Having an inaccurate inventory can be the difference between being able to fulfill an order, or going back to a customer with bad news and losing out on the sale. While managing your inventory with OrderEZ helps minimize this scenario, conducting a regular stocktake in your warehouse, bottle shop, storage facility, office, or wherever you store your goods, will ensure the most accurate figures.

Let's run through how to conduct a stocktake.


Conducting a Stocktake - Desktop

Start off in your products tab, and towards the top left, hit on Stocktake next to All Products.

This brings you to where all your stocktakes are recorded.

Hit Conduct Stocktake to begin.

1) Select the Warehouse you will be conducting a stocktake for.

2) Run through all the products and input their actual stock level.


Pro Tip: You can't have a higher stock value than the initial inventory for that product and if you're using batch IDs and expiry dates you're taking stock at that level. If you're increasing your stock value, you'll want to add stock first. More on that below!


3) While we recommend adding stock via the Manage Product Inventory workflow, you can add stock here as well. If you want to add new stock of a product, click on the Add New Stock button.

Here you can add new stock for any of your products. Repeat this process for however many products has new stock to add during the stocktake.

After selecting the products, scroll to the bottom of the page and locate the additional products, and set their stock levels.

Once you're done, hit Go to Overview at the top right, and you'll be taken to the confirmation page. Here you're able to add any individuals that were a part of the stocktake for record-keeping, as well as leave any notes regarding the stock.


Stocktake Information

Clicking into an individual stocktake from the main Product page, you're able to access the details of any stock changes.

This covers: which warehouse the stocktake was in, the time and date, who did the stock take, the prior quantity, the actual stock quantity, and the difference in stock.


Pro-Tip: You have the option of exporting all of this information as a CSV via the export button in the top right!


Conducting a Stocktake - Mobile

1) Start off in your products tab, and on the bottom right, hit the blue + circle.

This brings you to where all your stocktakes are recorded.

2) Select the warehouse you'll be conducting the stocktake for, and click "Conduct Stocktake"

This brings you to all the products in your warehouse.

3) Click into the first item, and enter the proper quantity amount. Hit "Next" to move on to the next product.


Pro Tip: You can't have a higher stock value than the initial inventory for that product.


4) If you have more stock than what is in the system, you'll receive an error message. You'll need to add in new stock of the product. As above, we recommend adding stock via the Manage Product Inventory workflow, but you can add stock here as well.

If you want to add new stock of a product, hit the blue + icon on the main stocktaking page.

5) Select the product that you'll be adding stock for, the location (typically default) and add the batch ID, expiry date, or COGS if applicable, followed by Add Stock. This will create a new inventory addition for that specific product, where you will be able to input the additional stock level.

6) Hit Confirm at the top right and then you'll be back to the main screen. Here you can record any additional users that were part of the stocktake, and leave any pertinent notes. Hit "Finish" and you've completed the stocktake!

You can access this stocktake, and all prior stocktakes via the desktop web application.

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