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.

Prior to Stocktake

  • Plan out how your stocktake will take place. Consider aspects such as time, staff and equipment.
  • Perform a 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.
  • Print/Save a copy of the General Stock Listing Report for ALL stock items.
    • From the top menu bar of Retailer, click on Reports -> Stock Reports -> Stock Listing Reports -> General Stock Listing.
    • In the settings, 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.
  • For supplier invoices, you should not arrive any during the course of a stocktake.
    You should either:
    • Arrive the invoices BEFORE the stocktake and RE-COUNT them during the stocktake.
    • Arrive the invoices AFTER the stocktake.
  • 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

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