Overview of Stocktaking in Retailer

Overview of Stocktaking in Retailer

This article provides a brief overview of what to do before a stocktake, the types of stocktakes available in Retailer, and some frequently asked questions about stocktaking.
Info
Before beginning your stocktake, we recommend that you read the Stocktake Best Practice Advice article.

Video Guide

Here is a YouTube video on stocktaking that covers most of the same advice below: https://www.youtube.com/watch?v=OUBTn73aF6s

Prior to Stocktake

  1. Plan out how your stocktake will take place. Consider aspects such as time, staff and equipment.
  2. Perform a Retailer Backup to a separate USB drive before starting your stocktake. Keep this USB somewhere safe and do not use it. This is crucial if something goes wrong with your stocktake.
  3. Print/Save a copy of the General Stock Listing Report for ALL stock items.
    1. From the top menu bar of Retailer, click on Reports → Stock Reports → Stock Listing Reports → General Stock Listing.
    2. In the Report Options, make sure All Departments and All Stock Items are ticked. Make sure Show Totals Only, Price List Only and Only Items that are Active are NOT ticked.
  4. For supplier invoices, you should not arrive any during the course of a stocktake.
    You should either:
    1. Arrive the invoices BEFORE the stocktake and RE-COUNT them during the stocktake.
      OR
    2. Arrive the invoices AFTER the stocktake.
  5. For sales, if you use Retailer to scan items as you count them, you can perform sales as normal. If you are using a PDE, we do not recommend performing any sales to get the most accurate figures possible.

Types of Stocktakes

There are three different types of stocktakes you can perform in Retailer.
  1. Full Stocktake
    1. Run when counting every stock item in the store.
    2. Clears the stock on hand quantities for all other items that were not scanned.
    3. For instructions, click HERE.
  2. Spot Stocktake
    1. Only items that you scan will be affected.
    2. Does not clear stock on hand quantities for items that were not scanned.
    3. For instructions, click HERE.
  3. Custom Stocktake
    1. Involves creating a list of stock based on specified criteria (suppliers, departments, categories etc.)
    2. You can freely perform arrivals & sales of items not on your custom list while stocktaking.
    3. Only items in the list will be affected by counting and clearing stock on hand figures.
    4. For instructions, click HERE.

InfoAn unprocessed stocktake can be deleted by clicking on Opening Existing Stocktake and selecting the stocktake you wish to delete. Once the stocktake is open, you can click on the Delete button. This will delete the currently open stocktake and remove any information that was entered into that stocktake. A stocktake cannot be deleted once it's been processed.

What Stock should not be Counted in a Stocktake?

There are some items that are not included in your Quantity on Hand and should therefore not be counted during a Stocktake:
  1. Stock on a Layby
  2. Stock Reserved on a Proforma Invoice
  3. Stock used in Repairs
  4. Customer Putaways

FAQ

Below is a list of frequently asked questions about stocktaking:
Can I count stock on multiple computers into the same stocktake?
Yes, there are no issues with having the same stocktake open on multiple devices, but it's important to coordinate the process carefully to prevent staff from counting the same items on different devices, which could lead to duplicate counts.
Can I count from a mobile device?
Yes. Retailer Roam can be used from a mobile phone or tablet to count items into a Retailer Stocktake.
See HERE for more about Retailer Roam.
See our Roam Stocktake guide.
Can I remove an item from a Stocktake?
If an item is counted into a Stocktake by mistake, you can remove it. This is particularly relevant for Spot or Custom Stocktakes.
If you just change the Counted Qty to 0, the Quantity on Hand will be reset to 0 when processing the Stocktake.
To delete an item from a Stocktake:
  1. From the Stocktake screen, click the line item you wish to remove.
  2. On the keyboard, press the [Delete] button.
  3. A Confirm prompt will appear, click OK to remove the item.
NOTE: The Delete button on the Stocktake screen deletes the entire Stocktake.

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