Stocktake

The stocktake is a guided counting process: an admin plans a session, assigned counters capture the actual stock on the planned day, the system warns about large deviations, the admin approves and the stock is corrected. At the end there is a tax-compliant export. You manage stocktakes at /admin/warehouse/stocktakes.

Plan a session

An admin creates a counting session:

Field	Description
Branch	Which branch is counted?
Date	Planned counting day
Counters	Assigned staff who may count

Date gate

Counting is only possible on the planned day. Outside that date, capture is locked — an admin can release it via an override.

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Capture options

When creating the session, you define how it is counted:

Option	Description
Capture type	By scan or by entry (configurable)
Timestamp	Each count gets a timestamp
Live target display	The target stock is shown while counting
Single capture	Each position may be captured only once

Blind counting

Turn off the live target display if counters should not see the expected stock — this prevents unconscious alignment.

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Device lock

A stocktake is counted by one device. As soon as a device takes over the session, it is locked for others (single-device lock). On inactivity a timeout applies, after which another device can take over. This prevents parallel counting with conflicting results.

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Capture & deviation warning

The counters capture the actual quantities — by scan or entry, depending on the session option. Before submission, the system checks the deviations:

Threshold warning

If a captured quantity exceeds an admin-set deviation threshold from the target, the system warns before submission. This catches typos and counting errors before the stock is corrected.

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Submission & approval flow

1. Count — counters capture all positions
2. Submit — for deviations above the threshold, a warning appears first
3. Status “to review” — the session goes to admin review
4. Approval — the admin approves the stocktake
5. Stock correction — the stock is set to the counted actual values

Correction only after approval

The stock is corrected only after the admin approval. A submitted but unapproved stocktake does not yet change the stock.

You reach the review/approval view at /admin/warehouse/stocktakes/review.

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Export

A stocktake can be exported:

Format	Purpose
PDF	Stocktake counting list, tax-compliant, with signature lines
CSV	Further processing in spreadsheets / external systems

Keep the PDF

The PDF counting list with signature lines is suitable as a record for accounting. Save it after every cut-off-date stocktake.