practices

Count blind: Whenever possible, physically count the items in the bin before looking at the 'Current Stock' number on your screen. Knowing the expected number beforehand can create a bias where you assume the system is correct without thoroughly checking.

Finish what you start: Never leave an item card in the 'Being Counted' column at the end of your shift. If you cannot finish the count, move the card back to 'Ready to Count' so the next shift knows it still needs to be done.

Report damaged goods separately: If you find damaged or unusable parts (e.g., rusted screws or cracked plastic housings), do not include them in your final 'Counted Stock'. Only count the usable inventory, and immediately notify your manager so the damaged items can be properly scrapped via a Stock Adjustment.

Double-check high variances: If the system expects 250 units and you only count 50, pause and look around. Check the adjacent bins, the receiving dock, or the nearest workstation before submitting a massive discrepancy.

Stock Takes

Manager view (Table)

Key elements of the Manager table

When to use this view

Creating a new Stock Take Order

Viewing and managing the Stock Take Order

General Information tab

Order History tab

Staff view (Kanban board)

Key elements of the Kanban view

When to use this view

Executing a count (Staff action)

Related topics

Stock Takes

Manager view (Table)

Key elements of the Manager table

When to use this view

Creating a new Stock Take Order

Viewing and managing the Stock Take Order

General Information tab

Order History tab

Staff view (Kanban board)

Key elements of the Kanban view

When to use this view

Executing a count (Staff action)

Related topics